Host Committee Members

Typical General host committee members

Note: these roles don’t have to be held by all different people

  • Chair – Official representatives of the host community

  • NS 55+ GS Liaison – NS 55+ GS Representative Director

  • Ex-Officio – NS55+GS President

  • Recreation Coordinators from the host community

  • Marketing and Communications Professional

  • Accountant – to act as treasurer and provide financial advice

  • Community Economic Development Officer

  • Special Events Coordinator & Facility Manager from the main venue

  • Paid Event Coordinator (government grant could fund this position)

  • Regional Tourism Rep - experience with grants/sponsorship apps is desired

  • Web Administrator

  • Seniors Outreach Liaison

  • Experienced Banquet Coordinator

  • Honorary Chair(s) - Identified strong community leaders

  • Community Ambassadors - Seniors who are role models for active healthy living.

typical Sub Committees

  • Events

  • Registration

  • Budget & Finance

  • Marketing & Communications

  • Hospitality

  • Decorating

  • Banquet

  • Volunteers

  • Records and data entry

General timeline

12 to 14 months out

  • Mobilize various committees and ensure your committee chairs are leading

  • Block accommodations

  • Submit grant application(s)

  • Office functioning to develop marketing, promotion and, communications plan including NS55+GS approved logo; build the website; establish social media communications; establish the registration information and process; and coordinate Host activities

  • Create sponsorship package and secure major sponsor (s)

  • Book venues for mandatory sporting events and select core option sporting events and decide on the inclusion of demonstration and/or bonus events.

6 to 8 months out

  • Send out registration information, volunteer callouts, invites for companies & organizations (for the trade show), and promotional materials (promo matierals can be presentations, activities, interviews etc. at trade shows and sports & seniors’ clubs etc)

  • Book event marshalls, ceremony speakers, and entertainment

  • Plan Opening, Closing, and Award Ceremonies

  • Request donations for participant welcome bags

2 to 3 months out 

  • Close registration

    • Remind registrants of the policy for cancellation and refunds and attendance at their chosen sporting event.  As per the agreement, The Host will refund all registration fees (except the NS55+GS membership fee) to participants/non-participants who have had to withdraw from the Games at the last moment due to unforeseen medical problems subject to approval by the NS55+GS.

Schedule events – avoid conflicts

Remind participants to be present at their sporting event at least 15 minutes ahead of time; otherwise, the Marshall may call for a substitute. Notice of withdrawal is to be given to the Marshal at least 30 min ahead of time.

1 month out

 Event schedule complete and sent to registrants

Caterers booked and menus completed

Event equipment organized and in place; medals ordered

All sponsorship in place and signage ordered

Volunteers registered and scheduled

Promotional media and website updates

1 week out

Welcome letter sent to registrants; Name tags – printed and inserted in plastic labels and welcome bags prepared

Volunteer orientation and training sessions for registration and scorekeeping

Food and beverage ordered; decorations prepared; opening/closing ceremonies speeches finalized

Medal winner forms printed and distributed to event marshals; Programs printed

1 day out

Set-up check-in; results board, volunteer, and trade show areas; Confirm venues (sporting and non-sporting events)

Prepare opening ceremonies; signage in place; transportation finalized;