Shift Plan

You need fewer people than you think! There is often no need for double shifts at a Saturday event, especially if everything is close together:

• Start official starts themselves as the last starter (you may need to collect kit in yourself)

• M&G and registration go down to 1 person from 1045ish and that person can be clear ready for last start

• SI you probably need 1 (can be less experienced) to cover while the SI team leader is running

Outline timing

The usual Saturday Series timing is:

• Meet and Greet 09:30 - 11:15

• Starts 10:00 - 11:30 (although if the Controller is happy you should start helpers early)

• Courses close 12:45

Lists of club members who can act as greeters and first-aiders are available from the Volunteer Co-ordinator.

Sign placement (before 8:00)

... needs to happen this early in cases where helpers will depend on the signs

• 1 - 2 people, often just the organiser

Set-up  (8:00-10:00)

• Control hangers: 3 - 5 (ask the planner about numbers and when they should start, commonly 0800ish so controller can start 0830 and by 0930 should only be dealing with issues)

• General set-up: probably only 1 or 2 + organiser, SI team leader (depending on signs, tapes, tents).  Make sure start and finish are set up in good time for controller to check.

Main shift  (10:00-11:30)

• Car parking:  0 - 2. These people will probably have to start earlier than 1000. 

• Registration: 1, the job is essentially handing out hire dibbers and supporting M&G

• Meet-and-greet: 1 + registration as backup in case they need to spend time with newcomers

• Start: 2 (you can get away with 1 experienced, especially for second shift if needed)

• Each road crossing: 0 - 2 (consult planner and controller if there are any road crossings)

• Forest marshal: 0 - 2 (consult planner - usually only needed where risk identified e.g. of vandalism)

• First-aider: 1 available at all times (who can be amongst the other helpers, finish is a good place to have them).  A list of current HH certified First Aiders is available by asking the Chair or Events Coordinator.

• Finish: 1 preferably coaching-literate to talk with newcomers as they finish. You can omit if you have a suitable planner or controller who will be there.

• SportIdent: 1 throughout. SI leader will normally run very early

Waiting for finishers (11:30 - 12:30)

• Start: 2 (1 if very close) to take down, making sure boxes are delivered to SI team

• Event centre including SportIdent & Enquiries: usually 2 there, can be 1 when people out clearing start.

You can start taking down equipment during this period e.g. for Registration

Take-down  (12:30-1:30)

• Control collectors: 3 - 5 (ask the planner about numbers). Collection can start at the *earlier* of course closure time and when the SI team confirms all have finished. Often, distant controls earlier in courses can be collected earlier still.

• General take-down and litter check: 2

Make sure there are enough people around at this time to mount any searches required. The collectors will be your main resource.

You will often find club members after their run asking if anything needs doing, who will fill any gaps at this time.