Board Orientation Manual 2024

Accommodation Each accommodation site can be thought of as a hotel with the Accommodation Directorate as the managers. The Accommodation Directorate works with BC Games staff works and the school district to determine which schools and classrooms will be used, coordinates assigning participants (athletes, coaches, and officials) to classrooms, ensures rooms are ready for arrival of participants and cleaned after their departure, and ensuring participants have a safe and comfortable place to sleep during the Games. This includes cleaning the foam mattresses provided to participants, ensuring volunteers are secured to work at the front desk/concierge at each school to provide support and information to participants, check badges for access, and scan participant badges before curfew and establishes a hospitality area, arranging snacks and activities in the evenings for participants. Volunteer Management – see “Each Directorate” section. Accommodation Hospitality The Accommodation Hospitality Chair will order, pick up, and deliver hospitality supplies such as snack items, magazines, videos, board games, and other items for use in the Hospitality Rooms at each of the accommodation sites. This Chair area also secures and manages volunteers to staff Hospitality Rooms during non-competition hours. The Hospitality Rooms are a place where participants can gather and connect at their accommodation site after competition hours. Dorm Management The Dorm Management Chair is responsible for recruiting a Dorm Captain for each accommodation site who will serve as the lead/supervisor. The Chair will work with the Dorm Captains to develop a plan to recruit and schedule Accommodation Attendants at each school. The Accommodation Attendants staff a desk at the entrance to each school (front desk/concierge) where they provide support and information to participants, check badges to monitor access to the school, and scan participant badges before curfew. Accommodation sites need to be staffed on a 24-hour basis. The Dorm Management Chair also works with BC Games staff to plan and deliver Accommodation Attendant training close to the Games to review process and requirements for managing the accommodation site, reporting process for incidents that arise, badge scanning processes, etc. Holding Area The Holding Area Chair area manages a space where participants wait for late departures on Sunday night/Monday morning. This includes organizing entertainment and activities, snacks, rest areas, storage for carry-on luggage, and monitoring access to the Holding Area. Depending on arrival plans, a Holding Area may also be needed upon arrival on Wednesday before access to the schools is available. Housekeeping The purpose of the Housekeeping Chair area is to ensure that a high level of cleanliness and hygiene is maintained in the accommodation sites during the Games by arranging for garbage removal, general cleaning or washrooms and common areas, and clean-up after spills or other accidents.

Roles of the Key Volunteers