Games Secretariat

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For day to day planning, execution and delivery of the games, a game secretariat had been setup. Games Secretariat worked under the policy approved by the Organising Committee and its Executive Committee. The Games secretariat is headed by Chief Executive Officer(CEO) and three Jt. CEOs. The activities of the games have been divided in 16 Functional Areas.

Functional Area (FA) :

Responsible for providing accommodation to all athletes, officials and other stakeholders and ensuring provision of adequate and cost-effective lodging facilities and related services.
Responsible for providing accreditation to all athletes, team officials, media, broadcasters, guest, workforce, volunteers and contractors. Accreditation privileges are granted by the OC-SAG for constituents to do their job efficiently, effectively and safely.
Responsible for hosting the Opening and Closing Ceremonies and cultural events in the host cities. The objectives is to promote the spirit of the Games through a variety of cultural programmes and to create a warm atmosphere for display and exchange of rich Indian culture for athletes and spectators.
Responsible for creating and executing a media and advertising plan which will disseminate the massage of the Games by generating enthusiasm within the country. Image and Look plays a central role in creating, establishing and enhancing the brand. It controls the visual presentation of the Games and contributes to a memorable Games experience.
Responsible for liaising with Government agencies to deliver successful Games. Coordinate with all Functional Areas on planning of the Games, monitoring and preparing status reports on the progress of work done. It is also responsible to organize and liaise meetings of all committees associated with the Games, besides providing services to the members of the SAOC, IOA, NOCs, Athletes, officials and other accredited VIPs as well as delivering protocol-related services both prior to and during the Games.
Responsible for developing the general Games budget, monitoring revenue and expenditure. Acting as a focal point for budgeting, financial control and financial reporting across Functional Areas and assisting all Functional Areas in conducting financial transactions and activities.
Responsible for preparing and implementing policies and plans regarding sponsorship, merchandising and ticketing. Responsible to generate revenue through sponsorship, merchandising and licensing. To develop an attractive sponsorship marketing plan so as to invite private and public sector industries in sponsoring the events.
Ensure prompt and efficient medical care including the availability of first aid and other emergency medical services for athletes, Games family, spectators, workforce media and other stakeholders at venues during the Games. Also Responsible to ensure compliance with the doping control guidelines and standards set by the World Anti-Doping Agency (WADA). The doping control programme would be carried out by the National Anti-doping Agency (NADA).
Responsible for providing administrative support services (transport, workforce, IT, etc) to the OC-SAG 2016 for ensuring the smooth functioning of the various FA’s; and ensuring expansion of office infrastructure (including additional office space, furniture, fixtures and equipment) as per the operational requirement of the various functions in the period leading to the Games for the Games Secretariat.
Responsible for formulating a comprehensive plan and a policy for procurement Goods and Services for the 12th South Asian Games according to defined timelines, locations and qualities; and developing plans for return and disposal of surplus materials in the post-Games phase. The central Procurement function helps in optimising procurement costs for the Games as well as meeting procurement deadlines and guidelines.
Safety is of prime importance to the OC-SAG 2016 and all its stakeholders particularly police. The Security FA is responsible for all aspects of safety during the Games, including access control, disaster control, threat management and security of all venues. The Security FA coordinates with all other FAs to support components for every element of the Games. In order to function effectively, security infrastructure and procedures are seamlessly integrated with venue design and venue operations as per the SAOC Sports Protocol.
Responsible for the planning and conducting of the Games as per SAOC and International Federations guidelines and ensuring that athletes and sport competitions remain the main focus of the OC-SAG 2016. The objective of the FA is to provide centralised planning for all sports competition elements in the areas of detailed field of play and venue requirements, Sport entries, the development of the competition schedule and sport results.
Responsible for providing the most mature, seamless, robust and tested technology platform for the staging and conduct of the Games including provision of Games operations for all competition and non-competition venues and delivery of all timing and scoring, on-venue results systems and downstream applications; providing the best in class, user friendly and cost effective range of online services that redefine the sports experience for all stakeholders at the time of the Games in venues in the city of Guwahati and Shillong; and offering a range of applications and solutions of all FAs of the OC-SAG 2016 for Games planning and execution with a focus on meeting specific requirements within budget.
Responsible for providing each venues with facilities of the highest International standards and catering to the needs of various stakeholders witnessing the events at Games time; integrating all FAs in the planning process by communicating the roles and obligations expected from Games time; ensuring sustainability of the venues for a reasonable period of time by designing a friendly, safe and attractive environment with adequate facilities.
Responsible for ensuring comprehensive transport related services for the Games Family, VIPs, athletes, team officials, accredited media, broadcasters and technical officials.
The Games received the generous support of over 2500 volunteers who had been the “Face of the Games” and the backbone of the Organising Committee. General, venue-specific and role specific training had been given to them which enabled the volunteers to perform their assigned duties competently during the Games.