Board Orientation Manual 2024

Transportation The Transportation Directorate provides all transportation for participants during the Games (the BC Games Society coordinates/arranges transportation of participants to and from the Games) and Games guests via a courtesy car system. They are responsible for moving participants and their luggage and gear but do not transport volunteers and are not responsible for moving Games inventory or other items needed for venue operations. This Directorate will create, implement, operate, and manage a scheduled transportation system to move participants to/from accommodation sites, sport venues, meals, and special events, an on-call shuttle system consisting of courtesy cars for guests and officials, and a pre-booked bus service is operated for coaches wanting their teams to travel outside of scheduled transportation times. The Directorate will also establish a lost and found system, manage traffic control and parking lots at all venues, as necessary, and arrange buses for the Protocol Directorate to transport guests. Volunteer Management – see “Each Directorate” section. Buses This Buses Chair area is responsible for establishing routes and bus schedules for all Games participants to and from their sport venues, accommodation site, food venue, and the ceremonies and special events based on the Bus & Meal Schedules (which are developed by BC Games staff). This Chair area will need to secure local school buses and drivers to augment the highway coaches that transport participants to/from the Games (arranged and paid by the BC Games Society and accessible for up to 10 hours per day by your Games). Working with BC Games staff and the external transportation bus contractor this Chair will dispatch the bus drivers for all routes. A pre booked bus service is operated by this Chair area for coaches wanting their teams to travel outside of scheduled transportation times. Drivers must have the appropriate class of drivers' licence to operate a van (Class 4) or bus (Class 2). In addition, this Chair area will recruit a group of individuals knowledgeable about the community to serve as Bus Guides and provide driving directions to the out-of-town bus drivers. Luggage and Lost & Found The Luggage and Lost & Found Chair area is responsible for handling participants' luggage upon arrival in, and departure from, your community (luggage and gear are generally moved with participants, requiring coordination between this Chair area and the Buses Chairs). While participants are expected to move their own luggage, volunteers able to do heavy lifting will be needed to assist with the arrival and departure of chartered aircraft and buses. This Chair area also operates a lost and found system during the Games, which involves getting items to one area, tagging or recording them, and making them accessible to participants so that their items can be claimed. Shuttle System The Shuttle System Chair area is responsible for managing a shuttle system which includes a variety of vehicles ranging from cars and mini vans to large passenger buses (arranged by the Buses Chair). Transportation is provided throughout the Games weekend for a variety of groups including officials, injured participants needing medical treatment (non-ambulance cases), and teams requesting travel outside of scheduled bus travel arranged by the Buses Chair, etc. This Chair and the Director of Transportation will work with the Friends of the Games Directorate to source vehicles for courtesy cars. Courtesy cars are available for guests and officials. Recruiting and training of courtesy car drives is led by the Hosts Chair in coordination with the Shuttle System Chair. Scheduling of drivers and managing courtesy car dispatch fall within the responsibilities of the Shuttle System Chair.

Roles of the Key Volunteers