Client Situation

Logistics for major multi-sport events is a complex and challenging task due to the unique event logistics requirements.

In a nutshell, sports equipment and technology items involve international supply chains in addition to national ones. Challenges in these supply chains include the complexity of items (e.g. sailing boats, ammunition) and the sophistication of processes for customs clearance or even quarantine for horses.

Furniture, Fixtures and Equipment (FFE) for the needs of the events have a simpler supply chain that comprises suppliers, third-party logistics providers and the various Departments of the event organizer Committee.

On the other hand, Games-time supplies for venues (such as catering) are not stored and are directly transported from the suppliers. Most major suppliers are ideally security certified, otherwise special security procedures apply.

Almost two years before the event, our client wanted to review progress made in key event logistics areas, redefine priorities, mobilise newcomers, clarify the role of external providers and operate under a new organization in the course of the operational readiness phase of the event. This was the perimeter of the mandate M-Prime received from the client

The way to problem solving

Our team worked with the client using its previous multi-sport event experiences, suitably adapted to the challenges of the local logistics and business environment.

Initially, we had reviewed progress made by the client in targeted sessions.

The sessions were supported by extensive material, photos and benchmarks from previous events in order to ensure that the client gets most familiar with the Games logistics task. The sessions covered the following areas:

• Customs clearance and freight forwarding responsibilities and process mapping
• Requirements for warehouse and distribution, including special clients like broadcasting services
• Principles for venue logistics and delivery coordination

Based on the feedback collected and the gaps identified from the training sessions, M-Prime has developed the strategic imperatives and allocation of responsibilities among stakeholders for the logistics task. In addition, we have supported scope and budget definition for the services of third- party providers.

Then, using a robust set of principles, we have developed a customized to the client needs proposal for the organizational chart of the Logistics Department.

The proposed organization is supported by a detailed staffing and recruitment plan, while targeted advice was provided for the overall budget of the Logistics Department.

Impact

Our work enabled our client to understand its priorities for the upcoming months and organise its activities in a way to achieve promptly and efficiently the targets.

We have prioritised activities, including:

• Define and agree service levels with internal and external stakeholders
• Develop the model of operations for key logistics activities
• Collect and consolidate forecasts for all freight to be stored and distributed to venues
• Clarify technology to support asset tracking, master delivery schedule and bump-in planning
• Coordinate with Customs Authorities to detail event-specific policies and procedures
• Develop the venue delivery guide
• Prepare training material to timely address the expansion of the Logistics Department
• Develop the testing strategy

On top of the above, our recommendations for the budget enabled our client to take advantage of opportunities for cost containment in material handling equipment, lease for warehouse space, size and seniority of personnel involved in venue logistics operations, WMS set up and project management.

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