Volunteer Form

Protocol Lead (one per venue)

Position Title: Protocol Lead (one per venue)
Reports To: Protocol Chair
Term: Spring 2020 - Summer 2021

The Protocol Lead is responsible for the overall planning and operations of activities related to VIP hospitality and medal ceremonies at a designated venue for test events and Games-time. For example, the Protocol Lead for Royal Henley Rowing Centre (where Niagara 2021 is hosting competition for rowing) is responsible for planning the protocol operations at Henley. During the Games the Protocol lead will be responsible for hosting VIPs and members of the Games Family on venue, as well as assisting in coordinating medal ceremonies. 

Interactions:

  • Protocol Chair and Committee 
  • Venue Team (for their respective venue)
  • Niagara 2021 Staff -  Protocol Staff Liaison

Overview:

The Protocol Lead is a part of two groups: the Protocol Committee, made up of 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.). Led 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 Protocol Lead for each venue is responsible for planning and operating VIP hospitality on the venue, which may include lounges and/or designated seating. Protocol Leads also act as the contact for VIP medal presenters and will help plan medal presentation ceremonies, including ensuring the proper use of the anthems and flags. 

Duties & Responsibilities:

Phase I – Initial Planning (16 months out)

  • Participate in one Protocol Committee Meeting Monthly
  • Work with the Protocol Functional Area to identify the scope of protocol operations for your respective venue

Phase II – Integrated Planning (1 year  out)

  • Participate in two monthly meetings: Venue Team Meeting and Protocol Committee Meeting
  • Collaborate with Venue Team Lead and other Functional Areas to plan the VIP hospitality areas including what furniture will be needed for the space as well as the food and beverage requirements
  • Work with the Protocol Committee and the Venue Team to make plans for the medal ceremonies  

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

  • Participate in two monthly meetings: Venue Team Meeting and Protocol Committee Meeting
  • Responsible for job-specific training, scheduling and supervision of Games time Protocol volunteers at respective venue. May assist in the venue-specific training for all volunteers at respective venue 
  • Finalize plans for and to set up the VIP hospitality for respective venue
  • During the Games, responsible for the management of VIP lounges and/or VIP seating depending on venue, as well as the execution of medal ceremonies, including the organization of VIP medal presenters and the proper use of flags and anthems

Skills & Knowledge:

  • Strong leadership skills: mentorship, public speaking, motivating and facilitating collaboration
  • Visionary with devotion to teamwork and strong relationship management abilities
  • Strong organizational and planning skills 
  • Exceptional approach to problem-solving, getting to collaborative solutions and working through conflicting ideas
  • Excellent written and oral communication skills in English; ability to communicate in French is an asset
  • Ability to work effectively with  volunteers and ability to be a mentor in a team environment
  • Ability to make thoughtful, efficient, and effective decisions under potentially stressful situations/conditions
  • Works well under pressure and is proactive

Prerequisites:

  • Excellent planning and organizational skills 
  • Experience with dealing with Government & VIP officials is an asset
  • Ability to obtain required security clearances and, if required, a drivers’ abstract
  • Ability to work effectively with other team members and able to communicate clearly and concisely 

Time Commitment:

  • Ability to attend two meetings per month, with increasing frequency as we approach Games-time
  • Availability during test events at respective venue as applicable
  • 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
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)
Is there anything else you would like to add to your application? (max 200 words)

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