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Game On 2010 - Supply and Deliveries

Suppliers to the Games

Many businesses will be engaged in supplying visitors, sponsors, broadcasters, VANOC, and other organizations associated with the Games. The unique nature of many of these obligations has the potential to impact existing clients or suppliers. Your business needs to ensure its supply network is not compromised if your usual suppliers are stretched too thin. If you are a supplier to the Games, you need to ensure you have considered how to continue acceptable levels of service to your clients.

If you are a supplier to any of the Games venues, you will most likely have been contacted by VANOC and informed about the access periods, security requirements and operational dates.

Non-Games Suppliers Affected by Transportation Changes

Even if you and your suppliers do not believe your individual businesses are engaged in 2010-related business at all, your regular supply chain may still be disrupted during Games-time. Businesses may be unable to obtain their usual supplies if their suppliers are closing down for any part of the 2010 Winter Games period, or their suppliers are unable to make their usual delivery because of transportation and access restrictions. The nature of the supply cycle dictates that one unprepared link can cause issues for many others. Your business needs to ensure its supply (and delivery) network isn’t affected by operational impacts associated with the Games.

Supplier/Client Communication

Communication is essential so that there are no surprises come Games-time. Ensure that you are aware of your suppliers’ and clients’ plans during the Games and let them know of your own as well.

  • Determine whether your usual suppliers will be operating during Games-time
  • Determine whether access will be a problem for deliveries
  • Determine whether there will be any additional costs incurred because of Games-related issues

Inventory Planning

If you anticipate any of the above situations, and are expecting a shortage of your required goods and services, you may consider stockpiling or building inventory before the Games.

  • Identify means for obtaining alternate/ additional inventory:
    • Alternate suppliers: Have the contacts of a few alternate suppliers ready, in case of emergency if your original supplier is unable to deliver. Search on the 2010 Business Network for alternate suppliers. Search on the 2010 Business Network for potential suppliers
    • Alternate delivery schedules: If access may be a problem, plan for alternate times, routes, and delivery methods. The City of Vancouver is recommending that all deliveries be planned between 12 midnight and 6am. Allow for flexibility in timing your deliveries. Goods movement and deliveries may be more affected in some areas than others.
    • Alternate supplies: If some supplies will be harder to obtain during the Games, consider a substitute or replacement good that is easier to obtain
      • Consider storage and space for additional inventory
      • Consider financing options for additional inventory

Deliveries and Access

In order to ensure the efficient movement of athletes, citizens and goods, existing vehicle traffic must be reduced by at least 30 per cent during the Olympic Games. The second phase of the 2010 Transportation plan has more information about delivering goods during the 2010 Winter Games. To minimize delays and other problems, organizations that receive goods or services, and those that supply or ship them, are encouraged to:

  • Order goods and services in advance
  • Schedule periodic or seasonal maintenance prior to February 1, 2010
  • Consolidate orders to minimize vehicle trips

Delivery to Games venues: If you are not a direct supplier to the Games and do not have accrediation, but need to deliver a parcel, package or letter to any of the Games venues, note that Purolator Courier Ltd. is the official courier services provider of the Vancouver 2010 Olympic Winter Games and will have delivery access to all venues. VANOC Logistics is currently developing the process by which alternative couriers are able to deliver packages to Games venues.

    • VANOC will have exclusive use of the official venues, and will manage all required deliveries. These venues are:
      • BC Place
      • Canada Hockey Place (GM Place)
      • Olympic Family Hotel (Westin Bayshore)
      • Olympic and Paralympic Village, Vancouver
      • Main Media Centre (Vancouver Convention Centre facilities and portions of Canada Place)
      • Pacific Coliseum
      • Vancouver Olympic/Paralympic Centre (at Hillcrest/Riley Park)
      • UBC Thunderbird Arena (also known as the Doug Mitchell Thunderbird Sports Centre)
      • Richmond Olympic Oval
      • Cypress Mountain
      • Whistler Creekside
      • Whistler Olympic/Paralympic Park
      • The Whistler Sliding Centre
      • Olympic and Paralympic Village, Whistler
      • Whistler Media Centre (Whistler Conference Centre)
      • Whistler Medals Plaza
    • In some cases, VANOC must bring in other products or suppliers for its venues, as outlined in sponsor agreements. For example, official 2010 Winter Games venues will only serve Coca-Cola, Molson and Vincor products. As a supplier or delivery/logistics company that currently serves any official Games venues, your first step should be to confirm with the current venue owner that you will continue to service these facilities during the Olympic period.
    • If you are confirmed to deliver goods or services to an official Games venue, special protocols will be implemented.

Delivery to non-Games venues: If you need to deliver to locations outside of the Games venue perimeter, there are a few considerations to take note of:

    • Are your regular couriers operating during the Games and will they be operating as per usual?
    • No special protocols will be in place to deliver goods or services to organizations in Vancouver, with the exception of goods or services destined for an official 2010 Winter Games venue, and a handful of properties at/adjacent to official Games venues.
    • VANOC is compiling a list of the affected properties and will make it available as soon as possible. Please note: the protocols for delivering to these properties are generally on a smaller scale and are less complex than delivering to an official Games venue.
    • It is strongly recommended that deliveries and goods movement in downtown Vancouver be scheduled between midnight and 6 am for the month of February 2010. If this is not possible, the next preferred window is before noon. Official Games venues will have their own specific delivery windows.
      • Goods movement and deliveries to Downtown Vancouver
        • Local businesses will be able to make and receive deliveries in downtown Vancouver 24 hours a day, 7 days a week, but flexibility is strongly recommended. In order to avoid congestion and traffic, the City recommends that all deliveries be planned between 12 midnight and 6 am. If you are unable to make or receive deliveries before 6 am, the next preferred delivery window is before noon.
          • A 24 hour delivery zone will be implemented during Games-time to allow local businesses within the outlined map to make and receive deliveries in downtown Vancouver 24 hours a day, 7 days a week between February 1 to 28, 2010.
          • The City has made temporary revisions to its Noise Control By-law to ensure that businesses can continue their regular operations as much as possible during the Games period
        • No special protocols will be in place to deliver goods or services to businesses or organizations in metro Vancouver, with the exception of those destined for an official 2010 Winter Games venue, and a handful of properties at/adjacent to official Games venues. VANOC is compiling a list of these affected properties and will make it available as soon as possible. Official Games venues will have their own specific delivery windows.
      • Temporary 2010 truck routes
        • To account for the temporary road closures associated with the Olympic Transportation Plan, the City has established three temporary truck routes to facilitate goods and large vehicle movement during the Winter Games. View the Temporary Truck Route map.
    • Parking and loading zones will be temporarily removed from certain streets in Vancouver, particularly downtown. Businesses and organizations are encouraged to review the Host City Transportation Plan map to determine if their existing loading zones will be impacted and plan accordingly.
    • If an existing loading zone is impacted, businesses and organizations are encouraged to look for alternate drop off/load zones in parkades, lanes and alleys.
    • Businesses and organizations are strongly encouraged to start planning now with their shippers and clients. Make the necessary arrangements to deliver/receive goods before 6 am and confirm the loading/drop off area for your business, organization or clients.

Delivery to adjacent Games venues: A handful of businesses located in close proximity to the Main Media Centre, BC Place/Canada Hockey Place and the Whistler Media Centre currently use roads for their deliveries that will be closed during the Games. If your business is in close proximity to any Games venues, you may require special protocols to ensure that you are able to receive your deliveries. Please note that:

    • The protocols are on a much smaller scale than delivering to an official Games venue.
    • In these instances, the delivery must come at a specified time. The delivery vehicle will require a permit, and the delivery must be registered on Vancouver 2010’s Master Delivery Schedule.
    • Permits will be provided to the business or property owner to then distribute to their suppliers. The business or property owner will also register their deliveries on the Master Schedule.
    • If you are delivering to any of these select businesses, please contact your client to ensure the delivery is registered and that they provide you with the necessary permit.

Deliveries and goods movement in Whistler- The Resort Municipality of Whistler is developing a February 2010 Games Period Delivery Program which will address the supply and delivery of goods to commercial businesses. The following is a summary of key points as related to this program:
 

  • The February 2010 Games Period Delivery Program will be in effect February 1, 2010 through February 28, 2010.
  • Vehicle delivery hours under the February 2010 Games Period Delivery Program vary depending on location. Delivery schedule is as follows:
     Whistler Village & Upper Village -12:00am to 6:00am
     Creekside and all other areas of the Municipality -10:00pm to 6:00am
  • In addition to the February 2010 Games Period Delivery Program, the RMOW is developing a Games Period Quick Delivery Program which will allow for limited peak time deliveries.
  • A Goods Delivery Workshop was held in Whistler last September 9. The powerpoint presentation and notes from the workshop are available.

Transportation of dangerous goods: For the safety and security of the public and participants in the 2010 Olympic Games, the transportation of certain dangerous goods, such as chemicals, into, through and within twelve zones of competition and non-competition Olympic venues in Vancouver/Whistler and surrounding areas will be controlled during the Games. Transport Canada oversees transportation safety and security generally and, in particular, during the Olympics. Transport Canada's Transportation of Dangerous Goods Directorate ensures safety in the transportation of dangerous goods and security during the Olympics.

  • More information on the Transportation of Dangerous Goods during the 2010 Winter Games
  • List of maps available that show the boundaries of controlled access zones where the transportation of dangerous goods are prohibited

 

Contingency Planning

Always be prepared for the unexpected during Games-time; there are a number of factors which you should pay special attention to:

  • Consider weather conditions and its possible impact on delivery times, backlogs and delays
  • Consider the additional time needed to clear customs
  • Consider security for additional inventory
  • Consider increasing insurance limits for inventory

Key Resources


 

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