How Vanoc kept the mascots secret

Games organizers won't say much about security, but here are some of the tactics

Thursday, November 29, 2007

There was a point last week when Patrick Roberge's four-year-old daughter Mandalay stumbled upon a secret her father was determined to keep from the world.

Sitting at his computer in his home office, Mandalay watched three images flash on to the screen, and at that point it became clear that Roberge was going to have to tell his daughter The Big Secret.

"I told her we were working on a show for the Olympics and that we had to keep it a secret, and we even had to keep it a secret from Mom. She thought that was pretty cool," Roberge said Wednesday.

Mandalay at that point possibly became the youngest person in the world to know about Quatchi, Miga and Sumi, the new mascots for the Vancouver 2010 Olympic and Paralympic Winter Games

For months, Roberge, president of Creative Sport Productions, had been stealthily working on production of a half-hour live show in which the characters were to be unveiled before 800 school children. His cast and crew of 80 people were the largest potential source of blabbermouths for Vanoc.

Roberge was so afraid of accidental leaks that he took files home with him, and wouldn't leave them in the car out of fear they might go missing if the vehicle was stolen.

In the end, Mandalay kept her secret, even from her preschool friends. And in doing so, saved her father from the wrath of Vanoc executives who had made him sign a comprehensive non-disclosure agreement in order to get the sole-sourced show production contract.

The secrecy extends even to this day: Vanoc wouldn't talk about the cost of the contract or any other commercial details involving the mascots. Vanoc didn't want to grant interviews for the purpose of this article because it is worried the information could be used against it in future. Like the "Mr. Big" scenario used by the RCMP to fool suspects into revealing their crimes, the veil Vanoc created was such a success it wants to protect it for future use.

On previous occasions the media or public had learned in advance the design of the Inukshuk logo and the identity of the creative producer for the opening ceremonies.

This time Vanoc kept the information so close that even many of its own staff weren't privy to the mascots' design. They avoided reporters' questions, and even went so far as to disguise necessary trademark and copyright filings.

But there are some little hints of how the mystery was protected. Vanoc officials said they tried not to discuss the designs over cellular phones. They didn't keep files on Internet-enabled computers and even papered over windows in work rooms to hide meetings from the prying eyes of other staff.

And of course, they strictly limited the number of people on a "need-to-know" basis, and made them all sign legal agreements. No more than two or three people in any production company, supplier or sponsor was permitted to have the details. Contracts were issued on a non-tendered basis to prevent public disclosure.

When HBC stores began to take delivery of a large shipment of plush toys, clothing, books and pins Wednesday, store managers still didn't know what they looked like. Bill Stanbury, the store manager for The Bay in Vancouver, said he found out when he went to the loading dock and opened one of the boxes. "We opened one up with a knife and took out Quatchi, and said "so that's what it looks like," he said.

Ian Tait, the general manager of Artiss Aminco, the official pin supplier, only saw the five mascot pin designs mid-morning Tuesday, just as Vanoc was unveiling the identities in Surrey.

Roberge said he was stunned the secret never got out. They could never be certain a janitor, inquisitive visitor or even family member didn't overhear or see the ideas.