What our club needs with regards to volunteers
| Volunteering Roles | |||||
| Level | Role | Name of Volunteer | Commitment | No. required | |
| 1 | Race director | Position vacant | 2-3 weeks prior to race | 2-3 | |
| 1 | Volunteer Coordinator | Kathy Sinclair | 2hrs x 30 weeks | 1 | |
| 1 | Registrar | Glenda Vigorelli | 2hrs x 30 weeks | 1 | |
| 1 | Treasurer | Position vacant | 2hrs x 30 weeks | 1 | |
| 1 | Coach for junior program | Rob Martin | 3hrs x 30 weeks | 1 | |
| 1 | Social Coordinator | Nadia Mead (tbc) | 2 hr x 5 weeks | 1 | |
| 1 | Merchandise Coordinator | Position vacant | 1 hr x 20 weeks | 1 | |
| Transport Coordinator | Position vacant | 2-3 weeks prior to race | 1 | ||
| 1 | Traffic Controller (cannot compete in event) | Position vacant | 4 hr x 5 days | 2 | |
| 1 | Design your own role and negotiate it with the board members | ||||
| 2 | General Volunteers | 10 hrs/ membership period | As many as possible | ||
| 3 | Volunteer Sacrifice | Compulsory contribution in lieu of volunteering | |||
| Role | Description | ||
| Race Director | Work with the Registrar organising volunteer rosters and maintaining records | ||
| Supervise and instruct race teams: marshals, recorders, time keepers, first aid personnel and other officials | |||
| Oversee course set up and pull down | |||
| Shopping for the event | |||
| Write a race report | |||
| Account for equipment following races | |||
| Conduct pre and post event equipment checks | |||
| Alert the Board to any areas of concern regarding equipment and maintenance and the actions required to remedy concerns | |||
| Volunteer Coordinator | Monitor club membership and assign roles/duties to members based on their preferences and availability | ||
| Registrar | Maintain registers of members’ names and addresses, volunteers, life time members and sponsors | ||
| Handle incoming memberships | |||
| Keep a record of results and race reports for all events | |||
| Keep a record of the organisation’s respective trophies, shields and awards | |||
| Treasurer | Prepare a budget and monitor it carefully | ||
| Keep books and accounts up-to-date showing correctly the financial affairs of the club | |||
| Send out accounts promptly | |||
| Receive all fees and issue receipts and deposit the amounts into the bank. | |||
| Pay all accounts that have been passed for payment by the Board and legitimate expenses incurred by organisation members | |||
| Keep a proper record of all payments and monies received | |||
| Ensure that volunteers are reimbursed for their approved out-of-pocket expenses | |||
| Give Treasurer’s report at regular meetings and when required | |||
| As soon as practicable after the end of each financial year prepare a statement containing particulars of the income and expenditure for the financial year just ended and the assets and liabilities and of all mortgages, charges and securities affecting the property of the Association at the close of that year. | |||
| Produce the annual financial statement/report to be duly signed by the Auditor and present those audited financial statements at the Annual General Meeting | |||
| Coach for Junior Program | Must be qualified, and licensed under the appropriate delegated athletics organisation, and the licence must be maintained and updated as required. | ||
| The Board will review the performance/value of external coaching services. | |||
| Respect the rights, dignity and worth of every athlete and treat everyone equally, regardless of background or ability. | |||
| Ensure that the practical environment is safe and appropriate, taking into consideration the age, maturity and skill level of the athlete. Before using any venue for coaching, the coach must ascertain that a risk assessment is in place for the appropriate activity. | |||
| Respect the image of the coach and continuously maintain the highest standard of personal conduct, reflected in both the manner of appearance and behaviour. | |||
| Social Coordinator | Arrange venue hire and monitor guest lists for upcoming Celebratory Dinners, Pasta Parties, etc. Liaise with venue re menu. | ||
| Merchandise Coordinator | Package merchandise for distribution to club members and competitors. | ||
| Transport Coordinator | Arrange transport for competitors to and from events based on information provided during registration | ||
| Traffic Controller | Level 3 ticket required. | ||
| Examples of General Volunteer Duties: | |||
| Duty | Description | Time commitment | |
| Shopping prior to event | Use shopping list provided and buy the fruit, buns, lollies, etc. prior to race day. | Varies, depending on the size of the event. About 20 minutes for small events or up to 1½hours for bigger events like the 3M3D. | |
| Course set up | Letter drop before event. Set out cones, course markers, warning signs – usually on race day or the day before. | Varies from 1 – 1½ hours for club runs to 3-4 hours for trail races. | |
| Course pull down / Sweep | Collect in cones, course markers, warning signs – usually on race day or the day after. Sweeps receive free entry into the event. | Varies from 1 – 1½ hours for club runs to 3-4 hours for trail races. | |
| Marshal on course | Stand on a street corner and direct the runners. | Varies from ½ hour for club runs to 3 hours for trail races. | |
| Registration | Hand out race bibs or bags, check mandatory gear, update competitor lists, take outstanding payments. | Usually about 1 hour prior to race. But for some events competitors can collect their gear early at nominated times. | |
| Timekeeping | Use the splits on the stop watch to record finish times. | The duration of the event – can be anything from ½ hour to 8 hours (usually we roster more than one person on for trail races). | |
| Finish tokens | Hand out finish tokens as runners cross the line. | Mostly used for club runs and road races. The duration of the event which vary from ½ hour to 2 hours. | |
| Barcode scanning | Scan bar codes handed out on finish line. | Mostly used for club runs and road races. The duration of the event which vary from ½ hour to 2 hours. | |
| Recording / Ribbons | Use finish tokens to determine finish position of runner and distribute ribbons accordingly. For longer events, it also requires time adjustments due to staggered starts. | From when the first runners come over the finish line – can be anything from ½ hour to 4 hours (usually we roster more than one person on for trail races). | |
| Remote water stop / Checkpoint marshal | Set up and maintain a drink station or checkpoint. Collect the gear prior to the event, set up the table with cups and water, prepare and set out food. | Can be anything from 1 hour to 8 hours (usually we roster more than one person on for trail races). | |
| Photographer | Take photographs. | Negotiable with regards to when and where photos need to be taken. | |