Strategic Initiatives Committee SIC September 4, City Manager A-5000 September 9, 2013

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1 ~Oshawa~ Report 02/ " To: Item: Date of Report: Strategic Initiatives Committee SIC September 4, 2013 From: Bob Duignan File: Date of Meeting: City Manager A-5000 September 9, 2013 Subject: Media Event, Groundbreaking, Grand Opening and Opening Ceremonies Guidelines Manual PUBLIC REPORT 1.0 PURPOSE The purpose of this report is to seek Council's endorsement of a consolidated Media Event, Groundbreaking, Grand Opening and Opening Ceremonies Guidelines Manual. 2.0 RECOMMENDATION That the Strategic Initiatives Committee recommend to City Council: That the consolidated Media Event, Groundbreaking, Grand Opening Guidelines and Opening Ceremonies Guidelines Manual forming Attachment 1 to Report SIC-13-18, dated September 4, 2013 be endorsed. 3.0 EXECUTIVE SUMMARY ~ Not applicable 4.0 INPUT FROM OTHER SOURCES 4.1 General ~ Information was obtained from the municipalities of Durham Region, Burlington, Guelph, Mississauga and Pickering as well as the federal and provincial governments. ~ The Accessibility Policy Advisor, City Clerk Services, Economic Development Services, Facilities Management Services, Finance Services, Fire Services, Office of the Mayor, Parks & Environmental Services and Recreation & Culture Services were consulted in the preparation of this report. 4.2 Auditor General ~ The Auditor General does not provide comments on reports of this nature

2 Report to the Strategic Item: SIC Initiatives Committee (Continued) -2- Meeting Date: September 9, ANALYSIS? In 2004, Council approved a Groundbreaking and Grand Opening Protocol to guide staff in planning ceremonies related to the Amazing Spaces Program.? The protocol has proven to be a valuable resource as the facilities were opened with consistency and professionalism.? In addition, the protocol has been referenced as a guide for organizing City media events, opening ceremonies for special events and events in conjunction with external representatives. It is now important to develop specific protocols for these types of events as different procedures and clarity of responsibilities are required and that these elements be incorporated into a consolidated document.? The proposed consolidated Media Event, Groundbreaking, Grand Opening and Opening Ceremonies Guidelines Manual forms Attachment 1 to this report. 6.0 FINANCIAL IMPLICATIONS? There are no financial implications related to the recommendation in the report. 7.0 RELATIONSHIP TO THE OSHAWA STRATEGIC PLAN? The proposed Media Event, Groundbreaking, Grand Opening and Opening Ceremonies Guidelines Manual is consistent with the Oshawa Strategic Plan goals of: Social Equity, and specifically the theme of An Inclusive Community and the related strategy of "continue to engage citizens of all ages"; and Accountable Leadership, and specifically the theme of Open and Transparent Government and the related strategies of "enable public involvement in decision making" and "seek feedback from customers about City services and programs". Bob Duignan City Manager Attachment

3 Item: SIC Attachment 1 Media Event, Groundbreaking, Grand Opening and Opening Ceremonies Guidelines Manual September 2013

4 Table of Contents Introduction...3 Definitions...4 Section 1: City Groundbreaking and Grand Opening Ceremonies...6 Section 2: Local Business Groundbreaking and Grand Opening Events...9 Section 3: Corporate Media Events Section 4: External Media Events Section 5: City Produced Special Event Opening Ceremonies Section 6: Externally Produced Special Event Opening Ceremonies Appendix A...19 Appendix B...21 Appendix C...22 Appendix D...23 Appendix E

5 Introduction It is important that the City of Oshawa's media event, groundbreaking and grand opening events are delivered consistently and professionally to promote positive media coverage and be informative to stakeholders such as residents, businesses, community partners and City of Oshawa employees. Effective and well-delivered media events are an integral part of the Corporate Communications & Marketing Strategy and support the Oshawa Strategic Plan and its goals of Accountable Leadership and Social Equity. This document provides valuable information on the process of planning and implementing both City of Oshawa and external media events, groundbreakings and grand openings as well as providing templates such as the Media Event Planning Checklist, Dignitary Notification and Media Event Itinerary and Agenda. 3

6 Definitions For the purpose of this document, the following definitions will apply. City Project Lead are staff who are responsible for the initiative (e.g. Corporate Communications & Marketing, Economic Development Services, Recreation & Culture Services, etc.). City Project Support are staff who provide support for the initiative (e.g. Corporate Communications & Marketing, Economic Development Services, Fire Services, Mayor's Office, Parks & Environmental Services, Recreation & Culture Services, etc.). City Produced Special Events are special events coordinated by Recreation & Culture Services (e.g. Canada Day, Northview Community Barbeque, Tree Lighting, Oshawa Celebrates, Peony Festival, Playground Program, etc.). Corporate Media Events are events that involve corporate or City announcements/ initiatives and are coordinated by Corporate Communications & Marketing (CC&M) (e.g. trail, tree and plaque dedications, corporate news, sponsorship announcements, international delegation ceremonies and signing agreements). External Media Events are events coordinated by External Representatives that have requested the attendance of City representatives. This also includes media events of a provincial, national or international scope in which CC&M works with regional, provincial, federal or international government departments/agencies (e.g. Durham Region Courthouse). Externally Produced Special Events are special events coordinated by External Representatives that have requested the attendance of City representatives and/or City support (e.g. financial or in-kind support such as Autofest, Fiesta Week, Parade of Lights, Oshawa Olympic Torch Relay, Toronto2015 Pan Am Games, etc.). Facility refers to buildings, parks, trails, etc. Grand Opening Events are events that involve the opening of a City facility. Grand Openings will be held only after the facility is fully finished, cleaned and operational. Grand Openings will be held, whenever feasible, on an evening or weekend to maximize the opportunity for attendance by the public (e.g. City trail, new recreation facility or new splash pad). Groundbreaking Events are events that involve the beginning of construction of a City facility through breaking ground/sod turning. Groundbreakings will be held after Council has awarded the tender for construction. Tentative arrangements may be made in advance of the tender award, in order to provide adequate time to confirm availability of dignitaries and to secure services and materials. Groundbreakings will be held on weekday mornings, whenever feasible, in order to coordinate participation of construction vehicles and attendance of media. Events will be appropriate for the scale 4

7 and importance of the facility (e.g. General Motors Centre and South Oshawa Community Centre). Local Business Ground breaking and Grand Opening Events are events coordinated by External Representatives that have requested the attendance of City representatives (e.g. businesses such as COSTCO or the Holiday Inn Express Hotel and Conference Centre). 5

8 Section 1: City Groundbreaking and Grand Opening Ceremonies Responsibilities 1. Corporate Communications & Marketing Date and Time Corporate Communications & Marketing (CC&M) will confirm the date and time, with input from the Mayor's Office, and/or appropriate Standing Committee Chair, the City Manager and/or designate, funding partners (if applicable) and City Project Support. CC&M will be responsible for contacting the appropriate administrative support staff to ensure that the ground breaking or grand opening event information is placed in the calendars of Members of Council and the Corporate Leadership Team (CLT), as well as in the calendars of City staff and dignitaries involved in the project. Communication CC&M will complete the Media Event Planning Guide (Appendix A). CC&M will develop a communication work plan, with input from the City Project Support that will include timing and responsibility for elements such as media materials, advertising, promotional materials, public notification, e-communication and website, and budget. Once details have been finalized, CC&M will notify Members of Council, CLT and those involved in the project via memorandum or (Appendix B) on proposed ground breaking or grand opening event and activities. CC&M will coordinate the inviting of dignitaries such as federal and provincial representatives (if funding provided) and community stakeholders (involved with the initiative) via memorandum or (Appendix C). Invitations will reference that individuals who require accessibility accommodations provide notice in advance of the event if accommodation is required. Communication requirements of funding agencies will be followed. In addition, tracking of RSVPs will be coordinated. Invited dignitaries will include: i) Members of City Council ii) CLT iii) Key City staff integrally involved with the project iv) Representatives of the architect, contractor and external project management company v) Representatives of any financial partners (e.g. federal and provincial governments), donors and/or sponsors vi) Representatives of key user and stakeholder groups (e.g. Library, OSCC, sport user groups, etc.). All media materials (e.g. media advisory and/or media release) will follow the City of Oshawa's Media Relations Guidelines (located on the City's website) and funding partners' requirements (if applicable). 6

9 Itinerary and Agenda CC&M will develop the Media Event Itinerary and Agenda (Appendix D) with input from the Mayor's Office and/or Standing Committee Chair and funding partners (if applicable). Once finalized, the Media Event Itinerary and Agenda will be provided to Members of Council, CL T, funding partners, speakers and staff involved in the initiative. A Master of Ceremonies (Emcee) will be identified and whenever possible, will be a Member of Council (e.g. the Mayor, appropriate Standing Committee Chair, or Member of Council actively involved in the initiative) or a representative of the media. According to the Tables of Precedence protocol and best practices, introductions and speeches will begin with the highest level of government. Appendix E provides further details regarding the introduction and speaking order. Monitoring and Evaluating To document the event's success and identify best practices for future groundbreaking and grand opening events, the Media Event Planning Guide (Appendix A) measurement section will be completed in collaboration with the City Project Support. Archives Photos and/or video will be taken and retained for City records (e.g. attendees, identification of persons in photographs, release forms, etc.). 2. City Project Support Communication The City Project Support will contact the architects, contractors, stakeholders, etc. and confirm participation and, if appropriate, financial contribution tovyards the groundbreaking and grand opening events (e.g. sponsor reception food, etc.). The City Project Support will organize and coordinate the public portion of the grand opening event. In addition, prior to the grand opening, the City Project Support will conduct a private tour for Council in order to fully describe the facility including all restricted areas such as mechanical rooms, pool sanitation rooms, maintenance and workshop areas, etc. Budget City expenditures will generally not exceed $2,500 and will be accommodated within the approved budget for the capital project. Speaking Notes The City Project Support will provide speaking notes for City representatives. 7

10 3. Community Services Department Logistics The Community SeNices Department will be responsible for providing logistical items (if required) such as the City's podium, sound system, tent(s), chairs, shovels, City banners/signage and flags of Ontario, Canada and Oshawa. 8

11 Section 2: Local Business Groundbreaking and Grand Opening Events Responsibilities 1. Economic Development Services Date and Time The date and time will be coordinated by Economic Development Services in collaboration with the local business, the Mayor's Office and/or Standing Committee Chair. Economic Development Services will be responsible for contacting the appropriate administrative support staff to ensure that the ground breaking or grand opening information is placed in the calendars of Members of Council and CLT, as well as in the calendars of City staff involved in the project and CC&M. Communication Once details have been finalized, Economic Development Services will notify Members of Council, CL T and those involved in the project via memorandum or (Appendix B) regarding the local business ground breaking or grand opening event and activities. Economic Development Services will assist the local business with the inviting of dignitaries including Members of Council, federal and provincial representatives, community stakeholders, CL T and City staff. Economic Development Services will be responsible for distributing the agenda (if provided by the local business) to Members of Council and CL T, as well as City staff involved in the project and appropriate administrative support staff. Economic Development Services will obtain media release quotes (if requested) from City representatives on behalf of the local business. Logistics Economic Development Services will assist in coordinating the City's podium, sound system, tent(s), chairs, shovels, flags of Ontario, Canada and Oshawa, if requested by the local business. Speaking Notes Economic Development Services will provide speaking notes for City representatives. Monitoring and Evaluating Economic Development Services will document the event's success and identify best practices for future groundbreaking and grand opening events. 9

12 2. Local Business Communication Preparation and distribution of media materials (e.g. media advisory and/or media release) will be the responsibility of the local business representative. Itinerary and Agenda The local business will be responsible for developing an itinerary and agenda including details such as speaking order with input from the Mayor's Office and/or Standing Committee Chair and Economic Development Services. The City's template will be recommended as a guideline (Appendix D). 10

13 Section 3: Corporate Media Events Responsibilities 1. Corporate Communications & Marketing Date and Time The date and time will be confirmed by CC&M with input from the Mayor's Office and/or Standing Committee Chair, City Project Support and funding partners (if applicable). CC&M will be responsible for contacting appropriate administrative support staff to ensure that the event information is placed in the calendars of Members of Council and CL T, as well as in the calendars of City staff and dignitaries involved in the project. Communication CC&M will complete the Media Event Planning Guide (Appendix A). CC&M will develop a communication work plan, with input from the City Project Support that will include timing and responsibility for elements such as media materials, promotional materials, e-communication and website, and budget. Once details have been finalized, CC&M will notify Members of Council, CL T and those involved in the project via memorandum or (Appendix B). CC&M will coordinate the inviting of dignitaries such as federal and provincial representatives (if funding provided) and community stakeholders (involved with the initiative) as outlined in Appendix C. Invitations will reference that individuals who require accessibility accommodations provide notice in advance of the event if accommodation is required. In addition, tracking of RSVPs will be coordinated. Invited dignitaries will include: i) Members of City Council ii) CLT iii) Key City staff integrally involved with the project iv) Representatives of any financial partners (e.g. federal and provincial governments), donors and/or sponsors v) Representatives of key user and stakeholder groups (e.g. Library, OSCC, sport user groups, Advisory Committees of Council, etc.). All media materials (e.g. media advisory and/or media release) will follow the City of Oshawa's Media Relations Guidelines (located on the City's website) and funding partners' requirements (if applicable). 11

14 Budget The costs for the event must be accommodated within the approved budget for the capital project or operating budget for events that are not associated with a capital project and must not exceed $2,500, Itinerary and Agenda CC&M will develop the Media Event Itinerary and Agenda (Appendix D) with input from the Mayor's Office and/or, Standing Committee Chair and funding partners (if applicable). Once finalized, the Media Event Itinerary and Agenda will be provided to Members of Council, CL T, funding partners, speakers and staff involved in the initiative. A Master of Ceremonies (Emcee) will be identified and whenever possible, will be a Member of Council (e.g. the Mayor, appropriate Standing Committee Chair, or Member of Council actively involved in the initiative) or a representative of the media. According to the Tables of Precedence protocol and best practices, introductions and speeches will begin with the highest level of government. Appendix E provides further details regarding the introduction and speaking order. Monitoring and Evaluating To document the event success and identify best practices for future media events, the Media Event Planning Guide (Appendix A) measurement section will be completed in collaboration with the City Project Support. Archives Photos and/or video will be taken and retained for City records (e.g. attendees, identification of persons in photographs, release forms, etc.). 2. City Project Support Speaking Notes The City Project Support will provide speaking notes for City representatives. 3. Community Services Department Logistics The Community Services Department will be responsible for providing logistical items (if required) such as the City's podium, sound system, tent(s), chairs, City banners/signage and flags of Ontario, Canada and Oshawa.. 12

15 Section 4: External Media Events Responsibilities 1. External Representatives Date and Time The date and time will be coordinated by the External Representative directly with the Mayor's Office and/or Standing Committee Chair, CC&M and City Project Support. Communication The External Representative, in collaboration with CC&M, will coordinate the inviting of dignitaries including Members of Council, federal and provincial representatives, community stakeholders, CL T and City staff. Preparation and distribution of media materials (e.g. media advisory and/or media release) will be the responsibility of the External Representative. Itinerary and Agenda The External Representative will be responsible for developing an itinerary and agenda including details such as speaking order with input from the Mayor's Office and/or Standing Committee Chair, City Project Support and CC&M. The City's template will be recommended as a guideline (Appendix D). 2. Corporate Communications & Marketing Communication CC&M will be responsible for contacting the appropriate administrative support staff to ensure that the external media event information is placed in the calendars of Members of Council and CL T, as well as in the calendars of City staff involved in the project. Once details have been finalized, CC&M will notify Members of Council, CL T and those involved in the project via memorandum or (Appendix B) on the external media event and activities. CC&M will be responsible for distributing the agenda (if provided) to Members of Council and CL T, as well as City staff involved in the project and appropriate administrative support staff. CC&M will obtain media release quotes (if requested) from City representatives on behalf of the External Representative. Logistics CC&M will assist in coordinating the City's podium, sound system, tent(s), chairs, shovels, flags of Ontario, Canada and Oshawa, if requested by the External Representative. 13

16 Monitoring and Evaluating CC&M will be responsible for documenting the event's success and identify best practices for future media events. 3. City Project Support Speaking Notes The City Project Support will provide speaking notes for City representatives. 14

17 Section 5: City Produced Special Event Opening Ceremonies Responsibilities 1. Recreation & Culture Services Date and Time The date and time will be coordinated by Recreation & Culture Services directly with the Mayor's Office and Standing Committee Chair. Recreation & Culture Services will be responsible for contacting the appropriate administrative support staff to ensure that the City Produced Event and Opening Ceremonies is placed in the calendars of Members of Council and CL T, as well as in the calendars of City staff involved in the project and CC&M. Itinerary and Agenda Once details have been finalized, Recreation & Culture Services will notify Members of Council, CL T and those involved in the project via memorandum or (Appendix B) regarding the special event opening ceremonies activities. Recreation & Culture Services will develop the Event Itinerary and Agenda (Appendix D) with input from the Mayor's Office and Standing Committee Chair and funding partners (if applicable). A Master of Ceremonies (Emcee) will be identified and whenever possible, will be a Member of Council (e.g. the Mayor, appropriate Standing Committee Chair, or Member of Council actively involved in the initiative) or a representative of the media. According to the Tables of Precedence protocol and best practices, introductions and speeches will begin with the highest level of government. Appendix E provides further details regarding the introduction and speaking order. Once finalized, Recreation & Culture Services will be responsible for distributing the agenda to Members of Council and CL T, as well as City staff involved in the project, appropriate administrative support staff and CC&M. Communication Recreation & Culture Services will coordinate the inviting of dignitaries such as federal and provincial representatives (if funding provided) and community stakeholders (involved with the initiative) via memorandum or (Appendix C). Invitations will reference that individuals who require accessibility accommodations provide notice in advance of the event if accommodation is required. Communication requirements of funding agencies will be followed. In addition, tracking of RSVPs will be coordinated. 15

18 Logistics Recreation & Culture Services will be responsible for providing logistical items (if required) such as the City's podium, sound system, tent(s), chairs, shovels, City banners/signage and flags of Ontario, Canada and Oshawa. Speaking Notes Recreation & Culture Services will provide speaking notes for City representatives. Monitoring and Evaluating Recreation & Culture Services will be responsible for documenting the opening ceremonies' success and identify best practices for future events. Archives Photos and/or video will be taken and retained for City records (e.g. attendees, identification of persons in photographs, release forms, etc.). 2. Corporate Communications & Marketing Communication Preparation and distribution of media materials (e.g. media advisory and/or media release) will be the responsibility of CC&M. 16

19 Section 6: Externally Produced Special Event Opening Ceremonies Responsibilities 1. External Representatives Date and Time The date and time will be coordinated by the External Representative directly with the Mayor's Office and/or Standing Committee Chair and Recreation & Culture Services. Communication The External Representative, in collaboration with Recreation & Culture Services, will coordinate the inviting of dignitaries including Members of Council, federal and provincial representatives, community stakeholders, CL T and City staff. Preparation and distribution of media materials (e.g. media advisory and/or media release), as well as posting the event on the City's community calendar, will be the responsibility of the External Representative. Itinerary and Agenda The External Representative will be responsible for developing an itinerary and agenda including details such as speaking order with input from the Mayor's Office and/or Standing Committee Chair, Recreation & Culture Services. The City's template will be recomm~nded as a guideline (Appendix D). The External Representative will be responsible for distributing the agenda (if developed) to Members of Council and CL T, as well as City staff involved in the project. Speaking Notes The External Representative, in collaboration with Recreation & Culture Services, will provide speaking notes for City representatives. 2. Recreation & Culture Services Communication Recreation & Culture Services will be responsible for contacting the appropriate administrative support staff to confirm that the Externally Produced Special Event Opening Ceremonies is placed in the calendars of Members of Council and CL T, as well as in the calendars of City staff involved in the project. Once details have been finalized, Recreation & Culture Services will notify Members of Council, CL T and those involved in the project via memorandum or (Appendix B) regarding the externally produced special event opening ceremonies. 17

20 Logistics Recreation & Culture Services will assist in coordinating the City's podium, sound system, tent(s), chairs, shovels, flags of Ontario, Canada and Oshawa, if requested by the External Representative Itinerary and Agenda Recreation & Culture Services will be responsible for distributing the agenda (if provided by the local business) to Members of Council, CL T, as well as City staff involved in the project and appropriate administrative support staff. Monitoring and Evaluating Recreation & Culture Services will be responsible for documenting the opening ceremonies' success and identify best practices for future events. 18

21 ~ ~ Osh ~ Prepare To Be Amazed Appendix A MEDIA EVENT PLANNING GUIDE Name of Event Background Name of Initiative Date and Time Location Event Objectives Project Background Funding Partners External Gifts-in-Kind/ Contributions Total Cost to the City Total Event Budget Funding Source City Project Lead City Project Support Council Representatives $ $ $ Communications Council Notification CL T Notification Dignitary Notification* Media Advisory Media Release- Prior Media Release- Event Day Media Kit Event Itinerary and Agenda Speaking Notes City Representative(s) for Media Release Quote Council Representative(s) for Media Release Quote Identify Media Release City Contact(s) Yes No Responsibility Timing 19

22 Identify Media Release Approvals Identify Media Release Funding Partner Contact(s) *Note: Dtgmtary tncludes commumty stakeholders tnvolved in the project, MPs and MPPs (if federal/provincial funding provided) Logistics Podium Sound System I Generator Tents (e.g.10'x10',10'x20') Chairs (quantity) City Banners Flags (Ontario, Canada, Oshawa) Water for Speakers Shovels Ribbon and Scissors Plaque Unveiling Cloth Camera Accessibility Accommodations Yes No, Responsibility Timing Measurement and Evaluating (completed post-event) Event Objectives Met External Gifts-in $ Kind/Contributions Total Cost to the City $ Total Event Budget $ Media Coverage Logistics (recommendations) Attendance & Demographics Attendees Feedback Observations Archives 20

23 Appendix 8 Council and CL T Notification Template Date: To: From: Re: (insert date) Members of Council Corporate Leadership Team (insert City Project Lead) (insert name and date of event) The purpose of this memo/ is to provide an overview of the arrangements for the (insert name of the event) on (insert date) from (insert start and end time). The (insert name of event) will be taking place at (insert location). Provide additional information (e.g. location, project financials and details, schedule of events and budget, agenda including list of invitees and speaking order, special requirements such as construction boots and hard hats, parking, etc.). For outdoor events insert: Please be mindful this is an outdoor event and appropriate footwear and attire is recommended if inclement weather. For construction events insert: Guests and dignitaries are reminded that, in accordance with the Ontario Ministry of Labour workplace health and safety standards, hard hats, safety footwear and safety vests are required. The City of Oshawa is committed to providing services as set out in the Accessibility for Ontarians with Disabilities Act, If you have accessibility needs and require alternate formats or other accommodations, please contact (insert Project Lead) within a minimum of five business days' notice in advance of the event. Please RSVP by (insert date) to (insert City Project Lead). copy: (Staff involved in the project). 21

24 Appendix C Dignitary Notification Template Date: To: From: Re: (insert date) (insert dignitary name) (insert City Project Lead) (insert name and date of event) You are cordially invited to attend as well as speak (if individual meets criteria outlined in Appendix D) at the (insert name of event) on (insert date) from (insert start and end time). The (insert name of event) will be taking place at (insert location and parking details). Provide information on the project. For outdoor events insert: Please be mindful this is an outdoor event and appropriate footwear and attire is recommended if inclement weather. For construction events insert: Guests, dignitaries and media are reminded that, in accordance with the Ontario Ministry of Labour workplace health and safety standards, hard hats, safety footwear and safety vests are required. The City of Oshawa is committed to providing services as set out in the Accessibility for Ontarians with Disabilities Act, If you have accessibility needs and require alternate formats or other accommodations, please contact (insert City Project Lead) within a minimum of five business days' notice in advance of the event. Please RSVP by (insert date) to (insert City Project Lead). 22

25 Appendix D Media Event Itinerary and Agenda Template hawa"" Prepare To Be Amazed Itinerary ITINERARY & AGENDA NAME DATE START AND END TIME Location: Speakers: Dress: Parking: Staging: xxx List speakers and Master of Ceremonies. Business. For outdoor events insert: Please be mindful this is an outdoor event and appropriate footwear and attire is recommended if inclement weather. For construction events insert: Guests, dignitaries and media are reminded that, in accordance with the Ontario Ministry of Labour workplace health and safety standards, hard hats, safety footwear and safety vests are required. xxx Speeches will take place outside in front of x. For City events, there will be a City branded podium, microphone and the Canadian, Ontario and Oshawa flags. However, for federal, provincial or joint municipal events, the placement of the flags will follow the upper level of government protocol. Chairs for the speakers will also be located beh~nd the podium or in the front row of chairs. Please see below for the detailed agenda. Contact: Audience: Include staff name, phone and cell numbers and Approximately how many will be attending the event including dignitaries, media, staff and members of the public. Checklist: 0 Water for speakers 0 Flags: Ontario, Canada, Oshawa 0 Chairs for speakers and those in attendance 0 Sound system and generator 0 Podium 0 Tent (if outside) 0 Media materials (media kits, release, etc.) 0 Banners if appropriate 0 Emcee notes and dignitary attendance checklist 0 Other

26 . Agenda Note: Time This example follows the order of highest to lowest level of government. Activity Guests arrive Master of Ceremonies (emcee) will be a Member of City Council (e.g. the Mayor, appropriate Standing Committee Chair), or a representative from the media. Emcee welcomes everyone then introduces and acknowledges dignitaries, in the following order: Federal government representatives Provincial government representatives Regional Chair Mayor or Deputy Mayor Members of Council in alphabetical order by last name Community stakeholders Corporate Leadership Team and City project staff Emcee introduces federal government representative to speak (if funding provided) Federal government representative speaks (if funding provided) Emcee introduces provincial government representative to speak (if funding provided) Provincial government representative speaks (if funding provided) Emcee introduces the Regional Chair to speak Regional Chair speaks Emcee introduces the Mayor or Deputy Mayor to speak (if not emceeing) The Mayor or Deputy Mayor speaks Emcee introduces the Standing Committee Chair to speak (if not emceeing) Standing Committee Chair speaks Emcee introduces project director or architect to speak (for facility groundbreakings or grand openings only) Project director or architect speaks (for facility groundbreakings or grand openings only) Emcee introduces key user and/or stakeholder representative to speak Key user and/or stakeholder representative speaks Emcee concludes event and invites Members of Council and dignitaries for photo opportunities. MP/MPPs are included if funding was provided. Emcee thanks audience for coming. Facility tours are provided for facility grand openings Media questions and interviews 24

27 Appendix E Introduction and Speaking Order A Master of Ceremonies (Emcee) will be identified and whenever possible, will be a Member of Council (e.g. the Mayor, appropriate Standing Committee Chair, or Member of Council actively involved in the initiative), or a representative from the media. Speaking order as outlined in the Tables of Precedence for Canada and for Ontario will be respected, which indicates that government officials will speak according to their level of government, for instance, from highest to lowest or lowest to highest. In addition, during federal and provincial elections, the writ will be observed. Further, when more than one Mayor is present, the Mayor of Oshawa will speak first. 1. Introduction Order Highest to Lowest i) Federal government representatives Prime Minister Member of Parliament - Minister (reference individual's title with the name of the riding and then their name) Member of Parliament (reference individual's title with the name of the riding and then their name) ii) Provincial government representatives Premier Member of the Provincial Legislature - Minister (reference individual's title with the name of the riding and then name) Member of the Provincial Legislature (reference individual's title with the name of the riding and then name) iii) Regional Chair iv) Mayor or Deputy Mayor v) Visiting Mayor (reference the name of the municipality, title and then name) vi) Members of Council (in alphabetical order by last name) vii) Community dignitaries viii) City staff Lowest to Highest i) Members of Council (in alphabetical order by last name) ii) Visiting Mayor (reference the name of the municipality, title and then name) iii) Mayor or Deputy Mayor iv) Regional Chair v) Provincial government representatives Premier Member of Provincial Parliament - Minister (reference individual's title with the name of the riding and then name) Member of Provincial Parliament (reference individual's title with the name of the riding and then name) 25

28 vi) Federal government representatives Prime Minister Member of Parliament- Minister (reference individual's title with the name of the riding and then their name) Member of Parliament (reference individual's title with the name of the riding and then their name) vii) Community dignitaries viii) City staff 2. Speaking Order Elected officials speak before other speakers. With speeches no longer than two to four minutes in length, the order will be as follows: Highest to Lowest i) Federal government representative (if funding provided) ii) Provincial government representative (if funding provided) iii) Regional Chair iv) Mayor or Deputy Mayor v) Standing Committee Chair or Member of Council actively involved in the initiative vi) Community dignitaries vii) City staff Lowest to Highest i) Standing Committee Chair or Member of Council actively involved in the initiative ii) Mayor or Deputy Mayor iii) Regional Chair iv) Provincial government representative (if funding provided) v) Federal government representative (if funding provided) vi) Community dignitaries vii) City staff 26

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