it for event directors

IT for Event DirectorsHigh Level Event Seminar, Riga 2016

@spjelkavik – Henning Spjelkavik

Project management

Major Technical ComponentsAnd their requirements

How to deliver! Sourcing strategy – “build or buy”

Examples – how has this been solved

Agenda

• 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

IT Area Main Objectives

•Fair Competition for Athletes•Accurate time taking•Reliable punching system

•Exciting Live Coverage for Spectators•Arena Production, Internet, TV, GPS

Reference model

Project management

Project manager / coordinatorAssess

How to assemble the teams / componentsWhat to outsourceWhat you handle yourselfHow to recruit competent personnel

Necessary training and testing

Project management

Have in mind:Competency and experienceOpportunity costRecruit people - or hire services

MilestonesTestsManage boundaries – clear responsibilities

Event director?

Project management

MilestonesTestsBoundaries between teams/components

In the OC?Event DirectorTechnology Director

Timeline

Testing

If it isn’t tested, it won’t work.

Challenge the team to do enough testing!

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

RequirementsElements of Technology

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

Punching

Fair and secure

Must use an approved system

Avoid catastrophic failure

Should look “good/professional” on TV

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

Results service

TV instantly available, errors must be corrected very quickly (<10s)

DSQ decisions can be decided later

“Photo finish” is acceptable

TV Producer

Needs reliable pre warnings!

Can use GPS tracking for planning

Need GPS tracking coverage in designated parts of the course

Internet

Other TV requirements

Power

Cabling, camera and intermediate timing

Access with heavy trucks

Catering etc

Media

Possibly infinite bandwidth requirements

Separate, dedicated bandwidthTotal isolationConfigured QoS

Network people

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

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.

Live results – Live Center

EmmaClient + server

Possible to scale in the cloud

Works with IOF Live center(I don’t know plans for 2016)

GPS Tracking

TV good visualisations

TV trained operator

TV GPRS coverage in planned areas!

Big screen

Suitable quality and placement

TV production – or different?

Commercial opportunities

Administrative software

Eventor

Booking, accreditation, etc

Timekeeping, punching, tv graphics –must work together

Entries, drawing etc – according to rules

Spectator races

Separate timekeeping team!

https://flic.kr/p/abySCx

Arena production

•Big screen – rental, logistics

•Cable from TV production to screen

•Possibly additional production for the arena

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

SourcingWhat to build – what to buy

Domains / services

•Example: Mapping•Activities•Timekeeping•“Punch control”• Intermediate timing•GPS-tracking•TV-graphics•Entry system for spectators•Accreditation etc management system

•Punching system

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?

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

Broadcast TV

Really, really consider the risks of using teams without experience

Risk vs cost

Rent equipment

Rent the equipment from provider(s)

Operate yourself

Rent equipment and consultant

The organisers people still lead, operate and execute

Foto: Geir Nilsen/Langrenn.com.

ImplementationSome alternatives

Timekeeping

•Both orienteer – and non-orienteer companies/clubs

•Does not need to know orienteering

•...but you need to define the interfaces

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•+++

http://olresultat.se/blog/?page_id=148

http://radio.jsh.de/

Punching and Event administration

•Orienteering domain

•Must be done by people who know orienteering

•Either by the organiser or a service provider

GPS tracking

•GPSseuranta (WOC 2010-2014)

•TracTrac (WOC 2008, World Games)

•Estonian

•Loggator (Bulgarian/Norwegian)

•Polish

•Hungarian (WOC 2009)

ExamplesHow did the last WOCs solve this problem?

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

WOC 2010 Trondheim


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

WOC 2012 Lausanne


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



N Russi Orienteers, paid for

TV producer Armand ... Some relation with o

WOC 2013 Vuokatti


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



Local solution; partly manual; access database; excel etc

Organisers

TV producer Olli Härkki Long relation with o

WOC 2014 Lavarone


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


Manual; excel etc + web application

Organisers

TV producer Karel Jonak Long relation with o

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


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

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


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

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

Project Timeline

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

mailto:[email protected]

IT ChecklistFebruary 2015How to manage, or do quality assurance

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

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?

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)

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?

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

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?

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