Board Orientation Manual 2024

Protocol The Protocol Directorate prepares for, invites, registers, accredits, welcomes, and hosts all Games guests. This Directorate also organizes and oversees pre-Games and Games-time official functions (Key Volunteer Rally, Community Awareness Event, Torchlighting Reception, Provincial Government Reception, and Civic Luncheon), and ensures proper protocols for introductions and speaking order are followed at the ceremonies and all Games official functions. This Directorate also recruits trains, outfits, and schedules Games Hosts to serve as ambassadors at all Games functions, and venues. This Directorate will also manage all Medal Presentation Ceremonies, secure the Host Hotel to serve as a central location for guests during the Games, and establish and order uniforms for the Board of Directors. Volunteer Management – see “Each Directorate” section. Dais Management The purpose of the Dais Management Chair is to manage the ingress and egress of guests at the Torchlighting Ceremony (pre-Games) and the Opening Ceremony. They will work with the Guest Registration Chair to develop specific information for inclusion in the itineraries for dais and non dais guests and coordinate and lead guest briefings prior to the Torchlighting Ceremony and the Opening Ceremony. This Chair will work with the Ceremonies & Special Events Directorate to determine dais and non-dais seating at the ceremonies and will lead the parade of dais guests to to/from their seating at the ceremonies. Guest Registration The purpose of the Guest Registration Chair is to register, accredit, and provide hospitality to all Games guests. This will include working with the Director of Protocol to develop the guest list, sending invitations, coordinating RSVPs, preparing guest accreditation badges, itineraries, and welcome kits, securing gifts, arranging accommodation for out-of-town guests, preparing and staffing guest accreditation/ guest information station at the Host Hotel. Hosts The purpose of the Hosts Chair area is to recruit, coordinate, train, and schedule the activities of volunteers to serve as Games Hosts. Considered to be the “ambassadors” for the community and the Games, Hosts are visible at all venues and events so that they are accessible to the participants, the public, and guests. Hosts are stationed at all sport venues and both pre- and Games-time events. This Chair area will coordinate with other Chairs and Directorates to have Hosts assist at Games functions and events (i.e. Opening Ceremony, Participant Accreditation Centre, receptions, etc.). The Hosts Chair will work with the Transportation Directorate to secure Hosts as drivers for the pool of courtesy cars available during the Games for guests and officials. The Hosts Chair will coordinate the general Games training session as well as job-specific training for all Hosts. This Chair area implements Games Information Stations (staffed by Hosts) at all sport venues, including set-up, and operation during all practice and competition times. Hosts assist with lunch delivery to participants at sport venues.

Roles of the Key Volunteers