Board Orientation Manual 2024

Ceremonies & Special Events This Ceremonies & Special Events Directorate is responsible for planning all aspects of two public celebration events: the Torchlighting Ceremony (held 100 days prior to the Games) and the Opening Ceremony (on Thursday). They also plan and stage three participant-only events: a Participant Special Events (entertainment/activities for participants) on each of the Friday and Saturday evenings and the Closing Celebration (on Sunday). This Directorate will also work with the Dais Management Chair (Protocol) to manage the parade of dignitaries and guests at all ceremonies. Volunteer Management – see “Each Directorate” section. Ceremonies The purpose of the Ceremonies Chair area is to structure and choreograph entertainment packages for the Torchlighting Ceremony and the Opening Ceremony. Performers for all events are usually chosen through the auditions of local individuals and groups (i.e. bands, dancers, singers, musicians, sport groups, etc.). This includes planning the run of show, writing scripts, planning rehearsals, etc. In addition, this Chair area is responsible for working with the Master of Ceremonies for the Opening Ceremony (who will provided by Global BC). For the Torchlighting Ceremony, a local Master of Ceremonies will need to be identified. The Closing Celebration is a short participant only event. It is an informal tail-gate-party-style event that serves the purpose of providing activities for participants waiting for bus or flight departures as well as creating the opportunity to formally close the Games by extinguishing the Games cauldron. Marshalling The purpose of the Marshalling Chair area is to ensure the participants and dignitaries enter and exit the Opening Ceremony in a coordinated, organized manner. This involves planning a marshalling area for participants who will begin to arrive up to several hours before the ceremony, receiving Games participants at the marshalling area, ensuring there is water and minor entertainment/activities, arranging participants into marching order as established by the Ceremonies & Special Events Directorate and BC Games staff, managing the parade in and parade out of the ceremony. A large pool of volunteers are needed help guide participants into the ceremony, and at the end of the ceremony, to ensure a safe exit to the site to where they will board buses to their accommodation sites. This Chair area will work with the Protocol Directorate on the movement of guests into and out of the ceremony and with the Transportation Directorate on the parking and traffic plan. They will also develop a plan for managing the public ingress and egress. Participant Special Events The Participant Special Events Chair area develops participant-only events on the Friday and Saturday nights. Given the age range of participant, carnival or dry-grad-type events that includes a variety of games and activities are most suitable. The venue(s) selected must not only ensure a safe environment that permits controlled access but must work for other Directorates (i.e. Transportation). This Chair area will secure performers, games, and other equipment, working with BC Games staff and the Access Control Directorate to ensure a safe environment, and working with the Concessions Chair (Administration) to arrange for food concessions. Consideration is also to be given to an area for coaches at the venue, which may include a workshop or other event. These events are planned for Friday and Saturday evenings from 7:00 pm to 10:00 pm.

Roles of the Key Volunteers