Local Authority Guide
Queen’s Baton Relay
Local Authority Guide
TABLE OF CONTENTS
Foreword ...... 1 Vision ...... 2 Scope ...... 2 Objectives ...... 2 Local Authority Guide Rationale ...... 3 Roles and Responsibilities ...... 3 Queen’s Baton Relay ...... 6 Events En-Route: ...... 10 Local Town Festivities ...... 10 Photo Opportunities ...... 10 Alternative Modes of Transport ...... 10 School Visits ...... 11 Sport, Recreation, Leisure Club & Cultural Venue Visits ...... 11 Hospitals, Homes for Elderly ...... 11 Community Celebrations ...... 11 Day to Day Operation ...... 11 Convoy Operations ...... 13 Advance Team ...... 13 Convoy Envelope ...... 13 Batonbearer Drop-off Team ...... 13 Core Convoy ...... 13 Batonbearer Pickup team...... 13 Convoy Envelope Diagram ...... 14 Batonbearers ...... 15 Batonbearer Experience ...... 16 Police Support ...... 17 Queen’s Baton ...... 19 Baton Stand ...... 20 Baton Pedestal ...... 21 Baton Protocols ...... 22 Photographing & Filming Protocols ...... 22 Protocols for Community and School Events ...... 23 Start of Day ...... 23 Batonbearer Arriving into a School ...... 23 Baton Departing a School by Batonbearer ...... 23 Baton Departing a School no Batonbearer ...... 23 Batonbearer Arriving into a Community Event ...... 23 Baton Departing a Community Event by Batonbearer ...... 24 Baton Departing a Community Event no Batonbearer ...... 24 Arrival at end of day Community Celebration ...... 24 Dignitaries/Batonbearer Photograph ...... 24 Departure from end of day Community Celebration ...... 24
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Community Celebration ...... 25 Glasgow 2014 Cultural Programme ...... 26 Arrival Music ...... 27 Departure Music ...... 27 Sample Arrival Ceremony for the Queen's Baton ...... 27 Master of Ceremonies ...... 27 Proposed Stage Program ...... 28 Sample Arrival Ceremony Script ...... 29 Performance Running Sheet – Pre Baton Arrival ...... 36 Performance Running Sheet – Post Baton Departure ...... 37 Evening Celebration Site Layout ...... 37 Merchandise ...... 39 Portable Backdrop ...... 39 Team Scotland Messages ...... 40 Support a 2nd Team Messages ...... 40 sportscotland ...... 41 Voluntary Arts Scotland...... 41 Sustainability Guidelines ...... 42 Outdoor Balloon and Sky Lantern Releases ...... 42 Waste, Energy and Awareness ...... 42 Community Planning Timelines ...... 45 Forming a Planning Group ...... 46 Community Awareness ...... 47 Ceremony Theme ...... 48 Ceremony Organisation ...... 49 Volunteer Recruitment ...... 50 Building Public Awareness ...... 51 Run of Event ...... 52 Marketing Guidelines ...... 53 Local Authority Marketing Toolkit ...... 53 Supporters’ Kit ...... 53 Queen’s Baton Relay Branding Principles ...... 54 Process...... 54 Games for Scotland ...... 54 Local Authority Recognition ...... 54 Designation Use ...... 55 General Conditions as to Permit use of the Designation: ...... 55 Social Media Principles for use of Designation ...... 56 Social Media General Guidelines ...... 56 Additional Best Practice Guidelines for Twitter ...... 56
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Sponsorship Considerations ...... 57 Sponsor Displays and Corporate Hospitality ...... 57 Local Contributors ...... 58 Local Contributor – Board ...... 59 Local Contributor – Approval Form ...... 60 Food, Beverage and Product Suppliers ...... 61 Glasgow 2014 Sponsor Family ...... 62 Games Sponsor Family ...... 63 Marketing Plan ...... 64 Phase 1: Anticipation October 2013 – January 2014 ...... 64 Phase 2: Excitement March – June 2014 ...... 64 Phase 3: Celebration June – July 2014 ...... 64 Key Messages ...... 65 Media Relations ...... 66 Official Photography Team ...... 66 Broadcast Video Crew ...... 66 Media Services Vehicle ...... 66 Media Facilities at Community Celebration Sites ...... 67 Role of the Local Planning group ...... 67 Community Information ...... 67 Media Spokesperson ...... 67 Six Week Out Information Pack...... 68 Street Level Route Information...... 68 Advance Media Team ...... 69 Promotional Materials ...... 69 Hand Flags ...... 69 Hand Flags Image ...... 70 The ‘Route’ and its ‘Sectors’ ...... 72 The ‘Relay’ and the ‘Baton’...... 72 Batonbearer ...... 72 Appendix 1: Frequently Asked Questions – Batonbearers ...... 73 Appendix 2: Contact Information ...... 76
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Foreword
Dear Local Authority
It is with great pleasure that we welcome your participation in the Queen’s Baton Relay for the 2014 Commonwealth Games in Glasgow. The Queen’s Baton Relay is an integral part of the celebration of the Commonwealth Games, its journey encapsulates the Commonwealth Games Federation’s three core values of humanity, equality and destiny as it unites the Commonwealth family through sport.
As the traditional curtain-raiser to the Commonwealth Games, the QBR provides a great opportunity to promote the Games and your local communities. For the 2014 Commonwealth Games, the baton carrying Her Majesty’s message to all athletes will: Undertake a 288 day journey Travel in excess of 190,000 kilometres Visit all Commonwealth nations and territories Visit all 32 Local Authorities in Scotland
Its journey will embrace the Commonwealth’s diversity as it passes throughout your communities and upon returning to Scotland it will undertake a 40 day journey before culminating at what will be a spectacular opening ceremony on 23 July 2014. When the final batonbearer hands over Her Majesty’s official message, it will signal the end of its epic journey and the beginning of 11 days of outstanding competition showcasing the Commonwealth’s best.
We look forward to your community embracing this wonderful tradition to celebrate the coming of the friendly games and the diverse and rich culture of the Commonwealth.
This Local Authority Guide provides useful information to assist you in staging successful community events, create memories and unique moments that will last a lifetime and capture the journey of the baton through the engagement of local communities.
We thank you in advance for your support of the Queen’s Baton Relay when it visits your Local Authority and wish you all the very best for the staging of a successful event.
Yours sincerely
Lord Smith of Kelvin, Kt Michael Cavanagh Chairman Chairman Glasgow 2014 Commonwealth Games Scotland
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Vision
The Glasgow 2014 Queen’s Baton Relay is Scotland’s heartfelt invitation to the athletes, people and communities of the Commonwealth to join together and celebrate sport, culture and unity at the XX Commonwealth Games.
The world’s most engaging relay will: Unite the Commonwealth through sport and connect and involve its cultures and citizens, and especially young people Be an exciting, dramatic and inclusive physical and digital countdown to the Games Showcase what Scotland and Glasgow offer the world Champion the values, successes and spirit of the Commonwealth family
Scope It is vital to ensure that all representatives have an awareness of the scope of the Queen’s Baton Relay (QBR), which Glasgow 2014 and many local communities are working to achieve. Travel for 40 days throughout Scotland visiting all 32 Local Authority (LA) areas Baton to be carried by approximately 4000 batonbearers for up to 200 metres each Batonbearers to be a combination of community participants, secondary school pupils, Commonwealth Games Scotland (CGS) participants, sponsor participants, high profile sportspersons and celebrities Travel by many forms of transport highlighting Scottish heritage and culture QBR Team of approximately 80+ staff and 35 vehicles QBR to respect the traditions and conventions of the relay and the Commonwealth Games
Objectives The scope is set in a manner consistent with the objectives of the QBR. These objectives are to: Provide a Queen’s Baton Relay which has a national focus as its core element Plan and execute a route that directly captures local community enthusiasm Secure the involvement of all people across Scotland, engaging them in the Glasgow 2014 Commonwealth Games Safely deliver the Queen’s Baton and The Queen’s message to the opening ceremony of the Games Show support for Team Scotland Showcase each LA area and Scotland nationally and internationally to provide strong media attention wherever possible Showcase selected policies and initiatives i.e. inclusion, sustainability and sport participation Promote the Games and generate excitement and enthusiasm for the passage of the Queen’s Baton Relay Deliver a pre-games publicity programme that generates positive media coverage, community awareness and support for the Games across Scotland and leave a legacy for future major events Generate excitement and support for the Glasgow 2014 Commonwealth Games Ensure crowd attendance along the Queen’s Baton Relay route
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Local Authority Guide Rationale We share the vision and responsibility for this event. This Local Authority Guide has been prepared by Glasgow 2014 in conjunction with Commonwealth Game Scotland to assist communities in preparing to host the Queen’s Baton Relay. It provides a framework to assist your planning over the coming months. The Guide will assist communities in staging their end of day community celebrations, event planning and understanding the operations of the Queen’s Baton Relay.
Successful planning will require a strong working relationship between Glasgow 2014 and host communities. Together we will provide a forum to showcase the history and unique attributes of our country to the rest of the world. In order to achieve this we require your commitment to ensure the success of the Queen’s Baton Relay.
Local planning groups should link with their designated CGS contact about the program for the day and in particular the end of day community celebration. The CGS is committed to each end of day community celebration but may be available for other activities and should be included where possible.
In summary, the purpose of the Local Authority Guide is to: Formalise the agreed conditions and guidelines stipulated in the ‘Memorandum of Understanding in respect of the Queen’s Baton Relay’ between the LA and Glasgow 2014. These conditions include planning, marketing, concession and merchandise conditions as well as existing commitments Glasgow 2014 has with external parties Provide initiatives for planning and executing an end of day community celebration Provide planning time frames to assist communities in managing the planning process Provide communities with an appreciation of the scope and magnitude of the QBR, including the structure and operations
Roles and Responsibilities At a community level the support of Local Authorities is critical in securing: Permits and approvals Road closures where required Waste management services Road and crowd barricades where required Coordination of community involvement Provision of a venue for end of day community celebration Developing end of day community celebration entertainment Stewards and Marshals where required
The standard and scope of these services are regulated by the Queen’s Baton Relay ‘Memorandum of Understanding’ between Glasgow 2014 and Local Authorities.
Glasgow 2014 responsibilities include: Route selection and marking Provision of all vehicles necessary to conduct the Queen’s Baton Relay Develop the batonbearer selection processes within Scotland Designing and manufacture of the Queen’s Baton Transporting and securing the Queen’s Baton Managing and coordinating pre-publicity Managing and coordinating local, national and international media relations
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Working with Local Authorities to maximise opportunities to showcase the region’s heritage, history, culture and scenic attributes Providing ongoing support and information to ensure a successful event Employing, managing and equipping 80+ core staff to support on-road operations, including supply of uniforms, accommodation, food and transportation
Local Planning Groups Our recommendation is that your LA brings together a community planning group. This key planning group will provide the focus of all community level planning in support of the Queen’s Baton Relay.
The purpose of the planning group is to provide advice and develop strategies to maximise community involvement in the Queen’s Baton Relay at a local community level.
Your planning group is encouraged to be chaired by a representative from your LA and should include representatives from groups and organisations within each area to assist in welcoming the baton to the community.
Local Planning Group Responsibilities In consultation with each respective Advance Manager, the responsibilities of the planning groups are to: Provide the main link between Glasgow 2014 and local communities involved in hosting the Queen’s Baton Relay Be responsible for planning events along the route and ensuring the community is united in welcoming the baton to your community Provide advice on local issues affecting the Queen’s Baton Relay Consult appropriately with all sections of the community Rally community support during the planning and operational phase of the Queen’s Baton Relay Create a local end of day community celebration which reflects each community’s unique history, culture and diversity Assist and support the logistical needs of the Queen’s Baton Relay and implement crowd building activities along the route Develop and coordinate all community activities in support of the Queen’s Baton Relay
The Advance Team Within the Queen’s Baton Relay team there are several staff dedicated to managing the advanced operations of the route. You will no doubt have been visited by at least one of the Advance Team members during the initial introduction of the Queen’s Baton Relay, and will have a lot more contact with them over the next few months. Their primary roles are to plan the route, organise alternate modes of transport and assist the local planning groups with their end of day community celebration.
The Advance Team is your primary contact with the Glasgow 2014 Commonwealth Games for the Queen’s Baton Relay. Any information pertaining to the Queen’s Baton Relay, clarification of requirements or documentation or assistance with ideas, equipment or direction may be directed to the Advance Team.
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Commonwealth Games Scotland Commonwealth Games Scotland (CGS) is the host for the Queen’s Baton whilst it is within Scotland and is working in partnership with Glasgow 2014 and supported by Local Authorities to deliver the Queen's Baton Relay. CGS has been integral in the Queen’s Baton Relay including its active role as Chair of each of the 32 Community Batonbearer Judging and Section Panels. The Baton will create excitement and interest and support for Team Scotland athletes and staff as the Baton journeys around Scotland as part of our Go Scotland campaign (www.goscotland.org). Each evening a CGS representative will receive the baton at each evening celebration from the final batonbearer for the day who will generally be a current or former member of Team Scotland who has a local connection to each LA.
CGS is the lead body for Commonwealth Sport in Scotland and its membership consists of the Scottish governing bodies of the 26 Commonwealth Games Sports. CGS is one of 71 Commonwealth Games Associations who are members of the Commonwealth Games Federation (CGF). The CGF is the parent body for the Games, responsible for its direction and control and their mission is to unite the Commonwealth through sport. CGS is responsible for selecting, preparing and managing Scotland’s team at the Commonwealth Games and Commonwealth Youth Games.
Scottish Government As part of its commitment to strengthening relationships with Commonwealth countries and celebrating Scottish society, the Scottish Government is providing support for the Queen’s Baton Relay. The QBR is seen as the first step in building support across the Commonwealth for the Glasgow 2014 Commonwealth Games.
It will be a chance to demonstrate the spirit of unity and cooperation among all participating nations and communities. The Scotland route of the relay has been designed to ensure as many people as possible have the opportunity to participate.
Many Scottish Government agencies are also providing behind-the-scenes service and advice to support the relay to inspire national pride, and generate lasting social and economic benefits. This includes advice to the QBR team about how to help protect and promote our distinctive environment and heritage places along the route; how to engage organisations and communities close to the route; identifying opportunities for local communities to participate in, and enjoy lasting benefits from, the relay; and to showcase Scotland’s character and unique tourism experiences.
Queen’s Baton Relay Partnerships Glasgow 2014 is committed to protecting the interests of its commercial partners. This involves ensuring that there is no conflicting sponsor, licensee or broadcast involvement at any event/s associated in anyway with the Queen’s Baton Relay.
While protecting and spreading the Commonwealth Games ideals, it is essential that all actions carried out to achieve our objectives to stage the QBR do not in any way challenge the integrity of the Games. The success of the Glasgow 2014 Commonwealth Games is dependent on the invaluable contribution of its sponsors and partners.
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Queen’s Baton Relay
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Queen’s Baton Relay The Glasgow 2014 Commonwealth Games Queen’s Baton Relay is taking everyone involved on a unique journey – a journey that will deliver the Games messages, and showcase Scotland’s diverse people, heritage, culture and geography, to the rest of the world.
This will be the longest, most inclusive relay in history, surpassing the Sochi 2014 and London 2012 Olympic Torch Relays and the Delhi 2010, Melbourne 2006 and the Manchester 2002 Queen’s Jubilee Baton Relay.
A truly international route sees the Queen’s Baton visit 70 Commonwealth nations and territories over a 9 month period which commenced on the 9 October 2013 and will end at the Opening Ceremony in Glasgow on the 23 July 2014.
As tradition dictates, the baton contains a message from Her Majesty Queen Elizabeth II. This was placed inside the baton at a special ceremony at Buckingham Palace, London, to mark the start of the relay on the 9 October 2013.
The relay is visiting all other nations and territories of the Commonwealth outside of Scotland before returning on the 14 June 2014.
Arriving at its 70th and final destination of Scotland on 14 June 2014, the baton will then travel across the country, visiting all 32 Local Authority areas, leading up to the Opening Ceremony of the Glasgow 2014 Commonwealth Games on 23 July 2014.
In Scotland, the baton will be carried by approximately 4000 batonbearers (averaging 100 per day) comprising a mix of representatives of the Scotland community, sponsors, athletes and celebrities.
The relay and the numerous community events en route offer a unique opportunity for millions of people across Scotland and the entire Commonwealth to participate in the Glasgow 2014 Commonwealth Games Queen’s Baton Relay.
The QBR event, comprising the baton’s journey, the various pre-publicity announcements, launches and the community events en-route are an important awareness and excitement generating initiative that will roll out over the months, weeks and days leading up to the Games.
Glasgow 2014 is responsible for researching and selecting the route for the QBR, in partnership with the Local Authority.
The objectives of the QBR route are to: Plan and execute a route that directly captures local community enthusiasm Showcase each LA area and Scotland nationally and internationally to provide strong media attention wherever possible Understand and develop the logistics of bringing the QBR to 32 Local Authorities and having adequate facilities for batonbearers and the Convoy along the way Develop a fair and equitable route allocation for all 32 Local Authority areas Provide a Queen’s Baton Relay which has a national focus as its core element Plan and execute a route that directly captures local community enthusiasm
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Ensure that a range of scenarios are examined and planned for so that a comprehensive operations plan, as well as a detailed route, site and event plans can be implemented for any position of the project Secure the involvement of all people across Scotland, engaging them in the Glasgow 2014 Commonwealth Games Promote the Games and generate excitement and enthusiasm for the passage of the Queen’s Baton Relay Achieve within budget, timeframe, logistic and political constraints the highest level of national involvement as a precursor to the Games
Events En-Route: To promote the Games and generate excitement and enthusiasm for the passage of the QBR, events will be encouraged along the route. A number of events – that complement the QBR vision outlined above - will encourage the local community to take part in celebrations in support of the QBR and Team Scotland.
These could be in the form of: Local town festivities Photo opportunities: – Beauty shots – Places of cultural, historical significance or interest – Alternate Modes of Transport Visits to community centres including: – Schools – Sporting clubs – Cultural venues – Hospitals – Homes for elderly – Leisure and recreation centres Visits to Games Venues & the Games Village Community celebrations
Local Town Festivities Events and activities hosted by communities on an annual basis or held to celebrate the arrival of the Queen’s Baton. The Queen’s Baton may make an appearance at these activities provided suitable notice was given to incorporate the activity into the relay route.
Photo Opportunities The Queen’s Baton will pass many natural or manmade landmarks or places of significance. At these locations the Queen’s Baton may pause to allow photographs and video footage to be taken for publicity purposes. These can vary from monuments, statues, works of public art, lochs, gardens, historical buildings, fountains, waterfalls, bridges, lookouts or any other visually or culturally interesting site.
Alternative Modes of Transport Alternate Modes of Transport (ALT) are encouraged as it gives the media a variation to the normal ‘batonbearer’ mode. These can be a feature of the day. ALT’s could include vintage cars, penny farthing, hot air balloon, carriages, boats, horse and cart and many others. Generally, the more diverse the ALT the more media interest is generated.
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School Visits Celebrating youth is part of the core QBR vision. An opportunity exists within the first 2 weeks of the relay for the Queen’s Baton to visit schools. Unfortunately beyond this period is the school holiday period. Although, given many schools and Local Authorities host holiday activity programs there is also an opportunity for the Queen’s Baton to visit these locations.
Sport, Recreation, Leisure Club & Cultural Venue Visits In line with the community and sport-focused vision of the QBR, and with the view of promoting healthy lifestyles, wellbeing and participation in sport, recreational, leisure and cultural activities, the Queen’s Baton could be scheduled to visit these types of venues where crowds are gathered for events or activities.
Hospitals, Homes for Elderly Due to mobility issues for those in hospitals and also for the elderly, the route for the Queen’s Baton may incorporate visits to or past these locations, thereby having greater community engagement with persons unable to make their way out onto the route or to other community activities.
Community Celebrations The success of the QBR is dependent upon the co-operation, assistance and support of local communities along the route. Community Celebrations will be held daily (evening) and will be staged and organised by local communities. The festivity will climax with the arrival of the Queen’s Baton into the community and the placement of the Queen’s Baton into its pedestal. The pedestal will be supplied by Glasgow 2014. Local communities may provide cultural programing showcasing the local creative sector and cultural heritage.
Day to Day Operation The QBR will commence each day with batonbearer approximately 8:00am with the final batonbearer making their way onto the community stage at around 6:45pm, the Queen’s Baton subsequently departs the end of day community celebration at 7:15pm.
The operational phase of the QBR in Scotland will focus upon batonbearers carrying the Queen’s Baton and locally planned community events and activities, the baton will visit throughout the day. As many as 80+ staff will provide ‘on-the-road’ support to the relay as it makes its way around Scotland.
Batonbearers on foot will be the primary method of carriage for the Queen’s Baton in populated areas. To allow long distances to be covered cyclists and motor vehicle transport will be utilised. For example where the distances between villages, towns and cities are significant, the Queen’s Baton will be driven to the nearest populated area where it will continue on foot in batonbearer mode. This will allow greater distances to be covered by the QBR and hence a larger proportion of the community to view the relay. Other forms of transport and vehicles will be utilised to showcase Scottish culture, history and customs. These vehicles may operate on water, rail, road or in the air and may be powered by people, animals or green fuels.
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The QBR will travel approximately 5 km/h when utilising batonbearers and up to 80 km/h when travelling between populated areas. Typically the QBR will travel between 100 km - 300 km per day depending upon the region through which it is travelling.
The directional route within Scotland was officially announced on 10 October 2013, along with the process for batonbearer nominations. The street level route through your town will be released approximately six weeks prior to the relay arriving in your community, i.e. during the ‘countdown phase’ in May 2014. This information can be placed on your website, social media, empty belly posters, and other promotional material used to inform the public about the event and to build crowds along the route and at evening ceremonies.
The basic break down of a crew’s daily activity during the QBR is as follows (please note these times are indicative only):
Start Time End Time Activity
06:00 07:00 Wake up and prepare for the day’s events
07:00 07:45 Relocate from one LA to next LA to commence relay
08:00 Relay commences with batonbearers
08:00 09:45 Relay in operation
09:45 10:05 Time adjustment break
10:05 12:00 Relay in operation
12:00 13:00 Lunch stop / visit local school or community event
13:00 15:45 Baton relay in operation
15:45 16:05 Time adjustment break
16:05 18:45 Baton relay in operation
18:00 Backdrop arrives at end of day community celebration
18:45 Baton arrives at end of day community celebration
19:15 Baton departs end of day community celebration
19:15 Backdrop and baton pedestal removed
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Convoy Operations The batonbearer is the principal component of the QBR. In order to protect and promote the passing of the baton, there will be a convoy of vehicles travelling along the route to support and protect the batonbearer. The safety of the batonbearer, community and convoy crew will always be our primary consideration.
The convoy will be kept as small as safely possible for each operating environment. All convoy vehicles will be specially equipped to withstand the slow pace, long distances and high vehicle operating temperatures encountered along the route. The convoy will be protected by police vehicles and personnel and will travel approximately 5.0 kilometres per hour (km/h) in batonbearer mode.
A graphical representation of the core convoy appears on the following page.
Advance Team Consisting of a route marking vehicle and a 2 hour advance vehicle: The route marking vehicle will mark the route the day preceding the relay by affixing biodegradable route markers at each batonbearer exchange point. The 2hr advance vehicle will arrive at key locations on the day of relay to check the route and manage the movement of the batonbearers when they are away from the convoy e.g. batonbearer splits, alternate modes of transport, entry/egress at schools, photo opportunities and community events.
Convoy Envelope Comprising of up to nine vehicles and additional police motorcycles which providing support to the batonbearer. Typically this section of the convoy will be travelling approximately 5 km/h when batonbearers are carrying the baton and at normal trafficable speed when driving between populated areas. The convoy can viewed as three distinct sections
Batonbearer Drop-off Team Consisting of three vehicles the team travels up to 10 minutes ahead of the convoy positioning batonbearers along the route. Pilot vehicle (marked the route the preceding day) – identifies drop-off points for batonbearers. Drop-off shuttle – positions batonbearers along the route. When the drop-off shuttle has positioned all batonbearers it moves to rear of convoy and becomes the pickup shuttle. Police vehicle – provides protection from traffic for drop-off shuttle.
Core Convoy Consisting of four vehicles, the batonbearer and police security runners. The vehicles include: Police vehicle – convoy commander ensures uninhibited passage for core convoy. Media vehicle – provided for local and international photographers to capture images of the relay. BBC will also transmit live coverage from this vehicle to their website Command car – Event Director is positioned in this vehicle to control relay timings Security/Medical Services – provides security and medical support for the convoy
Batonbearer Pickup team Consisting of two vehicles – this team collects batonbearers after their section and returns them to their original pick up point again the police provide support for pickup shuttle.
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Convoy Envelope Diagram
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Batonbearers The baton will be carried by up to 4000 individuals throughout Scotland our batonbearers. Each batonbearer will carry the baton approximately 200 metres at a rate of approximately 5.0 kilometres per hour (a fast walk). As a guide it will take most batonbearers approximately 2- 3 minutes to complete their segment.
Batonbearers will be the primary method of carriage for the baton in populated areas. To allow long distances to be covered between villages, towns and cities the baton will be transferred to a security vehicle and driven (convoy mode) to the nearest populated area where it will continue in batonbearer mode. This will allow greater distances to be covered by the QBR and hence, a larger number of communities to view the baton.
The baton will also be carried by many different modes of transport. Our objective in using alternative modes of transport is to showcase Scotland’s innovation, unique culture, history and way of life. A large number of possible alternative modes of transport have been identified and these opportunities will complement and showcase Scotland.
Examples of high profile alternative modes of transport currently being considered are: Skydive Steam train Helicopter Electric tram Motorcycle Horse drawn cart
Examples of alternate modes of transport for batonbearers are: Unicycle Tandem cycle Wheelchair Rock climbing Horseback Skateboarding
Of the 4000 batonbearers 80% will be community batonbearers selected on merit. Nominated community batonbearers were required to meet one or more of the following criteria for contributions undertaken within Scotland: Made a positive contribution to the lives of others through community sport Undertaken voluntary work or contributed to schools or youth organisations Contributed towards greater inclusion for disadvantaged or marginalised sectors of the community Been a role model or mentor to youth through sport Displayed a level of individual achievement against the odds Made a significant contribution to their local community
Each judging panel was chaired by CGS and vice chaired by each of the 32 Local Authorities. Judging panels comprised of between five and eight members and included representation drawn from the following organisations: Commonwealth Games Scotland Local Authority Scottish Association of Local Sports Councils (SALSC) Young Ambassadors (sportscotland / Youth Sport Trust programme) Young Scot Education Scotland – Community Learning and Development Scottish Disability Sport Volunteer Development Scotland
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These organisations represented a wide cross section of the Scottish community, which we believe was a key element in making the community batonbearer selection a fair and equitable process.
Other batonbearer places have been allocated to each secondary school throughout Scotland, CGS, high profile sportspersons and celebrities, and commercial partners of the Commonwealth Games for their staff incentive programs and community based initiatives they support.
The nomination program was launched on 10 October 2013 and ran for a 6 week period closing on 22 November 2013. Successful batonbearers were notified on 31 March 2014.
Glasgow 2014 is responsible for all of the detailed logistics associated with the positioning of batonbearers along the route. Glasgow 2014 will rely upon guidance from police and traffic authorities to ensure all batonbearer operations are as safe as possible.
Batonbearer Experience Each successful batonbearer will receive a slotting pack approximately six weeks prior to their participation in the relay. The pack will contain a uniform and letter detailing check-in times and the street location and time for their segment of the relay. Family and friends will know exactly where to gather to share in their momentous occasion. Their uniform will consist of a short sleeved t-shirt and sporting trousers each batonbearer is required to provide their own footwear/trainers.
Batonbearers may choose to wear Scottish National Dress. The wearing of a traditional knee length Scottish Kilt made using an official tartan recognised by the Scottish Register of Tartans will be allowed. The official uniform t-shirt would still be required to be worn with the kilt. Appropriate kilt socks and shoes/boots will also be acceptable.
Each batonbearers experience will take approximately two hours. Batonbearers will be collected on the day from a predetermined collection point. QBR Team Members will meet greet and brief batonbearers. Following this briefing, a shuttle bus will deliver each batonbearer to their designated starting point. This starting point is where each batonbearer will receive the baton and begin their relay segment. After a batonbearer has completed their segment, a different relay shuttle bus will collect and then return the batonbearers to their original collection point.
Glasgow 2014 will endeavour to provide regional and local media representatives with profiles of batonbearers in their area to assist with crowd building and special interest reports.
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Police Support The QBR is a road and event based operation where the Queen's Baton is conveyed by a series of batonbearers who will be running along a predetermined route around Scotland on its way to the opening of the Glasgow 2014 Commonwealth Games.
The QBR will be supported by Police Scotland in a joint operation throughout Scotland. The manner in which Police Scotland will assist the QBR is through the provision of: Traffic support for the safe and uninhibited passage of the relay Security for the relay crew and batonbearers on the road and the safety of the community at large, both along the route and at celebration sites
Police Scotland is the lead agency planning and managing the security overlay for the QBR. It is responsible for planning, developing and implementing the core security arrangements for the protection of the Queen’s message, Queen's Baton, the batonbearers and the convoy. Police Scotland will provide security for the baton as well as the policing and security of the total QBR itself, throughout the entire Scotland journey.
The QBR will see a range of security supporting the Queen's Baton, the batonbearers and the convoy. The batonbearers will be escorted by a number of police, dependant on the environment. These police are known as security escort runners. The security escort runners will be unobtrusive; they will be wearing the Glasgow 2014 security escort runner uniform and will be running in various formations protecting the batonbearer. The security escort runners will be managed and rotated every few kilometres to maintain their energy and alertness.
The role of the security escort runner is to provide support and an inner security perimeter around the baton to deter and prohibit the approach of any unauthorised person(s) towards the batonbearer.
Supporting the batonbearer and the security escort runner, will be a police motorcyclist. This police motorcyclist has a security function only and provides no assistance with the traffic management. They will be riding a Police Scotland motorcycle whilst wearing their Police Scotland uniform. There may be any number from one to three around the batonbearer at any one time, dependant on the current crowd and surrounding environmental conditions.
Additional police support vehicles will be positioned within the convoy itself. There will be a marked police vehicle positioned behind the batonbearer positioning team. This vehicle is there to provide safety for the shuttle bus and batonbearers.
Following the batonbearer drop-off team will be the core convoy. This will be led by a police vehicle and will consist of a media vehicle, batonbearer, security escort runners, command car, security/medical services vehicle, pic up shuttle bus and another police vehicle at the rear. The police vehicles are there to provide advance warning of the convoys’ presence to motorists and pedestrians and to assist with uninhibited movement of the convoy.
The uninhibited movement of the convoy will be facilitated by Police Scotland motorcyclists. The Police Scotland motorcyclists will be working in front and to the rear of the convoy. They will secure intersections or other hazards and take positive control of moving traffic and pedestrians, protect the convoy and provide a high visibility warning to other road users of the presence of the QBR whilst in convoy mode.
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While the Queen’s Baton travels from town to town and at celebration sites, it will be kept under tight police supervision. The Queen’s Baton will not be left unsupervised or unattended.
Police travelling with the relay will need to be supported by local police resources at locations where it is anticipated that there will be particular traffic or crowd issues. Local police bear the responsibility to plan and provide this policing support to the event as it travels throughout their region. This support includes traffic management, crowd management and security functions at celebration sites.
Local police will liaise in the usual manner with local authorities to plan for this event, in order to provide information and services. Local police resources are requested to: Assist in providing unobstructed passage of the convoy by controlling traffic and pedestrian movement where it is considered that assistance is required Provide traffic support for the convoy and batonbearer shuttle operations where it is considered that assistance is required Liaise on crowd control measures and the identification of the potential for public disorder Liaise with LA’s and Glasgow 2014 to identify police support for end of day community celebrations to maximise community safety, including crowd control measures and to identify the potential for public disorder In consultation with local authorities, develop and implement traffic management plans for the safe and uninhibited passage of the relay and to maximise community safety
Whilst there may be local security issues that exist or arise, Police Scotland will be notified of any intelligence or information that is known in respect of the QBR in general, so that plans can be amended appropriately.
Information regarding the attendance of any VIP (official dignitary or celebrity) during any aspect of the relay must be notified to all parties involved in this process. Once the names of any VIPs involved in carrying/presenting the baton are known these will be disseminated accordingly.
During the assessment of the route, any potential for high-density crowds should be identified and plans drawn up accordingly. Whilst this will primarily apply to start and celebration sites, there may be locations along the route that will attract large crowds and these will need to be identified for the benefit of police. It is at these locations that the police contingent travelling with the convoy will require assistance from local resources.
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Queen’s Baton
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Baton Stand Below is a graphical representation of the baton stand which will be available for schools and community events where the baton is to be statically positioned. The baton stand will be provided on the day by a member of the QBR Media Team. The baton stand is positioned on a table or plinth supplied by the school or event organisers. Dimensions below are in millimetres.
Example of the Queen’s Baton positioned in the baton stand
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Baton Pedestal Below is a graphical representation of the baton pedestal where the final batonbearer of the day will place the Queen’s Baton at the end of day community celebration. The pedestal is positioned on the community stage/podium. The pedestal is to be positioned in front of the QBR backdrop. The pedestal and the backdrop will be brought to your end of day community celebration by a member of the QBR Media Team. Dimensions below are in millimetres.
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Baton Protocols The Queen's Baton is a valuable asset and to protect this asset there are a number protocols that are in place to ensure the correct handling, safety and security of the baton including: The baton is to be treated with respect and dignity at all times The baton is to be represented in a befitting manner and is not to be denigrated The baton is to be represented as a ‘baton’ only and should not be used to represent any other object The baton should not be used other than for the Glasgow 2014 QBR The baton should not be used for any commercial purpose or promotional activity which does not meet the guidelines contained within this document Only a QBR Team Member is authorised to demonstrate the baton’s functionality A member of the Police Scotland Security Escort Team will accompany the baton at all times in batonbearer and convoy modes Whilst in convoy mode the baton will be transported by the Police Scotland Security Escort Team The baton will not be left at functions or events without the presence of a Police Scotland Security Escort Team member The baton will not permitted to be stored with anyone other than a representative of the Police Scotland Security Escort Team During community events and other activities a member of the QBR Media Team will accompany Police Scotland Security Escort Team to ensure filming and photographing of the baton is done in accordance with the photographing and filming protocols
Photographing & Filming Protocols It is essential that all pictorial images of the baton are in keeping with the key themes of the QBR.
As a general guide the following points should be adhered to when photographing the baton: Photographs of the baton should always show the baton being held correctly, as advised by the QBR Media Team All batonbearers are to wear the official batonbearer uniform as provided to them by Glasgow 2014 Batonbearers may choose to wear Scottish National Dress. The wearing of a traditional knee length Scottish Kilt made using an official tartan recognised by the Scottish Register of Tartans will be allowed. The official uniform t-shirt would still be required to be worn with the kilt. Appropriate kilt socks and shoes/boots will also be acceptable It is permissible to photograph people holding the baton who are not dressed as above. However, to protect the rights of the QBR, photographs should not be taken of anyone holding the baton wearing prominently branded apparel While stationary and set up for viewing, the baton must remain in its dedicated stand with the QBR retractable standee/banner set up behind it The baton must not be removed from the dedicated baton stand for any purpose without the approval from the QBR Media Team or Police Scotland Security Escort Team All photographic requests must be coordinated with the QBR Media Team The QBR and Glasgow 2014 Commonwealth Games brand as well as sponsor brands are to be protected at all times. Should instances of ambush marketing occur a QBR Team Member may, at their discretion, remove the baton from display
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Protocols for Community and School Events The safety and security of the baton throughout Scotland is the responsibility of Police Scotland the following protocols are in place to ensure there is a level of consistency and uniformity for the way the baton is handled when at schools and community events. All events are required to have a safe and uninhibited entry and exit for the batonbearer into and out of the event.
A Police Scotland Security Escort Team Member and QBR Team Member will accompany the baton at schools and community events to ensure the baton protocols are observed.
Start of Day Police Scotland Security Escort Team Member passes baton to first batonbearer – First batonbearer commences Where time permits a photo opportunity with dignitaries may be possible prior to the commencement of first batonbearer – Photo opportunity is managed by QBR Media Team
Batonbearer Arriving into a School Batonbearer arrives at school and baton is placed by batonbearer into the baton stand – Once the baton is placed in the baton stand it is only to be removed by Police Scotland Security Escort Team Member Where appropriate arrangements have been put in place the baton can be touched by students – To facilitate students being able to touch the baton it is recommended they are positioned in single file and the baton is carried down the line by either the arriving batonbearer or Police Scotland Security Escort Team Member – Alternatively the arriving batonbearer or Police Scotland Security Escort Team Member can remain stationary and the children can file past to touch the baton
Baton Departing a School by Batonbearer Baton is removed from baton stand by Police Scotland Security Escort Team and handed to batonbearer departing school – Batonbearer commences their segment
Baton Departing a School no Batonbearer Baton is removed from baton stand by Police Scotland Security Escort Team and carried to awaiting convoy
Batonbearer Arriving into a Community Event Batonbearer arrives at community event and baton is placed by batonbearer into the baton stand – Once baton is placed in the baton stand it is only to be removed by Police Scotland Security Escort Team Member For community events where the gathering is less than 500 persons and where crowd management measures have are in place the baton can be touched by the community – this is only recommended for locations with less than 500 guests – To facilitate the community being able to touch the baton it is recommended that the arriving batonbearer or Police Scotland Security Escort Team Member is positioned in a suitably cordoned location and the children can file past to touch the baton
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Baton Departing a Community Event by Batonbearer Baton is removed from baton stand by Police Scotland Security Escort Team and handed to batonbearer departing community event – Batonbearer commences their segment
Baton Departing a Community Event no Batonbearer Baton is removed from baton stand by Police Scotland Security Escort Team and carried to awaiting convoy
Example of the Queen’s Baton being walked by batonbearer down line of students
Arrival at end of day Community Celebration Final batonbearer makes their way onto the stage and places baton into baton pedestal – Once baton is placed in the baton pedestal it is only to be removed by Police Scotland Security Escort Team Member
Dignitaries/Batonbearer Photograph Police Scotland Security Escort Team ensures baton remains in baton pedestal – Dignitaries and batonbearers can touch baton but it is not to be removed from baton pedestal
Departure from end of day Community Celebration Baton is removed from baton pedestal by Police Scotland Security Escort Team and placed into ceremonial baton case and departs stage
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Community Celebration The QBR will arrive in Scotland on 14 June 2014 and spend the next 40 days visiting towns and cities across the country. It will have spent the previous 248 days visiting 69 other nations and territories of the Commonwealth following its launch on 9 October 2013.
The Games continue to enjoy broad support across the Scottish political spectrum. In order to retain this, activities around the baton should remain consistent with the principle of political neutrality which that support is built on. This is particularly important given that the QBR and the Games will take place during a period of heightened political sensitivity.
Those responsible for developing QBR programmes should be careful to avoid the QBR and associated events being used as a platform by elected officials or anyone else to express political views. This does not prevent elected officials, as representatives of their communities, or other politically active individuals from participating in the QBR, only the manner that participation takes.
The community end of day community celebration of the baton will provide the entire community with an opportunity to experience and celebrate the QBR and share the excitement and spirit within that community. Each Local Authority has agreed to plan, organise and stage all aspects of the Community Celebrations.
An end of day community celebration will run for a minimum of 30 minutes and be hosted by local communities to celebrate the passage of the QBR along the Scotland route. Additional entertainment or speeches before and/or after the baton’s arrival is entirely up to the individual planning groups. There will be 35 end of day community celebration events throughout Scotland. The last end of day community celebration will be on day 40 and will be the Opening Ceremony of the Commonwealth Games on the 23 July 2014.
Objectives of the end of day community celebration are to create an atmosphere that reflects the diversity, culture and heritage of your community. Equal efforts should be made towards crowd building along the route and any type of end of day community celebration site activities. Remember events requiring price of admission cannot be created for the QBR. Participation from all is the key.
The centrepiece of all events will be the arrival of the Queen’s Baton. Activities may take place before and after this arrival. In the following pages you will find the program for the arrival and departure ceremony for the Queen’s Baton. In most cases, the final batonbearer will arrive on the stage/podium at 6:45pm and place the baton in the ceremonial pedestal. The baton will then depart the end of day community celebration at 7:15pm as part of the ceremony in preparation for the following day’s events and activities.
At each end of day community celebration, there is an opportunity for each community to showcase their town’s unique cultural and/or historical persona. The QBR requests 15 minutes post arrival of the baton for official acceptance of it into your community. Besides this 15 minute period the entertainment program can be as large or small as the LA would like to make it. The LA may choose to theme it on Commonwealth sports or sport in general, the history of the town, or use local talent such as music groups or school performances.
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Local Authorities might also choose to showcase a range of cultural activity, profiling the local creative sector and involving local communities. This may also provide an appropriate opportunity to highlight activity that has been developed through the Glasgow 2014 Cultural Programme. It is strongly encouraged that any programme developed acknowledges and reflects the diversity of the local community which may include: Dancing and singing School or community bands Cultural or historical displays Commonwealth sporting demonstrations Personal appearances by local celebrities or sportspersons Re-enactments of significant historical events Celebration of diversity featuring multicultural entertainment
Glasgow 2014 Cultural Programme The Glasgow 2014 Cultural Programme launched in July 2013 and is a national celebration with two strands: Culture 2014 and Festival 2014.
Culture 2014 is an unprecedented national programme of extraordinary new work by world- leading and emerging Scottish and international artists and aims to enhance the Games experience for Scotland’s communities, spectators and visitors as well as presenting the best of Scotland’s culture alongside that of the Commonwealth.
Culture 2014 will showcase dance, theatre, music, visual arts, comedy and much more in the run up to and after the Commonwealth Games, with Festival 2014 transforming the Host City at Games time. The Cultural Programme is a partnership between the Glasgow 2014 Organising Committee, Glasgow Life and Creative Scotland. For more information please visit www.glasgow2014.com/culture
Festival 2014 is a massive Games-time celebration in Glasgow running alongside the sporting action, transforming the city from 19 July to 3 August with an invigorating mix of entertainment, culture and enjoyment filling the streets, spaces and stages of Glasgow.
Covering theatre, dance, music, visual arts, comedy and digital media; small scale indoor shows and outdoor spectaculars; work on bicycles and by rivers; in theatres, community centres, botanic gardens, art galleries, cinemas, public spaces and much more, audiences can expect everything from the intimate to the epic, the intense and life-affirming. Over the coming months, the momentum of the programme is set to build as more projects across Scotland are announced and the journey towards the Games accelerates.
The latest information on performances and exhibitions in your area can be found at www.glasgow2014.com/culture
The Cultural Programme is a partnership between the Glasgow 2014 Organising Committee, Glasgow Life, and Creative Scotland through National Lottery funding.
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Arrival Music The link below is to a march is named Scotland’s Complements to the Commonwealth written by Simon Thoumire www.mediafire.com/download/4d44i8o3588ouo5/Pipe_March.mp3
Glasgow 2014 recommends this piece of music is used to signify the arrival of the final batonbearer into your end of day community celebration.
Departure Music Here’s to all our Commonwealth is a new song commissioned by Hands Up for Trad and was written by Phil Cunningham, Findlay Napier and Alison Burns for the Big Song Relay as part of the Commonwealth Games. This song will be sung all throughout the country – passed like the baton between choirs in different areas and the aim is to have 40 performances from 40 different choirs to greet the batonbearers as they travel the length and breadth of Scotland in the weeks leading up to the opening of the Commonwealth Games.
Glasgow 2014 recommends the music is used for the departure ceremony when the Queen’s Baton leaves the stage at 7:15pm. There are versions of the song in English, Gaelic and Scots including a version with the above bagpipe march introduction.
The various versions are available for download from: www.projects.scottishcultureonline.com/handsupfortrad/heres-to-all-our-common-wealth- download/
Sample Arrival Ceremony for the Queen's Baton Glasgow 2014 is responsible for programming the official arrival of the baton, approximately 15 minutes in length. To assist with your planning, the following scenario is a possible flow of events during these 15 minutes: Short video of the QBR journey to date (recorded from previous days of the relay) – Where a screen is available Official introduction by Master of Ceremonies – Local Authority representative – Commonwealth Games Scotland representative Glasgow 2014 music signalling the arrival of the final batonbearer with the baton – Whilst this music is playing the batonbearer will arrive onto the stage/podium – LA representative and CGS representative gather and join with final batonbearer to place the baton into the pedestal Interview with final batonbearer Reading of official message by a CGS representative Presentation of gift to the community by Glasgow 2014 representative Official welcome by a Local Authority representative Presentation of messages of support for Team Scotland to CGS representative (optional) Presentation of messages of support for 2nd Teams to LA representative (optional) Performance by Games Mascot Clyde Community batonbearers and dignitaries invited to stage for group photo (optional) Community performance (optional)
Master of Ceremonies When deciding on your master of ceremonies, the LA is encouraged to consider using a local identity or celebrity with a link to the region. The choice is entirely up to the LA discretion.
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Proposed Stage Program Below is an example stage program aside from the baton arrival program the content is entirely at the discretion of the Local Authority.
Pre Baton Arrival Program Time Duration
Official welcome – Master of Ceremonies
Official opening of event – LA representative
Screen showing previous relay highlights (where screen is provided) 3 min
Community entertainment program commences
Baton Arrival Program
Master of Ceremonies advises of baton arrival time 18:38 1 min
Screen showing previous relay highlights (where screen is provided) 18:39 3 min Master of Ceremonies introduction of representatives: Local Authority representative 18:42 1 min Commonwealth Games Scotland (CGS) representative Music signalling the arrival of the final batonbearer with the baton 18:43 2 min Queen’s Baton Arrival Ceremony Local Authority and CGS representative gather and join with final 18:45 batonbearer to place the baton into the pedestal Master of Ceremonies interviews final batonbearer 18:46 2 min
Reading of official message by a CGS representative 18:48 2 min
Official welcome by a LA representative 18:50 2 min
Presentation of gift to LA by CGS representative 18:52 1 min Presentation of Team Scotland to CGS representative and LA 18:53 2 min representative by community representative (s) Performance by Games Mascot - Clyde 18:55 5 min Community program may take the form of: Community batonbearers photo 19:00 15 min Dignitaries photo Community entertainment Queen’s Baton departure ceremony 19:15 1 min Pedestal removal and backdrop pull down Post Baton Departure Program 19:15
Community entertainment program continues
Master of Ceremonies wrap up
End of Stage Program
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Sample Arrival Ceremony Script This information serves simply as a guide to the schedule of for the end of day ceremony. We encourage you to tailor your event to include elements which are unique to your community and showcase cultural diversity.
Official MASTER OF CEREMONIES: Welcome Honoured guests, ladies and gentlemen, boys and girls. (Official Opening may Welcome to today’s celebration of the Glasgow 2014 Queen’s Baton begin up to 1-2 Relay, the traditional curtain-raiser to the Commonwealth Games. The XX hours prior to (twentieth) Commonwealth Games will open in Glasgow, Scotland on 23 arrival of the July 2014 – that is in [insert #] days… baton) The vision of Glasgow 2014 is to stage a Queen’s Baton Relay which will engage, enthral and create an innovative platform for promoting the Games in Glasgow, Scotland, and across the Commonwealth. The Queen’s Baton Relay offers an unparalleled opportunity to showcase each nation and territory in the Commonwealth Family.
The QBR journey is a chance for Scotland and Glasgow to shine as economic, cultural and educational opportunities are created.
The baton, which contains Her Majesty’s message to the athletes, is on its way and will arrive here at around 6:45pm this evening.
The Glasgow 2014 Organising Committee, the Games’ organiser, wishes to thank [insert name of LA] for this evening’s event.
We are also proud to recognise the tremendous support of the Glasgow 2014 Sponsors who have contributed to make the relay possible: [display sponsor slide on screen Glasgow 2014 Sponsors where available]
On a local level, we would like to thank [insert local contributors if applicable] for their support of the Queen’s Baton Relay while it visits [insert name of LA]
To officially open today’s event, please welcome to the stage, [insert name and title of LA representative]
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Official LOCAL AUTHORITY REPRESENTATIVE: Opening Honoured guests, ladies and gentlemen, girls and boys.
As [title of LA representative] it is my honour and great pleasure to welcome everyone here today.
The Queen’s Baton Relay has been an integral part of the Commonwealth Games program for more than fifty years, since the 1958 Games in Cardiff, Wales.
The Queen’s Baton Relay has visited each of the other 69 nations or territories of the Commonwealth. The scale of this relay allows communities who have never before witnessed the spectacle of the celebration to participate in a festival of international proportions.
This global journey, which spans 288 days, will provide thousands of people throughout the Commonwealth with the opportunity to experience the spirit of friendship for which the Commonwealth Games is renowned.
We are delighted that the relay is visiting us here in [insert community] as it signals that the lead-up to the Games has begun. Please join with me in giving the Queen’s Baton Relay and all our performers this evening a warm and friendly welcome as we look ahead to Glasgow 2014. Enjoy!
Community MASTER OF CEREMONIES: Specific Announcement Thank you [insert name of LA representative]
Before we start todays entertainment please cast your eyes up to the screen to see the journey of the baton so far.
What an incredible journey the baton has been on so far.
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Anticipation MASTER OF CEREMONIES: Building If you’ve just joined us, welcome to today’s celebration of the Queen’s Baton Relay.
The XX (twentieth) Commonwealth Games will open in Glasgow, Scotland on 23 July 2014.
Assembled friends, while the baton draws closer, I would like to present to you a short film which highlights the journey of the relay so far…
Baton Arrival MASTER OF CEREMONIES: Ceremony The Queen’s Baton is now only minutes away! The person given the special honour of carrying the baton to the stage here in [insert community] is [insert batonbearer name].
He/she has been chosen in recognition of [insert reason for selection]
To greet [insert batonbearer name], please welcome to the stage [insert name(s) and title(s) of LA representative, CGS representative].
Batonbearer
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Batonbearer MASTER OF CEREMONIES: Interview Ladies and gentlemen, [insert name of batonbearer]!!
[insert name of batonbearer] how does it feel to be a batonbearer for Glasgow 2014 Commonwealth Games Queen’s Baton Relay? Tell us a little about your achievements in sport? Did you ever think you’d be carrying the baton? Are you looking forward to the Games in Glasgow?
Thank you - Now I’d like to request [insert name of CGS representative], from Commonwealth Games Scotland to say a few words to mark this special occasion. Baton Arrival COMMONWEALTH GAMES SCOTLAND REPRESENTATIVE: Ceremony - Pledge to the Honoured guests, ladies and gentlemen, boys and girls Athletes On behalf of Commonwealth Games Scotland, who are the host Host Commonwealth Games Association and Glasgow 2014 it is my great Community pleasure and honour to welcome everyone here today and thank [insert Thank You name of LA] and [insert name of LA representative] for all the events today Presentation in particular for organising this gathering of your local community here tonight.
I pay tribute to all the batonbearers, what a fantastic representation of your community they are and in particular today’s final batonbearer [insert name of batonbearer].
Local community support is the bedrock of community sport and of Team Scotland. Our team members come from all across Scotland and on behalf of them I thank you for your support and your part in their journey to the Games where I know they will continue to make us proud as previous Team members’ have done in the past where they will inspire future generation to take part in sport and who knows many may become future Team Scotland members.
The Commonwealth seeks to promote international understanding and world peace; the Commonwealth Games reflect these values. As well as supporting Team Scotland I call on everyone here to share the spirit of friendship of the Commonwealth Games and not only pledge your support to Team Scotland athletes but send a message of goodwill to all the athletes of the Commonwealth preparing to take part in the Games
On behalf of Commonwealth Games Scotland and Glasgow 2014 I would now like to request [insert name of LA representative] to accept this commemorative Queen’s Baton on behalf of [insert name of LA
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Baton Arrival MASTER OF CEREMONIES: Ceremony Thank you [insert name of CGS representative]
I’d like to request [insert name of LA representative], from [insert title of LA representative] to tell us what it means to have the Queen’s Baton here with us today in [insert community name]
Baton Arrival LOCAL AUTHORITY REPRESENTATIVE: Ceremony Honoured guests, ladies and gentlemen, girls and boys.
What an exciting day this is for [insert location]!
The [insert name of LA] is greatly honoured to be hosting an evening ceremony for the Glasgow 2014 Commonwealth Games Queen’s Baton Relay.
We are now an integral part of the Glasgow 2014 Queen’s Baton Relay story – and so a part of the world’s longest and most inclusive relay yet.
The Queen’s Baton Relay is all about celebrating community and honouring the batonbearers chosen to carry the baton from our local community.
It is the vital contributions to their communities made by these batonbearers, whether by helping others or providing inspiration to all, that makes a community like [Insert location/community name] such a great place to live.
Here in [insert name of LA] we have been working hard to ensure that the Games are everybody’s Games, and benefit families and businesses right here, as well as in the Host City.
[opportunity to list local athletes, legacy or other related projects the LA has developed].
I also call on all the people of [Insert location/community name] to share in the spirit of the Commonwealth Games – widely known across the Commonwealth of Nations as the ‘Friendly Games’….
And to continue your great support of this fantastic event.
Thank you.
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Presentation of MASTER OF CEREMONIES: Team Scotland and 2nd Team Thank you [insert name of CGS representative] Messages Before you, [insert name of batonbearer] and [insert name of LA representative] leave we have some messages of support for Team Scotland and also for [insert name of Local Authorities 2nd Team/s].
Letters, messages, poems, drawings and pictures of support for the athletes and officials of Team Scotland and each visiting Commonwealth Games Association have been collected throughout the [insert name of LA] and to present them
Please welcome [insert name of community representative 1] to present messages of support for Team Scotland
And also welcome [insert name of community representative 2] to present messages of support for [insert name of Local Authorities 2nd Team/s]
We kindly request these messages of support are forwarded on behalf of [insert name of LA] during the team welcoming ceremonies held at the Commonwealth Games Village in Glasgow.
Thank you [insert name of batonbearer, insert name of LA representative, insert name of CGS representative, insert name of community representative 1, insert name of community representative 2].
Glasgow 2014 MASTER OF CEREMONIES: Mascot Performance Ladies, gentlemen, boys and girls; we now have a very special guest who has one of the most important jobs in the Glasgow 2014 Commonwealth Games.
He's the friendly face who's there to help everyone enjoy events and proudly represent Scotland!
And today he is here to perform with us pleases welcome the Glasgow 2014 Games Mascot Clyde.
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Batonbearer MASTER OF CEREMONIES: Photograph Thank you Clyde – what an energetic performance – everyone put your hands together for Clyde the Mascot for Glasgow 2014 Commonwealth Games.
It’s almost time for the baton to depart but before it does I would like to recognise of all today’s community batonbearers and would ask them to come forward in their uniforms and pose for a group photo.
End of official MASTER OF CEREMONIES: proceedings Honoured guests, ladies and gentlemen it has come to that time where End of day we must farewell the baton. community celebration The baton will now be placed in its ceremonial case in depart in readiness form tomorrows event in [insert name of LA for next day]
Select from either option below
Option 1 That concludes this evening’s official Queen’s Baton Relay program.
On behalf of everybody involved with today’s celebration we wish you all a safe journey to your destination.
Option 2 Although the baton is leaving us that’s not the end of this evenings event.
We invite you to remain with us for a host of entertainment including:
Good evening.
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Performance Running Sheet – Pre Baton Arrival Below we have included a running sheet pre and post baton arrival. Please give consideration to the size of the stage/podium and the duration of changeover prior to completing the following forms.
Please forward your final plan of the community entertainment content to the Advance Team by 30 May 2014.
General Information Event Date Local Authority Name Local Authority Contact Phone Mobile Venue Name Venue Contact Phone Mobile
Act Information
Act # Name Duration 1 : Change over time : 2 : Change over time : 3 : Change over time : 4 : Change over time : 5 : Change over time : Total :
Act Description / Introduction
Act # 1 2 3 4 5
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Performance Running Sheet – Post Baton Departure Below we have included a running and post baton departure. Please give consideration to the size of the stage/podium and the duration of changeover prior to completing the following forms.
Please forward your final plan of the community entertainment content to the Advance Team by 30 May 2014.
General Information Event Date Local Authority Name Local Authority Contact Phone Mobile Venue Name Venue Contact Phone Mobile
Act Information
Act # Name Duration 1 : Change over time : 2 : Change over time : 3 : Change over time : 4 : Change over time : 5 : Change over time : Total :
Act Description / Introduction
Act # 1 2 3 4 5
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Evening Celebration Site Layout Each venue, each community and each day will be unique. However, there will be similarities at each end of day community celebration site. The size of each of these areas will be determined by the size of the venue, media interest and the type of end of day community celebration being planned. The diagram below shows a typical end of day community celebration layout consisting of the eight distinct areas:
1. Local Authority Stage/Podium Location for the Official QBR segment and program. A QBR backdrop and the baton the pedestal will be provided by the QBR Media Team Member. 2. Media Area An area approximately 5-10m from the stage/podium should be reserved to allow local, national and/or international media an unobstructed view of the official proceedings and community entertainment 3. VIP/Officials/Elderly Persons Seating Area An area could be positioned adjacent to the stage/podium and reserved for officials attending the ceremony. 4. Community Food Stalls For local clubs/groups to provide food for sale – if desired and approved by LA 5. Batonbearer Entry Corridor A 4 metre wide corridor defined by barricades or similar, providing safe access to the stage/podium for the final batonbearer 6. Toilets Existing and/or portable toilets sufficient for the needs of the crowd 7. Official Merchandise Area Depicts an area allocated for the official merchandise vehicle which would sell Glasgow 2014 Commonwealth Games and the QBR products. Note: Additional information to be provided when available 8. Community Area Constituting the remaining area and by far the largest component, this is the area where the community can congregate to view and partake in the community celebration
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Merchandise The end of day celebration sites could be the main focus for merchandise activities if LA desire. The product range available from the Glasgow 2014 merchandiser is a mixture of products relating to the Commonwealth Games and the QBR.
The Glasgow 2014 Official Product Range includes caps, polo shirts, t-shirts, pin badges, key rings, fridge magnets and of course our mascot Clyde. The aim of Glasgow 2014 is for all those involved with the QBR to access a piece of memorabilia to remember their experience.
Further documentation regarding product and price range is available from Ollie Aynsley at Venue Retail 2014 Ltd. Ollie can be contacted on 07814 178 036 or [email protected]
Please note there are also additional items which VRL can introduce you to.
Portable Backdrop Below is a graphical representation of the portable backdrop which is to be positioned behind the baton pedestal. The backdrop will be brought to your end of day community celebration by a member of the QBR Media Team.
Dimensions – Setup Length 2.5m Width 0.5m Height 2.1m Weight – 27kg
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Team Scotland Messages CGS is the lead body for Commonwealth Games sport in Scotland and they are responsible for selecting, preparing and managing Scotland’s team at the Commonwealth Games. Team Scotland will be announced 13 June 2014 a day before the commencement of QBR in Scotland 14 June 2014. Whilst in Scotland the QBR will be utilised to highlight the role of community sport and the links to Team Scotland.
Share the journey of Scotland's athletes across the length and breadth of the country as they make their way to the start line in Glasgow. Celebrate their successes and cheer them on as they push themselves to the limit and battle it out with their rivals for a coveted place on Team Scotland for the Glasgow 2014 Commonwealth Games.
Team Scotland aims to have its largest and most successful team ever this year in Glasgow. And with many of their athletes having experienced first-hand the excitement of a home Olympic Games at London 2012, with its packed venues full of a passionate home crowd, we are planning to replicate that national feel good factor right here in Scotland.
We know just how much Scots love their sport and how proud they are of their athletes, so come on and be a part of it! We would like to encourage your community to create letters, messages, poems, drawings and pictures of support for the athletes and officials for Team Scotland. A selection of these items can be presented to the CGS representative as part of the formal proceedings at your end of day community celebration.
Support a 2nd Team Messages Support a 2nd Team is a sportscotland initiative where each Commonwealth Games Association is linked to one of the 32 Local Authority areas in Scotland. The intention is to have a flexible programme providing opportunities for all Local Authorities and CGAs to create partnerships with these regions so each team feels welcome when in Scotland.
The support a 2nd Team concept: Is an aspiration to engage the LAs with the cultures of Commonwealth and further develop links with Commonwealth regions Provides an opportunity as part of the wider Games Legacy Is a flexible programme providing opportunities for creating partnerships with participating Commonwealth countries CGAs have been encouraged to become involved and to explore opportunities to integrate and enhance work they are already undertaking around the QBR
During the international sector of the relay the QBR team have been collecting photos with a support a 2nd team banner from each nation and territory and distributing them to each Local Authority. Now it’s your chance to reciprocate.
We would like to encourage your community to create letters, messages, poems, drawings and pictures of your communities support for the athletes and officials for each visiting Commonwealth Games Association. A selection of these items can be presented to the CGS representative as part of the formal proceedings at your end of day community celebration.
Schools can get involved in Support a 2nd Team through Education Scotland’s Game On website www.gameonscotland.org or through their local Active Schools team.
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Local Authority Guide sportscotland sportscotland is working with Glasgow 2014 and Glasgow Life on a campaign to deliver a “get involved in sport” message, which will be rolled out across Scotland. This will be promoted before, during and after the Games and will go which will go under the creative of “Unleash your sporty side”.
This campaign will be primarily delivered across digital mediums and through Games advertising, and will signpost people to sport and opportunities in local areas the length and breadth of the country. Also as an official part of the QBR, sportscotland will bring this campaign to life through activity that can add value and support community engagement during selected baton stops within each local authority.
The aim is to use the profile of, the QBR, Team Scotland and the Games to deliver a professional and coordinated promotional campaign that ultimately gets more people involved in sport. sportscotland believe a partnership approach is critical to the success of this activity and want to work with local partners to identify links to local authority and sport web pages, to signpost people to as well as what events in your area would be best supported during the QBR. sportscotland will be communicating with local partners to further this campaign.
For further information please contact Louise Mulholland, Communications Manager (Marketing), sportscotland ([email protected] / 0141 534 6581) or your LA sportscotland partnership manager.
Please note this offering has expanded since our initial communication around the QBR only and is now a larger campaign targeting a wider audience.
Voluntary Arts Scotland Across Scotland, over 10,000 voluntary arts groups meet on a regular basis in their local communities. Singers, quilters, pipers, knitters – a diverse range of arts and crafts activities that help nurture artistic talent, develop skills, sustain community venues and promote individual health and wellbeing. Voluntary Arts Scotland supports amateur arts activity in all its form and can provide information and advice to help groups run smoothly, connect voluntary arts activity across the country and champion the benefits of taking part in the arts.
Voluntary Arts Ambassadors are local representatives, they volunteer in many areas across Scotland to connect local self-led arts and craft groups with each other. They are enthusiastic connectors to encourage their local arts groups to participate in the QBR celebrations and to also coordinate performances by local arts groups, such as dance groups and community choirs to support your events.
Visit them online at www.vascotland.org.uk, on twitter @VAScotland, on facebook, email [email protected] or telephone 0131 561 7333.
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Sustainability Guidelines Glasgow 2014 has an obligation to stage a Commonwealth Games with responsible sustainability standards which: Minimise impact on the environment and, where possible, seek opportunities that will enhance the environment Create a new generation of sporting enthusiasts in Glasgow, Scotland and throughout the Commonwealth Stimulate a positive social and economic impact from infrastructure development activities of the Games
Glasgow 2014 and its partners will deliver these aspirations by approaching the delivery activity with a focus on sustainable development, specifically taking into account socio- cultural, economic and environmental considerations when and wherever possible.
By adopting this approach we recognise that there are opportunities to: Promote healthy living Mitigate the Games impact on climate change Provide a true sport celebration that is inclusive and accessible Provide an atmosphere that will enable the athletes competing at the Games to perform at their highest potential Deliver the foundation for Glasgow City and Scotland to have sustainable legacies
In relation to the QBR there are a number of initiatives that can be implemented to support the OC’s sustainability aspirations and to ensure that the QBR is run in a truly sustainable way. The main objective of the guidelines is to provide a suite of strategic recommendations that complement the OC’s Environment & Sustainability Policy, and guide the development of mitigation strategies relating to key impacts that could be the result of QBR related activities.
Outdoor Balloon and Sky Lantern Releases Outdoor balloon and sky lantern releases are often regarded as impressive visual displays and are popular at celebrations and events. However, the negative impact of these displays can last far longer than the visual spectacle. The materials in the balloons and lanterns can cause unsightly litter in the environment and cause a serious and real danger to wildlife on the land and in the sea.
Glasgow 2014 will not carry out outdoor balloon or sky lantern releases during any of their activities including; Ceremonies, Marketing, QBR and Festival 2014. Furthermore we strongly urge all events associated with the Glasgow 2014 Commonwealth Games Celebrations to follow their example and discourage such releases from their events.
For further information on the dangers and impact of balloon and sky lantern releases and alternative ideas please see the Marine Conservation Society’s ‘Don’t Let Go’ Campaign website www.mcsuk.org/url/dontletgo
Waste, Energy and Awareness Special emphasis has been laid on waste, energy and awareness. We believe these initiatives can be implementable across Local Authorities and will help the OC achieve its sustainability targets. Glasgow 2014 hopes that Local Authorities strive towards the implementation of the following initiatives as much as possible.
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Emphasis Initiative Potential Impact Energy All technologies (products such as air Reduced carbon conditioners, servers etc.) to be energy dioxide and air pollution efficient by way of energy star ratings, levels. refrigeration to be free of ozone depleting Use of energy efficient substances (ODS) items with prolonged life Energy efficient lighting to be in the form of leading to reduction in LEDs, CFLs and TL5s. waste footprint. Generators to be energy efficient, and Provide evidence of the diesel generators to be fitted with use of renewable energy particulate filters. where practicable. Publicity to be provided where energy from renewable sources has been used. Material Banners: Use of recyclable / bio- Reduction in waste Usage degradable materials for banners & footprint posters etc. Banners to be re-used where Movement towards practicable. ethically sourced Only recyclable / biodegradable material materials. to be used for dishware cutlery, glassware, Demonstration of use of coffee stirrers & straws locally sourced, Only recyclable / biodegradable material sustainable food and to be used for packaging food. beverage. Locally sourced food and beverage to be used where available and where practicable. Adherence to the OC Procurement Sustainability Policy where practicable. Tickets (of any form) to be made from recyclable paper To have directives behind the tickets on proper waste disposal & zero plastic Waste Where events are being conducted it is Zero waste to landfill & Management expected the LA will provide trained reduction in Waste personnel to clean, collect and segregate footprint waste, pre & post event. Segregated waste to be routed towards appropriate treatment facilities such as recycling plants, organic waste converters, biomethanation plants, RDF plants etc. Segregated waste must be of a type that is easily treatable within the country of origin. Emphasis to be put on the zero waste hierarchy of ‘Reduce, Reuse and Recycle’.
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Emphasis Initiative Potential Impact Public Sustainability initiatives posters; some using Newsletters will highlight Awareness traditional pamphlets and newsletters initiatives undertaken by (printed on recycled paper), etc. to be the OC towards a truly distributed amongst the members involved sustainable Games. with the LA and the general public on the Sensitisation on International Sector as far as possible. sustainability through Use of other communication strategies, posters and pamphlets such as social media, apps, television and radio communication campaigns where practicable and useful.
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Community Planning Timelines The activities each community will undertake in preparation of the baton’s arrival will vary depending on where the community falls on the relay route. These considerations will affect the organisation by the planning group. Since the relay runs over 40 days the planning stages of the celebrations are based on ‘time to event’.
The following planning timeline is intended as a guide and should be tailored by communities to meet the objectives of organising and mobilising the greatest numbers of people to participate in the QBR. An example of an appropriate activity is to involve schools that are still in session when the baton passes through the area.
Generally, the communities in the first several weeks of the QBR have to devote more time and energy to the planning of activities in their communities. As they do not have the benefit of media coverage and word of mouth that is afforded to later communities on the relay route.
The following is a breakdown of the various time component stages leading up to the relay; subsequent pages describe each stage in more detail:
Form planning group Community awareness Ceremony theme Ceremony organisation Volunteer recruitment Crowd building Run the event
October
2013 November
December
January
February
March
2014 April
May
June
July
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Forming a Planning Group
October 2013 – December 2013
Focus During this period (which may well be completed) the organising planning group will be formed.
Activities The organisation of the planning group should have commenced after the first visit by the Glasgow 2014 Advance Manager. This visit should have occurred between October 2013 and December 2013 inclusive.
The following activities should be performed during this period: Designate (or volunteered) a LA staff member to head the planning group Identify community groups which should be involved and/or represented in the planning group Identity external groups/parties which should be involved and/or represented in the planning group Consider which local communities and neighbourhood contacts should be invited to join the planning group Contact all groups/parties to source a representative Invite all identified representatives Conduct initial meeting for introductions, overview and information session Distribute contact sheets Designate planning group positions Set regular meetings and location (either weekly or fortnightly) Designate responsibilities (see below).
Below is a list of responsibilities that may require delegating to individual planning group members, smaller teams or throughout the entire group: Permits and approvals Volunteer recruitment Traffic management Media / public relations Entertainment / speakers Crowd management Street dressing Community awareness Waste management.
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Community Awareness
March 2014 – July 2014
Focus With the route now public knowledge the driving factor behind this phase is to build and maintain the local and regional awareness of your involvement in the QBR and the Commonwealth Games and encourage your community to nominate for community batonbearer places.
Activities By working with Glasgow 2014 the planning group should implement several stages of awareness and publicity. These stages are detailed in later parts, but focus more on national campaigns rather than individual community and towns. The goal of the planning group should be to extend these promotion/awareness campaigns into their local and regional areas.
These activities should commence no later than May 2013 and continue through to the commencement of the Commonwealth Games. Remember that the baton is coming to your community so you can be a part of the Commonwealth Games, we don’t want everyone to forget about it all once the baton has moved on to the next town.
The following activities should be performed during this period: Read and discuss the marketing and media relations documentation Consider how the awareness campaigns can be extended into local and surrounding communities Formulate and execute strategies on how to achieve these campaign extensions Create a community and media contacts list along the route Consider other means of creating awareness (see below) Formulate strategies on how to achieve this awareness Develop an awareness calendar dictating when different campaigns should be organised and executed Execute awareness campaigns as stipulated in calendar Conduct a self-assessment of awareness program effectiveness Compile media coverage and forward to the Relay Media Manager.
Below is a list of suggested means to create awareness throughout your community: Local press media, radio and television Create a daily countdown to the baton’s arrival Promote batonbearer nominations and successful applicants Promote the international route of the baton Promote your end of day community celebration Speak to local schools/community groups/care homes/businesses (word of mouth) Create posters or information fliers for billboards/shop fronts/letter box drop.
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Ceremony Theme
March 2014 – July 2014
Focus The focus of this period is to conceive and develop the theme of your end of day community celebration.
Activities Before diving into the organisation and development of the end of day community celebration the planning group need to decide the theme the evening will encompass. This may require several brain storming and exploratory group session to finalise. The scope and breadth of the theme should also be considered for feasibility, taking into account time and monetary issues.
The planning group can start developing the ceremony theme at any time but it should be decided no later than April 2014 to allow enough time to organise the ceremony.
The following activities should be performed during this period: Gather regional and historical information Group sessions to generate theme ideas based on the information gathered Select several key themes to pursue Explore key themes for feasibility Develop financial estimates for key themes Finalise theme based on feasibility and financial exploration and submit to your Glasgow 2014 Advance Manager.
Below are a few guidelines and rules to deciding the ceremony theme: The theme should reflect the history and/or culture of the town and/or region All entertainment should be sourced locally Where possible, all entertainment materials should be sourced locally Glasgow 2014 is not responsible for entertainment material costs (i.e. props, instruments, costumes, promotional materials, additional sound production) Guest speakers should reflect the theme Maintain political, religious and cultural correctness, hence appealing to the wider community The theme should allow a variety of performances to appeal to every age, gender and background Select a theme the town and/or region are proud of or recognise.
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Ceremony Organisation
May 2014 – July 2014
Focus During this phase the development, sourcing and organisation of the end of day community celebration will be driven by your theme while monitoring finances and liaising with performers and suppliers. Activities
Once the theme has been decided planning and organisation of the ceremony can begin. This stage will encompass program development, finding performers, sourcing equipment, inviting guest speakers and reviewing everything over and over.
The organisation can basically start once the theme has been decided, although certain aspects may be possible prior to this being finalised. Your aim should be to have the entire ceremony completed at least 30 days prior to the baton’s arrival. This will allow time for rehearsals and for the planning group to focus on crowd building.
The following activities should be performed during this period: Program design Investigate other events occurring that day and contact organisers Source guest speakers and performers (see below) Formalise program to fit performers and speakers, then send program to your Advance Manager Organise back up guest speaker & performers Submit stage/podium performance running sheet to Glasgow 2014 Design/develop/source/create theming equipment Source/create additional entertainment equipment (ie. props, instruments) Create resource contacts lists Maintain all financial records Perform rehearsals leading up to the ceremony Organise site access/waivers and permits (where required) Finalise site plan Arrange for additional sanitary facilities (if required) Develop a crowd management plan for the anticipated attendance Finalise traffic management plans and personnel with police, public works and transportation Organise clean-up crews for site and route
Below is a list of suggestions for sourcing performers: Hold a talent quest based on the theme Seek professional performers Speak to schools Speak to community groups Speak to professional organisations Seek support from Culture 2014 groups and artist Seek support from Voluntary Arts Scotland
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Volunteer Recruitment
May 2014 – July 2014
Focus During this period a number of volunteers may need to be sourced to assist with the end of day community celebration.
Activities The local planning group may need to source several volunteers to assist on the day and with the end of day community celebration.
Although two months are dedicated to this task it may require more or less time to organise. However, it is important that the volunteers are secured at least two weeks prior to the arrival of the baton.
You may have tasks suitable for volunteers prior to this period, such as costume design and creation, prop design and construction, flyer and/or poster design and creation or mail outs. Recruiting volunteers for these tasks is encouraged, thus involving more people.
The following activities should be performed during this period: Source/advertise for volunteers if required (see below) Screen applicants for motivation and availability Notify successful applicants Create information sheets for volunteers Hold a meet and greet/information session
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Building Public Awareness
May 2014 – July 2014
Focus The focus here is to drive hard the public awareness campaign to boost crowds along the route and at the end of day community celebration.
Activities The activities of this phase align themselves with the community awareness activities. This task is separate to emphasise the importance of this phase and the commitment required from the planning group. Ideally the end of day community celebration will be finalised permitting the planning group members the necessary time to thoroughly execute crowd building activities.
This should see street dressing come into full effect, promotional fliers and posters being distributed, frequent media publications, interviews and word of mouth spreading like wild fire, generally setting the buzz around town.
This should commence around two months prior to the arrival of the baton, and should continue once it’s departed to lead into the Commonwealth Games. You can of course start earlier than this but it may be difficult to maintain a high level of excitement for an extended period of time.
The following activities should be performed, where possible and applicable, during this period: Put up street dressing Promote the QBR route Place notifications in local media Use social media avenues Promote the performers and end of day community celebration Distribute traffic management plans to community Hand out fliers and maps along route in the days leading up Put up end of day community celebration posters on notice boards and shop fronts Perform a letter box drop of information fliers and maps along route Contact hospital and medical centres and inform them of the QBR plans Speak at community groups, schools, town organisations and businesses to inform them of event plans and activities.
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Run of Event
June 2014 – July 2014
Focus This is the actual staging and running of the end of day community celebration and preparation of the baton’s journey through your town and/or region.
Activities This is bringing everything together for the main event. Confirming everyone’s roles and times, finalising running sheets, setting up the route and end of day community celebration site, and all those other details too numerous to mention.
This will basically run over the week leading up to the batons’ arrival, but it never hurts to be too prepared. A planning group meeting should be scheduled 24 hours prior to the baton’s arrival to meet with the QBR Media Team Member.
Following the celebrations, the planning group should meet again to run evaluation discussions, send thank you letters out and create a post event report for the LA, media and Glasgow 2014.
The following activities should be performed during this period: Confirm performers Confirm guest speakers Confirm suppliers Liaise with QBR Media Team Create running sheets for planning group, volunteers and the stage/podium Meeting with planning group, police and QBR Media Officer Have a full dress rehearsal with all performers and speakers Hang/hand out last minute street dressing Dress end of day community celebration site Manage volunteers Manage performers Manage media Liaise with Glasgow 2014 staff Partake in festivities Perform final site inspection Perform event evaluation Send out thank you letter to guest speakers, performers, suppliers and volunteers, where applicable Create post event report
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Marketing Guidelines With the venue for the end of day community celebration being selected, communities will begin focussing on more detailed event planning. To assist LA in this next phase, we would like to provide you with further guidelines to assist in securing resources for your end of day community celebration.
The following marketing guidelines are to be read in conjunction with the existing conditions and information contained in the ‘Memorandum of Understanding’. This document has been prepared with the primary objective of providing communities with additional guidance for their end of day community celebration.
Additional to these guidelines are the details of the Glasgow 2014 QBR marketing plan. By outlining our own strategies and release dates, we hope the planning group can align its own community awareness plans with ours. This would then coincide with national campaigns and awareness materials Glasgow 2014 will be sending out at these times.
Local Authority Marketing Toolkit An online marketing toolkit has been designed to aid LA’s in regional promotion of the Queen’s Baton Relay. It contains essential information about the application of the QBR logo as well as optional assets that may serve to enhance LA communications. It should only be used for the purpose of promoting the QBR and, in particular, the items should not be used by any commercial organisation or business in any other manner.
The contents of the toolkit are as follows: Brand Kit – Brand Guidelines and all QBR logo versions available for download. Free-to-use Promotional Images – A selection of high resolution images from the baton’s journey to date have been made available for use in QBR posters, adverts, articles or other materials. Social Media Guidelines – Find out about how you can promote your QBR event on social media. Empty Belly Poster – Print out more copies of the official poster if required.
The toolkit is available at www.Glasgow2014.com/relaytoolkit - Password: b4tonr3l4y
As outlined in the toolkit, for brand queries and approval of all QBR logo usage email [email protected]
Supporters’ Kit A DIY community toolkit has been developed so that local organisations and event-goers can prepare their own collateral to bring along as they support the QBR. This fun promotional toolkit includes branded megaphones, headbands, banners and more that can be printed and customised at home.
This kit will be promoted as part of the Glasgow 2014 Let’s Hear You campaign in May and June but is also a handy toolkit for circulation by the LA in their own community.
From May 12 the Queen’s Baton Relay Supporters’ Kit is available to download at www.glasgow2014.com/joinin
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Queen’s Baton Relay Branding Principles
Process All materials should be sent to [email protected] for approval.
Key Principles The logo is the asset that you must include on your QBR marketing materials including posters, flyers, and event dressing. You are welcome to use the QBR colours but this is not obligatory Do not include the Queen’s Baton Relay logo as a composite or lock up with any other partner. The logo should appear on the same material as the council logo but with some distance between the two The use of any other commercial logos on QBR materials must be approved by the Organising Committee You are welcome to use the free-to-use imagery on your QBR materials. No credit information is required The QBR logo must not be used on any merchandise or promotions related to your event.
Games for Scotland Games for Scotland events as part of the Queen’s Baton Relay programme are branded separately. Please contact EventScotland at [email protected] for more information.
Local Authority Recognition Glasgow 2014 recognises that the Local Authority is a legitimate business partner expending considerable resources staging the community celebrations and provides logistical support for the QBR.
Therefore, Glasgow 2014 has given the LA a designation to use as a statement of fact in various communication elements. All communication elements are to be used on community awareness activities.
The LA is Glasgow 2014 official voice at a community level and shall assist Glasgow 2014 in building awareness and promoting the arrival of the QBR within the region.
Local Authorities are permitted to use the following designation subject to the rules and general conditions set out below concerning its use. The use of the designation mentioned below will help mark the baton’s journey through your region and increase the level of awareness and interest within the community.
For the avoidance of doubt, the LA may not use any Glasgow 2014 mark and/or logo, without the express written permission of Glasgow 2014.
For approval of any artwork containing the QBR mark and/or logo, please contact our marketing team at [email protected].
The LA is permitted to use the following designation subject to the general conditions concerning its use set out in the following table:
Designation: Official Host Community – The Queen’s Baton Relay
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Designation Use
Designation: Official Host Community – The Queen’s Baton Relay
The designation is to be used only for community awareness and can be applied to the following communication elements:
Communication Elements Permitted Use Comments Font, size and layout requires approval by Local Authority letterhead Glasgow 2014 Font, size and layout requires approval by Local Authority envelopes Glasgow 2014 Local Authority facsimile Font, size and layout requires approval by cover Glasgow 2014 Use on official LA newsletter only. No other Local Authority newsletter commercial logos can appear unless approved by Glasgow 2014 Only in LA documents which are distributed Local Authority documents internally Content must be 100% community; no Community Welcome sign commercial or other logos or association can appear “x days until the baton visits our Community” or “The Queen’s Baton Relay arrives in our Community on x/x/2014” Community Countdown sign / banner Sign and content 100% community, position to be approved by Glasgow 2014, surrounding signage to be free from commercial messages or logos Sign and content 100% community, free from Town Hall signage commercial messages or logos, position to be approved by Glasgow 2014 Posters must be relevant to the relay, 100% Posters LA content, free from commercial messages or logos Only Glasgow 2014’s official concessionaire Merchandise No can sell merchandise relating to Games and the Queen’s Baton Relay
General Conditions as to Permit use of the Designation: The LA may only use the designation following the execution of the Memorandum of Understanding between Glasgow 2014 and the LA in respect of the QBR The LA shall not use the designation after 31 August 2014 The designations must not be used in connection with any commercial activities of the LA or any other party The LA may not use any Glasgow 2014 mark and/or logo, without the express written permission of Glasgow 2014. 55 Queen’s Baton Relay
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Social Media Principles for use of Designation We actively encourage Local Authorities to take part in social media activity to engage with the public and other stakeholders by sharing updates, news and content across social channels.
Our aims are: To drive awareness of the QBR – educate, inform, inspire To build, capture and present the breadth and excitement of the relay
We will be using a variety of different social media channels to promote the QBR. Our current sites for Facebook and Pinterest will house content for the QBR and we have also launched a dedicated Instagram page and QBR twitter feed - @batonrelay2014.
There are several key elements that need to be taken into account to ensure any messages that Local Authorities send out concerning any aspect of the QBR are consistent in tone, manner and style and protect the brands and the key stakeholders involved. Please note that given the on-going evolution of online communication channels, these guidelines are subject to change.
Social Media General Guidelines The LA should follow their in-house social media guidelines first and foremost. The following are additional guidelines only to be applied to the QBR. Do not display the QBR logo: when using any social media channels, such as Twitter, Facebook and LinkedIn you can include references to the QBR but you must not display the QBR logo on your social media profile or avatar. In the toolkit, we have provided you with images for Twitter and Facebook that you can use on social media profiles. Use an appropriate tone: The tone for the QBR should be friendly, knowledgeable and genuine Use disclaimers: let readers know that your views are yours only and not necessarily the views of Glasgow 2014 Be judicious - do not post confidential information: do not post or discuss confidential information about Glasgow 2014 or any of its partners Don’t breach trademark: do not post any logos, text or other marks that would infringe upon the intellectual property/rights of Glasgow 2014. Use links and references: when creating content, be sure to include useful links and reference material. If you are linking to Glasgow 2014 website please use this link – glasgow2014.com/baton-relay
Additional Best Practice Guidelines for Twitter The general principles outlined above should be applied to all social media channels. The following guidelines just apply to Twitter: Use the QBR hash tag: when creating a tweet that is referencing anything to do with the QBR please use the appropriate hash tag, #batonrelay
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Sponsorship Considerations Glasgow 2014 is particularly concerned with ambush marketing issues and protecting the rights of its sponsors. Ambush marketing refers to the unauthorised association with the Games. This activity is of particular concern to Glasgow 2014 because it is damaging to the successful staging of the QBR, Glasgow 2014 Commonwealth Games and to the rights of official relay and Games sponsors and licensees.
The terms of the QBR planning paper stipulate that ‘no conflicting sponsorship signage should be visible at the venue’. Where product signage is present, Glasgow 2014 will ask for LA to extinguish these rights for the duration of the end of day community celebration. Where it is not possible, you will need to advise Glasgow 2014.
The Glasgow 2014 website http://www.glasgow2014.com/games/our-sponsors is updated regularly to assist you in identifying potential problem areas.
We would ask LA to adhere to the following guidelines: That it does not enter into any sponsorship, marketing or merchandising arrangements in connection with the QBR without the written approval of Glasgow 2014 That it will not either directly or indirectly engage in any form of ambush marketing To cooperate with Glasgow 2014 in its endeavours to minimise any ambush marketing activities To promptly notify Glasgow 2014 if it becomes aware of any suspected ambush marketing activities of other parties.
Some examples of ambush marketing activities which would be of concern to Glasgow 2014 include: Street vendor sale or giveaway of promotional material/sample products of non-Games sponsors Commercial signage displayed in store fronts, painted on walls or in prominent areas that is not already existing Fliers advertising non-Games sponsors distributed within or around venue Vehicles carrying signage of non-Games corporate identification parked near venue Large blocks of spectators lining the route in view of television cameras dressed in corporate and conflicting uniform Advertisements in local newspapers claiming support of, and association with, the relay by businesses who are non-Games sponsors.
Sponsor Displays and Corporate Hospitality Sponsors associated with the QBR may wish to establish a retail or promotional presence on site. This will vary depending on the size of the site and expected attendance.
Glasgow 2014 has set guidelines with the QBR sponsors as follows: All sponsor requests for on-site activities must be directed through Glasgow 2014 for approval Approval for use of space will be in consultation with the applicable LA LA to provide space, dependent on site size, within the end of day community celebration location for the relay approved sponsor activities LA may charge sponsors the appropriate site fee, provided the fee is not greater than that charged to other concessionaires.
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Local Contributors Glasgow 2014 will grant limited recognition rights to local contributors who assist with the staging of the end of day community celebration in your community. However, Glasgow 2014 must approve in writing all contributors and the recognition of these contributors at end of day community celebration sites. Glasgow 2014 may be prepared to grant limited recognition rights to a business or person who is prepared to assist with funding the staging of the end of day community celebration (‘the local contributor’).
The LA can approach local businesses to become a local contributor. The LA shall also use its reasonable endeavours to identify appropriate opportunities for sponsors to provide funding as local contributors or become involved in their local community end of day community celebration.
To protect the rights of the sponsors, Glasgow 2014 will not approve any proposal for a local contributor whose business conflicts with the QBR and or Glasgow 2014 sponsors and no recognition rights shall be granted to any person or business where the level of investment/contribution is minimal.
The minimum value of a Local Contributor in order to gain recognition is £2,000. This contribution can be in the form of cash and/or product or services. Any contribution below £2,000 will be considered a donation and thus no associated recognition rights will be granted.
If your community intends to secure support of local businesses, please complete the Local Contributors Approval Form and forward to your Advance Manager for approval.
If approved, Glasgow 2014 may grant official recognition to the local contributor including some or all of the following: Verbal recognition in the end of day community celebration Recognition in approved LA newsletters (both before and after the relay) Recognition through social media Recognition on your LA website Acknowledgement on a Local Contributor Board
All funds raised from Local Contributors must go towards the promotion and staging of the QBR evening ceremony.
Other than the Local Contributor Board no other branding or signage will be allowed at the ceremony site. Only those contributors who have been pre-approved by Glasgow 2014 will be permitted on the board.
Once your Local Contributors have been approved in writing you will be able to create your panels to insert onto your Local Contributor Board.
When creating your Local Contributors Board it must meet the dimensions stipulated below. It may be one, two or three sided (dependant on the number of contributors you have) and the total height and width of the board cannot exceed 2000mm and 1200mm respectively.
When creating your panels they must meet the dimensions stated below and must contain text only. No other branding or logos are permitted. Panels up to 1000mm x 120mm with 100mm typeface.
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Local Contributor – Board
Queen’s Baton Relay Community Celebration Contributors
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Spacing (50mm)
Local Contributor Name (1000mm x 120mm)
Board Information:
Recommended size: 2000mm high x 1200mm wide
Fits: 8 Panels (each 1000mm length x 120mm high)
Typeface height: 100mm
Font style: Arial – note no logos permitted
Layout: Centred
Typeface colour: Black
Typeface case: Uppercase
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Local Contributor – Approval Form
Please note: Minimum value of Local Contributor investment needs to be greater than £2,000 in order to gain recognition One form required per local contributor
Please return information to Glasgow 2014 before 30 May 2014 for approval.
Local Authority Details
Local Authority Name
Ceremony Date / / Location Town/City:
Day No. Site Name:
Local Authority Contact
Local Contributor Details
Company Contact
Business Category
Products/Services
Phone Email
Cash Value of Investment £ Goods/Services £
Office Use Only
Advance Manager: Date:
Comments:
Legal Team: Date:
Comments:
Approved Not Approved
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Food, Beverage and Product Suppliers LA may appoint operators for food, beverage or product outlets at the end of day community celebration site on the following conditions: LA may charge operators an appropriate site rental fee All outlet designs and any outlet signage are subject to Glasgow 2014 prior written approval LA must ensure that the proposed concessionaire products do not conflict with Glasgow 2014 sponsors who provide food beverage or products A comprehensive list of Glasgow 2014 sponsors can also be found on the Glasgow 2014 website http://www.glasgow2014.com/games/our-sponsors. Should you have any queries regarding potential conflicts for supply of food, beverage or products at your celebration please do not hesitate to contact your Glasgow 2014 Advance Manager.
Please return information to Glasgow 2014 before 30 May 2014 for approval.
Local Authority Details Local Authority Name Ceremony Date / / Location Town/City: Day No. Site Name: Local Authority Contact Local Concessionaire Details Company Name Phone Signage to be Displayed Food/Beverages for Sale
Office Use Only
Advance Manager: Date: Comments:
Legal Team: Date:
Comments:
Approved Not Approved
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Glasgow 2014 Sponsor Family
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Games Sponsor Family Listed below are the various Games partners and sponsors as at the date of the LA Guide. The LA acknowledges that the list is subject to variation.
Sponsor Category Longines Timing Partner SSE Energy Partner Emirates Airline Partner Virgin Media Mobile Telecommunications Partner BP Oil and Gas Partner Advanced Fuel Partner – Queen's Baton Relay Ford Automotive Partner Automotive Partner – Queen's Baton Relay Harper Macleod LLP Legal Advisers Search Consultancy Recruitment Consultancy EY Professional Advisors Atos Games Management Systems & Games Information Systems Supporter Dell IT Hardware and Data Centre Supporter Toshiba TEC Office Automation Equipment Supporter A.G. Barr Soft Drinks Provider NVT Group Technology Services Integrator Cisco Network Infrastructure Supporter Selex ES Protective Perimeter Security Supporter Aggreko Temporary Power Supporter ScotRail Supporter Passenger Rail Services First Bus Official Supporter Bus Services RGS Furniture Provider Trespass Casual Uniform Provider Riedel Radio Communications Services Provider Ticketmaster Ticketing Services Provider Sports Technology Large Video Screens and Audio Services Provider ICON Look, Wayfinding and Signage Services Provider Boston Networks Cabling Services Provider Gymnova Gymnastics Equipment Provider DB Schenker Logistics Provider Malcolm Construction Construction Provider Arena Group Temporary Seating Provider GL Events Field & Lawn Temporary Structures Provider John Lewis Department Store Provider Rapiscan Security Screening Equipment Provider Yonex Badminton Equipment and Services Provider Heineken Official Beer and Cider Provider
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Marketing Plan There will be three phases of activity for the roll out of marketing and communications for the QBR.
Phase 1: Anticipation October 2013 – January 2014 The primary objectives of the anticipation stage are to create initial awareness of both the Commonwealth Games and the QBR while also promoting their goals.
The relay began from Buckingham Palace in London on 9 October 2013 where Her Majesty Queen Elizabeth II placed Her message to the Commonwealth into the baton. The baton then departed the next day from Glasgow for its epic 288 day journey throughout the Commonwealth.
Coinciding with the departure from Glasgow on the 10 October 2013 was the announcement of the domestic sector route and the opening of nominations for the community batonbearer nomination process.
During the anticipation phase, media coverage of the baton visiting the other Commonwealth nations and territories has provided Glasgow 2014 and overseas stakeholders with opportunities for ongoing editorial publicity.
Phase 2: Excitement March – June 2014 Across Scotland, the community excitement phase began building momentum with the announcement on 21 March 2014 of the villages, towns and cities the baton would visit throughout Scotland and continued with the notification of the successful community batonbearers on 31 March 2014.
The excitement overseas builds as the baton approaches each nation and territory the baton will visit. This can be reflected in Scotland by Local Authorities feeding a daily countdown as to its location. As the baton approaches Scotland, stakeholder and sponsor advertising will gear up and crowd building strategies will be in place to ensure crowds of people line the relay route and attend their end of day community celebration.
Phase 3: Celebration June – July 2014 As the baton travels across the Commonwealth, publicity efforts will focus on creating a significant volume of positive local, national and international media coverage of the event and events. There will be a national two week countdown campaign to the arrival of the baton in Scotland on 14 June 2014. Local street level routes will be released six weeks prior to the baton’s arrival in each community.
During the celebration phase, the Glasgow 2014 brand and ambush marketing protection programs will be vigorously enforced, with any breaches being reported to Glasgow 2014.
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Key Messages Note: the following text is taken from the Domestic Sector Factsheet, which contains key relay facts and messages and appears earlier in this Guide.
Commonwealth Games Scotland and the Glasgow 2014 Organising Committee are bringing the baton home to Scotland.
On 9 October 2013, the Glasgow 2014 Queen’s Baton Relay set off on its journey around all 70 nations and territories of the Commonwealth. The International Sector of the journey lasts 248 days, covers more than 190,000 kilometres and crosses continents, terrains and time zones.
On Saturday 14 June 2014, the baton enters the final straight. It comes home to Scotland and will spend a further 40 days visiting communities in all 32 Local Authority areas. Delivered in partnership with CGS, the final leg of the relay brings the host nation one step closer to the thrill of the Games, building anticipation and an enormous sense of pride.
The Domestic Sector of the Queen’s Baton Relay showcases all that Scotland and Glasgow have to offer — from stunning scenery and architecture to famous culture and hospitality. It gives the people of Scotland the chance to come out and line the streets, showing their support for Team Scotland and the Games.
Crossing the border from England, the relay will travel the length and breadth of Scotland through breath taking landscapes. Covering more than 4,000 kilometres across land, air and sea, the baton will visit the country’s most iconic destinations. From windswept coastlines to mountain passes to bustling city centres, the Scottish leg of the journey will be filled with striking vistas and community celebration.
Up to 4,000 batonbearers will have the honour of carrying the baton, including those nominated in recognition of their contributions to local sport, community and youth. The batonbearer nomination and selection process is supported by CGS.
Approximately 100 batonbearers will carry the baton each day, and the relay will reach hundreds of villages, towns and cities during its 40 days in Scotland.
The relay will reflect the important role that sport plays in local communities by visiting schools, sporting venues and leisure & recreation centres, with events and activities supported by the sportscotland Active Schools Network.
From festivals to sports days to decorating the high street, people will be able mark the baton’s arrival in all sorts of creative and inspiring ways. As the relay is embraced by communities all over Scotland, it will act as an exciting, dramatic and inclusive countdown to the Games.
The 288 day relay concludes on 23 July 2014 at the Opening Ceremony, when the baton is delivered back to Her Majesty The Queen. After reading Her message of welcome to the athletes of the Commonwealth, the Games will officially begin.
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Media Relations The QBR will offer a unique opportunity for the people of Scotland to participate in the XX Commonwealth Games being held in Glasgow in 2014. Together with its associated community celebrations, the QBR will allow millions of people a chance to be directly involved in the Games. The relay’s unique journey will also showcase the diverse history, cultures and geography of Scotland to the world.
This section outlines the media relations activities that will be undertaken to generate publicity for the QBR. Glasgow 2014 recognises the success of the relay will, in part, be determined by the level and nature of coverage generated each day. In addition, it is important that those members of the public who are unable to participate directly in the relay have an opportunity to follow its journey through positive media coverage.
By working closely with LA’s and its commercial partners, the QBR Media Team aims to: Secure the involvement of all people across Scotland, engaging them in the spirit of the Commonwealth Games and being ‘united by the moment’ Raise awareness and support for Team Scotland athletes representing Scotland at the Games Generate excitement and support for the Commonwealth Games and the athletes from across Scotland selected to compete Ensure excellent crowd attendance along the relay route and at evening ceremonies Showcase the rich diversity of the nation at home and around the world Deliver a pre-Games publicity program that generates positive media coverage and community awareness and support for the Games by promoting an inclusive Games across Scotland.
The consistency of communication will maximise the benefits accruing to all organisations associated with the relay, including LAs and commercial partners. To achieve consistency, Glasgow 2014 will lead and coordinate media relations, while any publicity activity on a local level, should be coordinated by the LA in association with relay Media Team. All media enquiries should be directed to the QBR Media Team.
Official Photography Team An official photographer will travel with the relay recording the progress of the baton from Buckingham Place to the Opening Ceremony. Photographs will be displayed on the Games’ website, Flickr, Twitter and will be made available to news media through wire services.
Broadcast Video Crew For its journey across Scotland, the relay will be accompanied by its own broadcast video crew. Each day, the video crew will capture the highlights of the day, making them available to broadcasters worldwide for television, news and feature stories. This timing will allow for the day’s highlights to be featured on evening regional news programs around Scotland.
Media Services Vehicle Travelling immediately in front of the batonbearer, the media services vehicle provides journalists and newspaper photographers a grandstand view of the relay. As space on the media services vehicle is very limited, access is controlled by a media accreditation system which will be coordinated by the relay Media Team. Media will be hosted on the media services vehicle by a member of the relay’s Media Team. Members of the news media can request access to the media vehicle by emailing [email protected]
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Media Facilities at Community Celebration Sites At end of day community celebration sites the media should be positioned to provide an unrestricted view of the stage/podium and baton pedestal. Access to the media area should be restricted to media personnel only. A member of the relay’s Media Team will be available to assist media covering the end of day community celebration.
Role of the Local Planning group The primary objective for all media relations activities carried out by the local planning group is to undertake crowd building activities within their community along the route or at their end of day community celebration.
Activities that the planning group can undertake to assist Glasgow 2014 in raising awareness include:
Community Information Glasgow 2014 will prepare separate ‘media day sheets’ for each of the 40 days of the relay. This collateral will profile a number of local batonbearers and describe the historic, scenic and cultural highlights that the relay will visit during the day. All 40 day sheets will be made available to the world’s media via the Games’ website www.glasgow2014.com/press-releases
Planning groups can submit information to be considered for media day sheets i.e. information about community, its history, culture and cultural diversity and sporting accomplishments and conduct research into past and current sporting heroes. We might not be able to include all the material we receive, but we’re looking for insight into local areas that we can highlight through media sheets and/or press releases.
They can also involve their communities in this task by asking local schools (primary and secondary) to encourage pupils to gather information about their community’s sporting accomplishments, especially links with the Commonwealth Games. This information should be forwarded to Glasgow 2014 at least 4 weeks before the relay reaches your LA area.
Media Spokesperson Glasgow 2014 suggests the local planning group nominate a spokesperson to be responsible for liaising with your local media. The spokesperson should be associated with the Local Authority and not with any other organisation. The spokesperson can only talk about matters regarding the Queen’s Baton Relay visit to your community and not Queen’s Baton Relay matters in general, and is not authorised to talk about any matters in relation to the Games.
To ensure consistency of message and accuracy of facts relating to the relay, call on the services and guidance of the QBR Senior Press Officer. Be prepared to provide the media with information, especially in the weeks prior to the arrival of the QBR in your community.
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Six Week Out Information Pack
Street Level Route Information Glasgow 2014 has compiled and distributed street level route information to your QBR Lead.
If you are six or less weeks away from welcoming the Queen’s Baton Relay, you are now in a position to promote the street level detail of the route for your LA.
Street level information can be released for dissemination to local media approximately six weeks prior to the arrival of the baton to your LA area. Premature release may reduce the impact of this milestone on crowd building initiatives.
The release of the route information provides a further opportunity to encourage local media to secure their position on the media vehicle.
This is a chance to drum up local support for batonbearers, ensuring that your area will see a fantastic crowd turning out on the day to cheer on the extraordinary people who will be carrying the Queen’s Baton.
Key areas to push when promoting this information through communication platforms, including the media are: Name-checking the streets where batonbearers are participating, including time slots of when the relay is expected to arrive in that location. – Remember there will be areas where the QBR convoy is travelling where there is no relay with batonbearers. These are not the streets you want to highlight. – The streets you want to promote are those where crowds have the opportunity to be at, cheering on their community batonbearers on as they carry the Queen’s Baton. The first and last batonbearer positions on the day; in other words remember to mention where the QBR starts and finishes in your LA. These tend to be very popular spots with the public. The time and location for the end of the day community celebration, a time for everyone in the community to get together.
Now is also a good time to promote the events in your area associated with the QBR. These are not embargoed and we encourage colleagues to get communities joining in on great days out throughout the route.
As well as the events that the LA and local organisations are hosting to celebrate the QBR, there is also a series of cultural events, part of Culture 2014, that LA are booking. If the LA has any of these events in programming, now is the time to promote them.
For guidance on how to publicise Culture 2014 events in your area please contact Gordon Boag, Cultural Press Officer at Glasgow 2014 on 030 2014 0160 or you can email [email protected].
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When putting out your press releases on the QBR street level route detail, please acknowledge the following points: On 14 June the Queen’s Baton arrives in Scotland, offering everyone the chance to be a part of the excitement, celebrations and countdown to Scotland’s biggest-ever sporting and cultural festival, the Glasgow 2014 Commonwealth Games The Queen’s Baton Relay is a call for everyone to get behind Team Scotland, rallying athletes as they get ready to compete for medals in Glasgow The Queen’s Baton visit is a perfect opportunity to join in on great days out. There are countless sports and cultural events taking place daily along the route, including an evening celebration, so that even bigger crowds can enjoy and take part in the festivities.
More information on marketing and branding, including details of the new QBR marketing toolkit, can be found in the Local Authority Guide enclosed with this message.
The Queen’s Baton Relay Team will be giving a presentation to LA communications colleagues at the next quarterly National Communications Group meeting, at Clydebank Town Hall on Friday 30 May. For further details please contact chair of the Group, Stephen Penman (Head of Corporate Communications, North Lanarkshire Council) [email protected].
Advance Media Team Before the relay reaches each community, an advance Media Team member will arrive to both brief local media, as well as those taking part in the evening celebration ceremony (these two briefing moments are separate). These briefings will occur between 1 to 2 days before the relay reaches your Local Authority. The relay Media Team will liaise with Local Authorities directly to ensure these events are coordinated to the benefit of all parties concerned.
These briefings will be held at locations provided by the local community such as Local Authority offices, community or leisure centres and will be conducted by a member of the QBR Media Team.
Promotional Materials The six week ‘countdown’ information pack will also contain materials to help promote the relay. Posters will be supplied which can be customised to indicate when the relay will be passing through the community. In addition to the locations used to distribute fliers, shops along the route should be asked to display the posters in their windows.
Utilising the promotional materials to involve schools will be a particularly effective way of building crowds along the route. A suggestion is to encourage schools to create banners and flags to use along the route. The creativity of children always provides good copy and photographs for local newspapers.
Hand Flags Commonwealth Games Scotland and Glasgow 2014 have teamed up to provide thousands of limited edition hand flags to each LA to enhance celebrations across the country. All LA’s will receive QBR and Team Scotland/Go Scotland! Branded hand flags to incorporate into their programmes. Hand flags can be handed to supporters along the QBR route or can be used at evening celebration events. They will be delivered to QBR Leads week commencing 26 May. All Leads will shortly be notified with further details.
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Hand Flags Image
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Style Guide The following guidelines are aimed at ensuring the relay is represented to the media and the public in a clear and consistent manner. They have been developed specifically to assist Local Authorities in their efforts to promote and host their relay celebrations. To ensure a consistent message, please use the official terms as outlined below.
Official Terms – Queen’s Baton Relay and the baton The Glasgow 2014 Queen’s Baton Relay (QBR) is a celebration of the XX Commonwealth Games and not a separate entity. It is therefore important that the QBR be identified as an activity of the Games at all times.
‘Glasgow 2014 Queen’s Baton Relay’ should always be used in the first instance when referring to the event in public documents. To avoid repetition afterwards ‘the relay’ can be used in subsequent mentions provided there is no reference to other relay’s within the same section of the document. For example: In London today, the official launch of the Glasgow 2014 Queen’s Baton Relay took place within the historic Forecourt at Buckingham Palace. Her Majesty Queen Elizabeth II heralded the start of the relay The Kuala Lumpur 1998 Queen’s Baton Relay was the first to deliver the relay to other nations of the Commonwealth, besides England and the host country. The Glasgow 2014 Queen’s Baton Relay will commence its journey from Buckingham Palace on 9 October 2013
The following table contains the official terms for relay and baton. These should always be capitalised. Alongside each official term is the appropriate alternative. While it may be technically incorrect to capitalise common nouns, the importance of the subject and the level of significance it deserves warrants the use of capitals.
Official Term Alternative Glasgow 2014 Queen’s Baton Relay the relay Glasgow 2014 Queen’s Baton Relay the QBR Glasgow 2014 Queen’s Baton the baton
Official Terms – the Organising Committee and the Games Glasgow 2014 Limited is the official name for the Glasgow 2014 Organising Committee, which is the company set up to deliver the XX Commonwealth Games. Glasgow 2014 Limited is a non-profit autonomous body setup for organising the 2014 Commonwealth Games in Glasgow and is registered by the Scottish Olympic Association as a Society under the Societies Registration Act, 1860.
The appropriate abbreviated form of the official name of the Organising Committee is ‘Glasgow 2014’. This shortened description can also be used when referring to the Games so you must be clear of the context. You can do this by using brackets after the reference e.g. Glasgow 2014 (OC) or Glasgow 2014 (the Games) However, you must not use the shortened version to refer to both the event and the company in the same document.
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The following table provides an indication of common terms and examples of the information contained above.
Official Term Abbreviated Form Glasgow 2014 Limited Glasgow 2014 Glasgow 2014 Commonwealth Games Organising Glasgow 2014 (OC) Committee Glasgow 2014 Commonwealth Games Glasgow 2014 (the Games) XX Commonwealth Games the Games Commonwealth Games Scotland CGS
The ‘Route’ and its ‘Sectors’ The Glasgow 2014 Queen’s Baton Relay International and Domestic Sectors are not two separate events. They are to be communicated as one truly international event that starts at the launch on 9 October 2013 from Buckingham Palace and ends 288 days later at the Opening Ceremony of the XX Commonwealth Games.
There is one route. Its two sectors are ‘international’ and ‘domestic'. There is not a domestic route and an international route. This is an important distinction. When referring to the portion of the route for each sector, it should be referred to using the full titles: ‘International Sector route’ and ‘Domestic Sector route’.
The ‘Relay’ and the ‘Baton’. It is important to note that it is the baton that travels, visits, arrives and departs, not the relay. The term ‘relay’ refers to the total event, for example: The baton arrives in Kuala Lumpur on Friday not The relay arrives The baton will travel to 70 nations not The relay will travel The baton will visit Singapore not The relay will visit
Similarly, it is the baton that is passed from batonbearer to batonbearer, not the relay. The shortened form of ‘the Glasgow 2014 Queen’s Baton Relay’ is ‘the relay’ not ‘the baton’, for example: The relay route will include 70 nations not The baton route will include The QBR team will not The baton team The relay team will not The baton team
Batonbearer When a person carries the Queen’s Baton by foot or on another mode of transport, they are referred to as a Queen’s Baton Relay batonbearer (one word not two words). The shortened version of this is a batonbearer. These people are carrying a baton and running a relay. They are not running a baton but bearing a baton hence the term batonbearer.
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Appendix 1: Frequently Asked Questions – Batonbearers
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Appendix 2: Contact Information
All Queen’s Baton Relay staff can be accessed via the Glasgow 2014 information below:
Phone Number: 030 2014 0000
QBR Hotline: 030 2014 0301
Postal Address: Glasgow 2014 - Queen’s Baton Relay Commonwealth House 32 Albion Street Glasgow G1 1LH
Web Site: www.glasgow2014.com
The QBR Operations staff contacts are:
Name & Title Email Phone
Louis Rosa [email protected] 030 2014 0260 General Manager Adam Best [email protected] 030 2014 0265 Domestic Sector Manager Shona Purves [email protected] 030 2014 0269 Advance Manager Mike Leyton [email protected] 030 2014 0268 Advance Manager Claudia Monteiro [email protected] 030 2014 0277 Senior Press Officer
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