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Audio, 1986-07-22 - 1987

 Sub-Series

Scope and Contents

From the Collection: 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

  • 1986-07-22 - 1987

Language of Materials

From the Collection: 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.

Extent

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

Creator

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