it for event directors
TRANSCRIPT
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IT for Event DirectorsHigh Level Event Seminar, Riga 2016
@spjelkavik – Henning Spjelkavik
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Project management
Major Technical ComponentsAnd their requirements
How to deliver! Sourcing strategy – “build or buy”
Examples – how has this been solved
Agenda
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• Software Engineering
• High traffic web
• Member of IOF ITC
• Experience• World Cup 1996-2014, WOC 1997
• Timing, punching and IT since WOC 2004
• Foot-o, ski-o, multisport
• (Web)-TV production• Cross-country and biathlon
• WSOC 2011, 2015, ESOC 2011, JWOC
• World cup
• SEA WOC 2013
Henning Spjelkavik
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IT Area Main Objectives
•Fair Competition for Athletes•Accurate time taking•Reliable punching system
•Exciting Live Coverage for Spectators•Arena Production, Internet, TV, GPS
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Reference model
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Project management
Project manager / coordinatorAssess
How to assemble the teams / componentsWhat to outsourceWhat you handle yourselfHow to recruit competent personnel
Necessary training and testing
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Project management
Have in mind:Competency and experienceOpportunity costRecruit people - or hire services
MilestonesTestsManage boundaries – clear responsibilities
Event director?
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Project management
MilestonesTestsBoundaries between teams/components
In the OC?Event DirectorTechnology Director
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Timeline
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Testing
If it isn’t tested, it won’t work.
Challenge the team to do enough testing!
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A High Level Event has unique requirements – it’s not just a normal event scaled up –especially with regards to interfaces and integrations
You need some persons in the organisationwith experience from a similar event
Apprentice
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RequirementsElements of Technology
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Timekeeping – fair and secure
Precision and accuracy;1s in the results – quality must be at least 0.5s0.1s in the sprint finalTV: <0.5s latency to graphics is shown
PhotocellActive transponder with antenna loops
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Punching
Fair and secure
Must use an approved system
Avoid catastrophic failure
Should look “good/professional” on TV
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Radio controls / intermediate
TV prewarning: <5s latency
TV in picture: <1s latency
Cabled or a dedicated radio network
Can be solved through punching system, timing system, manually
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Results service
TV instantly available, errors must be corrected very quickly (<10s)
DSQ decisions can be decided later
“Photo finish” is acceptable
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TV Producer
Needs reliable pre warnings!
Can use GPS tracking for planning
Need GPS tracking coverage in designated parts of the course
Internet
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Other TV requirements
Power
Cabling, camera and intermediate timing
Access with heavy trucks
Catering etc
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Media
Possibly infinite bandwidth requirements
Separate, dedicated bandwidthTotal isolationConfigured QoS
Network people
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Public wifi
Definitely infinite bandwidth requirements, if internet connectivityAlternative: local, online resultsPossibly 1000s of devices5-15 access points (100-200 users pr)TrickyAdvantage: Save GPRS/3G/4G bandwidth for GPS, intermediate timing etc
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Arena Infrastructure
Internal network for timekeeping
Internet access for media, TV producer, speaker, organisers’ systems (incl payment?)
Network quality. Maximum distances. Power. UPS on critical points.
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Live results – Live Center
EmmaClient + server
Possible to scale in the cloud
Works with IOF Live center(I don’t know plans for 2016)
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GPS Tracking
TV good visualisations
TV trained operator
TV GPRS coverage in planned areas!
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Big screen
Suitable quality and placement
TV production – or different?
Commercial opportunities
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Administrative software
Eventor
Booking, accreditation, etc
Timekeeping, punching, tv graphics –must work together
Entries, drawing etc – according to rules
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Spectator races
Separate timekeeping team!
https://flic.kr/p/abySCx
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Arena production
•Big screen – rental, logistics
•Cable from TV production to screen
•Possibly additional production for the arena
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Easy to forget...
•Internet for speaker; additional PCs beyond results services providers’
•Video streaming to Livestream (internet bandwidth, equipment, setup)
•Printed result lists should be available for the teams
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SourcingWhat to build – what to buy
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Domains / services
•Example: Mapping•Activities•Timekeeping•“Punch control”• Intermediate timing•GPS-tracking•TV-graphics•Entry system for spectators•Accreditation etc management system
•Punching system
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Models
•Buy a service
•Do it yourself – rent/borrow equipment
•Do it yourself – rent/borrow equipment and hire a consultant
•Define clearly - Who takes responsibility for the end result?
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Buy a service
•Some companies/groups can provide all of the above in one package
•Cost
•You need to supply some manpower
•Internal coordination is on the provider
•Clear contract and understand of the boundaries
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Broadcast TV
Really, really consider the risks of using teams without experience
Risk vs cost
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Rent equipment
Rent the equipment from provider(s)
Operate yourself
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Rent equipment and consultant
The organisers people still lead, operate and execute
Foto: Geir Nilsen/Langrenn.com.
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ImplementationSome alternatives
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Timekeeping
•Both orienteer – and non-orienteer companies/clubs
•Does not need to know orienteering
•...but you need to define the interfaces
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Intermediate timing
•ROC – Raspberry pie•http://olresultat.se/blog/?page_id=148
•jSh - http://radio.jsh.de/•Several based on RACOM++•Emit: eLink•VHF hack•+++
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Punching and Event administration
•Orienteering domain
•Must be done by people who know orienteering
•Either by the organiser or a service provider
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GPS tracking
•GPSseuranta (WOC 2010-2014)
•TracTrac (WOC 2008, World Games)
•Estonian
•Loggator (Bulgarian/Norwegian)
•Polish
•Hungarian (WOC 2009)
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ExamplesHow did the last WOCs solve this problem?
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WOC 2008 Olomouc
Service Solution Notes
Timekeeping (start+finish) Slovak timing company (VOS-TPK)
Non-orienteers, paid
“Punch control” Czech expert group Orienteers, clubs in the region. Czech software
Spectator race result service Organisers
Radio timing Czech expert group Orienteers, Using Racom equipment
TV graphics Czech company (Akisport/Hego)
Long relation with producer. XC-skiing.
GPS Tracking TracTrac Orienteer, paid
Accreditation, athlete management
Web-based database solution Organisers
TV producer Karel Jonak Long relation with o
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WOC 2010 Trondheim
Service Solution Notes
Timekeeping Organisers Orienteers
“Punch control” Organisers + 1 hired expert Orienteers
Radio timing Organisers Orienteers
TV graphics Finnish o-solution Orienteers, paid for
GPS Tracking GPSseuranta Orienteers, paid for
Accreditation, booking management
Local solution; partly manual; access database; excel etc
Organisers
TV producer Olli Härkki Long relation with o
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WOC 2012 Lausanne
Service Solution Notes
Timekeeping Leibundgut Orienteers, paid for
“Punch control” Leibundgut Orienteers, paid for
Radio timing Leibundgut + Specialist club Orienteers, paid for, RACOM-based
TV graphics Leibundgut Orienteers, paid for
GPS Tracking GPSseuranta Orienteers, paid for
Accreditation, booking management
N Russi Orienteers, paid for
TV producer Armand ... Some relation with o
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WOC 2013 Vuokatti
Service Solution Notes
Timekeeping ResultFellows++ Orienteers, paid for
“Punch control” ResultFellows++ Orienteers, paid for
Radio timing ResultFellows++ Orienteers, paid for
TV graphics Finnish o-solution Orienteers, paid for
GPS Tracking GPSseuranta Orienteers, paid for
Accreditation, booking management
Local solution; partly manual; access database; excel etc
Organisers
TV producer Olli Härkki Long relation with o
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WOC 2014 Lavarone
Service Solution Notes
Timekeeping Local timing company, Chronometry
Non-orienteering
“Punch control” Czech expert group Orienteers, external club
Spectator race result service Organisers + hired expert
Radio timing Czech expert group Using Racom equipment
TV graphics Czech company (Hego) Long relation with producer. XC-skiing.
GPS Tracking GPSseuranta Orienteer
Accreditation, booking management
Manual; excel etc + web application
Organisers
TV producer Karel Jonak Long relation with o
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WSOC 2015 BudorService Solution Notes
Timekeeping EQtiming (Emit) 2 persons from EQresponsible. +6 organisers
“Punch control” EQtiming (Emit)
Spectator race - result service Local organiser
Radio timing EQtiming GPRS-based. +2 Organisers.,
TV graphics EtimingGraphics/NOF Run by NOF expert
GPS Tracking NOF/GPSseuranta Run by NOF expert
Accreditation, booking management
Manual + eventor; excel etc Organisers / NOF
Web TV producer Per Frost/Henning Spjelkavik Run by experts, IOF/NOF
Publlic Wifi, Media network NOF-equipment, mobile broadband Run by NOF expert
Video uplink Henning Spjelkavik, mobile broadband with antenna
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JWOC 2015 RaulandService Solution Notes
Timekeeping EQtiming (Emit) 2 persons from EQresponsible + 7 organisers
“Punch control” EQtiming (Emit)
Radio timing EQtiming GPRS-based. +2 Organisers.,
Spectator race - result service Local organiser
TV graphics EtimingGraphics/NOF Run by NOF expert
GPS Tracking NOF/GPSseuranta Run by NOF expert
Accreditation, booking management
Manual + eventor; excel etc Organisers / NOF
Web TV producer Christian Gedde-Dahl Run by experts, IOF/NOF
Publlic Wifi, Media network NOF-equipment, mobile broadband Run by NOF expert
Video uplink Fiber
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Fill in your matrix!Function How Who Notes
Project management / Technology Director
Timekeeping
Punching system
Intermediate controls
Spectator race
GPS Tracking
Accreditation, booking management, entries
TV producer
Publlic Wifi
Internal network at arena for media and organisers
Big screen
Arena production
How: rented/own equipment; rented + hired consultant (s); service provider
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Project Timeline
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Conclusion•There are several ways to
split how you assemble your services• What to buy• What to deliver internally
•Talk to previous organisers of the same event• ...and local organisers of similar
complexity (if there exists) –possibly in other sports
The IOF IT Commission will be happy to discuss these matters with you!
[email protected] +47 932 080 67
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IT ChecklistFebruary 2015How to manage, or do quality assurance
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Technology system checklist
•Event Director
•Event Adviser - Do the Adviser feel comfortable asking these questions? If not - who can assist?
•For a High Level Event, contact the IT Commission for further advice.
•Possibly – an assistant adviser
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Organisation
• Who is responsible for IT in the organisation?
• What is the responsibility (the boundaries) of the IT organisation?
• What if the person is ill on the competition?
• How many people are in the IT organisation?
• How are you doing internal control of the IT-organisation?
• Have they done this before?
• Where are the interfaces to the other parts of the organisation?
• How is the workflow? From receiving the official entries with names at 12:00 the day before the event, through drawing, preparation of lists, so it’s ready for the Team Officials’ meeting?
• Who is handling complaints and protests?
• If there is a qualification and final on the same day - is there a detailed time table?
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General IT systems• Software version - used before, stable, similar events (size, importance), proven?
• Does the software provide IOF XML 3.0 result export?
• Are there special requirements for this event?
• Have you tested the equipment?
• Do you have spare units for critical elements?
• Have you tested the planned procedures in a test event? (Electricity fail, network break down)
• Separate power, network - priority to the most important things
• Is the network able to handle the workload (mobile networks may break down with lots of spectators)?
• If there is a public wifi for the spectators, is it separated from the organisers network?
• If the public network is connected to the internet - is there enough bandwidth for the public and all other users?
• Are the main components in the finish able to run minimum services when electricity fails? (notebooks work on battery - network switches have to work too)
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Punching system
• What punching system is planned to use?
• When was the system last maintained? (Battery, firmware, temperature, reprogrammed)
• Are the people familiar with the handling of the system and all of its components?
• Do the competitors know how to use the system? Is there a modell event to train the handling from the competitors perspective?
• Is it planned to check (visit and punch) all controls just before the race? Are there prerunners? Are there procedures and time to react and correct in case of problems?
• Are there procedures at the start when an ecard is not functioning correctly at the start (check process)?
• Was the system tested by the people before the competition?
• Is the read out process of the batches in the finish tested? Is there a backup for this process in case on any problem with it?
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Timing system
• Is there a backup timing system ready?
• Are there procedures about what to do if the main timing system fails?
• How and who will synchronise the start and finish clocks?
• What is the system for intermediate times?
• What happens if the runners start at the wrong start times?
• How to handle forgotten ecard at the start?
• Will there be photo cell, push button or photo finish camera taking the time?
• WRE/WMOC : finish punch may be acceptable
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Tracking
• Is there mobile network coverage in the complete competition area?
• Is the mobile network in the arena able to handle spectators using mobile phones and the tracking data?
• Is the mobile network company (telecom operator) able to increase capacity in the area?
• Which GPS tracking service will you use? Has it been used in orienteering before?
• If there is a weak GPS coverage, are foreign SIM cards considered?