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EVERY REGATTA NEEDS VOLUNTEERS
Conducting a safe regatta is manpower intensive. As a result, parent volunteers are required from each participating school. Assignments are made on a per-capita basis according to how many participants there are from each school. Listed below are job descriptions and requirements for each of the positions that must be filled.
These jobs last for about 4 hours each, and run at intervals throughout the day, beginning around 7-7:30 a.m. and ending when the regatta is finished in the late afternoon. As the regatta season approaches, NCASRA assigns us specific jobs and times for each week. The BI Crew Regatta Volunteer Chair will send out an e-mail detailing the specific jobs available each week, and you will have an opportunity to choose the week, the job, and the time on a first-come, first-served basis. Please keep your personal schedules in mind when you make your choices—once you have committed, you will have to find a substitute if you cannot make your assignment!
Also keep in mind that, if we have a parent who doesn’t show for a job, the team receives a fine from NCASRA. Pertinent to all the jobs are the following instructions:
Reporting for duty. Report to Regatta Sign-in to sign attendance sheets and insurance waiver, and to report to, and work under the direction of, the Headquarters Coordinator. Please understand that your club will be fined if you fail to report for your volunteer job.
Dress: You will likely be working in the weather. It is always colder near the water, so layered clothing is advisable.
IF NECESSARY, YOU MAY BE REASSIGNED TO ANOTHER JOB. NO CELL PHONES DURING ASSIGNMENT.
Jobs we are likely to be assigned:
1. AWARDS ASSISTANT - Working with the HQ Coordinator as they obtain results of specific races, organize labeled award ribbons by 1st, 2nd, 3rd places for presentation, and record the distribution of awards. Pass results to Results Poster and prepare for awards pickup by Coaches only. If there is a formal award ceremony, work with the Regatta Director in the presentations of medals & ribbons to the recipients following each race or at the end of the regatta.
2. COMMUNICATIONS SET-UP - Assist the Communications Coordinator in setting up the communications equipment at HQ and the finish line, including stringing wire, fastening and securing speakers, etc.
3. COMMUNICATIONS TAKE DOWN - Assist the Communications Coordinator in striking the communications equipment, at headquarters and the finish line, collecting and rolling sound wire, removing and repackaging speakers, PA system components, etc.
4. CONCESSION - The first shift volunteers will set up concession stand supplies and prepare and sell food, T-shirts or programs as assigned by the Concession Manager. If you sell T-shirts and programs, you will be given a separate moneybox, so please do not mix this money with that from food sales. The afternoon shift is responsible for cleaning up the area and putting the supplies away. They will also need to put away the tables, grills, coffeepots and any other equipment. Those selling T-shirts and programs are to count any that are left over and turn in that count of each with the money.
5. CROSSOVER MARSHAL [OCCOQUAN] - The Cross-Over Marshal is posted on the roadway that the Van drives. This is an important safety job to make sure that the pedestrians do not walk in the roadway at the bottom of the hill that the van takes from the upper parking lot to the finish line. PARK AUTHORITIES DO NOT ALLOW PEDESTRIANS TO WALK ON THE ROADWAY. There is a trail to follow along the reservoir to the finish line.
6. DOCKMASTER ASSISTANT - The Dockmaster Assistant helps the Dockmaster make sure that the crews are checked-in, launched, and landed safely, and at the correct times. They are to keep docks clear of unnecessary gear, help wash the docks prior to start of regatta, and take messages to HQ for dockmaster.
7. DRIVER MARSHAL – Volunteers new to driving must attend ONE Launch Driver Training class; NO refresher training is required. During the regatta you will be assigned to a Regatta Marshal (usually a Judge/Referee) as his/her launch driver. You are under his/her control. Hand signals will most likely be used.
8. DRIVER-JUDGE/REFEREE - During the regatta you will be assigned to a Regatta Judge/Referee as his/her launch driver. You are under his/her control. Hand signals might be used. If you have a stopwatch, bring it along; it could be of use.
9. DRIVER-SAFETY - During the regatta, you will keep a keen eye on the course and attempt to keep powerboats, sailboats, kayaks, canoes, etc., out of the way of a race. Sometimes you will need to pick up large pieces of flotsam and jetsam, which are in the shells’ way. You must particularly keep a keen eye on rowers warming up upstream and for any shells that may have capsized.
10. DRIVER-DAM GUARD [OCCOQUAN] - You will patrol the lower reservoir (near the dam) to ensure the safety of the rowers and to prevent the shells from venturing too near to the dam. YOU MUST BE IN PLACE BEFORE THE FIRST SHELL ARRIVES AT THE START.
11 DRIVER SET-UP - Before the regatta you will be assigned to move racecourse equipment, facilities, and people up and down the racecourse. You will have a helper.
12. DRIVER SHUTTLE - During the regatta you will be assigned to transport only officials, coaches, regatta workers, and the press up and down the course. (AT NO TIME CAN ROWERS BE SHUTTLED UNLESS AUTHORIZED BY THE LAUNCH MASTER.)
13. DRIVER TAKE DOWN - At the conclusion of the regatta, you will drive a launch and help store the regatta course equipment, motors, launches, lane markers, etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved.
14. FINISH LINE ASSISTANT - This person assists the Finish Line Officials in the smooth operation of all finish line area responsibilities.
15. FINISH LINE TIMER - You will work at the finish line to help determine shell timing and placement. The Finish Line Judge makes all lane assignments. You will need to be able to operate a stopwatch effectively in order to time the split time for the shell in your assigned lane.
16. FLAG HOLDER – You will stand at the Finish Line with a large orange flag and follow the instructions of the Finish Line Judge, to indicate 1st, 2nd, and 3rd places.
17. HEADQUARTERS ASSISTANT - You will help the Headquarters staff perform the duties assigned to them.
18. HELPER SET-UP - You will help the Set-Up Driver perform the duties assigned to him/her. You will be riding in a launch for much of your shift and you may have to do some heavy lifting.
19. HELPER-TAKE DOWN - At the conclusion of the regatta, you will help store the regatta equipment, motors, launches, and lane markers, etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved. You will be working in a launch part of the time.
20. LAUNCH MASTER - This person is responsible for all motor craft (powerboats, motors, life preservers, anchors, and oars) set-up and accountability to Regatta Director prior, during and after races. Also responsible to ensure supporting tasked schools to provide launches with gasoline. Further regatta support includes setup and takedown of Judge/Referee, Marshall, Safety and Shuttle Launches as well as other support boats as required by the Regatta Director. Also responsible to monitor and control all shuttle traffic on the water.
21. LAWN MOWING [ANACOSTIA] - There is some latitude in performing this job. You could mow Wednesday, Thursday or Friday prior to the regatta day. Yes, you'll need to bring your own mower and gas. You'll be able to park right next to the area to be mowed. If you have an SUV or other vehicle that can climb a 6-inch curb, you can drive down to the dock area amidst the area to be mowed. What really needs to be mowed is the narrow strips along either side of the paved road leading down to the docks, once down that short paved road, all the open area to the right, and up to and around the fenced-in boat storage compound. This includes the small grassy area up to the bridge abutment and fence of the Navy Yard. Again, at the bottom of the short paved entry road, the long narrow grassy strip alongside the paved path to the left. As for the time involved, it took approximately three hours with a push mower (in heavy grass).
22. MONEY COLLECTOR PARK ENTRANCE [OCCOQUAN] - You will be responsible for collecting the prescribed entry fee for parking. You can give small paper tickets to those who desire to leave and reenter the park a second time. These tickets are given as a driver exits. Collectors also control vehicular speed and report violations to the Ranger. The parking policy is “first-come, first-parked and the fee is $10.” The only non-paying customers will be U.S.R.A. Judge/Referees (wearing USRA Blazers) and other designated NCASRA officials or staff, which will have special parking passes. Contact the Headquarters Coordinator regarding anyone else claiming to be able to enter for free.
23. MONEY COLLECTOR - VAN @ PARKING UPPER LOT [OCCOQUAN] – You will collect the required money from persons wanting to ride the van down to the regatta site. The fee is $1.00 per person each way. The only exceptions will be the USRA officials and the Regatta Directors, who may ride for free.
24. MONEY COLLECTOR- VAN @ FINISH LINE [OCCOQUAN] –You will collect the required money from persons wanting to ride the van up to the parking lot. The fee is $1.00 per person each way. The only exceptions will be the USRA officials and the Regatta Directors, who may ride for free.
25. MONITOR – BRIDGE [ANACOSTIA] - Stand on bridge and keep people from watching races from bridge, since that would entail dashing across traffic. Direct people to reviewing stands as needed.
26. MONITOR-RIVER BANK/LAUNCH AREA - Stand by river bank/launch area and keep people from interfering with launching. Suggest other locations for watching races and give other needed information.
27. PARKING LOT ASSISTANT (TRAILER, REFEREE, CROSS WALK, UPPER VAN LOT, UPPER BIG LOT, LOISVALE LOT) [OCCOQUAN] - Park near entrance to trailer area. Stay in main roadway and keep speed of vehicles controlled. Report violations to Ranger. Help direct trailers and buses if still arriving. Give information as needed.
28. PARKING LOT ASSISTANT [GEORGETOWN] - Park in Thompson parking lot. Half of the lot is permitted to our regattas. Direct regatta traffic to the permitted side. Help car/trailer traffic in the lot. Coordinate with parkers at crosswalk. Give information as needed to direct cars to parking at foot of Georgetown. We anticipate having a handout. It is possible one or more people may be moved to Georgetown side or other helpful positions.
29. PARKING LOT ASSISTANT [ANACOSTIA] - To assist trailers, buses and other vehicles of competitors, volunteers, and spectators to park in the Navy Yard parking lot. You will have a hand out that will advise spectators how to drive to and park near the finish line. You may be based at the Navy Yard O St gate, on the street, or in the Navy Yard.
30. POINT CONTROL ASSISTANT - The point control assistant helps the Judge/Referee make sure that the crews are checked-in, launched, and landed safely, and at the correct times. They are to keep point area clear of unnecessary gear and spectators.
31. PROGRAM-DISTRIBUTOR/VENDOR - You will sell programs and T-shirts as fundraising for course equipment. The Regatta Director will specify exactly where sales may be conducted, as there are strict limitations on where we may make sales.
32. RADIO RELAY ASSISTANT - At Regatta HQ, listen to radio/cell phone and record messages and results from finish line. Pass to others at table as appropriate.
33. RACE RESULTS POSTER - This person is to post race results as promptly as possible in the Headquarters area for spectators. Receives information from Headquarters Coordinator or designee.
34. SET-UP HELPER - This job is to prepare the race site for regatta day. A person is needed to assure that the tents are set up; trash containers prepared, and other equipment is in place.
35. SHUTTLE VAN MONITOR AND MONEY COLLECTOR [ANACOSTIA] - A van is provided for spectators wishing to ride it to the finish line and return from there to the parking lots in the Navy Yard. You will coordinate the trips for the van driver between the Navy Yard and finish line. You will stand at the van stop and collect the fee as persons board the van at one location or the other.
36. SIGN-IN COORDINATOR - This person is in charge of the sign-in attendance sheets and insurance waiver forms. Usually situated near or at Regatta Headquarters, this person should be knowledgeable about all regatta staff and volunteer jobs, and the locations for their work. This person must be accurate in overseeing the sign-ins. They also will make notes of any problems regarding job sign-in and alert the Personnel Coordinator.
37. STAKEBOAT HOLDER - At the starting platform you will help align the shells to be in proper position for the start. You will also need to help prevent damage to the shells when they back up to your lane. You will remain on the starting platform throughout your shift. Before the start of each race, you will lie down on the plank that extends out from the platform and reach out your arms to catch the stern of the shell coming into your lane. DO NOT try to stop the stern from hitting the platform by putting your hand between the shell and platform; there may be too much momentum and may cause injury. When instructed, you will pull back or push out the shell a number of inches for alignment. These instructions, given just before each start, will come from the official at the side of the racecourse whose job it is to get all the bow balls in a straight line. He/she will use a megaphone or radio headphones. Be careful with your grip and make sure nothing is in the way when the starter says, “Go” and the boat explodes out of your hands. MAKE SURE TO LET GO OF THE SHELL IMMEDIATELY UPON THE START. Do not engage in clever repartee with the crews. They are nervous enough already and needn’t be disturbed.
38. TAKE DOWN HELPER - At the conclusion of the regatta, this person is needed to assure that the tents are taken down, trash bins, parking barricades, etc., are stored and removed as required, and all other take down tasks as needed by the Regatta Director. These jobs often include helping to unload and disassemble launches used in support of the regatta. This often includes some heavy lifting and dirty work.
39. TROPHY AWARDS ASSISTANT - This person helps the head of trophies set trophies and medals out on tables, then remain at tables to explain trophies to those admiring them, and finally, assists the Regatta Director as the trophies and medals are awarded.
40. WEIGH-IN ASSISTANT - Help weigh the lightweight teams under the direction of the Judge/Referee in charge.
41. REGATTA HEADQUARTERS COORDINATOR - This person functions as the principal liaison and managerial support to the Regatta Director, Assistant Regatta Director, and Head Judge/Referee. Should also ensure that the HQ is kept reasonably orderly to easily access needed equipment and that there is sufficient room for all of its uses, including food and beverage storage.
Please contact.
To volunteer please contact BICA Regatta Committee Chair, Pete Crouch, 703-619-3076 or pete@equalreprealty.com
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