Board Orientation Manual 2024

Friends of the Games The Friends of the Games Directorate is the “fundraising arm” of the Games and recruits cash and in-kind contributions to offset budgeted expenditures in all 14 Directorates. The fundraising efforts are guided by the requests made by each Directorate for products/services they have identified as necessary for their areas of responsibility while reducing expenditures as much as possible. This Directorate develops a plan to secure donations with a coordinated approach so that businesses are not asked multiple times. The Directorate also implements a process to recognize the contributions and activate elements of the contribution agreements, including sign placement at venues, logo placements on materials, and liaising with other Directorates regarding attendance at events. They are also responsible for ensuring Provincial Partners are given appropriate recognition and exposure based on requirements provided by the BC Games Society. Collectively the Chairs in this Directorate along with the Director develop a tracking system of what items are needed, what has been secured from whom, and the value of all donations (which is provided to the Budget Chair (Administration) for the audit). Volunteer Management – see “Each Directorate” section. Directorate Liaison The purpose of the Directorate Liaison Chair is to coordinate the requests received from each of the 14 Directorates of the items they are hoping that Friends of the Games can secure to offset their budget. Meetings with each Directorate are held to review their requests and to ensure it is clear what items the Friends of the Games Directorate needs to secure. This Chair area collates the asks from all Directorates to ensure that the Recruitment Chair knows what to ask for as they approach businesses. This Chair also develops a process for reporting back to the Directorates on the status of their requests on a regular basis. Recognition Working closely with BC Games staff and the Recruitment Chair, while utilizing the Recruitment and Recognition Requirements document as a guide and framework, the Recognition Chair develops a sponsor recognition package that outlines the benefits for various contributions levels. This Chair area ensures that optimal recognition and exposure is provided for all Provincial Partners, in all Games-related events and publications, and that local businesses that have contributed cash or in kind services as Friends of the Games are recognized based on the established recognition package. This Chair will establish a system to track recognition provided to each business and implements a plan to activate on elements of the contribution agreements (including sign placement at venues, liaising with other Directorates regarding attendance at events, and accessing the products/services provided by the contributor). Recruitment Working closely with BC Games staff and utilizing the Recruitment and Recognition Requirements document as a guide and framework, the Recruitment Chair develops a plan for recruiting cash and in-kind donations from local businesses, A team of recruiters approaches businesses with the requests from the Directorates that are assembled and collated by the Directorate Liaison The fundraising efforts are guided by the requests made by each Directorate for products/services they have identified as necessary for their areas of responsibility while reducing expenditures as much as possible. The priority is to secure items that off-set budgeted expenditures.

Roles of the Key Volunteers