2025 Volunteer Information

Instructions:

Responsible for:

Setting up race course and maintaining safety zone measurements

required by APBA and USCG. See Course Set Up map.

 

Inside boundary buoys - make sure the distance is 210' or greater

according to what the tide will be during the races.

 

Supplies:

Laminated "Course set up buoy map"

Laminated course maps with safety flag key and order of events

Buoys

Anchors

Line

Means of measuring distance

 

Finish Buoy should be the largest, brightest buoy you have

      Suggested Orange, Attach a flag to it if possible.

Circular Course Buoys should be green & white coupled together

Boundary Buoys should be bright and of different color than finish

      and course buoys (Suggested Red)

Click on the link below for a copy of the Course Map with Buoy placements and minimums required.

Sponsor Manager will Hang Sponsor Banners June 30 or sooner.

IMPORTANT: Coordinate with Harbor, AML, and WVFD (fireworks) before setting up.

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Before 4th: Have Forklift Operator set up announcer platform on 3rd or sooner,

Purchase 5 Costco cases of water ahead of time from LnM, Have everything set up by Noon on the 4th​

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Click on the map below for placements

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Supplies (we provide these - please contact us before you need them):

• "Dock Set-up" Tote (smaller supplies and tools)

• "Dock Set-up" folder with Instruction sheet, set-up map, and laminated signs (Restricted x4, alcohol/smoking, VIP x3)

• Large Garbage Cans x 2

• Wooden Risers x 6

• Tents (blue one at pit, two red 5x5 on platform, 8x16 at base of platform)

• three 6' tables, two 8' tables

• 8 folding chairs

• 2 Coolers (1 case in each cooler with ice) one cooler will go with racers, the other at VIP

• Bleachers (Coordinate with PnR or grab from Logging show after) 2 in VIP, 1 at General Seating 

• Announcement Platform "Grandstand" (Coordinate with AML and Forklift Operator) 

 

Set up the following (July 2 - 4 per Harbor Dept, WVFD, & AML). Don't set up anything that will burn from firework debris before 4th

• Bring all equipment to the dock

• make a "railing" out of the 40' rope on the announcer platform where it is missing

• post laminated no alcohol & no smoking signs at city dock entrance gate

• Rope off the N corner of the main dock for VIP area for 70 people (use harbor stanchions), and the Timer area

• Tape VIP Area signs to rope at VIP area (make sure there is an entrance)

• Post "Restricted Area" Signs x 3 according to the map (will post the Pit sign the day of)

• Rope off the end of the Catwalk for the Finish Judges and Navigators and post sign

• Store tents, tables, & chairs under gangways and risers so fireworks don't damage them

 

Set up July 4    

• Set up table and chairs on the Grandstand and under the large tent before Noon

• Set up tents (2 at platform, large 1 at bottom of platform, 1 at Pit) Before Noon

• Post "Restricted Area" Sign at the Pit (Pit Crew can do this if need)

• Have bleachers delivered or grab them from the logging show after they are done (2 at VIP, 1 at General)

Records meet at 12:30. Boat check/Sign up 1:30p, Safety Meeting 3p, races start 4:30
Show up 10 minutes early for safety meeting
 

Supplies

This Instruction Sheet for each volunteer
"Racer Packet List and Instructions..." (in volunteer packets file)
"Racer Checksheet" (put in main racer packet file)

"Racer Win Record"
"Safety Meeting" Document
Sponsor List
"past winners…"
waiver checklist/volunteer contact list - get from Donna after she gets volunteers
volunteer list - get from Donna after she fills it out (first tab in the file)
Annual checklist
Instructions to Cancel or Postpone Races
Sound System (John & Coby will set up)
Boat Race Tote (supply list in tote), large checkered flag
Paperwork File Box 
Raffle Tickets
 

Sign-up instructions 
sign up on the concrete if possible - too crowded on the platform
See "Racer Packet List and Instructions"

Bracket/Placing Recorder Instructions (Jeanie)

Unlimited: We will determine which brackets we are using after sign-up. Brackets will be in the file box.

Unlimited: last year's winner gets the bye for odd # of boats

Unlimited: Racers choose order by boat type, ie. V bottom vs V bottom (fill out bracket) unless they want random draw

Unlimited: Make another copy of the brackets to give to Pit Volunteers

Unlimited: When timer gives you the winner, record it on the bracket

Limited: Keep track of Laps on Lap Log for your assigned boat (5 total: Jeannie, Donna, Coby, Marjy, Anna)

Records Keeper instructions

Make sure all volunteers have signed both waiver forms (Donna or Marjy)

Assist bracket recorder (Donna)

post updated bracket on fb (Donna)

Pull racer profiles out before racers are on track to give to announcer (Marjy)

Assist announcer (Marjy)

Limited: Keep track of Laps on Lap Log for your assigned boat (5 total: Jeannie, Donna, Coby, Marjy, Anna)

 

Runner Instructions
Help hand out supplies and race vests to racers and crew 
be on the lookout for dangerous crowd and boat activity and communicate to Referee, John
Help with miscellaneous at announcer booth or where needed 

Announcer (should be next to Announcer Assistant, Marjy) (Penny)

Read safety meeting document at safety meeting

Announce the Following to the Crowd:
Rules / enforce safety verbally
see facebook "4th of July Boat Races" for updated bracket
VIP seating area where our Supporters and Sponsors are sitting, thank them
No one in the water, incl summer float, or have to pause races per racing rules
No smoking, open flames, or fireworks
Advertise for next years' races
Prize money amounts
Types of races
Racer profile as they are racing

Boat Drivers and description of boats (from Pit)
Official Winners (from Finish Judges)
Thank Racers, Safety Boats, Volunteers, USCG, Harbor, WPD, WVFD, Photographers, Sponsors…
 

Draw for AK Air Raffle after Unlimited Race
 

Awards
Prize Money (checks)
Certificates
Trophies
Brackets to winners
Banner to Unlimited winner (and Limited if we have two)
 

Did you sign a waiver?

Boat Check 1:30pm @ South Summer Float, registration following,

Show up early for the Safety Meeting at 3:30 at the Announcer Booth, Races Start at 4:30

 

Instructions: Boats must have all or will not race. Radio home base with racer name when boat is checked off and OK to race.

Please be VERY thorough.

 

Supplies:

This laminated boat safety checklist

Radio (supplied)

Cell phone (not supplied)

Breathalyzer (***only use if a racer wants to pre-check their level. The breathalyzer will be administered in the Pit right before racing, so we

     don't want to use up all the mouthpieces).

 

Boat Safety Checklist: Boats will not be allowed to race unless equipped with the following:

Seats secure

Loose objects removed or secured

Bow rope secured to bow, length must not reach engine

Tether secured to driver (not around wrist) and engine stop switch

Battery box secure

fuel tank secure

Hull intact and secure

Steering in good working condition

Functional reverse if equipped

Any other dangers secured/removed

No drugs or alcohol on boats or racer (ask racer)

For foot pedal, physically check throttle shuts down on release

Physically check kill switch shuts engine down

Limited Crew with On-Land navigator: Radio equipment check

 

*Safety Crew has the right to disqualify any boat/person from the races if they feel the person or boat is not safe for any reason.

*Give the breathalyzer and packets back to Penny when done

Boat Check 1:30p, Safety Meeting 3:30p, Races Start 4:30p
Show up early for the safety meeting

 

Supplies:

Laminated instruction sheet

Laminated course maps

Radio with earpiece

Cell Phone

Breathalyzer

clipboard

pen/pencil

Bracket (communicate with announcer booth)

Lap Log (to record placings - no need to keep track of laps)

Checkered Flags for race winners

"Restricted Area" Sign & tape or zip ties if not already at float

Tent if not already at float

Cooler w/ice & water and extra water if not already at float

Instructions:

You will get a breathalyzer and be instructed on its' use.

Be available at boat check in case a racer wants a breathalyzer check

All Racers and Navigators should be breathalyzed at the Pit Before races begin. Once breathalyzed, they will not

     leave the pit except to race.  If a race crew needs to leave the pit, they will be breathalyzed on return

Radio "home base" when racer blows a 0 and is ok to race.  There will be a refund if the racer does not pass.  Racers

     may not consume drugs or alcohol after test.

Before every race, ask the racer(s) to show you they have their helmets and lifejackets secure (no air or gas

     lifejackets allowed).

You will get a copy of the bracket to fill out to keep track of the next racers up

Have 2 boats headed to the start line when the last boats leave the harbor

Make sure the Start Boat is starting the Drag at the North corner of the Mill Dock and NOT in the harbor.

 

*Zero tolerance for alcohol and drugs. Racer must blow 0.0 to race. If you feel a racer may be under the influence or a danger to themselves or others, report to home base. Safety Crew has the right to disqualify any racer.

Safety Meeting at 3:30 on July 4 at City Dock Announcer Booth (please be there early), races start at 4:30

You will have the Ambulance parked at the entrance to City Dock, positioned to leave in the event of an emergency.
 

You will have access to all areas, including the announcers platform.
 

If you need to take the Ambulance due to an accident outside the races, you will notify the Safety Crew at the announcers platform so that the races can be paused. Races are not allowed to continue without an Ambulance on site. The back-up Ambulance and EMS Personelle must be in position before the races can continue.
 

You will meet with the EMS Safety Boat at the Safety Boat Meeting, which takes place right after the Safety Meeting, to touch base with them about any concerns and to make sure you are both aware of equipment on board the EMS boat, and know the response plan.
 

*note, in case of a water accident, the EMS boat and two closest Safety Boats will respond. The patient will be loaded into the EMS boat to be transported to the Summer Float where EMS will then transfer the patient to the Ambulance to be taken to the hospital.

See Limited, Unlimited, and Rooster Race Maps on the Racer Registration Page for Safety Boat Placements

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Safety Meeting at 3:30 on July 4 at City Dock Announcer Booth, races start at 4:30

Show up early for safety meeting

Under 18 years of age is not allowed in Safety Boats. Only those who signed a waiver are allowed in Safety Boats

 

Along with other Safety Boat duties attached, you will also be in charge of the following:

You will have the EMS personnel and main equipment in your boat

     Equipment may include backboard, c-collars, trauma bag, and a wool blanket.

You will be the head safety boat, & will lead the safety boat meeting to discuss boat locations and response plan:

     Make sure the Ambulance, EMT's, USCG, and any WPD Boats are there for the meeting.

     Ask which boats have EMS. Discuss which boats will be responding to an accident along with you. It should be the closest two boats plus the EMS boat to keep the site from getting congested.

     Patients will be brought to the Summer Float where EMS will take them to the Ambulance on stand-by

 

You will meet with the Ambulance and Safety Boats right after the Safety Meeting to discuss the response plan and Boat Placements