Board Orientation Manual 2024

Participant & Volunteer Services The Participant & Volunteer Services Directorate oversees volunteer registration and volunteer and participant accreditation. They will develop a volunteer recruitment strategy in conjunction with the Marketing Directorate and implement a plan to recognize volunteers. Results entry and compilation is also managed by this Directorate. The BC Games database is used for volunteer and participant registration (participant registration is managed by the BC Games Society), accreditation, and results. Volunteer Management – see “Each Directorate” section. Accreditation The Accreditation Chair area is responsible for the planning and management of volunteer and participant accreditation processes, as well as the production and assembly of all volunteer and participant badges. This Chair area recruits volunteers to prepare and assemble participant accreditation kits and volunteer accreditation materials, to print and sort volunteer and participant badges, to manage a Volunteer Accreditation process, and staff the Participant Accreditation Centre. The Volunteer Accreditation process is generally a physical centre established in the weeks leading up to the Games where volunteers come to pick up accreditation badges, confirm shifts, etc. Badges for volunteers are printed earlier (in time for the established volunteer accreditation date) while badges for participants are not printed until the Monday of the week of the Games. The Participant Accreditation Centre is generally operational from 6:30 am – 5:00 pm on the Wednesday of the Games; the time will be confirmed by BC Games staff depending on the arrival of the charter buses and flights. While the participant registration is managed by the BC Games Society office, all Games participants (athletes, coaches, and officials) accredit in person upon their arrival in your community. Results Centre This Results Centre Chair is responsible for recruiting and training volunteers to receive and post results from each sport. All results will be entered into the BC Games software and through this, are available on the BC Games website. The Marketing Directorate is responsible for sharing the results, through news stories, with the media (note: the Marketing Directorate will access results from the BC Games website). This Chair develops and implements a tracking system to ensure all results are received and will determine a location for the Results Centre and coordinate the training of all Results Centre volunteers with BC Games staff. Volunteer Appreciation This Volunteer Appreciation Chair develops and implements a plan for recognizing and thanking the Games volunteers. This may include highlighting volunteers in stories on the website, via social media, the Games newsletter, etc. (through the Marketing Directorate), providing volunteer apparel or snacks, implementing draws and/or prizes for volunteer sign-up/recruitment, and hosting a Volunteer Appreciation Event. The Volunteer Appreciation Event is typically held on the Sunday after the participants have departed or the next evening (Monday). This Chair area is responsible for planning all details associated with the Volunteer Appreciation Event, including securing the venue and entertainment, planning the agenda, developing the script, securing and managing the volunteers, planning food and beverages, etc.

Roles of the Key Volunteers