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Pan American Games X - Indianapolis (PAX-I) Records

 Collection
Identifier: MSS081

Scope and Contents

The Pan American Games X – Indianapolis (PAX-I) Records, 1951-2001, consist of twenty-two series:

1. Administration Records,

2. Arts and Culture Division Records,

3. Athletic Awards and Protocol Division Records,

4. Ceremonies Division Records,

5. Communications Division Records,

6. Community Programs Division Records,

7. Corporate Development Division Records,

8. Financial Services Division Records,

9. Games and Venues Division Records,

10. Human Resources Division Records,

11. Intergovernmental Relations Division Records,

12. Language and Meeting Services Division Records,

13. Medical Services Division Records,

14. Protocol Services Division Records,

15. Security Division Records,

16. Special Events Division Records,

17. Support Services Division Records,

18. Telecommunications Division Records,

19. Village Division Records,

20. Photographs,

21. Realia, and

22. Audiovisual.



The PAX-I collection consists of files from the executives and division heads of the PAX-I organization (1984-1990), as well as video and audio of events held during the two weeks of competition, from August 7, 1987, to August 23, 1987. The bulk of collection materials are grouped first by the operational divisions that organized the Games (for instance, “Arts and Culture Division” or “Security Division”). Within these topical series, files are arranged so as to retain record of their original creators.



“Master Files” were contributed by the organization office and produced by the heads of committees and programs. These files present a generalized overview of divisional activities, and mostly follow a standardized filing schema. “Executive Files” typically come from the office of Mark Miles, the executive director of PAX-I. They represent a general look at daily activities for the organization and include documents, correspondence, and minutes from his work, as well as final reports, memos, and minutes of meetings from the divisions. “Division Files”, when collected, originate directly from the divisions. These files represent the most detailed records of divisional activities, including correspondence, memos, policies, procedures, and budgets.



Administration, 1951-1996, contains records of administrative tasks supporting the planning and conduct of the PAX-I games. Fact sheets, organization charts, division plans, lists of participating countries, regulations, and articles of incorporation present a high-level overview of the original bid for the game, as well as its evolving structure and goals. Meeting minutes for executive and operating committees provide insight into the executive board’s decision making, and legal documents represent the agreements PAX-I representatives upheld. The political and financial consequences of the games are elucidated by economic impact reports, correspondence and responses to the controversial inclusion of Cuba in the games, and the involvement of the state department. This series also contains an accumulation of material used in planning the games, from early organization to the local benefits offered by Indianapolis as a venue, the involvement of other organizations, research gathered and trips made to investigate the procedures and decisions supporting other international sporting events, and the activities of both the United States Olympic Committee (USOC) and the Pan American Sports Organization (PASO). PASO Executive Committee Minutes, fact sheets, and records of several PASO Congresses elucidate how the games ended up in Indianapolis.



Arts and Culture Division, 1984-1987, documents the efforts of PAX-I to incorporate the arts of the Western hemisphere in games festivities. This includes the Festival of the Arts, a Latin American exhibition at the Indianapolis Museum of Art, Panamania at the Children’s Museum, the Year of the Americas, and other local and international arts events. No files were collected directly from the division.



Athletic Awards and Protocol Division, 1985-1987, contains very limited records of medals, designs, and awards. No files were collected directly from the division.



Ceremonies Division, 1985-1987, contains executive records of the opening and closing ceremonies and local cooperation with Disney in ceremony design and promotion. No files were collected directly from the division.



Communications Division, 1981-1987, contains records of publicity surrounding the games. This includes correspondence, policies, and reports about media marketing, media news and public relations, and media services. The bulk of this material is carefully organized news clippings and publications. The series also contains evidence of negotiations for broadcast rights for the games, news releases, public events like the City Blitzes Project, and efforts to present a cohesive image (“The Look”) through PAX-I décor and programming.



Community Programs Division, 1984-1988, incorporates information about how PAX-I worked with community organizations, city-wide events, minority groups, religious groups, and local businesses to support local involvement with the games. Significant programs include the Fitness Initiative, Pan Am Partners, the Disabled Support Services Program, and the Youth Diplomat Corps.



Corporate Development Division, 1980-1989, includes correspondence, meeting minutes, and reports that enabled PAX-I to recruit members of the Local Organizing Committee and arrange for sponsors, suppliers, and donors for both funds and in-kind services. These records contain evidence of the local and national businesses that contributed to the success of PAX-I, partnership and licensing agreements, and attempts to market the games to the Hispanic community.



Financial Services Division, 1979-1990, contains financial documents concerning purchasing, ticketing, accounting, budgeting, and efforts to compile attendance figures for each sport. Detailed information is included about the treasurer’s activities, as well as the financial aspects of licensing, patrons, benefits, and insurance.



Games and Venues Division, 1951-1989, includes detailed records of sporting events and the venues where they took place. Schedules and lists of officials, judges, and sports committee members provide an overview of how competitions were organized and staffed. Venue maps describe the various locations where events were held, accompanied by correspondence, meeting minutes, and reports to outline how venues were staffed, equipped, and set up in preparation for athletes. The series includes records of the Operations Executive Committee and the Cycling Committee, as well as collected rules and regulations for included sports. Records arranged by sport provide access to technical brochures, budgets, commissioner’s reports, correspondence, equipment lists, schedules, scoring, and venue plans.



Human Resources Division, 1984-1987, contains records of the robust volunteerism at PAX-I and its loaned personnel program, PAX-I's efforts to meet the requirements of affirmative action, the Minority Business Utilization Committee, job announcements, staff information and handbooks, the internship program, interpreters, and general office operations.



Intergovernmental Relations Division, 1984-1987, includes correspondence, reports, and policies relating to PAX-I's coordination with state and federal governments to smooth international travel to Indianapolis. This involved the White House Task Force and the Department of State and records efforts to prepare for requests for asylum and defection that might result from Cuban participation in the games. No files were collected directly from the division.



Language and Meeting Services Division, 1984-1987, includes information about interpreters and translation, details of divisional meetings and budget planning, and records of the division’s involvement in hosting ordinary sessions of the multilingual PASO Congress.



Medical Services Division, 1985-1987, contains executive records of the PASO Sports Medicine Congress and the activities of the Medical Services Division, which monitored drug testing and provided public health consultation and medical services at competition sites. No files were collected directly from the division.



Protocol Services Division, 1982-1987, consists of records of host and VIP services surrounding PAX-I and its events, including documents about the Chief of Mission Conference, the headquarters hotel and PASO housing, and interactions with dignitaries, ambassadors, and attachés. Protocol Services maintained careful documentation of correspondence and telex communications with the international PAX-I community, which are arranged by country.



Security Division, 1979-1988, contains records of the security efforts that supported PAX-I throughout planning phases and the games, including accreditation, crime prevention, emergency management, hazardous material, inventory control, and cooperation with local police and the Department of Defense. The security coordinator, Major D. M. Smalley, produced very thorough division files, including a collection of bound after-action reports and summations of all activities. This series includes records of research into the security procedures of other international sporting events, as well as meeting minutes of the Pan American Games Law Enforcement Council (PAGLEC).



Special Events Division, 1985-1987, contains very limited records of interaction with the special events division, including trade promotion. No files were collected directly from the division.



Support Services Division, 1984-1987, includes records of activities that supported the games and their events, including issues of transportation, signage, waste management, uniforms, construction, parking, warehousing, electronic data processing, and procurement. Division files were produced largely by Jan Hegi (the venue coordinator) and Kelly McPike (material acquisitions).



Telecommunications Division, 1980-1989, offers limited records of interaction with the telecommunications division, including division reviews, correspondence, and meeting minutes. No files were collected directly from the division.



Village Division, 1984-1987, contains records pertaining to the villages that housed the athletes traveling to Indianapolis for the event, the largest of which was located at Fort Benjamin Harrison northeast of Indianapolis. No files were collected directly from the division.



Photographs, 1959-1987, includes candid and promotional photographs, slides, and negatives of the events surrounding the Pan American Games and its organization.



Realia, 1985-1987, consists of memorabilia and commemorative objects associated with the Pan American Games, including flags, stamps, medallions, and posters.



Audiovisual, 1975-2001, contains video and audio of the competitions, awards presentations, and ceremonies surrounding PAX-I. These materials have been digitized and are available online, and the original media are retained in the physical archive.

Dates

  • 1951 - 2001
  • Majority of material found within 1985 - 1987

Creator

Language of Materials

Materials are in primarily in English, but the collection includes some materials in Spanish.

Conditions Governing Access

This collection is available to the public without restriction.

Conditions Governing Use

The copyright law of the United States (Title 17, United States Code) govern the making of photocopies or other reproductions of copyrighted material.

Historical Note

The Pan American Games is an amateur athletic competition held every four years involving countries in the Western hemisphere, with the goal of improving cultural exchange and mutual understanding throughout the Americas. First proposed by Mexico in 1932, the games resulted in the first Pan American Sports Congress in 1940. The planned 1942 event was postponed due to World War II, and thus the inaugural games were held in 1951 in Buenos Aires. The Pan American Sports Organization (PASO) was formed by the National Olympic Committees of participating countries to stage and manage the two-week event of the Pan American Games. In December 1984, PASO chose Indianapolis to host the tenth games after Chile and Ecuador withdrew early bids, leaving only limited time to plan the upcoming games compared to other host cities. Indiana Sports Corporation, a not-for-profit organization dedicated to advancing civic development through sports, established an Executive Committee to coordinate the games. This committee acquired sponsorship and incorporated as a separate organization in April 1986, PAX/Indianapolis, Inc. (PAX-I).



The 1987 Pan American Games were held in Indianapolis between August 7 and August 23, involving 38 countries and 31 different sports. Governed by a Board of Directors, Chairman and CEO Theodore R. Boehm, Vice Chairman Sandy Knapp, President and COO Mark Miles, and Treasurer William M. Goodwin, PAX-I created 18 divisions, each with a specific area of responsibility. They implemented the official symbols of the 1987 games: the PASO torch, the PAX-I corporate symbol, and the PAX-I Mascot “Amigo,” a Pan American parrot.



While preparing for the upcoming games, PAX-I researched how previous organizations had handled similar events. They arranged for corporate licensing and in-kind donations and worked with Disney to design the opening and closing ceremonies. PAX-I security staff cooperated with the Indianapolis Police Department and the U.S. Department of Defense to provide security for residents and visitors. The Language and Meeting Services Division organized bilingual interpreters and translation services, and the Games and Venues Division determined sites and schedules for sporting events and practices. Human Resources coordinated a large team of volunteers, and the Communications Division arranged publicity, speeches, tours, and the “look” of the games. Support staff established an athlete’s village at Fort Benjamin Harrison with the permission of the U. S. Army and handled the many logistical details necessary for the influx of athletes, dignitaries, and spectators for the 1987 games.



Some political problems accompanied the games because of tensions between the United States and Communist Cuba, which was designated to serve as host for the next games. The Communication and Security divisions paid close attention to the Cuban delegation and athletes, and conflict arose several times throughout the planning process and the games themselves. Although the American Legion Mall in downtown Indianapolis was at one time a proposed venue, American Legion members protested the participation of Cuba, resulting in a decision to choose a different location. Travel between Cuba and Indianapolis required negotiations, as there was fear that Cubans might boycott the games if forced to enter the country through Miami.



Business and governmental leaders worked together to find the finances needed for the games. A controversy evolved around how the city of Indianapolis would pay for its portion of the renovation and development of the Indianapolis projects. Indianapolis Mayor William Hudnut and other officials offered to pay for the programs through the selling of bonds. The expected $45.7 million would revitalize neighborhoods, finance construction or renovation of housing in the downtown area, and create a 600-room hotel near the Hoosier Dome. At first the movement was favorable, but within months a not-for-profit organization became involved in the opposition of the selling of the bonds. The Indianapolis Taxpayers Association insisted that the selling of these bonds would increase the tax burden upon Indianapolis citizens. After many months of debate and two court cases, the grassroots organization won and the issue died.



Many new community and cultural events or programs developed to coincide with the games. Institutions like the Indianapolis Zoo, the Children’s Museum of Indianapolis, and the Indianapolis Museum of Art developed programming for a wide audience with international themes. PAX-I worked to involve the Indianapolis community in the planning and implementation of the games through volunteership, programs to increase bilingualism and cultural awareness of Latin American art and culture, and efforts to represent the diversity of businesses and citizenship through programming and sponsorship.

Extent

90 Cubic Feet (85 record cartons, 1 document case, 2 oversized boxes, and 1 oversized folder in a drawer)

Overview

The 1987 Pan American Games were held in Indianapolis between August 7 and August 23, involving 38 countries and 31 different sports. It was planned and hosted by an offshoot of the Indiana Sports Corporation, PAX/Indianapolis (PAX-I). While preparing for the upcoming games, PAX-I researched how previous organizations had handled similar events. They arranged for corporate licensing and in-kind donations and worked with Disney to design the opening and closing ceremonies. PAX-I security staff cooperated with the Indianapolis Police Department and the U.S. Department of Defense to provide security for residents and visitors. The Language and Meeting Services Division organized bilingual interpreters and translation services, and the Games and Venues Division determined sites and schedules for sporting events and practices. Human Resources coordinated a large team of volunteers, and the Communications Division arranged publicity, speeches, tours, and the “look” of the games. Support staff established an athlete’s village at Fort Benjamin Harrison with the permission of the U. S. Army and handled the many logistical details necessary for the influx of athletes, dignitaries, and spectators for the 1987 games. Some political problems accompanied the games because of tensions between the United States and Communist Cuba.

Immediate Source of Acquisition

Presented by PAX/Indianapolis and the Indiana Sports Corporation, 1987-1990. A87-48, A87-53, A87-54, A87-55, A88-9, A88-14, A89-22, A89-37, A90-3, A90-9, and A90-17.

Bibliography

Hudnut, William H., and Mark S. Rosentraub. The Hudnut Years in Indianapolis, 1976-1991. Bloomington: Indiana University Press, 1995.
Indiana Sports Corp. “Our History.” Retrieved from https://www.indianasportscorp.org/about/history (Accessed September 13, 2019).
Litsky, Frank. “The 10th Pan American Games; Big Event with Disney Touch.” The New York Times. August 2, 1987. Retrieved from https://www.nytimes.com/1987/08/02/sports/the-10the-pan-american-games-big-event-with-disney-touch.html (Accessed September 13, 2019).
The Tenth Pan American Games Guidebook. PAX/Indianapolis, Inc. 1987.

General

Rights Statement: The text of this webpage is available for modification and reuse under the terms of the Creative Commons Attribution-ShareAlike 3.0 Unported License and the GNU Free Documentation License (unversioned, with no invariant sections, front-cover texts, or back-cover texts).
Title
Pan American Games X - Indianapolis (PAX-I) Records, 1951-2001
Status
Completed
Description rules
dacs
Language of description
English

Repository Details

Part of the Philanthropic Studies Archives Repository

Contact:
IUPUI University Library
755 W. Michigan St.
Room 0133
Indianapolis IN 46202 USA
317-274-4064