Robust and Scalable IT Operations for Red Deer Canada Winter Games

Background

In 2019, Alberta welcomed the nation to Red Deer for the 27th Canada Winter Games, held from February 17 to March 3. This was the largest event in Red Deer’s history and Alberta’s most significant undertaking since the 1988 Winter Olympics. With over 2,000 competitors and 26,000 spectators, the event required seamless IT operations to support the games, including IT project planning, infrastructure design and implementation, IT support, and hardware deployment across all 14 competition venues. Additionally, the 52° North Music + Cultural Festival added to the event’s complexity, necessitating a well-structured and reliable IT backbone.

Challenges

Hosting the games across 14 locations presented several logistical and technical challenges:

1. Each venue had unique connectivity requirements, site structures, and broadcasting needs.

2. High network availability was essential to ensure smooth operations, including scorekeeping, media coverage, and coordination between event organizers.

3. A large team of volunteers needed proper training and access to a consistent IT environment.

4. Security and traffic management were critical to prevent network congestion and cyber threats.

Objectives

The primary goal was to establish a robust, stable, and scalable IT infrastructure across all venues, ensuring minimal variance in operations. The key objectives included:

1. Designing and implementing a centrally managed network across all locations.

2. Ensuring security and traffic segmentation for efficient data flow and access control.

3. Providing seamless IT support and operational monitoring to prevent disruptions.

4. Training volunteers to manage IT operations effectively at each site.

5. Efficiently decommissioning equipment post-event without service disruptions.

Approach & Solution

To meet the challenges, the following approach was adopted:

1. Centrally Managed Network: A unified IT infrastructure was implemented to oversee all 14 locations from a central control point.

2. Segmented Network Architecture: Security and traffic segregation were enforced through network segmentation, ensuring smooth data transmission and protection from unauthorized access.

3. Quality of Service (QoS) Implementation: Prioritizing critical network traffic, such as broadcasting and game operations, ensured uninterrupted services.

4. Volunteer Training & Support: A streamlined training program equipped volunteers with the necessary IT skills to manage local operations efficiently.

5. 24/7 Monitoring & Rapid Response: A proactive monitoring system was deployed, ensuring any issues were quickly identified and resolved.

Results

The implementation of a centralized and well-structured IT framework ensured:

1. Seamless IT operations: The 17-day event was executed without any major IT outages or disruptions.

2. Consistent IT experience across venues: Uniform configuration and management minimized operational inconsistencies.

3. Effective coordination and security: Network segmentation improved security, and QoS enhancements ensured smooth connectivity and media coverage.

4. Volunteer empowerment: Trained personnel effectively managed on-site IT operations.

Lessons Learned

The success of the Red Deer Canada Winter Games IT operations underscored several key takeaways:

1. Proper planning and design are essential to overcoming large-scale event IT challenges.

2. Centralized management enhances efficiency, security, and ease of troubleshooting.

3. Well-trained personnel ensure smooth IT operations, reducing dependency on external support teams.

4. Quality network segmentation and prioritization improve performance and reliability.

Conclusion & Recommendations

The Red Deer Canada Winter Games demonstrated the importance of a robust IT strategy in large-scale events. The use of a centrally managed and segmented network ensured a seamless and secure IT experience across multiple locations. Future events can benefit from adopting similar methodologies, emphasizing:

1. Early IT planning and stakeholder engagement to mitigate potential challenges.

2. Implementation of scalable IT infrastructure to accommodate varying site needs.

3. Comprehensive training programs for local IT volunteers.

4. Continuous monitoring and proactive issue resolution to ensure reliability.

Relevant Data & Statistics

1. 14 venues successfully connected and managed under a centralized IT network.

2. 0 major outages or critical failures reported during the event.

3. 2,000+ athletes and 26,000+ spectators supported by the IT infrastructure.

4. Over $200K in total savings on IT Budget

The success of the Red Deer Canada Winter Games IT operations serves as a benchmark for future large-scale events requiring reliable, scalable, and secure IT solutions.