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Volunteer Form

Ceremonies Lead, Volunteers

Position Title: Ceremonies Lead, Volunteer
Reports To: Ceremonies Chair
Term: September 2021 to September 2022

The Ceremonies Lead, Volunteers will work as a conduit between Niagara 2022 and the Ceremonies Production Partner, PRP. The Ceremonies Lead, Volunteers is responsible for the recruitment, assignment and scheduling of volunteers assigned to work backstage for the Opening and Closing Ceremonies.   

Interactions:

  • Ceremonies Chair and Committee 
  • Patrick Roberge Productions (PRP)
  • Niagara 2022 Staff -   Coordinator, Special Events

Overview: 

The Ceremonies Lead, Volunteers is a member within two groups: the Ceremonies Committee, made up of the Ceremonies Chair and key representatives from both the Opening and Closing Ceremony, as well as a Venue Team on an as needed basis. The Ceremonies Venue Teams are made up of staff and volunteers that represent aspects of the Canada Summer Games (e.g. Sport, Transportation, Technology, Volunteer Services, Medical, Accessibility, Merchandise/Ticketing etc.). 

Phase I – Initial Planning (1 year  out)

  • Participate in monthly Ceremonies Volunteer Meeting
  • As required, participate in Ceremonies Committee meetings as well as Venue Team meetings.
  • Working with PRP, create volunteer recruitment strategy

Phase II – Integrated Planning (January - May 2022) 

  • Participate in monthly meeting: Ceremonies Volunteer Meeting
  • As required, participate in Ceremonies Committee meetings and Venue Team Meetings
  • Ensure the volunteer division has all updated requirements and schedules
  • Recruitment in theatre schools, colleges etc
  • Start volunteer assignments 

Phase III – Implementation and Games Operations (May – Sept 2022)

  • Participate in bi-weekly meeting: Ceremonies Volunteer Meeting
  • As required, participate in Ceremonies Committee meetings and Venue Team Meetings
  • Assign and communicate schedules and other pertinent information to all volunteers for the Ceremonies
  • Assist with PRP with the preparation and execution of the Ceremonies Volunteer Orientation 

Duties:

  • Manage the required administration for assigning, scheduling and tracking all Ceremony volunteer positions using Gems.pro or other database system utilized by Niagara 2022

  • Assist with strategizing and managing the recruitment of Volunteers through alternate means (i.e. theatre schools, local teachers, organized groups)
  • Once assigned, ensure that these individuals are properly registered within database
  • Ensure that all administrative requirements for volunteers (registration, wardrobe, accreditation etc.) are completed and updated as required for each Ceremonies volunteer
  • Monitor the attendance of Ceremonies volunteers and if required, find a replacement for any absent volunteer
  • Communicate schedules and any other important information to Ceremonies Volunteers
  • During production week, manage the check-in and attendance of volunteers as well as assist with the management of volunteers onsite. 

Skills & Knowledge:

  • Comfortable working with Excel or other spreadsheet programs
  • Comfortable learning how to work with a scheduling database program
  • Enjoy creating and maintaining organized paperwork, especially maintaining schedules
  • Enjoy seeing the development of a project over time and has the ability to adapt to the growth and change of the project as required
  • Strong organizational and planning skills
  • Strong approach to problem-solving, getting to collaborative solutions and working through conflicting ideas
  • Strong written and oral communication skills in English; ability to communicate in French is considered an asset, but not required.
  • Previous experience working with volunteers.
  • Works well under pressure and is proactive
  • Possesses a personal and/or business network of connections relevant to Ceremonies production
  • Knowledge of the Niagara considered an asset 

Time Commitment:

  • Ability to attend monthly meetings, with increasing frequency as we approach Games-time
  • Participation in Games-wide Forward Planning sessions (total of five days over 18 months)
  • Must be available during the afternoons and evenings for orientation, prep, rehearsals and show (Aug 2-Aug 6, 2022 and Aug 20-21, 2022)

How to Apply:

Interested applicants are to submit a resume via email to leadership@2022canadagames.ca with “Ceremonies Lead” as the subject line. We thank all who apply and will contact shortlisted applicants. Deadline: May 14, 2021.

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