Enabling smart management of volunteers at the Lausanne 2020 Youth Olympic Games
In January 2020, Lausanne (Switzerland) hosted the Winter Youth Olympic Games, a major multi-sport event for over 1800 young elite athletes from 79 countries and featuring more than 80 medal events. In fact, this was the largest number of athletes at a Winter Youth Olympic Games!
Wiz-Team’s event management solution “Event-Works” was selected by the organisers to conduct the registration of, and data collection from, 4000 volunteers who, during the Games, were deployed across five sports clusters and other important locations such as the athletes’ villages, the airport and train stations.
Wiz-Team’s software provided a new, user-friendly sign-up process and enabled the efficient collection of key information from this important stakeholder group who help make the Games a reality. The data collected included details for accreditation, uniform sizes, validation of shift assignments and uniform pick-up dates. Conditional tabs were also used to collect only the necessary information, like parental consent forms for minors.
Speaking of his collaboration with Wiz-Team, Cédric Detraz, Head of Volunteers for Lausanne 2020, said: “Wiz-Team provided us with a smart, flexible and flawless solution for the efficient management of volunteers. Their intuitive sign-up page helped to increase the speed and number of registrations, which we needed urgently at that specific stage of Games preparation. Wiz-Team went for a multi-phase approach and only requested basic information in the first step, necessary to evaluate the volunteers. Thereby on the first day alone, we registered more than 1’000 candidates without any technical glitch. That’s what I call success!”
The registration platform also allowed volunteers to register and create a profile via smartphones and tablets – devices that are of second-nature to the many younger volunteers drawn to this event. In addition, it integrated with a local sport volunteer programme. By entering a code, registering volunteers could then easily be identified as coming from this programme which facilitated the task assignments implemented by the organisers at a later stage.
This solution is just as applicable to the coordination of workforces in sport and beyond and constitutes one of many different event management modules within Event-Works. To learn about Wiz-Team’s entire range of modules and companion apps, click here.