– We expect to reach 400 officials before the start, and most of them work for five to nine days. Preparations take a week, before between eight and ten thousand spectators fill the arena, says Bjørge. A few volunteers are paid to take time off ahead of the event to rig the safety installations on the slope, and on top of that the entire student body at Ringebu folkehøgskole turns out in the spirit of volunteering.
– We depend on having them as officials, and the volunteers are rewarded with season passes or day passes for the slopes depending on how much they work, she says. Even though they had their own bespoke computer system, they chose Rubic to organise all the officials.
Reports for everything
Bente Fjellstad Bjørge and Per Arne Kleven of the World Cup Kvitfjell organising committee hold evaluations of Rubic with general manager Anders Retterås during event week. – The next time we use it is almost a year away, and by then we'll have forgotten what changes we wanted, says Bjørge. (Photo: Liv Maren Mæhre Vold)
– We needed something new, as the system we had was becoming outdated. We needed a system where officials can sign up, and where we can map needs for accommodation and food, plus a reward system. The chef runs a separate report on all food allergies, and we can see who is getting what and at what time. Not all our wishes have been met yet, but it keeps getting better, says the volunteer manager. They hold evaluation meetings with Rubic on an ongoing basis.
– It's important to get it done while we remember what adjustments we need. Once the World Cup is over, it's half a year until we next use the Rubic system properly, says Bjørge.
Essential
Chief of course Per Arne Kleven uses the Rubic system, as he puts it himself, “all the time”.
– I just need to learn to use it properly, he chuckles.
– The possibilities are all there! I send a text message to the slope crew every afternoon telling them where and when to report on the slope. The slope, course and arena crews alone number between 160 and 170 people, says Kleven.
– We couldn't have managed this without a tool that works. It is quite simply essential. Today we have many more options for tagging people and dividing them into roles. Bente used to send out everything; now I can take care of my own people myself. Nobody is more important than anyone else, and everyone is needed to make it all work. If someone is missing somewhere, everything stops. It's a bit of a crisis if, for example, someone on timing is missing when morning comes.
Important for the municipality
PUBLIC CELEBRATION: The World Cup in Kvitfjell is a great public celebration and important for Ringebu municipality. Behind it lie thousands of volunteer hours. (Photo: Stein B. Olsen)
The organising committee meets a lot of positivity when the World Cup circus gets under way. If it weren't for the downhill slopes, Ringebu municipality would hardly be what it is today, Kleven believes.
– Some people are always sitting on the fence, and it's challenging for some businesses to let staff go on the days we hold the event. At the same time, it's a way for local businesses to give something back. If we had one official from every business in Ringebu, we'd be well covered, he stresses. The World Cup is without doubt the biggest event in Ringebu all year.
– If they hadn't pulled it off back when the Olympics came, we would never have had a facility like this. There are 120 jobs in the ski resort alone. Nor would we have had a top-class snowmaking system, Bjørge states.
Significant ripple effects
The ripple effects of the Olympics have been significant, including for other activity in the municipality.
– Today we are the municipality with the most holiday cabins in Oppland, and a cabin can easily cost close to four million Norwegian kroner. There wouldn't be three huge supermarkets in Fåvang if it weren't for Kvitfjell, Kleven stresses.
– We like to think we're doing an important job, and most people understand what it takes to put on an event like the World Cup, says chief of course Kleven. When the first racer speeds down the course that has taken hours and hours of volunteer work, the working day is far from over for the organising committee.
– Not all of us working during the event find out who wins, laughs Bjørge. For my part, the focus is on making sure the officials are well looked after all the way – they're the ones who make sure the race happens.
Try free for 30 days!
Rubic makes membership and association work simple, efficient and fun!
Get in touch, and together we will look at what Rubic can do for your organisation.