Before you start
- The decision to organise an Olympic Festival needs to be based on a careful assessment of its feasibility. The first step is to evaluate available resources against needed resources (i.e. time, people, equipment, venue, finance).
- Organisers need to demonstrate that the event is viable and achievable. Depending on the size of the event, organisers may create a feasibility study for large-scale events, or a cost-benefit analysis for medium-size events. Small-scale events will require not more than a preliminary evaluation that can be carried out by the organiser.
- A feasible size of the event needs to be determined based on a rational evaluation of the availability of funding (e.g. self-funding potential, public funding, other sources of income), size of the organisational structure, and availability of human and physical resources (e.g. venue).
- Depending on the envisaged size of your event, you can also consider using external evaluators who would assess the feasibility of your event. An external evaluation could be, in particular, useful, should you organise the Olympic Festival for the first time, and should it be a large-scale event.
In order to join the initiative and use the name and the Festival Marks, NOCs need to sign a licencing agreement with the International Olympic Committee. If you consider organising an OF, contact the IOC NOC Relations Department for more information.
- NOCs have the responsibility to protect and promote Olympic values, and Olympic Festivals present an excellent way of doing so. Keep in mind that these values need to be directly reflected in the concrete set-up and activities of your Olympic Festival.
Local Environment and Conditions
- There is no one-size-fits-all concept of Olympic Festivals. Local environment and conditions - economical, legal, geographical, infrastructural, historical and social – need to be always taken into account.
- Try to match the opportunities presented by the Olympic Festival as much as possible to the local environment in terms of its culture and history.
- Take into account the actual economic situation and do not overestimate the capacities (financial and human) of your organisation. Overspending in dare times is not going to bring a positive image to your organisations and the Olympic movement in general.
- Carefully assess the social framework and consider current societal situation (e.g. the importance of inclusion and inclusiveness).
- Be aware of all the laws and rules in place and respect them.
- Rules and regulations regarding the protection of Olympic assets.
- Rules of engagement and endorsement by the Government.
- National/international legal framework.
- Make sure that you have a full support of the executive board of your organisation. Without such support, it would be close to impossible to organise your Olympic Festival in a sustainable manner.
- Olympic Festivals are neither organised in a void, nor by a single organisation. A proper stakeholder mapping prior to the decision to organise an Olympic Festival, and a proper stakeholder management during implantation, are crucial.
- Various actors play various roles in the organisation of the Olympic Festival. While the types of the roles (production, provision of funding, management and oversight, hosting of the event etc.) will remain constant, the actors which play these roles may be different from one country to another.
- Be sure to identify all the actors and clarify their roles at the very beginning of the process.
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