Operations Committee Structure and Job Descriptions

Halifax 2011 Canada Games Host Society Operations Committee: Structure and Job Descriptions April 2008 Halifax 2011 Canada Games Host Society Organizational Chart – Governance Board of Directors Chair: JP Deveau Funding Parties: Canada (1), Nova Scotia (1), HRM (1), Canada Games Council (2) Community Representatives (8) Chief Executive Officer Chris Morrissey Deputy CEO Lindsay Hugenholtz Key Functions: General Manager, Board of Directors, Planning and Transfer of Knowledge, Contingency, Staffing Executive Committee Chair: JP Deveau, Vice-Chair: Chuck Bridges DC Finance, Exec VC, NS Rep, HRM Rep, & Board Member Ex-officio - CEO Operations Committee Chair: JP Deveau, Exec VC (Divisions - DC, ADC & VPM & Senior Staff) Staff Admin & Finance Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Admin & Finance & IT Key Functions: Admin/Finance: Legal, Financial Services, Procurement and Contracting, Risk Management, Office Administration and Services, HST Costs Information Technology Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Admin & Finance & IT Key Functions: Information Technology: IT Services, Telecommunications, Results, Timing & Scoring, Sound, Video Screens, Office Equipment & Electronics Language Services Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Marketing and Sponsorship Key Functions: Translation Services Marketing & Sponsorship Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Marketing and Sponsorship Key Functions: Marketing: Broadcasting, Media Relations, Communications, Promotions & Publications, Merchandise and Ticketing Sponsorship: Corporate & Community Fundraising, Protocol, Hosting & Hospitality Culture & Ceremonies Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Marketing and Sponsorship Key Functions: Opening and Closing Ceremonies, Artistic Festivals & National Artists Program. Members-At-Large Canada Games Council: (2) Government of Canada: (2) NS Liaison: HRM Liaison: Athlete Focus: Sport Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Operations Key Functions: Sport Operations, Mission Services and Doping Control Athlete Services Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Operations Key Functions: Athlete Services: Village Accommodations, Food Services, Medical Accommodations: Non Comp. Accomm. Venues Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Operations Key Functions: Capital Construction, Sport Venue Operations, Venue Overlay Logistics Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Operations Key Functions: Signage, Pageantry and Fabrication, Security, Transport, Materials Management and Essential Services. Volunteers & Workforce Division Chair: Asst. Division Chair: Volunteer Project Manager: Sr. Mrg: Volunteers & Workforce Key Functions: Volunteers: Volunteers, Registration & Accreditation Workforce: Staffing (shared with CEO office) 2 TABLE OF CONTENTS Page Executive Vice-Chair---------------------------------------------- 4 Chair - Sport ------------------------------------------------------ 6 Chair - Administration & Finance ------------------------------ 11 Chair - Information Technology -------------------------------- 16 Chair - Venues ---------------------------------------------------- 23 Chair - Logistics ------------------------------------------------- 27 Chair - Athletic Services ----------------------------------------- 33 Chair - Marketing, Sponsorship & Community Relations ---- 38 Chair - Language Services --------------------------------------- 45 Chair - Culture & Ceremonies ----------------------------------- 47 Chair - Volunteers & Workforce -------------------------------- 52 Halifax 2011 Canada Games Host Society Position Title: Executive Vice-Chair Division: Operations Committee Terms of Reference The following are the key accountabilities for the Executive Vice-Chair: • Oversight of the Development of Divisional Plans and allocation of divisional resources. • Assist with the recruitment of key volunteers at the Division Chair level. • Member, Games Executive Committee. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plans and budgets. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To work collaboratively with the Chairperson and Senior Staff in the development and implementation of all dimensions of the Game‟s Business Plan. • To assist with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To liaise on behalf of the Host Society with the Canada Games Council, Sport Canada, the Province of Nova Scotia. • To ensure the implementation of Host Society policies and procedures. • To recruit senior volunteers at the Associate Chair level and for other positions as required. • To be a member of the Executive Committee of the Host Society. • To undertake other tasks and responsibilities as assigned by the Chairperson or ViceChair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Senior management experience • Strong leadership skills: public speaking, visionary, motivation, strong relationship management • Ability to work in partnership and manage expectations • An understanding of the Project Management Tools. • Ability to make decisions in a proper manner in potentially stressful situations 4 Halifax 2011 Canada Games Host Society Reports To Chairperson and Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Participate at the Executive Committee meetings (bi-weekly) • Liaise with other Divisions as required (ongoing) • A willingness to work variable work hours including weekends and evenings. Executive Limitations To undertake all decisions within the parameters of the approved Business Plan and budget in conformity with the approved policies and procedures of the Host Society. 5 Halifax 2011 Canada Games Host Society Position Title: Chair - Sport Division: Sport Division Work Package Responsibilities: Mission Services • Chef De Mission Meetings • Daily Meeting – Events Time • Mission Staff in-lieu payment Doping Control • Doping Control Program Sport Operations • Test Event Support (3601) • NSO Technical Representatives Meeting and Planning Sessions (3605) • Sports Equipment & Materials (3606) • Technical Officials/Representatives Support (3608) • Delivery of Sport Operations (3609) • Sport Ancillary Supplies (3610) • Sport Registration (3612) • Athletes with a Disability (3613) • Officials Training (3614) • Main Results Centre (3616) Terms of Reference The following are the key accountabilities for the Chair, Sport Services: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Associate Chair level. • Management of all Sport functions and work packages. • Member, Games Executive Committee. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • Confirming sport venue suitability and requirements with Venue Division, local SGB‟s and NSO‟s • Effective liaison with Canada Games Council‟s Director of Sport & Sport Technical Coordinators • Developing strong relationships with NSO‟s (Sport Technical Representatives) and local Territorial Sport Governing Bodies • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. 6 Halifax 2011 Canada Games Host Society • • • • • • • • • • • • • To continually liaise with and give direction to the Associate Chairs in the development of the individual portfolio plans and activities. To have coordinated and to participate directly in the planning and delivery of Technical Director and related sport services functions. To host and undertake planning and delivery leadership of the two Mission meetings. To authorize all expenditures within the Sport Services Division, both operational and capital. To work collaboratively with the Senior Manager – Operations in the development and implementation of all dimensions of the Divisional Plan. To participate in the recruitment and evaluation of Sport Division staff. To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. To coordinate communications of Division activities to the broader Host Society. To liaise on behalf of the Host Society with respect to Sport Services functions with the Canada Games Council, Sport Canada, and the Province of Nova Scotia. To ensure the implementation of Host Society policies and procedures throughout the Sport Services portfolios and operations. To recruit senior volunteers at the Associate Chair level and for other positions as required. To be a member of the Executive Committee of the Host Society. To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • • • • • • • Strong leadership skills: public speaking, visionary, motivation, strong relationship management Recognized as a high profile leader in the amateur sport community Has a vision for sport in Nova Scotia Experience in Sport Administration or Event Management An understanding of the National, Provincial and Community Sport delivery systems. An understanding of the technical requirements for each sport. Ability to make decisions in a proper manner in potentially stressful situations Chairperson and Executive Vice-Chair Reports To Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) 7 Halifax 2011 Canada Games Host Society • • • • • • • Participate at the Executive Committee meetings (bi-weekly) Conducts portfolio specific meetings as required. Chair of Sport Division meetings (once a month) Liaise with other Divisions as required (ongoing) Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) A willingness to work variable work hours including weekends and evenings. To be available for Pre-games Sport Events. Executive Limitations To undertake all decisions within the parameters of the approved Sport Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Mission Services Chef De Mission Meetings All on-site costs relating to the hosting of two Chefs‟ de Mission (Mission Conferences) meetings and all appropriate hosting costs. The first to be held not earlier than 15 months and not later than 12 months prior to the Games and the second not later than 5 months prior. Also includes a provision for the convening of Mission teleconferences in the 12 months prior to the Games. Daily Meeting – Events Time Refreshments, translation services, materials. Preparation of pre-games materials. Mission Staff in-lieu payment A payment of $5,490 to the mission staff of each province and territory in lieu of accommodation and meals. Essential VIK can be provided in place of cash, with CGC approval (e.g. hotel rooms, vehicles, fuel). Doping Control Doping Control Program The provision of all activities associated with the development and operation of the Doping Control program, including the following: • Development and operation of Doping Control Plan with CCES. • Establishment and operation of secure storage center(s) • Lockable refrigerators. • Training etc. 8 Halifax 2011 Canada Games Host Society • Special fit out required of areas. Sport Operations Test Event Support The support and operation of Test Events that are approved by the Canada Games Council, NSO Technical Representative, and Host Society. Includes sanctions, venue use and incremental equipment and supplies. Would also include any support activities such as Revenue Generation, Merchandising, Ticketing, Signage, Transportation, Materials Management, Timing, Results Distribution and Venue Operations. Minimum level of support expected for all test events is between $60,000 - $100,000. NSO Technical Representatives Meeting and Planning Sessions Includes the travel/hosting/accommodation costs relating to an NSO Technical Representatives Conference to be held not more than two years in advance of the Games. The NSO is responsible to pay for the first sport-specific planning session outside of the conference, should one be required. This budget and work package also includes the costs of travel and accommodation for other planning sessions (beyond those two mentioned above), as deemed necessary by the Host Society and NSO Technical Representative, for minor officials training clinics or venue inspections by each NSO Technical Representative. Sports Equipment & Materials The procurement of Sports equipment and the supplies required for both training as well as the shipping costs related to the use of equipment for the competition. Includes research activities, rental, purchase, warranties, shipping and maintenance, set up and tear down. Games Observations (3607) Includes travel and support for key sports team (staff and volunteers) members to attend appropriate events for planning purposes. Technical Officials/Representatives Support The support of Technical Officials and Delegates during the Games period, including: • Travel (ground transportation; out of province air travel covered by federal government) • Accommodation (space rental if needed) and fit out if required • Hosting. • Feeding. • Promotion and recognition for major officials (normally a piece of clothing with the Games‟ logo and a pin). • Supplies and materials. Included in this package is 200 beds (50 more shown in medical) per week at a level of no more than double occupancy in hotels, motels or other residences of a minimum of 9 Halifax 2011 Canada Games Host Society CAA or Canada Select 3-star (or provincial equivalent). Also includes $45.00 per day in lieu of food service. Delivery of Sport Operations Includes costs of delivering the event including: • Planning Time • Travel • Admin/Overhead Costs • Per Diems/Accommodation Needs • Contract Fees for Management Team/Certain Technical Officials/Announcers etc. • Music/anthem type recordings • Integration into PA system. Sport Ancillary Supplies Includes all non technical sports supplies required for the event- i.e. Towels/Ice/Water/Sports drinks etc. consumed outside of village. Sport Registration Includes costs relating to the sport registration process. Athletes with a Disability The development and support of the Athletes with a Disability program (approximately 5% of athletes at the Games have a mental or physical disability). This would include the activities associated with providing special accommodation, medal podium setups, and specialized equipment etc. Would also include any planning time or specific staff hired to manage the program. Officials Training The cost of training all local minor technical officials such as line judges, scorers and timers as identified by the NSO Technical Representatives. In some cases, assisting the upgrading of local officials to become major technical officials. Main Results Centre This package includes the rental of the facility, related parking, furnishings, equipment incremental signage, etc. Will also include the fit-out of the Main Results Centre (MRC). The deliverables of this package include: • Fit-out at MRC • Pageantry and signage at the MRC • Rental of MRC • Maintenance of the MRC 10 Halifax 2011 Canada Games Host Society Position Title: Chair - Administration and Finance Division: Administration and Finance Division Work Package Responsibilities: Legal • Outside Legal Costs Financial Services • Accounting System Software & Support • Tax Planning and Audits • Wind Up Costs • Payroll Costs • Cash Handling and Bank Charges Risk Management • Insurance Polices Office Administration and Service • Acquisition\ Fit-out\ Maintenance & Operation of Staff Headquarters • Records Management System and Implementation • Office Supplies – Games Time Goods & Services Tax • Goods and Services Tax Terms of Reference The following are the key accountabilities for the Chair, Administration and Finance: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Associate Chair level. • Management of all Administration and Finance functions and work packages. • Member, Games Executive Committee. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Associate Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Administration and Finance Division, both operational and capital. 11 Halifax 2011 Canada Games Host Society • • • • • • • • • To work collaboratively with the Senior Manager – Administration, Finance and Technology in the development and implementation of all dimensions of the respective Divisional Plans. To participate in the recruitment and evaluation of Admin and Finance Division staff. To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. To coordinate communications of Division activities to the broader Host Society. To liaise on behalf of the Host Society with respect to Admin and Finance functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. To ensure the implementation of Host Society policies and procedures throughout the Admin and Finance portfolios. To recruit senior volunteers at the Associate Chair level and for other positions as required. To be a member of the Executive Committee of the Host Society. To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in auditing, accounting and finance functions of an organization. • Strong finance or accounting background • Experience in creating and managing budgets for large organizations or projects • An understanding of the National, Provincial and Community Sport delivery systems. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Participate at the Executive Committee meetings (bi-weekly) • Conducts portfolio specific meetings as required. • Chair of Administration and Finance Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • A willingness to work variable work hours including weekends and evenings. 12 Halifax 2011 Canada Games Host Society Executive Limitations To undertake all decisions within the parameters of the approved Administration and Finance Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Legal Outside Legal Costs Obtaining the services of outside Legal Services for the normal purposes anticipated by an event of this nature. It is recommended that unless the nature of the Legal work is very specific and unique to a particular program, that the legal costs not be distributed back to particular work programs. This work package includes: • Legal fees. • Logo protection – subject to CGC direction • Ambush marketing. • Trademark services for logo – subject to CGC direction • Costs of Legal subscriptions. Financial Services Accounting System Software & Support Provision of Accounting Software System, to include: • Accounting system software. • Maintenance and support services. • Training. • Manuals / Handbooks. • Allowances for Upgrades Tax Planning and Audits The preparation and negotiation of tax issues on behalf of Canada Games. Also involves the production / contracting of models that may be required in order to receive tax allowances. Will also include GST rulings and status of out of country staff and contractors, and import/duty remission orders if required. Provision of Annual Audit Services, both external and internal, this would include: • Audits relating to the fiscal operations of Canada Games 2011 • Licensees. • Ticketing. • Any auditing required in respect to pre-Games events. Wind Up Costs 13 Halifax 2011 Canada Games Host Society Includes all activities required to wind-up the Organization from a Financial / Legal viewpoint. To include contracted services that must be procured including Legal and Accounting to end operations. Payroll Costs Costs associated with processing regular payrolls. Cash Handling and Bank Charges Costs incurred for cheque processing etc as well as pick up and delivery of cash during the Games. Risk Management Insurance Polices Policies may include the following dependant upon the level of risk identified by the host community and what is deemed an acceptable level of risk. • Public Liability - Obtaining policies for public liability coverage. • Directors and Officers Liability/Employee Fidelity - Obtaining policies for Directors and Officers liability coverage. • Property Insurance - Obtaining policies for property insurance coverage. • Volunteers - Life and Disablement - Provision of insurance for the volunteers specifically Accidental Death and Disablement (might be Workers Compensation Board depending on jurisdiction) - Obtaining policies for the mandated and promised Health and Hospitalization coverage required for Event Family. Also includes medical malpractice. • Cancellation, Abandonment, Postponement, Curtailment - Insuring revenues that may be at risk should the Event be cancelled, postponed or curtailed. • Insurance Brokers‟ Fees • Travel & Medical Insurance • Risk Assessment and Safety Audits - Development of overall Risk Management Plan for the Organization / Includes reviewing and assessing risks of the Event and performing Safety Audits / This is primarily in operational areas and venue fit-out. Note: Costs of employee insurance plans are budgeted as part of payroll burdens and managed by Human Resources Function. Vehicle insurance included in rental rates. Office Administration and Services Acquisition\ Fit-out\ Maintenance & Operation of Staff Headquarters Costs include: • Furniture & appliances. • Cabling. • Fit-out including signage, pageantry etc. May also include office / workspace construction and retrofitting for accessibility. 14 Halifax 2011 Canada Games Host Society • • • • • • • • • Rent and operating (including maintenance & snow removal) costs of the Administration offices of the Event. Incremental costs of Telephone Services/Parking etc. Allowance for IT requirements Office Electronics i.e. Copiers, faxes, A\V Equipment Postage & Courier Mobile Communications Office Security Moving Allowances phase 1 \ phase 2 if required. Refreshments etc. Records Management System and Implementation All incremental costs of providing for a records management system and associated, hardware, software, training, implementation and maintenance of processes/procedures. Also should include allowances for any specialized supplies required. Office Supplies – Games Time Costs associated with providing each operational space at event time with office supplies. Goods & Services Tax Costs that relate to the Input Tax Credits of GST paid that cannot be recoverable. 15 Halifax 2011 Canada Games Host Society Position Title: Chair – Information Technology Division: IT Division Work Package Responsibilities: IT Services • Intranet/Internet Development – Pre Games • Intranet/Internet Development – Games Time Requirements • Games IT Needs • Games Technology Solution (to be confirmed after the RFP is complete) • Technology Centre Telecom • Mobile Communications - Games Period • Telephone System - Games Time Results, Timing and Scoring • Results System • Systems Integration - Results, Timing and Scoring and Broadcast Feeds • Timing and Scoring Systems • Scoreboards Sound, Video Screens, Office Equipment & Electronics • Consumer Electronics – Games Period • Office Equipment – Games Period • Sound Systems and Video Screens • CATV System Terms of Reference The following are the key accountabilities for the Chair, Information Technology: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Associate Chair level. • Management of all Information Technology functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Associate Chairs in the development of the individual portfolio plans and activities. • To have coordinated, and to participate directly in the planning and delivery of Information Technology functions. • To authorize all expenditures within the Information Technology Division, both operational and capital. 16 Halifax 2011 Canada Games Host Society • • • • • • • • To work collaboratively with the Senior Manager – Administration, Finance and Technology in the development and implementation of all dimensions of the Divisional Plan. To participate in the recruitment and evaluation of Information Technology Division staff. To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. To coordinate communications of Division activities to the broader Host Society. To liaise on behalf of the Host Society with respect to Information Technology functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. To ensure the implementation of Host Society policies and procedures throughout the Information Technology portfolios and operations. To recruit senior volunteers at the Associate Chair level and for other positions as required. To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Sport Administration or Event Management • An understanding of the technical requirements for each sport. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Sport Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. • To be available for Pre-games Sport Events. 17 Halifax 2011 Canada Games Host Society Executive Limitations To undertake all decisions within the parameters of the approved Information Technology Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: IT Services (68) Intranet/Internet Development – Pre Games Includes all costs of developing and implementing the Canada Games intranet and website for the Host Societies pre-Games needs. It is intended that this work program pay for service fees (if applicable), consulting/contract fees, and incremental equipment and support. If there are specific programs, who need access to the internet for their programs (i.e. Ticketing and Volunteer Recruitment) it is expected that these areas budget for the development cost of producing these internet programs. Volunteer training if needed. The Host Society website is to be linked to the CGC site and is to be operational a minimum of two years prior to the Games. Intranet/Internet Development – Games Time Requirements Includes all incremental costs of building a Games Family/Results compatible internet program for Games time and any costs associated with expanding the Intranet to handle Games time needs. This will include base costs of development, as well as incremental costs of data lines equipment etc. Same principal of specific applications applies as per work package. Volunteer training if needed. Games IT Needs All computer support required for Games Period, including. • Equipment. • Application software (excluding results, Info system and accreditation). • Uninterrupted Power Supply • Consultants. • Maintenance support. • Special fit-out, storage needs etc. • Volunteer training if needed. • Help desk Includes the provision of minimum 8-12 workstations (computer, modem and Internet access) for the Main Results Centre. Also includes a minimum of 2 workstations (computer, modem and Internet access) at each Venue Results Centre (VRC). 18 Halifax 2011 Canada Games Host Society Includes 100 computers for use in the athletes‟ entertainment area with Internet Access along with Internet access within the space dedicated to CGC national partners within the Games Village. Within the Mission Centre in the Village 20 offices will each be provided with one computer, high speed internet access and print station – also a high-speed internet hook up for a minimum of two computers (a plug hub if not wireless). Within the Main Media Centre six computers (4 English and 2 French). In all, an information technology network of up to 285 workstations/laptops and 80 printers multiple sport and non-sport venues to support Games staff, Mission and Games Operations Centres, the Media and Broadcast Centres, the CGC, Sport Canada and other family members to be determined. The network is to be productive a minimum of 2 months prior to the Games. Games Technology Solution (to be confirmed after the RFP is complete) Costs relating to the purchase or development of a Games Technology Solution • Functional requirements and design specifications • System Engineering/Project Management • Equipment Maintenance, Serving, Support and Training if applicable. • Server Software • Software purchase/enhancement/upgrade if necessary Technology Centre This package provides for the costs of planning, developing and operating a Technology Centre. The purpose of the Technology Centre will be to ready technology equipment for Games time; dispatch and recovery processes; return loaned equipment in an acceptable condition. Also includes the costs of volunteer feeding and beverages during non-Games time. • Rental • Fit Out • Operational Costs including maintenance and utilities. • Ancillary equipment • F, F & E • Food and beverages for volunteers (pre-Games) Telecom Mobile Communications - Games Period The provision of all mobile communications during the Games period, including: • Rental (cell phones and radios) and airtime. • Access fees. • Engineering / consultant time. • Message Center(s). 19 Halifax 2011 Canada Games Host Society • • Special antennas and spare batteries, allowances for repair etc. Delivery and training Included within this work package is the following taken from the standards document – 1 cell phone for each Chef de Mission, 5 cell phones for use by the Canada Games Council, and 1 for Sport Canada – 19. Also included is a minimum of 40 cell phones for the dedicated use of NSO Technical Representatives and Sport Information Officers. All motor pool vehicles to be radio equipped. Telephone System - Games Time All activities providing hard wired / PCS / Telephone systems to all Venues during Games period, including: • Handsets. • Switches. • Cabling. • Installation. • Monthly rent. • Engineering time / consultancy. • Establishing a “Call Center” message center for up to six months prior to Games time. Includes 2 telephone lines with user-pay long distance and 1 fax line for each of the 20 offices to be provided within the Mission Centre area. Two fax lines, six telephones and two data lines for the Media Centre. Data Network Infrastructure - Games Time All activities to provide data networks at Games time to support results and Canada Games Info System systems, as well as other application systems such as accreditation, including: • Cabling • Routers, switches • Installation • Planning and design • Rental • Backup • Space and infrastructure needs Also includes distribution system for CATV (internal Games channel). Results, Timing and Scoring Results System The Results System package includes the provision of all results systems at all Venues where existing facilities are inadequate, including: • Design and installation. 20 Halifax 2011 Canada Games Host Society • • • • • • • • Programming. Training and administration. Freight and maintenance. Operation at Games time. Provision of television graphics. Provision of support to test events. Technicians (all costs) Volunteer training Systems Integration - Results, Timing and Scoring and Broadcast Feeds Includes activities relating to integrating the results, timing and scoring systems including: • Design. • Hardware and software resources. • Testing (including possibly a test lab). This includes any costs relating to the integration for television including graphics. Timing and Scoring Systems The provision of timing and scoring systems for all Sports includes: • Design. • Equipment. • Training and administration. • Travel and freight. • Operation and maintenance. • Provision of support to test events. • Technicians (all costs) • Volunteer training Scoreboards The provision of temporary scoreboards for the Venues, including: • Equipment. • Cabling and connectors. • Installation. • Freight and maintenance. • Temporary scoreboards. • Technicians (all costs) • Volunteer training • All competition venues to be equipped with scoreboards. Sound, Video Screens, Office Equipment & Electronics Consumer Electronics – Games Period Provision of electronics during the Games period, this includes: • Rental, maintenance and support of copiers and fax machines. 21 Halifax 2011 Canada Games Host Society • • TVs, monitors. Installation, operation, decommissioning and recovery. Includes two television sets for the Main Media Centre. Office Equipment – Games Period Includes providing the required fax machines, copiers, and other technical equipment to service the office(s) during the Games period, will include: • Supplies including toner / cartridges. • Allowance for paper supplies during Games time for results. • Special warehousing / assembly areas in order to ready the equipment. Includes a photocopier and fax machine at the Main Results Centre (MRC) and a photocopier and fax machine at each Venue Results Centre (VRC). Also includes two photocopiers for the Mission Centre. Includes two photocopy machines and one fax machine for the Main Media Centre. Sound Systems and Video Screens This package provides for all sound systems (except professional standard required by Ceremonies and NAP) and video screens: • Design and installation. • Engineering services. • Paging. • PA systems. • Freight. • Maintenance. • Temporary / portable sound systems for training venues. • Video display requirements (not including cameras) for Media Center/ Broadcast Centre/ VIP areas / road races / ski races etc. All competition venues to include speakers and PA systems. The Media Centre will be provided with, at a minimum 3 speaker stands, 1 podium microphone, 1 cordless handheld microphone and microphone box. CATV System Design/supply/installation of CATV (internal games channel) system for venues/villages and host hotel if required. 22 Halifax 2011 Canada Games Host Society Position Title: Chair - Venues Division: Venues Division Work Package Responsibilities: Sport Venue Operations • Venue/Spectator Medical Program Venue Overlay • Venue Planning and Scope Development • Sport & Training Venues Fit Out • General Furniture, Fixtures and Equipment (F, F & E) – All Sport Venues Terms of Reference The following are the key accountabilities for the Division Chair, Venues: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Sport functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To host and undertake planning and delivery leadership of the two Mission meetings. • To authorize all expenditures within the Venues Division, both operational and capital. • To work collaboratively with the Senior Manager - Operations in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Sport Services Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Venues functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. • To ensure the implementation of Host Society policies and procedures throughout the Venues portfolios and operations. • To recruit senior volunteers at the Division Chair level and for other positions as required. 23 Halifax 2011 Canada Games Host Society • To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Venue Management/Operations or Event Management • An understanding of the National, Provincial and Community Sport delivery systems. • An understanding of the venue requirements for each sport. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Venues Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. • To be available for Pre-games Sport Events. Executive Limitations To undertake all decisions within the parameters of the approved Venues Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Sport Venue Operations Venue/Spectator Medical Program Provision and supply of medical services to spectators. This function will also support immediate volunteer needs. 24 Halifax 2011 Canada Games Host Society Venue Operations Venue Operations includes all actions associated with the support of a Venue during the Games period, including the following: • Commissioning and decommissioning. • Rental / incremental costs of operating the Venue. • Rental equipment. • Waste management. • Cleaning. • Maintenance activities. • Moving / storage costs of existing equipment. • Temporary contract labour to support operations. • Costs pre games including utilities, maintenance etc. • Maintenance of spectator services such as concessions and merchandise areas. • Training Venues. • Venue furniture / supplies. Venue Overlay Venue Planning and Scope Development Include any consultants / architects required to scope out the requirements for all venues and develop an overall venue plan. Allows for CAD / CAM and administration and production activities. Sport & Training Venues Fit Out The provision of temporary structures for Games Time use. This will include: • Trailers, tents, marquees and kiosks. • Mobilization / de-mob actions. • Flooring / lighting / power hook-ups. • The fit-out of any enclosure for which the Games is responsible for. • Temporary lease lighting (TV quality where appropriate and where budget permits). • Temporary power. • Backup power. • Transformers. • Switchgear. • Power cabling around the site. • HVAC work. • Restoration/landscaping • Site Work and Prep • Ramps/Stairs • Broadcast positions/tribune seats • Painting/Remedial Work • Partitioning • Carpeting/Flooring (other than sports flooring) • Temporary Seating • Fencing (other than specialized security fencing for village) • Road Work for Road Races • Water/Utility Work/Plumbing 25 Halifax 2011 Canada Games Host Society • Temporary Toilets (including operational cost) General Furniture, Fixtures and Equipment (F, F & E) – All Sport Venues • Provides an allowance for general furniture, tools. etc. at all sports and training venues. 26 Halifax 2011 Canada Games Host Society Position Title: Chair - Logistics Division: Logistics Division Work Package Responsibilities: Signage, Pageantry and Fabrication • Signage • Pageantry & Beautification • Fabrication Shop Security • Security – Event • Security Equipment and Operations • Games Operations Centre & Coordination • Security – Food & Beverage Transportation Internal • Fleet Vehicles - Pre Games • Fleet Vehicles - Games Period • Arrivals and Departures • Bus Operations • Traffic Operations and Information Materials Management • Material Warehousing Needs • Material Planning Systems • Materials Distribution Essential Services • Policing • Snow Clearing, Field Maintenance (outside Games Time) etc. • Enhanced public transit during Games Time Terms of Reference The following are the key accountabilities for the Division Chair, Logistics Services: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Logistics functions and work packages. • Represent the Host Society at various meetings, forums and other activities. 27 Halifax 2011 Canada Games Host Society Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Logistics Services Division. • To work collaboratively with the Senior Manager – Operations in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Logistics Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Logistics functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. • To ensure the implementation of Host Society policies and procedures throughout the Sport Services portfolios and operations. • To recruit senior volunteers at the Division Chair level and for other positions as required. • To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Logistics, Operations or Event Management • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Participate at the Executive Committee meetings (bi-weekly) • Conducts portfolio specific meetings as required. • Chair of Logistics Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. • To be available for Pre-games Sport Events. 28 Halifax 2011 Canada Games Host Society Executive Limitations To undertake all decisions within the parameters of the approved Logistics Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Signage, Pageantry and Fabrication Signage Includes all basic signage required for Games time including directional signage (i.e. traffic signs) and signage required by the likes of road races. Does not include sport technical signage or signage incorporated into the production values of Opening/Closing Ceremonies or the Artistic Festival. Costs include: • Design. • Fabrication. • Materials • Installation. • Maintenance. • Mounting devices • Sign posts • Final removal. Pageantry & Beautification The provision of all pageantry programs during Games time including the following: • Special landscaping i.e. beautification of flowerbeds. • General pageantry. • Pageantry podiums. • Temporary draping and wraps • Ceremonial flags banners and bunting not incorporated into the production values of Opening/Closing Ceremonies or the Artistic Festival. • Facades • Banners Fabrication Shop Initial costs involved in setting up a Fabrication shop. After set-up, cost recovery on built items. Security Security – Event The package includes: • A detailed Security plan. 29 Halifax 2011 Canada Games Host Society • • • • • • • • • • • An effective Security Communications system. Command and control systems. Perimeter Security for all buildings / sites as required. Internal access control for all venues. Access control of vehicles at all Games buildings. Competition Venues Pre / Post Games and Games Time. Access control and Security Services for Accreditation Center(s). Access control and Village Security Pre / Post Games and Games Time. Access control and Security Services for Games Operations Center. Access control and Security Services for at Media Center Access control and Security Services for Broadcast Centre and Broadcasting locations Security Equipment and Operations This package focuses on providing the Security Surveillance requirements for the Games that can be utilized by all the Security Teams. Will also deal with x-ray machines/magnetometers etc. Will include all incremental costs of staffing/operation. Games Operations Centre & Coordination All incremental costs of providing for a command and control structure leading to and during the Games. All incremental costs of, planning and exercises designed to test and evaluate the command and control structure of the Event. Includes all fit out, equipment and operational costs. Security – Food & Beverage Includes the cost of providing food and beverages to volunteers during non-Games time but when access control \ security might be required. Transportation Internal Fleet Vehicles - Pre Games This package involves providing vehicles prior to Games time, and includes: • Fueling, servicing and allocation for repairs etc. • Provision of dispatching and storage services prior to Games. • Cars and vans. Fleet Vehicles - Games Period This package involves the provision of all vehicles and other transportation for the Games Family. Involving scheduling, dispatching, maintenance, repairs, fuels etc.: • Cars for CGC officials and VIPs. • Car / van pool / team mini-buses. • Operation of car parks for Games Family. • The running of a Transport Operations Center. • Any specialized scheduling system needed to manage the Transport plan. • Vehicle maintenance and fuel. • Acquisition, fit-out and operation of Transport Center. 30 Halifax 2011 Canada Games Host Society • • Consultants and personnel to required for Dispatch operations Golf carts, gators (excepting Ceremonies and Festivals) (Included is the provision of 15 cars – one each for Provincial/Territorial Chefs de Mission, Sport Canada and the Canada Games Council for the duration of the Games. In addition, a minimum fleet of 15 cars, 20 mini-vans and 10 passenger vans as well a minimum of 12 trucks and cube vans for logistical support). Arrivals and Departures This package includes supporting the arrivals and departures (excluding actual travel) of Games Family. Deliverables of this package include: • Baggage/Air Freight Handling. • Provision of check-in areas. • Parking and holding area rental at Airport. Bus Operations This package involves the chartering of buses (and any other mass transport system) for the Games Family during Games time including training. This includes: • Bus Service. • Wheelchair accessible buses/vehicles for athletes with disabilities • Games Bus Service Timetable and schedules • Any specialized vehicle and timetable signage requirements. • Specialized services / consultants/scheduling system • Waiting/bus parking facilities at Venues and Hotels. • Management Systems and labour to provide dispatch operations Traffic Operations and Information This package involves Transportation subsidies (contributions to Park and Ride System), scheduling / dispatching, car parking operations, promotional materials, any special fitout work required at Venues and signage. All costs providing traffic signs and traffic management devices resulting from the implementation and execution of the Traffic Plan. Materials Management Material Warehousing Needs This package deals with the warehousing of general event equipment and supplies. Includes rental, fit-out, contract labour (including temporary waged labour), equipment including forklifts and racking, including such items for the Venues. (Will exclude warehousing for computers, props, fabrication facility if these are budgeted separately and operated by other functions). The deliverables for this package include: • Warehouse equipment. • Warehouse fit-out. • Warehouse rental (space requirement increasing up to Event Time). 31 Halifax 2011 Canada Games Host Society • Maintenance, utilities and general up keep of warehousing. Material Planning Systems Includes all activities associated with the development and operation of a Materials Management System. Includes design and any specialized equipment required to operate. The deliverables for this package include the procurement and operation of Purchasing System and a Materials Management System. Materials Distribution Includes all activities associated with movement of materials including trucking and contract labour. Deliverables include: • Materials Management truck rentals. • Manpower at Venues and Warehouse. • Contract of temporary waged labour to support the handling needs at the Venues. • Food distribution and temperature and humidity controlled storage • Supplying material control functions at Venues. Essential Services Policing Will cover the costs of providing policing services to the Games. Would include costs of: • Provision of risk assessment and Security Management Advice. • Interface / co-ordination with the appropriate Security and policing bodies. • Crowd and Traffic Control around Venues and Road Races. It is anticipated that this work package will include all three levels of government. Snow Clearing, Field Maintenance (outside Games Time) etc. Costs and work undertaken by provincial or municipal governments. Enhanced public transit during Games Time Will cover costs for added public bussing and/or park-and-ride for major events. 32 Halifax 2011 Canada Games Host Society Position Title: Chair –Athlete Services Division: Athlete Services Division Work Package Responsibilities: Village Accommodations • Village Operations & Infrastructure • Village/Athlete Food Services • Temporary Village • Coaches, Technical Officials and Medical Personnel Lounge Medical • Athlete Medical Program • Out-of-town Medics/Paramedics Accommodations Accommodations Non Competition • Accommodation Planning and Support Terms of Reference The following are the key accountabilities for the Division Chair, Athlete Services: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Athlete Services functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To host and undertake planning and delivery leadership of the two Mission meetings. • To authorize all expenditures within the Athlete Services Division. • To work collaboratively with the Senior Manager – Operations in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Athlete Services Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Athlete Services functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. 33 Halifax 2011 Canada Games Host Society • • • To ensure the implementation of Host Society policies and procedures throughout the Athlete Services portfolios and operations. To recruit senior volunteers at the Division Chair level and for other positions as required. To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Sport Administration or Event Management • An understanding of the National, Provincial and Community Sport delivery systems. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Athlete Services Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. Executive Limitations To undertake all decisions within the parameters of the approved Athlete Services Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description : Village Accommodations Village Operations & Infrastructure 34 Halifax 2011 Canada Games Host Society Includes all costs of providing core services to the Athletes Village. Includes management support, housekeeping, and janitorial, rental costs. Includes all costs of providing athletes entertainment, and the subsidization (including Fit out) of spaces for services/amenities. Excludes food operation and capital costs of providing infrastructure for feeding. Includes all costs of providing the infrastructure for Bus Mall, logistics areas, etc, at the village and includes power. Water, toilet, shower etc upgrades (excludes temporary work for catering facilities). Also includes F, F &E allowances including the Chefs‟ offices. Excludes Temporary village costs and includes all incremental costs of providing for athlete services such as post office, lounge areas, banking, etc. during the Games. The Games Village capacity is based upon a minimum of 2,300 persons (Summer Games), or 1,800 persons (Winter Games) for lodging and feeding. The Village will be open for 18 days and will include the following services: • Medical • Laundry • Entertainment activities • Computers and Internet access (budget under IT) • Village Information Centre (bus and competition schedules, results, entertainment schedules, lost and found) • Space for CGC national partners • Storage space for team equipment • Pillows, sheets, blankets and pillow cases. • Cleaning of bedrooms every 48 hours and daily cleaning of common areas • Bedding change on turnaround day. The Games Village will also provide a minimum of 3,000 sq. feet of space for a medical clinic together with basic fit out. Medical will carry the budget for specialized requirements. In addition the Games Village will provide 20 Mission Staff Offices with a minimum of 250 sq. feet and 3-4 work spaces for the 13 Provincial/Territorial Missions, Canada Games Council, Sport Canada, the next two Host Societies other Council identified sport partners. Also included within the Mission Staff Area will be two meeting spaces – one for 20 persons and one for 100 persons – and a quiet lounge. A minimum of 60 assigned parking spaces will be assumed. Village/Athlete Food Services Includes all costs of providing meals and grazing to the athletes and team officials at both the Village and at the Venues. Any capital infrastructure type work required to provide these services will be budgeted within the Construction functional unit. Also includes water, sports drinks etc consumed by Athletes and team support in the Village. Feeding area based on a minimum seating capacity of 700 and meal production of 900 per hour. Box lunches etc. to be provided for or alternatively food at competition venues when competition or practice schedules conflict. Includes food preparation area, food storage and refrigeration facilities. 35 Halifax 2011 Canada Games Host Society Temporary Village Costs relating to the provision and fit out of a temporary athletes‟ village. Coaches, Technical Officials and Medical Personnel Lounge Costs relating to the fit out and maintenance of a lounge for 18 days. Medical Athlete Medical Program The development and support of the Athlete Medical program, includes: • Medical and Physiotherapy equipment. • Identification of Athlete Medical Centers at all Venues including Village. • Pharmaceuticals. • Medical examinations and laboratory testing. • Medical Practitioners / advisors. • Allowance for travel of Medical advisor. • Ice, towels, supplies. • Specialized fit-out. • The supply of Dental, X-ray or other emergency services. • Ambulance / Paramedic services. • Provision for and operation of Medical Centers • Medical Disaster Plan • Hospital user fees/access plan • Equipment and supplies. • Special fit-out work required. • F, F & E Note: The supplies and equipment required to be on hand will exceed the actual usage so it important that has much as possible equipment is loaned at no cost and supplies are provided on the basis of usage only. Out-of-town Medics/Paramedics Accommodations Included in this package is 50 beds (200more shown in Sport Operations) per week at a level of no more than double occupancy in hotels, motels or other residences of a minimum of CAA or Canada Select 3-star (or provincial equivalent). Also includes $45.00 per day in lieu of food service. Includes temporary licensing costs. Accommodations Non Competition Accommodation Planning and Support The provision of Hotel and Accommodation support. Deliverables for this package include: • Accommodation Management Contracts. 36 Halifax 2011 Canada Games Host Society • • • • Publications. Provision of a Hotel Booking Service. Provision of Informational Services Help-line Liaison with / support of local Tourist Information Areas. 37 Halifax 2011 Canada Games Host Society Position Title: Chair - Marketing, Sponsorship and Community Relations Division: Marketing and Sponsorship Division Work Package Responsibilities: Broadcasting • Broadcasting Subsidy Media Relations • Media Center Operations • Media Support –Event Period Merchandising • Merchandise & Licensing Ticketing • Ticket Advertising, Promotion, Sales and Distribution Marketing, Promotions, and Publications • Mascot Program • Pre Event Signage and Pageantry Program • Community Awareness • Media Support/Awareness • Publications • Sport Printing Requirements Transferred from Sport Operations • Final Report • Official Languages Costs • Catch the Spirit (Youth and Education) • Visual Awareness • Promotional Items • Special Events (Countdowns etc.) • Torch Relay Run Terms of Reference The following are the key accountabilities for the Division Chair, Sponsorship and Marketing: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Sponsorship and Marketing functions and work packages. • Represent the Host Society at various meetings, forums and other activities. 38 Halifax 2011 Canada Games Host Society Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Sponsorship and Marketing Division. • To work collaboratively with the Senior Manager - Sponsorship and Marketing in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Sponsorship and Marketing Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Sponsorship and Marketing functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. • To ensure the implementation of Host Society policies and procedures throughout the Sport Services portfolios and operations. • To recruit senior volunteers at the Division Chair level and for other positions as required. • To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in mass marketing and sponsorship solicitation and fulfillment. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Sponsorship and Marketing Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • A willingness to work variable work hours including weekends and evenings. 39 Halifax 2011 Canada Games Host Society Executive Limitations To undertake all decisions within the parameters of the approved Sport Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Broadcasting Broadcasting Subsidy All activities relating to the provisions contained in the Broadcaster Agreement. The Society agrees to provide the CGC with the following production subsidy (the „Production Subsidy‟) in respect of broadcasting the Games and in an amount not to exceed: • $700,000 in cash; and • $300,000 in „value-in-kind‟ („VIK‟), such VIK to be, for example, in the form of satellite time, telecommunications, logistics or merchandise In return for “the Production Subsidy”, a national broadcaster will: a) broadcast up to 40 hours of English-language coverage and up to 40 hours of Frenchlanguage coverage, including some coverage in both official languages on week-ends; b) anchor the respective English and French language broadcasts from Toronto and Montreal, unless otherwise agreed by the Parties; c) broadcast all Games programming in standard-definition format; and d) make available all commercial inventory to the CGC and the Society, such inventory to become the property of the CGC and the Society. Through the Broadcaster Agreement, term may outline an additional financial contribution by the Broadcaster to offset any production costs (the „Contribution‟) in respect of broadcasting the Games. The Host Society will also use best efforts to co-operate with Broadcasters in making any necessary „technical‟ and „production‟ arrangements to produce and broadcast Games programming, including the provision at no charge of attendant security and space requirements immediately adjacent to Games venues for such things as, but not limited to, mobiles, production vehicles, trailers, equipment, and power connections for office and technical facilities, and, in addition, the provision of space in close proximity to Games venues for use as production offices, the locations of which will be decided by mutual consent of the Parties; The Host Society will be responsible for the power utility costs of running the lighting and timing systems as required for television during the Games, taking into account any reasonable recommendations of a production committee, if established; and be responsible for all costs related to the provision (including arrangements and 40 Halifax 2011 Canada Games Host Society construction) of all scaffolding and/or platforms as required by Broadcasters for its commentators, cameras, crews or any other purpose related to the production and broadcast of Games programming. In addition to the above, there are a number of areas in which Television Production costs can be lowered through Sponsorship, donations, and in kind opportunities in which the Host Society can lower production costs significantly. Following is a list of those services: • Power • Transmission • Telephone Business Lines • Long Distance • Runners • Security • Location Charges • Travel • Accommodation • Shipping • Remote Features • Survey Trip Costs • Clothing Included in this cost will be the following standards for a Broadcast Centre. • 6000 sq. fit floor space with 10 – 12 ft. ceiling height. • An additional 1,000 sq. ft. of office/studio space. • Adequate heating, air conditioning and ventilation. • Provision for extensive power and phone line additions. • The Centre must have washrooms. • Dedicated parking for 20 vehicles. • The Centre must be open on the Monday before the Opening Ceremonies. Media Relations Media Center Operations The design and conceptualization of the Main Media Center. Associated activities with the operation and maintenance of the Venue Media Centers, this would include: • Rental. • Fit-out. • Specialized furniture. • Equipment. • Operations such as photo-laboratory. The Main Media Centre will have a general office, a separate area for interviews and a hospitality area and will be operational two days before the Opening Ceremonies. A separate area for media conferences is required and consisting of: 41 Halifax 2011 Canada Games Host Society • • • • • • • • At a minimum, reduce noise and distraction by separating the area from the Media Centre by pipe and drape Riser, podium and skirted table for speaker(s) and media backdrop with approved look and fell Supplemental lighting At a minimum, 3 speaker stands (budgeted under Sound etc.) 1 podium microphone; 1 cordless hand-held microphone and microphone box (budgeted under Sound etc.) Seating for 50 persons Space for 7 television cameras 2 skirted tables for media packages and 1 skirted table for coffee and refreshments Media Support –Event Period The support of the media during the Event period includes: • Manuals and handbooks. • Feeding and reception • Media promotion and recognition bags, etc. Merchandising Merchandise & Licensing Costs associated with the selection of Official Licensees and Master Concessionaire. Includes development of plan, request for submissions, selection and on going management consultancy. or Costs relating to setting up in-house merchandise program. Ticketing Ticket Advertising, Promotion, Sales and Distribution Costs include research, advertising, awareness and promotion. Production and distribution of ticket flyer\ schedule. The development of the design, manufacture and selection of ticket agency services, and the provision of a ticket sales distribution network, including: Promotion and advertising of tickets, includes: • Communication / advertising • Research, Focus groups • Printing – tickets, schedules. • Agency fees • Internet adaptation ticket sales • Ticket Sales facilities and infrastructure requirements. 42 Halifax 2011 Canada Games Host Society Marketing, Promotions, and Publications Mascot Program Costume design/promotional support costs, etc. Will also include funds and resources to look at the brand extension of the Mascot beyond the current program and beyond to licensing opportunities. Branding, Logo Development and Graphic Standards Manual Preparation of a branding strategy, costs of development of logo including approval process with Canada Games Council. Production of a Graphic Standards Manual. Pre Event Signage and Pageantry Program Specially to cover signage and pageantry that will be erected throughout the city to promote general awareness of the Event. Will cover the design, production, erection, and maintenance of these areas. Community Awareness Community Based PR Programs will consist of phase one and two and will include speaker‟s bureau, grass roots community programs, etc. All costs of pre Event Awareness Program (with the exception of Ticketing). Regional campaign only, not national. Includes agency fees. Production and General Distribution of Mass Stock of Promotional Materials. All incremental costs of providing a call centre operation – not specifically targeted towards one particular function i.e. this is general information. This would include labour, equipment, 1-800 costs etc. Media Support/Awareness Will include special promotions and initiatives taken with local/regional/national press agencies to raise the profile of the Event outside of other initiatives. (Incremental costs only). Includes cost of organizing press conferences. Publications The cost of producing publications required by the Host Society. An estimate of the publications (not necessarily all-inclusive) • 5,000 (Summer) and 3,800 (Winter) copies Athletes Handbook • 700 copies Media Services Handbook • 500 copies Technical Officials Handbook • 700 copies VIP Handbook • 6,500 copies Volunteer Handbook • 6,500 copies Volunteer Manual • 2,700 copies National Artistic Program gala • 25,000 copies Souvenir Program • 100,000 copies Event Guide • 1,000 copies of the Telecommunications Directory Sport Printing Requirements Transferred from Sport Operations 43 Halifax 2011 Canada Games Host Society Supports the printing requirements for Sport Operations including technical manuals, route maps, judging and scoring forms, technical reports, and results publication. Final Report Production of Final Report. Costs for a consultant to finalize. Official Languages Costs Will include all costs of Canadian Official Languages translation services required throughout the organizing and hosting of the event. Catch the Spirit (Youth and Education) Cost to develop a Youth and Education project. Includes all development, research and production costs including honorariums, special website development, teaching tools, printing, AV, DVD. video production. Also to include any promotional expenses. Visual Awareness Includes an allowance for use of photos for an agency to produce collateral. • Video • Posters • Photography • Advertising campaigns Promotional Items Includes: • Giveaway Promotional Items • Press Conferences/Media material • Retainer Fees - not associated with specific programs identified above. • Monthly newsletters (not associated with programs above) • Travel not associated with specific projects Special Events (Countdowns etc.) All costs relating to the hosting of such events including space rental, presentation material, guest speakers, audio visual requirements, travel costs, parking, pageantry, honorariums, receptions, coffee, refreshments etc. Torch Relay Run Includes all incremental costs of hosting/providing support for the torch relay. Would include all costs of staging the events including management support, design, facilities, vehicles, travel, etc. 44 Halifax 2011 Canada Games Host Society Position Title: Chair – Language Services Division: Language Services Division Work Package Responsibilities: Translation Services Terms of Reference The following are the key accountabilities for the Division Chair, Language Services: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Language Services functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Language Services Division. • To work collaboratively with the Senior Manager – Marketing and Sponsorship in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Language Services Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Sport Services functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. • To ensure the implementation of Host Society policies and procedures throughout the Language Services portfolios and operations. • To recruit senior volunteers at the Division Chair level and for other positions as required. • To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. 45 Halifax 2011 Canada Games Host Society Prerequisites • Ability to communicate fluently in Canada‟s two official languages. • Ability to engage the Francophone community. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Language Services Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission and NSO meetings (3 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. Executive Limitations To undertake all decisions within the parameters of the approved Language Services Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. 46 Halifax 2011 Canada Games Host Society Position Title: Chair – Culture and Ceremonies Division: Culture and Ceremonies Division Work Package Responsibilities: Opening and Closing Ceremonies • Opening Ceremony • Closing Ceremony (8402) Artistic Festivals/Program (Includes NAP) • Festival Program • National Artists Program • Arts and Cultural Program (Host Community) Terms of Reference The following are the key accountabilities for the Division Chair, Culture and Ceremonies: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Culture and Ceremonies functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Culture and Ceremonies Division. • To work collaboratively with the Senior Manager – Marketing and Sponsorship in the development and implementation of all dimensions of the Divisional Plan. • To participate in the recruitment and evaluation of Culture and Ceremonies Division staff. • To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. • To coordinate communications of Division activities to the broader Host Society. • To liaise on behalf of the Host Society with respect to Culture and Ceremonies functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. • To ensure the implementation of Host Society policies and procedures throughout the Culture and Ceremonies portfolios and operations. • To recruit senior volunteers at the Division Chair level and for other positions as required. 47 Halifax 2011 Canada Games Host Society • To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Culture, Arts and Event Management • An understanding of the National, Provincial and Community Cultural industries. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Ceremonies and Cultural Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • Participate in divisional presentations at Mission meetings (2 major conferences prior to games) • A willingness to work variable work hours including weekends and evenings. Executive Limitations To undertake all decisions within the parameters of the approved Culture and Ceremonies Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. Work Package Description: Opening and Closing Ceremonies Opening Ceremony The development and production of the Opening Ceremony. Includes all elements of the production: • Production and management. • Special staging, equipment, sound, and lighting needs. • Maintenance and cleaning. 48 Halifax 2011 Canada Games Host Society • • • • • • • • • • • • • Special transportation Ceremonies‟ personnel food, refreshments. Food and beverages during rehearsals Accommodation. Costumes. Props. Rehearsals and rehearsal space. Costume space, on site accommodations. Talent programs / competitions. Music rights. Communication / awareness for Opening Ceremony. Administration support. Tents, portables Note: Depending on the scope of the ceremony, this work package may expand to between 200 and 250 lines of detail. Closing Ceremony The development and production of the Closing Ceremony. Includes all elements of the production: • Production and management. • Special staging, equipment, sound, and lighting needs. • Maintenance and cleaning. • Special transportation • Ceremonies‟ personnel food, refreshments. • Food and beverages during rehearsals • Accommodation. • Costumes. • Props. • Rehearsals and rehearsal space. • Costume space, on site accommodations. • Talent programs / competitions. • Music rights. • Communication / awareness for Closing Ceremony. • Administration support. • Tents, portables Note: Depending on the scope of the ceremony, this work package may expand to between 200 and 250 lines of detail. Artistic Festivals/Program (Includes NAP) Festival Program The provision of initial support (only) to staging public celebrations and a NAP Gala during the Games period, support may include: 49 Halifax 2011 Canada Games Host Society • • • • • • • • • • • • • • • • • • Production and management. Special staging, equipment, sound, and lighting needs. Maintenance and cleaning. Special transportation Ceremonies‟ personnel food, refreshments. Food and beverages during rehearsals Accommodation. Costumes. Props. Rehearsals and rehearsal space. Costume space, on site accommodations. Talent programs / competitions. Music rights. Communication / awareness for Closing Ceremony. Administration support. Security and Traffic control. Technology etc. not covered by other programs. Golf carts and gators National Artists Program The provision of initial support (only) to staging public celebrations and a NAP Gala during the Games period, support may include: • Production and management. • Special staging, equipment, sound, and lighting needs. • Maintenance and cleaning. • Special transportation • Ceremonies‟ personnel food, refreshments. • Food and beverages during rehearsals • Accommodation. • Costumes. • Props. • Rehearsals and rehearsal space. • Costume space, on site accommodations. • Talent programs / competitions. • Music rights. • Communication / awareness for Closing Ceremony. • Administration support. • Security and Traffic control. • Technology etc. not covered by other programs. • Golf carts and gators The Host Society must include in its operations budget, as a minimum the contributions of the federal government ($150.000) and provincial/territorial governments ($2,500 each) for the support of the NAP. The Host Society must provide a venue for presentation of the National Artists Program gala that is equipped with professional-quality staging, sound, lighting and other equipment. 50 Halifax 2011 Canada Games Host Society Arts and Cultural Program (Host Community) The provision of support to local performances during and leading up to Games Period. 51 Halifax 2011 Canada Games Host Society Position Title: Chair – Volunteers and Workforce Division: Volunteers and Workforce Division Work Package Responsibilities: Volunteers • Volunteer Recruitment • Clothing • Volunteer Center • Volunteer Training and Orientation Program • Volunteer Recognition • Volunteer Support Event Time • Volunteer Database and Administration • Volunteer Committee Costs Registration and Accreditation • Accreditation Program • Accreditation\Welcome Centers • Feeding Volunteers Staffing • Staff Development Programs • Career Counselling / Out Placement Program • Staff Recruitment • Staff Salaries, Burdens and Allowances Terms of Reference The following are the key accountabilities for the Division Chair, Workforce and Volunteers: • Development of a Divisional Plan and allocation of divisional resources. • Recruitment of key volunteers at the Division Chair level. • Management of all Workforce and Volunteers functions and work packages. • Represent the Host Society at various meetings, forums and other activities. Duties & Responsibilities • To coordinate the development and ongoing updating of the Divisional Plan, budget and Human Resources Program. • To continually liaise with and give direction to the Division Chairs in the development of the individual portfolio plans and activities. • To authorize all expenditures within the Workforce and Volunteers Division, both operational and capital. 52 Halifax 2011 Canada Games Host Society • • • • • • • • To work collaboratively with the Senior Manager - Workforce and Volunteers in the development and implementation of all dimensions of the Divisional Plan. To participate in the recruitment and evaluation of Workforce and Volunteers Division staff. To liaise with other Division Chairs in the identification and management of crossover connections and requirements between all Divisions. To coordinate communications of Division activities to the broader Host Society. To liaise on behalf of the Host Society with respect to Workforce and Volunteers functions with the Canada Games Council, Sport Canada, the Province of Nova Scotia and the partners of the Host Society. To ensure the implementation of Host Society policies and procedures throughout the Workforce and Volunteers portfolios and operations. To recruit senior volunteers at the Division Chair level and for other positions as required. To undertake other tasks and responsibilities as assigned by the Chairperson or Executive Vice-Chair. Skills & Knowledge • Ability to communicate well with many different volunteers and staff • Ability to attend/facilitate organizational planning meetings. • Excellent oral and written communication skills. Prerequisites • Experience in Volunteer Management and Human Resources • An understanding of the Volunteer and Community systems. • An understanding of the human resource strategies and techniques. • Ability to make decisions in a proper manner in potentially stressful situations Reports To Chairperson and Executive Vice-Chair Time Commitment • From time of appointment through to April 2011. • Participate in the Operations Committee meetings (once a month) • Conducts portfolio specific meetings as required. • Chair of Volunteer/Workforce Division meetings (once a month) • Liaise with other Divisions as required (ongoing) • A willingness to work variable work hours including weekends and evenings. Executive Limitations To undertake all decisions within the parameters of the approved Workforce and Volunteer Divisional Plan, budget and staffing plan, in conformity with the approved policies and procedures of the Host Society. 53 Halifax 2011 Canada Games Host Society Work Package Description: Volunteers Volunteer Recruitment The provision of a recruitment program for volunteers, to include: • Recruitment rallies. • Special recruitment drives. • Production of posters and videos aimed at recruitment. • Security checks. • Printing Volunteer forms. • Major distribution associated with recruitment drives i.e. courier / postage. Clothing The procurement of all uniforms for Games Time Volunteers, Board of Directors, Staff, and any Protocol Clothing requirement, will include: • Clothing design. • Materials. • Production. • Shipping / distribution. • Storage. • Fitting. • Inventory Control • Scale of Issue. • Contingency supplies. • Alterations / repairs. Volunteer Center All activities associated with the establishment and operation of a Volunteer Center, this will include: • Procurement of a Volunteer Center. • Furniture and fit-out costs, including those associated with cabling and telecom. • Signage. • Maintenance and Cleaning. • Administration Support. • Parking space / Reception / Canteen / Lounge. Food and beverages at the Volunteer Centre will be offered on the basis of a cost recovery program or sub contracted to a service provider. Volunteer Training and Orientation Program All activities associated with Volunteer training and orientation, including: • Training videos. 54 Halifax 2011 Canada Games Host Society • • • • • • • • • • Manuals / Event Volunteer Handbook. „Train the Trainer‟ programs. Training Packs. Allowance for trainers and facilitators. Volunteer awareness. Specialist training programs. Administration. Major distribution of newsletters. Volunteer support i.e. food / coffee etc. used during the operation of the Volunteer Center. Committee expense allowances for other functional committees. Volunteer Recognition Includes all events, promotion etc. such as: • Volunteer recognition packages. • Special events • Awards / Incentive Schemes. • Activities associated with special programs during the Games period such as a Volunteer Lounge at the Competition Venue other than the Volunteer Center. • Recognition after the Games including souvenir Medals / Certificates. • Final thank you recognition party post-games, promotion and recognition etc. Volunteer Support Event Time Support of the volunteers during the Event period, specifically this will include: • Food and beverages at Venues other than the Volunteer Center. • Special transportation requirements • Re-tasking duties. • Briefing / Assignment. • Volunteer Line Management. • Volunteer „survival‟ pack i.e. pens, maps, timetables, etc. anything special required for Event period. • Special Accommodation requirements. For the purpose of Games Time, planning staff will be included in the volunteer count for the purpose of budgeting for food. Volunteer Database and Administration The procurement and maintenance of an initial Volunteer Database operating system (if games enabling system does not exist), which would include: • Software provision • Training sessions / manuals requirement. • Support and maintenance. • Data entry and administration support. Volunteer Committee Costs 55 Halifax 2011 Canada Games Host Society The costs relating to the operation of the various volunteer committees (not including Board): • Refreshments, breakfasts, lunches. • Meeting room rental • Travel if applicable. Registration and Accreditation Accreditation Program Includes all incremental costs associated with the provision of accreditation services. This includes equipment, software/hardware, design of systems, and acquisition of photo identification system (if required), forms, and Accreditation supplies. The deliverables of this package include: • Data entry for Accreditation. • Supply and printing of Accreditation Cards. • Supply of Day Passes. • Installation, training, administration and programming of Accreditation System. • Photo Identification Equipment and Scanners. Accreditation\Welcome Centers This package includes the rental of the facility, related parking, furnishings, equipment (excluding accreditation system), incremental signage, etc. Will also include the fit-out of the Accreditation center and includes operation of day pass areas. The deliverables of this package include: • Fit-out at Accreditation Center (AC). • Pageantry and signage at the Accreditation Centers. • Rental of Accreditation Centre • Maintenance of the Accreditation Center. Feeding Volunteers Provision for the feeding of volunteers during the accreditation period but excluding Games Staffing Staff Development Programs All general activities relating to the support of annual staff development including: • Appraisals. • Allowance for Christmas Parties and other social events • Training courses. • Internal communications i.e. Games Newsletter. Career Counselling / Out Placement Program 56 Halifax 2011 Canada Games Host Society Includes the development and operation of programs designed to assist with the transition of Staff (and other Human Resources) following the completion of the Games, includes: • Job counselling service. • CV preparation / interview preparation courses. • Job search assistance / job bulletins. • Training / re-training schemes. • Relocation & travel assistance each way in cases. • CV / reference database. Staff Recruitment The provision of a recruitment program for Staff, to include: • Generation of a Staff Recruitment Plan. • Advertising (press / journals etc.). • Travel, meals, accommodations for candidates. • Interview / selection operations. • Provision for interview rooms / Staff selection center. • Associated administration duties; • Recruitment documentation / forms. • Selection / Reference checks • Distribution associated with recruitment i.e. courier / postage. • Fees for Recruitment Firms Staff Salaries, Burdens and Allowances All costs relating to paying staff. • Travel allowance within host community • Staff Expenses • Salaries • Statutory Deductions • Pension/RRSP contributions • Health Insurance • Vacation Pay Out • Relocation and Temporary Accommodation Costs • Completion Incentive Program • Security clearance. 57