PVRA Regatta Volunteer Roles and Responsibilities
"Get an insight into the various volunteer roles and tasks involved in supporting the Portland Vancouver Rowing Association (PVRA) Regatta. From preparation to execution and teardown, volunteers assist in water and land coordination, ensuring a successful and safe event for rowing clubs within the PVRA. Tasks range from boat preparation, course set-up, on-the-water monitoring, to regatta teardown. Dive into the details of contributing to the seamless operation of this exciting rowing event!"
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Presentation Transcript
Portland Vancouver Rowing Association
Clubs within PVRA Lake Oswego Community Rowing Rose City Rowing Club Station L Rowing Club Lewis and Clark College University of Portland Oregon Rowing Unlimited Vancouver Lake Crew Pacific University Willamette Rowing Club Portland Boat Club Portland State University Crew
In Preparation for Regatta: (~10 hrs) Assist or coordinate in the delivery of launches to race course the two days prior to the start of racing. This includes launching the boats, making sure they are fueled, and have all safety equipment. Assist in prepping the physical course. This includes tightening, repairs, and course buoy placement Assist or coordinate the set-up of the starter s tower Instruct and oversee volunteers in the unloading of the two PVRA storage containers and moving the items onto the starter s dock Assist or coordinate the towing of the starter s and aligner s dock (experienced volunteers only). Assign or assist with: Stake boat alignment and set-up (experienced volunteers only). Starter s dock placement. Aligner s dock placement and alignment (experienced volunteers only). 500 meter (orange) buoy placement. Warm-up buoy placement.
During Regatta (~35 hrs) Ensure on-the-water volunteers are properly trained and prepared for their job Keep the launches fueled Monitor the on-the-water (launch drivers, stake boat holders) volunteer shift times Shuttle volunteers and USRA Officials on and off the water Assist in emergency course repairs
Regatta Teardown: (~5 hrs) Pull and bring back to VLC: Large buoys with anchors. Docks and dock anchors. Stake boats and stake boat poles. Shuttle launches to VLC boat ramp and pull from water. Load storage containers.
In Preparation for Regatta (~10 hrs) Review logistics for land set up and operations with PVRA Regatta Director(s) Be available for Wednesday set up to meet and direct tent set up and lead volunteers
During the Regatta: (~35 hrs) Utilize your own actions and volunteers/assistant coordinators to perform the following: Monitor venue garbage and recycling cans; bring waste and recycling to dumpsters and to replace bags Monitor porta potties; call Schulz Clearwater for extra servicing if necessary Monitor park restrooms; contact Clark County Parks if any issues Monitor site for adherence to park regulations (parking, dogs at park, camping, tent stakes) and take action when necessary Monitor 2 Honda generators, refill gasoline as needed Meet lunch caterer on site to get food to the correct tents Regularly check in with referees, volunteers, and vendors to ensure they have sufficient supplies and equipment (once every 75 or so) Work with Regatta Director(s) and Coordinators in maintaining a running shopping list of food/supplies needed, collecting shopping receipts for food/gas/supplies, and keeping a running list of regatta notes Perform other regatta operation duties as necessary
Teardown (~5hrs) Provide leadership during teardown on Sunday afternoon Begin packing supplies and preparing for teardown as early as the schedule allows Give direction to volunteers in loading all PVRA supplies to moving truck Utilize volunteers to bring waste and recycling to dumpsters Rented cones, tables, chairs to be stacked in central location Sweep the park for trash and lost and found with volunteers
In Preparation for Regatta (~10 hrs) Familiarize yourself with the volunteer schedule for the regatta Work with the Regatta Director(s) to ensure you have sufficient working knowledge about the various volunteer positions and regatta layout to direct volunteers on race day
During the Regatta (~35 hrs) Arrive at the course in the morning on Friday, Saturday, and Sunday of the regatta to check-in the first volunteers of the day; stay at course until the close of racing DO NOT check in volunteers all day yourself, let the Volunteer Check In volunteer group do that. You should be able to oversee the big picture to ensure shift changes go smoothly and that positions are filled at all times. Maintain a record of all volunteer hours on check-in spreadsheet Welcome all volunteers to volunteer tent, thank them for their time and service Provide direction/materials for volunteers in proper preparation for their position (sunscreen, bug spray, gloves, water, food, etc.), where to go, and training if necessary Make use of floaters, announcements over PA system, or adjustments to shift schedule to ensure critical volunteer positions are filled at all times Maintain an organized volunteer tent with easy access for volunteers to get food and drink Work with Regatta Director(s) and Coordinators in maintaining a running shopping list of food/supplies to be purchased that afternoon, collecting shopping receipts for food/gas/supplies, and keeping a running list of regatta notes
Teardown (~5 hrs) Track tear down volunteer hours on spreadsheet Provide leadership during teardown on Sunday afternoon Begin packing supplies and preparing for teardown as early as the schedule allows Give direction to volunteers in loading all PVRA supplies to moving truck Rented cones, tables, chairs to be stacked in central location Sweep the park for trash and lost and found with volunteers Ensure the Regatta Director(s) gets all receipts, volunteer sign-ins, notes, notebooks, clipboards, etc
