BC Games Overview

Quesnel2024BCWinterGames GamesOverview

Quesnel 2024 BC Winter Games Games Overview

Contents

BC Games Society Overview Hosting Overview

BC Games Society Protocols Volunteer Registration Process Guidelines and Volunteer Resources Overview Host Society Organizational Chart Key Milestone Timeline

BC Games Society Overview

Updated October 2022

BC Games Society Overview Since 1978, the BC Games Society has been staging the BC Winter and BC Summer Games. As a provincial multi-sport event, the BC Games provide developing high performance British Columbia athletes with their first multi-sport games experience as part of their sport’s long-term athlete development pathway to international podiums. These two events are British Columbia’s largest multi sport competitions for developing young athletes. The purpose of the BC Summer and BC Winter Games is: “To provide an opportunity for the development of athletes, coaches, and officials in preparation for higher levels of competition in a multi-sport event which promotes interest and participation in sport and sporting activities, individual achievement and community development.” The Vision of the BC Games Society is: “We strive to inspire exceptional experiences through sport.” The Mission of BC Games Society is: “The BC Games Society is the leadership organization that guides the BC Winter and BC Summer Games and prepares Team BC for national multi-sport Games. We build on the expertise and support of partners to create development opportunities for athletes, coaches, officials, volunteers, and communities.” Past and future BC Winter and BC Summer Games: Year Winter Summer Year Winter Summer 1978 - Penticton 1996 North Vancouver Trail-Castlegar 1979 Kamloops Richmond 1997 Campbell River Burnaby 1980 Kimberley Kelowna 1998 - Ridge Meadows 1981 Prince George Comox Valley 2000 Quesnel Victoria 1982 Trail Vernon 2002 Williams Lake Nanaimo 1983 Revelstoke Maple Ridge 2004 Port Alberni Abbotsford 1984 Fort St. John Burnaby 2006 Trail Kamloops 1985 Osoyoos/Oliver Nanaimo 2008 Kimberley-Cranbrook Kelowna 1986 Terrace Cranbrook 2010 Terrace Township of Langley 1987 Fernie Delta 2012 Greater Vernon Surrey 1988 Dawson Creek Oak Bay/Greater Victoria 2014 Mission Nanaimo 1989 Nelson Surrey 2016 Penticton Abbotsford 1990 Penticton Prince George 2018 Kamloops Cowichan Valley 1991 Duncan/North Cowichan Coquitlam 2020 Fort St. John Maple Ridge * 1992 Greater Vernon Port Alberni 2022 Greater Vernon ** (hosted in 2023) Prince George 1993 Kitimat Chilliwack 2024 Quesnel Maple Ridge 1994 Smithers Kelowna 2026 Trail-Rossland Kelowna 1995 Comox Valley Penticton

*cancelled due to COVID-19 ** postponed due to COVID-19

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BC Games Society Board of Directors A community-based Board of Directors is appointed by the Minister of Tourism, Arts, Culture and Sport to lead the BC Games Society. The Board is responsible for reviewing, on an annual basis, overall BC Winter and BC Summer Games budgets, policies and rules, and financial and operating reports. The Chair of the Board is Jamey Paterson. Members of the Board are Charles Bruce (Kamloops), Kylah Bryde (Fort St. John), Francis Cheung (Langley), Chris Densmore (Nanaimo), Jim Martin (Prince George), Wayne Naka (Nelson), Veronica Planella (Victoria), Pamela Rai (Nanaimo), Niki Remesz (Kamloops), Kyle Todoruk (Victoria), Christine Ulmer (Kelowna), and Michelle Webster (Vernon). BC Games Staff The BC Games Society employs staff to provide event management services to host societies, maintain relations with the Ministry responsible for Sport and the Provincial Sport Organizations, acquire and service Corporate Partners, and administer the affairs of the Society. BC Games Society staff are involved in varying degrees with as many as six host societies at any one time. Staff includes President and CEO Alison Noble; Operations and Technology Manager Irene Schell; Event Managers Andrew Pitre, Kyler Nurmsoo, Adam Powell, and Juli Prokopchuk Brattan; Marketing and Communications Manager David Conlin, Team BC Operations Manager Jarret Poitras; Games Operations Coordinator Samantha Postle, and Games Marketing Coordinator Andres Marquez Velasco. Various BC Games staff work with each host society from the time the Board is formed through to the conclusion of the Games. For the 2024 BC Winter Games, Andrew Pitre and Juli Prokopchuk Brattan will be the lead contacts, supported by the Operations and Technology Manager as well as the Marketing and Communications Manager. BC Games staff share with volunteers the collective experience of the Games from past volunteers and from the perspective of the BC Games Society. They have worked in a multitude of games including BC Games, 55+ BC Games, Canada Games, and Olympic and Paralympic Games. Staff will be in your community on a regular basis leading up to the Games and for the duration of the Games. They are part of your overall team that will plan and stage the Games. President and CEO Alison Noble, President and CEO of the BC Games Society, has the overall responsibility for the staging of the BC Winter and BC Summer Games. She works with the host society, the provincial government, and private industry in all aspects of publicity, services, and the administrative and financial operations of the BC Games. If in the view of the President and CEO, decisions are being made by the host society that are not consistent with the overall standards of the BC Games, she will have the right to veto any such decisions and enforce whatever policy is necessary.

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BC Games Society Culture of the Games The BC Games Society believes that everyone associated with the Games and Team BC: • has the right to participate in an environment that is supportive, positive, respectful, accessible, and that contributes to exceptional experiences • has the responsibility to contribute in a positive way to the experiences of everyone involved in the BC Games and Team BC

The BC Games Society has initiated processes, practices, policies, and codes of conduct that help create the positive environment the organization wants the Games to be for everyone involved. These safe sport, inclusion, equity, healthy environment, and other processes and practices are captured under the Society’s Culture of the Games initiative. Working with partners and host societies, the BC Games Society strives to create exceptional Games experiences for everyone; ensuring everyone understands the role they play in achieving this is a cornerstone of the Culture of the Games initiative. As the planning for the Games unfold, BC Games Society staff will bring forward discussions about the Culture of the Games. More information can be found at bcgames.org. Sport Selection For sports to be included in the BC Games, the respective Provincial Sport Organizations (PSOs) must have applied and met the Core Sport criteria approved by the BC Games Society Board. Each sport organization must demonstrate how the BC Games fit into their sport development pathway and how they use the Games as an integral part of their athlete, coach, and officials’ development. Some of the key principles for inclusion in the Games are province-wide participation and inclusivity - including opportunities for athletes with a disability and gender equity . In addition, the BC Games are generally a one-time opportunity for all participants (a possible two-time experience for athletes with a disability). Each sport is granted inclusion into one Games and is evaluated against the Core Sport criteria after the Games to determine their inclusion in the next Games. The BC Games are an entry point to the performance pathway and are high profile competitive opportunities for Provincial Sport Organizations to incorporate into their Long-Term Athlete/Player Development models. The competition at the Games is generally in the higher end of the Learning to Train or lower end of the Training to Train stage for each sport. The Sport Package, which lists the sports included in your BC Games, as well as the number of participants allocated to each sport, is determined by the BC Games Society’s Sport Committee. The Sport Package for the 2024 BC Winter Games and will be available on our website – bcgames.org. The technical packages, which outline the age range of the athletes, events, eligibility restrictions, and competition rules, etc. for each sport are released by spring 2023 on the BC Games website. While exact numbers vary from Games to Games, generally there are 2,900-3,500 participants involved in each BC Summer Games and 1,200-1,800 participants in each BC Winter Games. Games participants include athletes, coaches, and officials.

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BC Games Zone Structure For the purposes of registration for the Games, the province is divided into eight zones as follows: Zone Zone Colour Zone # Kootenays Yellow Zone 1 Thompson-Okanagan Red Zone 2 Fraser Valley Light Blue Zone 3 Fraser River Orange Zone 4 Vancouver-Coastal Dark Green Zone 5 Vancouver Island-Central Coast Light Green Zone 6 North West Purple Zone 7 Cariboo-North East Dark Blue Zone 8 Officials Grey/Black Zone 0 The BC Games and the Sport Sector The Provincial Sport Organization (PSO) for each sport in the Games is a partner of the BC Games Society. This partnership is formalized through a memorandum of understanding that both parties are accountable to. The PSO appoints volunteers to support the Games. These include a Provincial Advisor, a Sport Chair, and Zone Representatives. The Provincial Advisor serves as the technical representative for the BC Games and works with BC Games staff to confirm the technical aspects of competition and can make binding decisions on behalf of his or her sport organization. The Sport Chair is a sport volunteer from your local community, selected by the Provincial Advisor. The Sport Chair prepares, in cooperation with BC Games Society staff, the Provincial Advisor, and host society volunteers, all aspects of his or her sport for the BC Games. They are managed by the Sport Directorate. Each sport also names one Zone Representative in each zone who oversees the zone qualification process and registers participants for the Games.

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BC Games Hosting Overview

Updated October 2022

Copyright © 2022 BC Games Society All rights reserved. No part of this document may be reproduced without the written permission of the BC Games Society.

Hosting the BC Games As a provincial multi-sport event, the BC Games provide developing high performance British Columbia athletes with their first multi-sport experience as part of their sport’s long-term athlete development pathway to the Olympics and Paralympics and other international podiums. The BC Games also present an opportunity for communities around British Columbia to successfully stage a major event. The process; therefore, has a dual role: a major multi-sport Games for athletes, coaches, and officials, and a unique opportunity for promoting community development around the province. Bid Process Host communities for the BC Winter and BC Summer Games are selected based on a bid process, which is held every four years. Four host communities, two for BC Summer Games and two for BC Winter Games, are announced as part of each bid process. Communities interested in hosting the BC Games are asked to prepare a formal bid application for submission to the BC Games Society. Bid applications are reviewed by a committee of BC Games Society board members and staff. All host communities that are part of the bid cycle are announced at the same time by the Minister of Tourism, Arts, Culture and Sport (or a representative). Host communities are named between three and five years prior to the Games. The Games are named in advance to help communities prepare, but also so that Provincial Sport Organizations can, if necessary, build local capacity in their sport. Local Board Approximately 20 months prior to the Games, the BC Games Society President and CEO works with the hosting municipality’s Mayor and senior Parks and Recreation staff to form a Nominations Committee, chaired by the Mayor. The Nominations Committee identifies a President and Vice President and together they recruit a Board of Directors based on the organizational structure provided by the BC Games Society. The Board is a duly appointed committee of Mayor and Council. A senior Parks and Recreation staff and a representative of the local school district also sit on the board as non-voting liaisons. Host Society Each host society is incorporated as a non-profit society and is given the franchise rights for the specific BC Games by the BC Games Society. As a franchise, there are protocols established by the BC Games Society which include tasks, activities, and timelines that are required of the host society to ensure the standards of the BC Games are maintained, important partners are recognized, and key milestones are reached. This ensures that there are consistencies from Games-to-Games while at the same time enabling room for volunteers to express the uniqueness of the community and their own ideas, making each Games a one-of-a-kind experience. The Board of Directors work in close cooperation with staff of the BC Games Society to ensure the successful operation of the BC Games. Each host society will sign an Agreement for Financial Assistance (AFA) with the BC Games Society. This document outlines the parameters for hosting the Games as well as the details of the funding being provided by the BC Games Society. Once the budget process is complete, the budget will become an addendum to the AFA.

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Funding and Budgeting Each BC Winter and BC Summer Games is funded by both provincial and municipal governments, as well as by the private sector. Private sector funding is provided on an ongoing basis from the BC Games Provincial Partners and Friends of the Games that are recruited. Public funding is provided through the Ministry of Tourism, Arts, Culture and Sport and through the support of the hosting municipal government. The budget for each BC Games is determined by the BC Games Society President and CEO, in consultation with the Host Society President, Vice President, Director of Administration, and Budget Control Chair. The development of the budget will be determined by a budgeting process that takes into account the following: 1. The Games budget is a cash budget only. The cash amount will be comprised of: a. A grant from the BC Games Society based on resources available and the anticipated number of participants. b. A grant from the hosting municipality, as stipulated in the Council resolutions submitted with the bid for the Games. c. Cash contributions raised from local businesses through the Friends of the Games Directorate. The amount of additional cash needed to successfully stage the Games is modest and will be dependent on Games-specific variables. Specific in-kind contributions that directly offset budget lines where cash would have used to make purchases will reduce the amount of cash needing to be raised. BC Games staff will discuss this and provide information and context. 2. The Chart of Accounts established by the BC Games Society will be used to ensure consistency from Games to Games. 3. Budgets and actual figures from past BC Games are provided in the guidelines for each Directorate, for comparative and planning purposes. Using this information as a starting point, each Director will draft their own budget based on research done on anticipated costs. Directors will work in consultation with BC Games staff, the Budget Control Chair, and the Director of Administration to develop and finalize their budget. While the expense areas are consistent for every set of BC Games, the amounts for some areas will vary with the number of participants and the parameters of each community. 4. The Director of Administration and the Budget Control Chair, along with the President and Vice President will review, and if necessary, revise all submitted budgets and ensure the total does not exceed the maximum budget allowance. 5. The Director of Administration and the President and Vice President will submit a budget to BC Games Society staff for final approval by the President and CEO prior to the budget being approved by the Host Society Board.

Based on need (expenses being incurred) and the incorporation of your society and establishment of a bank account, the BC Games Society will forward initial installments of the funding for the Games prior to the conclusion of the budget process.

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Legacy There are a number of legacies as a result of hosting the BC Games.

1. Most of the operating budget will be spent directly in the host community. In addition, many visitors will come to your community as either BC Games participants or spectators and spend money in hotels, restaurants, and other businesses. These elements contribute to the economic impact of the Games in your community. Economic impact studies have shown that as much as $2.6 million is spent in communities hosting the BC Winter or BC Summer Games. While there has been no study done, there is every reason to suggest that many BC Games participants and spectators will return to your community at a later date, providing what might be considered additional “spin off” benefits. 2. A financial legacy comprised of commissions from merchandise sales and 50% of budget savings*, will be distributed approximately 10 months after the BC Games. The host society Board of Directors will form a Legacy Committee to work in consultation with the BC Games Society President and CEO to determine how the legacy will be distributed. This may include grants to sport and recreation groups through an application process, the purchase or contribution toward the purchase of capital assets, scholarships, or other options. The BC Games Society requires that 75% of the legacy go to sport project/groups (the remaining 25% may be allocated to recreation, arts, education, indigenous or other community initiatives). Once the legacy distribution is determined, the Legacy Committee will submit its recommendations to City Council. 3. Apart from the financial benefits generated prior to and during the BC Games, there is a significant “living” legacy as well. The thousands of individuals who volunteered for the BC Games will have made new friends, learned new skills, and enhanced what they could already do well. Their contributions and related social and skill enhancements, collectively, generate a community pride of value to the future of your community. 4. As a result of equipment purchased and/or upgrades/modifications to facilities necessary for the sport competitions at the Games, there is a legacy for sport in the community. This can range from major facility upgrades to the purchase of major competition equipment (i.e. competition mats), to the purchase of balls and other small equipment, which are left to a local club or organization for use after the Games. While costs for major facility upgrades are usually covered by the city (as part of their commitment to host the Games), the host society Games budget covers smaller items and equipment purchases which can range from $10,000 to $50,000. * At the end of the Games and at the conclusion of the audit, 50% of the budget savings is provided to the BC Games Society to support the ongoing legacy of the Games and 50% becomes part of the local Legacy fund. Support from the BC Games Society Each host society is provided with a grant from the Province of British Columbia, through the BC Games Society. This grant offsets a significant portion of the Games operating costs. In addition to cash, the BC Games Society with its more than 44 years of Games hosting experience has put into place resources, processes, contracts, and partnerships that support the host society. Some of these offset direct costs that a host society would otherwise have to expend and some reduce the volunteer commitment needed to plan and stage the Games (because a new system does not need to be developed). The table on the following pages may not be exhaustive but is intended to provide an overview of the resources provided to each BC Games host society.

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Item

Details

Organization Structure and Resources

• A board structure is used for all Games that is mirrored in online resources and Tasks and Timelines for all Director and Chair positions. • Resources provide include past-Games examples, materials, policies, agreements, and ideas as well as BC Games Society recommendations based on the experience of the Society. • Staff support is provided at all stages of the Games process, from the nomination processes though to the legacy distribution. • The President and CEO provides ongoing support and Managers work directly on the Games and support the planning process. • Staff are in the community on a regular basis leading up to the Games and for the duration of the Games. They are part of the overall team that will plan and stage the Games. • Other staff support the Games on specific tasks and are in the community during the Games. • Specific pages on the BC Games Society website are created for each Games (see Games, then BC Winter Games). These pages are managed and updated by Games volunteers. • Access to established social media accounts and platforms. • BC Games staff provide extensive training, user manuals, and ongoing support. • A standard logo is used for each Games. This is created by the BC Games Society and the host society is then provided all versions of the logo for their use. • Graphic elements for various collateral items are provided and native files are available to the host society. • BC Games custom software is used for registering and managing volunteers, participants, and guests, as well as to record results. • Volunteer management includes registration, assignment to positions, reports, and badging. • The software also manages medical injury tracking, the assignment of participants into accommodation sites, and scanning participants into accommodation sites at curfew. • Results entered in the database are automatically posted to the BC Games website. • BC Games staff provide extensive training as well as user manuals and resources. • Hardware used for the scanning participant badges at accommodation sites is provided by the BC Games Society. • The BC Games staff manage participant registration. This includes online registration, confirmation and validation of registration and eligibility, assignment to accommodation sites, and transportation assignments. • Transportation of participants to/from the Games is managed by the BC Games staff. This includes assignments of participants to buses/flights, arrangement of the equipment to transport participants, and costs associated with travel to/from the Games. • The highway coach buses used for transportation to/from the Games remain in the host community for use by the Transportation Directorate to transport participants at the Games. The number of buses available is dependent upon the geographical location of the host community. • These buses are available to the host society for up 10 hours per day at no cost including fuel and driver wages. • The accommodation of the bus drivers in the community is paid for by the BC Games Society. • Access to BC Games accounts for online guest registration. • BC Games staff provide training and user manuals to volunteers who will be using and managing this process.

BC Games Society Staff Support

Website and Social Media

Logo and Graphic Standards

Software and Hardware

Participant Registration

Transportation to/from the Games Transportation at the Games

Guest Registration

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Item

Details

Email Addresses File Sharing System

• Email addresses for use by the host society - generally used for creating generic accounts (i.e. sport@, volunteer@, etc.) which are accessed via web interface. • Cloud-based secure file sharing system accessible to Directors and Chairs and select committee volunteers. • Training and user manual provided by BC Games staff. • Global BC – provides a TV personality to serve as Master of Ceremonies for the Opening Ceremony and also provides on-site coverage of the Games. • Black Press Media – provides profiles for the Games, advertisement space, and editorial stories. • The BC Games Society will negotiate agreements with suppliers for services that support the Games. Details of the services and the recognition the suppliers will receive will be provided by BC Games staff. • The BC Games Society maintains a $10 million General Liability Insurance Policy, which protects BC Games participants and registered volunteers, in the event of actions to which they are held legally liable. This also includes Directors’ and Officers’ Liability coverage for the Board of Directors. Note that the insurance policy does not cover loss of unrecoverable wages or salary in the event of injury, nor does it provide for Workers Compensation coverage for BC Games volunteers or host society staff. In this regard, volunteering for the BC Games is similar to volunteering for other services or amateur sport organizations. (Also note that the host society will be required to arrange and pay for all property and vehicle insurance). • The BC Games inventory is valued at approximately $650,000. It is up to four 40-foot trailers of items that travel from Games-to-Games. • The inventory includes over 3300 “foamies” (which serve as beds for Games participants), rollaway cots for participants with a disability, medal podiums and trays, stanchions, flagpoles, medical kits, tents, hand-held torches, an indoor propane torch, and over 3,000 coroplast signs and vinyl banners. • Note that the cost of insuring the inventory rests with the host society and the cost of transporting inventory is the responsibility of the host society shipping the items. • A requirement of the BC Games Society is that the financial records of each host society are independently audited. The BC Games Society undertakes a request for proposal process every five years to engage an auditor. This ensures consistency from Games-to Games and provides reassurance to the BC Games Society Board of Directors on the use of the Games operating grant. • The cost of the audit is paid by the host society. • Resources and/or services are available to support the host society through partnerships the BC Games Society has with other agencies in the sport sector. These include Canadian Sport Institute Pacific, viaSport, Regional Sport Centres, and Sport BC. • Professionally designed medals that showcase the BC Games brand and include your Games information, ensures consistency from Games-to-Games. In addition, a matching medal pin is developed. • The medals are the pride and joy of the athletes who win them. • A unique gift is also presented to coaches at the Games. • The production costs of medals, medal pins, and coach gifts are paid from the host society budget.

Provincial Partners

Official Suppliers

Insurance

Inventory

Independent Audit

Sport Partners

Medal Design and Production

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BC Games Protocols

Updated October 2022

Copyright © 2022 BC Games Society All rights reserved. No part of this document may be reproduced without the written permission of the BC Games Society.

BC Games Protocols The BC Games Protocols are those tasks and activities that are required of the host society to ensure the standards of the BC Games are maintained. These ensure consistency from Games-to-Games, that the brand is upheld and that important partners are recognized. Included in this document are General Protocols that impact all or many Directorates, protocols specific to each Directorate, and protocols for the management of critical incidents and infectious diseases and for removing injured athletes from competition. General Protocols The BC Games Represent the Community The Directors will demonstrate a commitment to gender equity and representation that reflects the diversity of the community when selecting their Chairs and will encourage their Chairs to show this same commitment in the recruitment of their committee members and volunteers. Directorate Orientations Each Director will conduct an orientation session with the Chairs in the Directorate. BC Games staff will attend each Directorate’s meeting. Use of the BC Games Society, Host Society, Provincial Partners, Community Partners, and Friends of the Games Logos The BC Games Society logo can only be used with Provincial Partner logos. The BC Games Society logo cannot be used with Friends of the Games (FOG) logos. Local Friends of the Games may use the Games-specific logo on items at the discretion of the host society Board of Directors. Placement of Community Partner logos will be determined collectively by the BC Games Society and the host society depending on the recognition package developed for the Games. See supporting information – Recruitment and Recognition Guidelines document for more details. Review of Materials and Publications • The BC Games Society approves all publications, designs, and communications, prior to production or release. • All publications must include Provincial Partner and Community Partner logos as outlined in the Recruitment and Recognition Guideline s document. Sport Venue Tour All Directors and Chairs whose plans affect, or are affected by, the operations of the sport venues, attend the Sport Venue Tour. This tour, organized by the Sport Directorate, is an important step in ensuring all parts of the organization can deliver their service to all of the venues. Progress Reports All Directors and Chairs attend the Progress Report Meeting, held three months before the Games, and the Final Progress Report Meeting, held one month before the Games. Tobacco/Vape/Cannabis Free Environment The BC Games is a tobacco, vape, and cannabis free event. Where it does not already exist, the host society will use signage to indicate to participants, volunteers, and spectators that venues and sites are tobacco, vape, and cannabis free areas.

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Liquor Products Distribution of liquor must comply with provincial law on alcohol distribution. The following is a general guide provided by the Liquor and Cannabis Regulation Branch (LCRB). Permitted: 1. A group of volunteers meet at the home of an organizer or volunteer. The host provides liquor products purchased or made and paid for by the host. 2. A private (for guests and volunteers) or public event or meeting is organized and held in public or private location. Only liquor purchased from a company/establishment licenced by the Liquor Distribution Branch may be served and a Special Occasion Licence (SOL) is required, regardless of whether the liquor is sold or not. The cost of the liquor is charged to the appropriate line item for the Directorate responsible for/organizing the event/meeting. Culture of the Games The BC Games Society believes that everyone associated with the Games: • has the right to participate in an environment that is supportive, positive, respectful, accessible and that contributes to exceptional experiences • has the responsibility to contribute in a positive way to the experiences of everyone involved in the Games The BC Games Society has initiated processes, practices, policies, and codes of conduct that help create the positive environment the organization wants the Games to be for everyone involved. These safe sport, inclusion, equity, healthy environment, and other processes and practices are captured under the society’s Culture of the Games initiative. Working with partners and host societies, the BC Games Society strives to create exceptional Games experiences for everyone; ensuring everyone understands the role they play in achieving this is a cornerstone of the Culture of the Games initiative. As the planning for the Games unfold, BC Games Society staff will bring forward discussions about the Culture of the Games and how this is implemented at the Games. More information can be found at bcgames.org. Athletes with a Disability The host society will help to reinforce and operate the inclusivity of the Games. Athletes with a disability are fully included in the BC Games. To ensure the best possible environment for these athletes, the Inclusion Chair (Administration) will work with each Directorate to provide a list of disability-related issues for the consideration of each Directorate. It is the intent that all events and venues are accessible to people with a disability. Details of how to include spectators with a disability are available from the Inclusion Chair. Volunteer Discipline and Disputes The BC Games Society policies govern disputes and issues requiring discipline. The host society is bound by these policies. Each host society will appoint a minimum of two volunteers (one male and one female) who have mediation and/or negotiation skills, as outlined by the BC Games Society. These volunteers will serve as Intake Volunteers and will assist with managing disputes and issues that require disciplinary action. The Intake Volunteers fall under the Risk Management Chair (Administration). The host society will ensure that all Games volunteers are informed that a discipline policy is in place.

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Discipline of Participants BC Games staff, in conjunction with the respective Provincial Sport Organization are responsible for the discipline of participants. The host society will be made aware of action taken and, depending on the issue, may be involved in the process. Crisis Communications The BC Games Society Crisis Communications Plan will be used for all crisis communications. The key principles of the procedures are: • Any crisis is to be immediately reported to the BC Games Society President and CEO who will serve as the single point of contact to manage the crisis. • The BC Games Society Marketing and Communication Manager will lead the Crisis Communications Team and guide the process outlined in the Crisis Communications Plan. • Prior to the Games, BC Games staff will bring together key Directors and Chairs to discuss the implementation of the Crisis Communications Plan, should it be necessary. • Issues and incidents managed by Directorates will follow the Crisis Response Guide included in the Communication Plan. • Only the BC Games Society President and CEO is authorized to speak to the media and the public. • Communications are to be proactive and responsive and guided by professionalism and transparency. • The respect of privacy and confidentiality of individuals must be considered in all communications. A meeting, led by BC Games Society staff, will be held 2-4 weeks before the Games. While the intention of this meeting is to discuss possible crisis scenarios and how the Crisis Response Guide is implemented, additional outcomes may be that plans are adjusted or implemented to prevent potential crises from occurring in the first place. The planning done in this meeting will support the Games day-by day overview planning and help to ensure everyone is aware and prepared. The meeting will include the Directors, some key Chairs, the Operations Manager (and possibly other staff) as well as the President and Vice President together, led by BC Games Society staff. Merchandise Sales and Games Apparel The BC Games Society will provide guidance to the host society on securing a merchandise supplier for the Games to oversee production and sales of all merchandise for each Games, at no risk to the host society and where the host society receives a commission on the sales. These funds go directly to the host society’s Legacy Fund. Games-time Information Centre The Operations Manager will oversee the operation of the Games-time Information Centre, including a call-centre, on a 24-hour basis from Wednesday prior to the BC Games until the last chartered flight arrives at its destination (Sunday/Monday). The Games-time Information Centre will be staffed during peak hours with the phone forwarded to a specified individual overnight and when the information centre is not staffed.

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Items Specific to each Directorate Access Control • Curfew for all participants residing in BC Games accommodation sites is 11:00 p.m. • Volunteers interested in working in accommodation sites or positions that require them to access volunteer, guest, or participant information in the database are required to have a criminal record check completed before they can be assigned to these areas. • All incidents must be recorded on Incident Report Forms, filled out and/or collected by Mobile Patrol volunteers by 6:00 am each morning of the Games, and forwarded to BC Games staff. Should the local police become involved, BC Games staff is to be notified immediately. • BC Games staff, in conjunction with the respective Provincial Sport Organization are responsible for disciplining participants. The Access Control Directorate will be made aware of action taken and, depending on the issue may be involved in the process. • The Director of Access Control will bring forward a motion to the host society Board to pass the BC Games Criminal Record Cheque Policy (identifies the specific volunteers who require a CRC). The Access Control Directorate will establish the CRC process in consultation with BC Games staff. Accommodation • Classrooms in district schools are to be used as dorm rooms for Games participants. This does not include portables, annexes, gymnasiums, or hallways. • Participants are accommodated in schools, by sport, based on guidelines provided, and will sleep on BC Games foamies. Cots are provided for athletes with a disability. BC Games staff will assist with the assignment of participants to accommodation sites. • Curfew is 11:00 pm for all participants residing in BC Games accommodation. Please note that some Provincial Sport Organizations require earlier curfews. • All rooms in schools being used as a dorm room or common areas for the Games will be inspected by the respective Dorm Captains prior to the arrival of participants to identify the pre-existing condition of each room. A report of the pre-Games condition of each room will be forwarded to the School District Liaison and BC Games staff. All rooms in the school that are not being used for the Games are to be locked. • Accommodation Attendant volunteers are required to staff and support accommodation sites at all times while participants are on site. Exceptions to this are when the entire sport contingent has left the building (i.e. at their sport venue all day). • All accommodation sites will have hand sanitizer present at Dorm Management Desk (sign-in locations). • All volunteers accessing accommodation sites during the Games will undergo a criminal records check. • All participants residing in BC Games accommodation are to be checked in using the scanning process established by the BC Games Society prior to curfew. Accommodation volunteers will use the scanning system for checking participants into (and out of, if appropriate) accommodation sites.

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Administration • The host society is registered as a not-for-profit society using the constitution and bylaws templates provided. BC Games staff will provide access to the online system for registering societies. • Upon disbursement of the legacy, and within two years of the completion of the Games, the host society will be legally and formally dissolved by filing the appropriate forms with the Provincial Registrar of Companies. • The BC Games Society maintains a $10 Million Comprehensive General Liability Insurance Policy protecting volunteers and participants, a Directors’ and Officers’ Policy. Each host society will obtain property insurance for the BC Games inventory (based on value provided) as well as for any additional property that is purchased or borrowed for the Games and will also secure vehicle insurance. • All cash contributions raised through recruitment by the Friends of the Games Directorate, or through any fundraising or sponsorship initiatives must be included in the overall budget. • The financial records of the host society will be managed using the standard chart of accounts provided by the BC Games Society and within the processes established in the Agreement for Financial Assistance, Funding Guidelines, the Fiscal Control document, and information provided by the auditor appointed by the BC Games Society. • Commissions from merchandise sales and interest on bank balances go directly to the Legacy Fund. Ceremonies & Special Events • Provincial Funding Partner and Community Partner recognition is included in the Torchlighting Ceremony, Opening Ceremony, and Closing Celebration in addition to signage at each event. • BC Games staff will work with Global BC to determine the Master of Ceremonies for the Opening Ceremony based on discussions with the Ceremonies & Special Events Directorate. The final decision rests with Global BC. • Technical and dress rehearsals for the Opening Ceremony is scheduled during the Games week. • BC Games Society Dais, Script and Medal Presentation Protocols are followed for marching, seating, introduction, and speaking orders at all BC Games functions. • The Minister responsible for the BC Games (or designate) declares the countdown to the Games during the Torchlighting Ceremony. A local athlete or other dignitary (or more than one person) will light the torch as determined by the host society in conjunction with BC Games staff. • The Premier or Minister (or designate) officially opens the Games at the Opening Ceremony. A local athlete or other dignitary (or more than one person) will light the torch as determined by the host society in conjunction with BC Games staff. • All major stages (Torchlighting Ceremony, Opening Ceremony, and Closing Celebration as well as at Participant Special Events) must include a ramp to ensure it is accessible. • Seating at all events for dais guests are labelled with the guests' names. • Only registered BC Games participants are permitted access to Participant Special Events. • Participant Special Events are concluded by 10:00 pm. • There is no charge for participants to attend the Participant Special Events. Vendors may be arranged for on-site sales of food or refreshments.

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Food Services • Games volunteers are not fed from the Food Services budget. • Menus reflect the nutritional needs of the participants, as young athletes, taking into consideration portion sizes and special dietary needs. • The Bus & Meal Schedules (produced by BC Games staff) are used to develop and finalize details for the busing and feeding of participants in the community. • BC grown or produced products are used, if available. • All kitchen supervisors have FOODSAFE certification. Chefs and Head Cooks are fully certified in FOODSAFE. • Hand sanitizer stations are to be present at the front of the buffet lines at the main food venue. Friends of the Games • The fronts of the Participant, Volunteer, and Guest badges are non-saleable items unless approved by BC Games staff. • Exposures/opportunities outlined in the Recruitment and Recognition Guidelines document must be adhered to. • Provincial Partner signage must be in place at all Games venues and functions. • As outlined in the Recruitment and Recognition Guideline s document, sponsors that potentially conflict with the Provincial Partners are not permitted to be recruited as a Friend of the Games. • The recognition package/recognition options provided to local sponsors will be reviewed and approved by BC Games staff. • All cash contributions raised through recruitment by the Friends of the Games Directorate, or through any fundraising or sponsorship initiatives must be included in the overall budget (either as designated to a specific Directorate line item or as undesignated FOG revenue). • Restrictions apply to the inclusion of liquor companies as Friends of the Games. Discuss with BC Games staff. • Tobacco and cannabis companies are not permitted to be recruited as Friends of the Games. Logistics • Each host society will pay for the shipping of all of the BC Games inventory to the next Games community. • The BC Games inventory must be insured (based on the values provided) from the time the inventory leaves the Games community it is being received from (before the Games) until the time it received by the Games community it is being shipped to (after the Games). • Host societies receive and store BC Games inventory after the previous BC Games are complete. Storage of 3,300 BC Games foamies requires a warm and dry facility and should be on palettes. • The host society will provide the BC Games office and the next Games community with a detailed inventory list as it is being transferred. • The host society will be invoiced by the BC Games Society for damaged or missing inventory.

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Marketing • The BC Games Society will provide guidance to the host society on securing a merchandise supplier for the Games to oversee production and sales of all Games merchandise, at no risk to the host society, and where the host society receives a commission on the sales. These funds go directly to the host society’s Legacy Fund and cannot be used to offset expenses. • Games Merchandise is available to the general public, volunteers, and participants and will be made available for purchase before and during the Games. • Zone team and medal photos are made available for download at no cost and are provided to the Games by photographers free of charge without any watermarks. • The BC Games Society approves all publications, designs, and communications, prior to production or release. • All publications and materials must include Provincial Partner logos as outlined in the Recruitment and Recognition Guidelines document. Community Partner and a presenting Friend of the Games may also be included based on the recognition package developed by the Friends of the Games Directorate. Medical Services • The provincial government's Risk Management policy dictates that a first aid attendant may not provide second and third visit care to an injured participant. The task and responsibility of a qualified first aid attendant is to assess the person in need of help, render first aid as per established protocols and arrange for further care if required. If no further care is needed, the patient is discharged. If the patient returns on their own volition, then the first aid attendant should advise and arrange for alternate medical help. • Medical coverage commences with arrival of the first charter flight on Wednesday and concludes with the final departure of participants from the Holding Area on Sunday/Monday. • The Medical Clinic operates from the time participants beginning arriving in the community until all participants have departed. The Medical Clinic operates until midnight each night of the Games and the clinic phone is call forwarded to a member of the Medical Directorate overnight. The clinic opens each morning by 30 minutes prior to the first scheduled breakfast time noted in the Bus & Meal Schedules. • The Medical Services Directorate is responsible for t collecting and recording details of all medical incidents and treatments. • All sport venues will receive medical coverage appropriate to the sport, as outlined in the sport specific medical coverage information included in supporting information. • The BC Games Society Medical Protocol for the Removal of Injured Athletes from Competition outlines the process for the removal of injured athletes from competition. • All medical volunteers working in the database are required to have a Criminal Record Check completed before they can be assigned to their positions as they will have access to personal information. • The Medical Services Directorate will work with BC Games staff to adjust the Infectious Disease Protocol for the Games and community parameters. The Infectious Disease Protocol will be communicated to the Directors and Directorates.

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Participant & Volunteer Services • The BC Games software is used for volunteer registration, participant accreditation, and results. No modifications to this software are to be made without approval of the BC Games Society. • Appropriate hardware is obtained to support the use of the BC Games software, as specified in the Guidelines. • Participant Accreditation is generally operational from 7:00 am to 5:00 pm on the Thursday of the Games but may be adjusted based on participant arrivals/departure plans established by BC Games staff. • No advertising (flyers, gifts, etc.) is permitted in the participant accreditation kits. • All volunteers must be registered using the BC Games software. Completed registration forms are to be kept on file in the community for one year following the BC Games. • The Participant & Volunteer Services Directorate is responsible for removing all volunteer 'no-shows' from the database, at the conclusion of the BC Games. • All volunteers working in the database are required to have a Criminal Record Check completed before they can be assigned to their positions as they will have access to personal information. Protocol • Invitations to Provincial Partners (except the local organizations), the Premier, the Minister responsible for the BC Games, Provincial MLAs, and BC Games Past Presidents, are managed by the BC Games Society. • Invitations are sent to local representatives of the Provincial Partners, Friends of the Games, and the local MLA(s) by the host society. • Itineraries are prepared and distributed to all guests prior to the event. • A Provincial Government Reception is held immediately following the Opening Ceremony. All refreshments provided to invited guests are complimentary. • A Civic Luncheon is held to honour civic support and to acknowledge the contributions of all BC Games partners. • BC Games Society Dais, Script and Medal Presentation Protocols are followed for marching, • All volunteers working in the BC Games database are required to have a Criminal Record Check completed before they can be assigned to their positions as they will have access to personal information. Sport • Each participating Provincial Sport Organization appoints their Sport Chair. • Sport rules and other technical information are developed by BC Games staff in conjunction with the Provincial Sport Organizations. • The Provincial Sport Organizations in conjunction with the BC Games Society will establish all sport competition schedules that fit within the parameters of the days of the Games and special events. Competition will begin on the Friday and end no later than noon on Sunday in order for most participants to attend the Closing Celebration. seating, introduction, and speaking orders at all BC Games functions. • Seating at all events for dais guests are labelled with the guests' names.

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