HomeMy WebLinkAboutPR 639 COM - Inviting Guests to Special Events
-1- PR.639.COM
PROCEDURE PR.639.COM
TITLE: INVITING GUESTS TO SPECIAL EVENTS
Date issued: 9 February 2005
Last Revised:
Authorization: Senior Staff: 14 December 2004
1.0 OBJECTIVE
To outline the requirements for inviting guests to special, publicly attended events held at
schools, in the Boardroom, at the Administration Building, and other venues used for District
special events.
2.0 DEFINITIONS
In this procedure,
2.1 Requirements, for the purpose of this procedure, are the guidelines for inviting elected
representatives and/or dignitaries, staff, students, parents, elected and non-elected
Ministry of Education officials, and members of the greater community to special events.
2.2 Special event, for the purposes of this procedure, is an event planned to mark a special
occasion. Examples of special occasions can include:
a) the opening of new schools, major additions, or other educational support
facilities;
b) the opening of a special program or site or specialized equipment such as a
playground structure;
c) a sod turning ceremony for a new facility;
d) major school anniversaries (e.g., multiples of 25 years);
e) recognition, achievement, and/or award ceremonies;
f) the launch of a new initiative or program;
g) donation ceremonies;
h) visits by local, provincial, national, and international dignitaries/elected officials
and heads of state; or
-2- PR.639.COM
i) visits by internationally renowned scholars, and personalities, including Nobel
Prize winners, famous actors, and athletes.
2.3 Guests, for the purpose of this procedure, mean individuals invited to attend the special
event, such as:
a) Elected representatives: the elected representatives for the area in which the
school or building resides and/or elected representatives for the students
attending therein, including school council members, board trustees, municipal
councillors, provincial members of parliament, and federal members of
parliament.
b) Other dignitaries: The Queen, Governor General, Prime Minister, Speaker of
the House of Commons, ambassadors to Canada, the Prime Minister’s spouse,
Premier, the Premier’s spouse, the Speaker of the Provincial Legislature.
2.4 Invitations are written notices given to guests that provide the who, what, wh ere, when,
and how of the event, with a request to respond.
3.0 RESPONSIBILITY
Director, superintendents, executive officers, principals, managers, communication
coordinators, special event coordinators.
4.0 PROCEDURE
4.1 The organizers of the following special events will develop a list of guests (as
applicable) that is indicative of the nature of the event.
a) The opening of new schools, major additions, or other educational support
facilities:
The Minister of Education, local Ministry of Education officers, the Board of
Trustees, the Director of Education, the Superintendent/Executive Officer of
Instruction for the school, Superintendent of Facilities, the Mayor, the area
member of provincial parliament, the area member of federal parliament, the
area member of City Council, representatives from the architectural firm and
contractors, and in the event the school is named after a prominent Canadian
citizen, that person if still living and/or their family representatives, school council,
parents, students, and staff.
b) The opening of a special program site or specialized equipment, such as a
playground structure:
The Board of Trustees, the Director of Education, the Superintendent/Executive
Officer of Instruction for the school, Superintendent of Facilities or their staff
representative, principal, the area member of provincial parliament, the area
member of City Council, representatives from the architectural firm, and
contractors, community and/or business donors, school council, parents,
students, and staff.
-3- PR.639.COM
c) Sod turning ceremony for a new facility:
Ministry of Education representatives, the Board of Trustees, the Director of
Education, the Superintendent/Executive Officer of Instruction for the school,
Superintendent of Facilities or their staff representative, principal (if named), the
area member of provincial parliament, the area member of City Council,
representatives from the architectural firm, community and/or business donors,
and school council.
A rain date should also be established and communicated in advance.
d) Major school anniversaries:
The Board of Trustees, the Director of Education, Superintendent(s), Executive
Officer(s) of Instruction, principal, school council representatives, alumni, staff,
and students.
e) Recognition, achievement, and/or award ceremonies:
The Board of Trustees, the Director of Education, Superintendents/Executive
Officers of Instruction, award recipients, their families and colleagues (if an
OCDSB staff member), community and/or business representatives, and, if the
award was established or named in honor of a particular individual (e.g., D.
Aubrey Moodie) that individual or family representative shall be invited to present
the award.
An event localized to a specific school shall ensure the school trustee(s) is
invited and that all remaining trustees of the Board are apprised of the event.
f) The launch of a new initiative or program:
Ministry of Education representatives, the Board of Trustees, the Director of
Education, Superintendent/Executive Officers(s) of Instruction, principal,
community and/or business representatives, school council representatives, and
staff.
g) Donation ceremonies:
The Board of Trustees, the Director of Education, Superintendent(s)/Executive
Officer(s) of Instruction, principal, the donor and their represe ntatives, school
council representatives, staff, and students.
h) Visits by local, provincial, national, and international dignitaries/elected officials
and heads of state:
The Board of Trustees, the Director of Education, Superintendent(s)/Executive
Officer(s) of Instruction, principal, school council representatives, staff, and
students.
i) Visits by internationally renowned scholars and personalities, including Nobel
Prize winners, famous actors, and athletes:
The Board of Trustees, the Director of Education, Superintendent(s)/Executive
Officer(s) of Instruction, principal, school council representatives, staff, and
students.
-4- PR.639.COM
5.0 SPECIFIC DIRECTIVES
5.1 Application of this procedure will ensure appropriate political, federal, provincial and
municipal government, Board of Trustees, senior staff, school staff, student, parent, and
community representation at special events.
5.2 Communications and Information Services and the Superintendent/Executive Officer of
Instruction can provide advice and assistance to schools preparing guest lists for
special events, including program planning, publicity, and matters such as the order of
the speakers.
5.3 The master of ceremonies of the special event is usually the Superintendent /Executive
Officer of Instruction (as appropriate) or principal of the school. The chair or master of
ceremonies of the special event shall ensure that special guests are introduced and
recognized, starting with the introduction of the master of ceremonies and including all
trustees, senior staff, and all invited guests.
5.4 The usual order of speakers will be as follows: Chair of the Board, Director of
Education, significant guests, and other elected officials. Other guests may be asked to
participate in the ceremony.
5.5 Trustees, senior staff, and all invited guests will be considered members of the platform
party and will be seated accordingly. Alternatively, an event particular to a specific
school can opt to have only its trustee(s) and/or the Chair of the Board at the platform.
A board-wide event held in a particular school shall see the Chair and school trustee
invited to sit on the platform.
Board representatives will be provided a meaningful role in the event, such as bringing
greetings.
5.6 Every effort should be taken so that special events involving the Board of Trustees, the
Director of Education, and senior staff do not conflict with the Management Calendar
located on Board Electronically Accessible Mail (BEAM).
6.0 REFERENCE DOCUMENTS:
Board Policy P.002.COM: Board-Community Relations
Board Policy P.035.COM: Media Relations and Designated Spokespersons
Board Policy P.038.SCO: Graduation and Commencement Exercises and Awards
Board Policy P.107.FAC: Naming of Schools and Educational Support Facilities and
Opening Ceremonies
Board Procedure PR.527.SCO: Graduation and Commencement Exercises and Awards
Board Procedure PR. 599.COM: Official Opening Ceremonies – New Schools
Board Procedure PR.630.FAC: Naming of Schools and Educational Support Facilities