Volunteers Document

VOLUNTEERS

Road Racing doesn’t happen without the hard work of many.
Without volunteers we simply cannot run our club races and events.
On behalf of Bike Manawatu we thank you for your help and assistance

Please find below a list of our volunteer positions and their job descriptions.
Note: Before any event you will be briefed by the race manager in more depth.

Every effort should be, and is made to make each cycle race as safe as possible for both the riders and other road users.

Race Manager

Purpose of the Role: To provide overall management of the race.
Reporting to: Bike Manawatu Board
Key Tasks & Responsibilities:

·         Arrange to collect numbers, stop watch, float etc

·         Provide overall management of the race including – ensuring that the traffic team has set up and are happy for the race to proceed

·         Managing registration and handicapping (if required).

·         Overseeing and assisting with finish judging & timing.

·         Provide race briefing to riders and volunteers.

·         Arrange to return float, entry takings and results

Timeframes: Generally expected to be at the course set up approx. 45 minutes before start time, and required to be present until after the race has finished.

Assistant Race Manager

Purpose of the Role: To assist the Race Manager as required
Reporting to: Race Manager
Key Tasks & Responsibilities:

Assist race manager as required

Timeframes: Generally expected to be at the course set up approx. 45 minutes before start time, and required to be present until after the race has finished.

Finish Judge and Timing

Purpose of the Role: The Finish Judge& Timing is responsible for recording and confirming the finish order.
Reporting to: Race Manager
Key Tasks & Responsibilities:

Lead the finish judging and timing (assisted by race manager & assistant race manager). Ensure all riders are accounted for at the completion of the race.

Timeframes: Pease arrive 15mins prior to start (assuming manual timing).

*Electronic Timing – Please arrive 45 minutes before start time to be present for registration

Traffic set up assistance

Purpose of the Role: To ensure the course and traffic signs are set up according to our traffic management plans
Reporting to: STMS Manager – Tim Lloyd, Paul Ainsworth Or Pete Robson
Key Tasks & Responsibilities:

Meet with the traffic team at the course and assist setting up traffic signs. Dismantle on completion

Timeframes: This can change depending on course set up. But generally please arrive at least 1 hour before start time.
However, this is a good 1 if you want to race. Arrange with the STMS to be complete so that you can be back at HQ to get ready to ride so that would mean being there maybe 1.5hrs ahead of start.
STMS will liase with you and arrange meeting time.

 

Marshals

Purpose of the Role: To provide course directions to riders
Reporting to: Race Manager
Key Tasks & Responsibilities:

·         Provide course direction to riders to ensure they know where they are going.

·         You have no authority to stop traffic or to advise riders to continue

·         Roads are open and they must abide by NZ Road rules at ALL times

·         Contact the race manager if passing riders advise of a crash or incident on the course

Timeframes:

Turn up to the start/finish area (or sign-on area in the case of an open race) with

reasonable time to allow you to gather your equipment and get to your corner before

the race starts. Usually 30 minutes before the race starts – The Race Manager will give everyone a race briefing and issue any equipment include a high vis vest if required.

Conclusion:

Marshalling may not be the most glamorous job in the world but it is essential. If nobody marshalled there simply wouldn’t be any racing. Once you have done it once or twice you will find that it’s pretty straightforward. Where possible we will try to place an inexperienced marshal with someone who is experienced and can show them what to do.

So wrap up warm OR remember your sunscreen and hat in the summer and enjoy.

It’s also wise to take with you enough food and water that you may require for the duration of the race.

Lead Vehicle

Purpose of the Role: This vehicle is important as it announces the imminent arrival of the race to other road users. The lead vehicle should travel a few hundred meters in front of the lead rider/s

BM will provide a flashing light. Vehicles should have head lights on and NO hazard lights
Reporting to: Race Manager
Key Tasks & Responsibilities:

Drive ahead of the lead group on the road to warn other road users that a race follows

Each lead car should have a flashing/circulating orange light on it’s roof and should make use of their hazard warning lights

Timeframes:

Turn up to the start/finish area (or sign-on area in the case of an open race) with

reasonable time to allow you to gather your equipment if required

Usually 30 minutes before the race starts – The Race Manager will give everyone a race briefing and issue any equipment include a high vis vest if required.

Sag wagon

Purpose of the Role:

Reporting to:

Key Tasks & Responsibilities:

Follow the last rider on the road. Provide assistance to riders in difficulty so that they can continue. Pick up and transport riders who can no longer continue

Timeframes: Arrive 15 mins ahead of start for a briefing.

First Aid

Purpose of the Role: To provide first aid care and minimize injury should the need arise during a race.

Reporting to: Race Manager

Key Tasks & Responsibilities:

Be on hand by the race HQ should a call come in from out on the circuit

Timeframes:  Arrive 15 mins ahead of start for briefing

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Volunteer Agreement:

As a volunteer I agree to:

• Abide by and support the philosophy, policy, and guidelines of Bike Manawatu

• Act in the best interests of the Bike Manawatu

• Abide by safety and risk management requirements

• Carry out the tasks outlined in the Role Description or those requested by the Race Manager on the day

• Attend on the agreed time and day or contact the appropriate person if I am not available with plenty of notice

• Participate in orientation, meetings, and trainings as required

• Raise any matters of concern with the Race Manager or in writing to secretary@bikemanawatu.co.nz

(For Volunteer Drivers)

• Use a warranted, registered and insured vehicle when driving for Bike Manawatu

• Notify Bike Manawatu of loss of license or driving related offences.

Key Contacts:

If for any reason you have any questions or troubles on the day, please find a list of our key contacts:

Mike Craine – Bike Manawatu Chairman  021 204 9405

Tim Lloyd – Bike Manawatu Board Member 027 496 4411

Keryn Paekau – Bike Manawatu Secretary – secretary@bikemanawatu.co.nz 

Thank You

All volunteers will go into the draw at the end of the season to win one of two prizes supplied by Bike Manawatu as a thank you for your time and commitment

Terms & Conditions 

· Each time you volunteer you receive an entry into a draw to win one of two $100 vouchers to Nero Restaurant.
· The more times you volunteer the higher your chance of winning
· Winners will be announced at the club prize giving at the end of the season.
· Members and non-members are eligible
· Board members are not eligible.
· The draw will be drawn using random number generator & will be published on our website at the end of the season / prize giving

If you are unable to make your roster it is your responsibility to swap or find a suitable replacement.

On behalf of Bike Manawatu we thank you for your time.