Redefining sustainable mobility for a global sporting event in 2024

The organizing committee behind a major international sporting event had a clear commitment to showcasing sustainability and operational excellence throughout. Part of this was to provide a transportation solution that could meet the demands of thousands of athletes, coaches and trainers, volunteers and officials.

The goal was to create an environmentally friendly, highly efficient transportation network that would not only serve the event’s logistical needs but also set a new global standard for sustainable mobility during a major sporting event. This ambitious vision required an innovative approach to public transportation, integrating various modes such as metro systems and pop-up private electric buses, all while ensuring that participants had access to seamless, real-time travel information. To achieve this, the organisers turned to Ito and their partner Instant System to bring this transformative vision to life.

The organizing bodies determined that a bespoke journey planning app for athletes and officials would be the most effective solution, and defined its major requirements, collaborating closely with Mobility-as-a-Service provider Instant System and transit data expert Ito. This app needed to provide the accredited with the best transport services for their trips while promoting sustainable mobilities. Providing high performance services implied seamlessly integrating various modes of transport while delivering real-time, reliable passenger information via digital signage at key locations such as hotels, bus stops at the multiple event locations and the airport. To achieve this, the aggregation of data from multiple sources and operators was required, ensuring the highest standards of accuracy and quality—a critical requirement given the scale and global visibility of the event. Ito used a combination of its product and custom-built processes to assure that rigorous data quality standards were met.

Addressing the challenge of data quality

Ensuring that the transportation data was accurate, reliable, and delivered on time was a major challenge. Data from various operators and sources could be delayed, quarantined, or have inconsistencies, which would have compromised the experience for end-users. Ito’s expertise in data management, as well as Instant System’s reactivity in integrating last-minute changes, played a critical role in overcoming these challenges.

Features of our system

• Stable IDs: We used stable IDs to ensure the model remained reliable despite changes in GTFS files, enabling accurate real-time data matching.
• Custom plugins and processing: Custom plugins managed non-standard implementations like SIRI-ET predictions and multilingual alerts, integrating diverse data sources into a unified feed and removing irrelevant data, such as non-public stops.
• Model filters: We applied model filters to tailor static and real-time data for specific stakeholders, providing curated data cuts to consumers like signage providers.
• Fitness-based allocation: Our system used fitness-based allocation to match real-time predictions with scheduled journeys, ensuring accurate and reliable travel data for passengers.

Ito advised on preventing datasets from quarantining, ensuring timely data release to Instant System, which resulted in end-users receiving the most up-to-date, best-quality information through the app. Ito created individual, unique models for each operator, allowing reviews ahead of daily global builds. This ensured the most reliable datasets were released and filtered to meet specific customer needs.

Tailoring solutions for a complex, dynamic environment

In addition to aggregating data, Ito enhanced datasets by extending operator calendars, modifying route colors, adding wheelchair boarding options, and correcting agency URLs and names. For operators unable to handle public-facing routes within their datasets, Ito manually intervened to ensure only relevant routes were included. We ensured that real-time data, predictions, and static schedules were accurately matched and aggregated.

Quality assurance processes

We implemented rigorous quality assurance processes, including both simulated and real-time testing, to ensure the data released met the high standards expected for the event. This process was designed to handle cancellations and other unexpected events, with teams working closely with stakeholders to meet specific needs through daily reviews and rapid issue diagnosis. Ahead of the event, Ito facilitated the release of test data for checks by the organizers, Instant System, and other stakeholders. This approach allowed us to fine-tune the data pipeline without impacting the public, ensuring a seamless experience during the event.

Instant System adopted an agile methodology, allowing them to deliver a functional first version quickly and adjust it through continuous iterations. Dedicated teams focused on specific features, enabling rapid responses to evolving needs. The strength of the solution lay in its solid foundation, built on a proven product base, which ensured both reliability and ease of use. The decision to limit custom developments further contributed to maintaining product stability while meeting the event’s unique demands, resulting in a high-quality solution that adapted smoothly throughout the event.

Challenges we faced

Coordination with multiple stakeholders: Managing communication across bus operators, signage vendors, app managers, and the organizers required clear, ongoing coordination to keep the data pipeline fully synchronized. It also required high proximity and support services, the everyday calls for fast decision-making and adaptation of the product.

Data integration complexity: Combining GTFS-RT feeds from multiple providers was complex, but we used static model filters to ensure real-time data was accurately matched, minimizing errors.

Ingesting and translating data: We developed custom processing rules to convert SIRI ET data into GTFS-RT, overcoming the lack of reliable trip IDs by matching predictions based on arrival times.

Handling late changes: Both Ito and Instant System showed high capacity of adaptation during the operations. Ito efficiently managed last-minute changes to the static model, ensuring real-time systems transitioned smoothly while maintaining accurate passenger information. Instant System adjusted the trip planner algorithm to display specific services according to the evolution of the event, and showed flexibility to adapt to new contexts in case of changes of service operation.

A commitment to flexibility and real-time solutions

As the event approached, Ito displayed tremendous flexibility, accommodating changes in operator schedules and incorporating datasets into global builds representing significant operations operated at different times throughout the day. Build success and failure notifications were installed to keep the event organisers and Instant System up to date on the progress of each data build.

In particular, Ito provided crucial support for accessibility features required for part of the event, optimised real-time data conversion for the Instant System app, and responded to last-minute changes from operators and signage providers.

Results: A seamless transportation experience

Instant System and Ito’s technologies, expertise and reactivity ensured the release of high-quality transportation data, contributing to a seamless, real-time transportation experience for athletes, officials, and stakeholders. With more than 62K users, 1 million trips searched, 10K DRT reservations, the app, powered by Instant System and Ito’s data solutions, was widely adopted and praised for its reliability and accuracy, with the organisers expressing their satisfaction with the system’s performance.

Looking to the future, the organizers have indicated their intention to recommend Instant System and Ito’s solutions for upcoming global events, including future editions in North America, as part of a continued commitment to creating carless, sustainable transportation networks for major global events.

Reflecting on the collaboration, Ito’s CEO Mark Masterson remarked, “Working with the organisers of this event on this groundbreaking project allowed us to showcase the full potential of our platform in delivering real-time, high-quality data solutions. We’re proud to have played a key role in achieving a vision that aligns so closely with our own commitment to innovation and sustainability.”

This project stands as a testament to the power of Instant System and Ito’s unique combination of technology, skilled data analysts, and strong processes—working together to redefine sustainable mobility for high-profile, complex events through true collaboration.