Volunteer Form

Fit-Out Lead (one per venue)

Position Title: Fit-Out Lead (one per venue)
Reports To: Fit-Out Chair
Term: January 2020 to September 2021

The Fit-Out Lead is responsible for the planning and coordination of the set-up and tear-down of equipment and temporary infrastructure for events and competitions on their respective Canada Summer Games venue. For example, the Fit-Out Lead for Southward Community Park (where Niagara 2021 is hosting softball competition) is responsible for figuring out what is needed on the venue for the Games and planning the installation and removal of these items. This could include tents, trailers, toilets, tables, chairs, temporary seating, signage and branding. During Games-time the Fit-Out Lead leads the team that ensures set up is properly completed and the venue is operational and looking great throughout competition.

Interactions:

  • Fit-Out Chair and Committee

  • Venue Team (for their respective venue)

  • Logistics Team at the Canada Summer Games Warehouse (communicate deliveries to and from venue)

  • Niagara 2021 Staff - Coordinator, Fit-Out | Look & Signage

  • Contractors - Games-time support and services on venue

Overview

The Fit-Out Lead is a part of two groups: the Fit-Out Committee, made up of Fit-Out representatives from each venue, and a Venue Team. Every Venue Team is made up of volunteers that represent aspects of the Canada Summer Games (e.g. Sport, Transportation, Technology, Volunteer Services, Medical, Accessibility, Merchandise/Ticketing etc.). Lead by the Venue Team Lead, the Venue Team is responsible for the overall planning, coordination and operations of their venue during any test events and during the Niagara 2021 Canada Summer Games.

The Fit-Out Lead works closely will all venue team members to coordinate the set-up (commissioning), and tear-down (decommissioning) of their respective venue for Games-Time as well as any temporary work and installations required to deliver the operational requirements for temporary infrastructure, signage and branding for the entire venue. In addition, Fit-Out is responsible for venue level logistics during Games-Time. This includes working closely with the Logistics team at the Canada Games Warehouse, coordinating the receipt of any deliveries from the warehouse to the venue.

Duties & Responsibilities:

Phase I – Initial Planning (20 months)

  • Participate monthly in two meetings: Fit-Out Committee Meeting and Venue Team Meeting

  • Initial review of site plans for the venue, including temporary infrastructure

  • Initial development of space and operational needs

  • Initial review of venue commissioning/decommissioning process and schedules

  • Ongoing communication with Fit-Out Chair, Fit-Out committee, and Coordinator, Fit-Out | Look & Signage

Phase II - Integrated Planning (1 year out)

  • Participate monthly in two meetings: Fit-Out Committee Meeting and Venue Team Meeting

  • Ongoing development of site plans for the venue

  • Coordination of space and operational needs with functional area leads

  • Development of venue-specific commissioning/decommissioning schedules

  • Identify volunteer requirements during commissioning, games-time and decommissioning

  • Create volunteer schedules for Games-Time

Phase III – Implementation and Games Operations (4 months out to end of Games)

  • Participate monthly in two meetings - Fit-Out Committee Meeting and Venue Team Meeting

  • Final planning refinements - space needs and site plans

  • Final Refinement of Commissioning / Decommissioning Schedules

  • Review of Games-Time roles and responsibilities

  • Volunteer training

  • Execution of Commissioning, Games-Time and Decommissioning duties

  • Input and support for the final report

Skills & Knowledge:

  • Strong leadership skills: mentorship, public speaking, motivating and facilitating collaboration

  • Visionary with devotion to teamwork and strong relationship management abilities

  • Excellent planning and organizational skills.

  • Exceptional approach to problem-solving, getting to collaborative solutions and working through conflicting idea

  • Excellent written and oral communication skills in English; ability to communicate in French is an asset

  • Ability to lead volunteers effectively

  • Ability to work effectively with other team members and able to communicate clearly and concisely.

  • Works well under pressure and is proactive

  • Ability to make thoughtful, efficient, and effective decisions under potentially stressful situations/conditions

  • Have the ability to perform physical duties as required and lift and move large items (or recruit volunteer crew members who are capable).

  • Ability to lift 30 lbs. and handle physical aspects related to Commissioning and Decommissioning.

Prerequisites:

  • Proven management expertise

  • Training or working experience in facility or event set-up and take-down

  • Experience delivering events, competitions and/or daily venue operations

  • Experience in materials transport/storage an asset

Time Commitment:

  • Ability to attend at least two meetings per month, with increasing frequency as we approach Games-time

  • Availability during test events at respective venue if applicable and appropriate

  • Participation in Games-wide Forward Planning sessions (total of five days over 18 months)

  • During the Games, venues can operate long hours- sometimes up to 14 to 16 hours a day for the entire duration of the sport competition schedule. Availability during Games is required, including 1-2 days prior to sport competition starting for venue set-up

  • Input into a post-event Final Report due within one month of Games completion

Please provide a number where you can be reached during the day.
Brief Overview of the Skills and Experience that I Can Bring to Niagara 2021 (max 200 words)
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