Board Orientation Manual 2024

Technology The Technology Directorate coordinates and secures telecommunications, computer equipment, and access (internet LAN, etc.) needs for all Games venues, events, and Directorates. Equipment and access are arranged to ensure communication between host society volunteers, participants, and the public is available during the Games. This Directorate also assists with providing computer needs and support at the Games office and in a limited capacity to other Directorates leading up to the Games. Volunteer Management – see “Each Directorate” section. Equipment Procurement The Equipment Procurement Chair compiles requests for equipment from all other Directorates and then researches suppliers for equipment availability and associated costs of renting/leasing equipment. Equipment includes cellular phones, landlines and/or VOIP phone systems, internet access, loud hailers, PA systems for sport competition announcements and medal presentation ceremonies, radios, walkie talkies, mobile internet devices, computers (laptops, desktops, and servers), printers, AV equipment, extension cords, generators, etc. Some of the needed equipment is part of the Games inventory but most of it will need to be acquired locally. A spreadsheet is used to track what is needed, where it is coming from, and which Directorate it is allocated to (equipment is allocated to each Directorate based on requests, demonstrated need, and amount of equipment available). This Chair area will make all other Directorates aware of what equipment will be available to them so that they can plan accordingly. This Chair is also responsible for ensuring all BC Games venues have telephone and internet access, as applicable, which may involve researching existing cabling and implementing the installation process through the companies providing the services. Equipment Installation/Servicing The Equipment Installation/Servicing Chair develops a plan for the installation of equipment allocated to Directorates, as necessary and establishes a pick-up and return process for the distribution of equipment that does not need to be installed by this Directorate (or the provider) (larger items would need to be delivered). This includes setting up and maintaining the Games office systems with a network, phone system, email, etc. and servicing these on a regular basis. The Games office network will need to have virus protection and back-up systems in place. Systems Support The Systems Support Chair provides training and/or instructions for use of the equipment allocated to Directorates, as necessary, and establishes a help desk for receiving and managing requests for assistance during the Games from local Games Office staff and volunteers. This will also include establishing a system for repairing/replacing equipment as needed during the Games. Volunteers in this Chair area will also become familiar with the BC Games software and cloud file sharing system in order to provide assistance and support to local volunteers.

Roles of the Key Volunteers