2023 Volunteer Information
Thank you for volunteering! Please see your section below for details on your position. You will get your packets with your supplies in them at the Safety Meeting at 3:30pm at City Dock on the 4th of July. Don't forget to bring your sunscreen, water, and shade if needed. Everyone should have a cell phone, and all boats should have a radio (not provided).
Course Set Up
Instructions:
Responsible for:
Setting up race course and maintaining safety zone measurements
required by APBA and USCG. (map will be provided by us)
Inside buoys need to be set out at least 210 feet from dock
so people can see the boats, and for requirements. Make sure they will be
this distance according to what the tide will be at race time.
Supplies:
Laminated buoy map
Laminated course maps with safety flag key and order of events
Buoys (finish buoy should be xtra large Bright buoy)
Anchors
line
means of measuring distance
Finish Buoy should be very large, bright, and of a different color than all other buoys. Please attach the checkered flag if possible.
Click on the link below for a copy of the Course Map with Buoy placements and minimums required.
Dock Set Up
July 1 or sooner, hang banners
Have tables and chairs to platform on City dock before 2pm on the 4th please
Supplies (we will provide these - please contact us before you need them so we can give them to you):
Laminated instruction sheet
Risers (wooden - contact us for storage)
Tents (one at pit, two on platform, large one at bottom of platform stairs - contact us for storage)
rope
Stapler
signs (authorized personnel, no alcohol, VIP Area)
Caution Tape
Four 6' tables (or two 12')
6 folding chairs
Packing tape to hang signs
Grandstand
Set up the following July 3 or 4
make a "railing" out of rope on the announcer platform
Set up Risers
post laminated no alcohol & no smoking signs at city dock gate x2
rope off top of float-plane ramp with "restricted area" sign attached. Don't close if you do this on the 3rd, just get it ready.
post laminated "Restricted Area" signs x2 on platform
flag off N end of dock for VIP area for 70 people
Tape VIP Area signs to rope at VIP area
Set up July 4
table and chairs on the chassis before 2pm
...After the Logging Show, get a few guys to help pack bleachers to VIP seating area
Records, Announcer, Brackets, Runner, Sign Up
Supplies
Instruction Sheet (this one) for each volunteer
Boat Race Tote (supply list in tote)
Paperwork File Box
Raffle Tickets
Sign-up instructions:
Meet at City Dock at 1pm to start setting up paperwork. Boat Check and Sign-up starts at 2pm (one hour allotted for sign up).
Bracket/Placing Recorder Instructions:
We will determine which brackets we are using after sign-up. Brackets will be in the file box.
Write the type of race at the top of the bracket
For Unlimited, we will assign first racing pairs at random by boat type, ie. V bottom vs V bottom (fill out bracket)
make another copy of the brackets to give to the pit.
Radio next racers on deck and in the hole to the pit crew after every race.
Unlimited/Limited: When the timer gives you the winner, record it on the bracket
Records Keeper instructions:
Assist bracket recorder
post updated bracket on fb
Pull racer profiles out before racers are on track to give to announcer
Make sure all volunteers have signed both waiver forms
Assist announcer
Runner Instructions:
Help hand out supplies and race vests to racers and crew
be on the lookout for dangerous crowd activity and communicate to announcer
Help with miscellaneous at announcer booth or where needed
Announcer Instructions:
announcements for rules, enforce safety verbally, read safety meeting instructions at safety meeting,
announce facebook "4th of July Boat Races" for updated bracket
Tell crowd about VIP seating area where our Supporters and Sponsors are sitting.
announce racer profile as they are racing.
remind people no smoking, open flames, or fireworks.
Advertise for next years' races.
tell crowd prize money amounts.
explain the types of races to crowd.
Ask start boat who is on inside so you can relay to crowd.
get official winner from finish line crew and announce.
make sure timers are brought to dolphin before limited and brought back after unlimited.
Thank Racers, Safety Boats, Volunteers, USCG, Harbor, WPD, WVFD, Photographers, Sponsors…
Draw for AK Air Raffle after Unlimited Race
Boat Check
Boat check 2pm Summer Float, registration following,
Safety Meeting 3:30 at Announcer Booth, races start at 4:30
Instructions:
Radio home base with racer name when the boat is checked off and OK to sign up. Be very thourough.
Supplies:
Laminated boat safety checklist
Radio (please bring one)
Cell phone
Safety Shirt if available
Breathalyzer - use only if the racer wants a pre-check. They will be breathalyzed at the pit.
Boat Safety Checklist
Boats will not be allowed to race unless equipped with the following:
Fire Extinguisher (secured)
Seats secure
Loose objects removed or secured
Bow rope secured to bow, length must not reach prop/jet
Tether secured to driver (not around wrist) and engine stop switch
Battery box secure
fuel tank secure
Hull intact and secure
Racing Life jacket secured to all person(s) in boat at all times
Helmet secured to all person(s) in boat
Means to bail boat (working bilge pump, hand pump, bucket, or other)
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
*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 packets and breathalyzer back to the
Announcer when done with boat checks.
Breathalyzer/Pit
Instructions:
You will get a breathalyzer and be instructed on its' use.
All racers will be breathalyzed. Once breathalyzed, they will not leave the pit
except for to race. If race crew needs to leave pit, they will be breathalyzed
on return. Radio "home base" with racer(s) names when ok to race.
*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.
You will also get a copy of the bracket to bring to the pit to keep track
of the next racers in line. Communicate with the announce which boat it is on the inside.
Supplies:
Laminated instruction sheet
Radio (please bring one)
Cell Phone
Safety Crew Shirt or hat if available
Breathalyzer
clipboard, pen, and bracket
Checkered Flags for winners (you will give a checkered flag to the winner of the Limited and to the Unlimited winners after their races for a victory lap).
(announcer booth and timers will communicate winners)
Ambulance EMS
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 must be in position before the
races 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 discuss 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.
EMS Boat
There should be a minimum of two EMS or Medical personnel on your boat.
Safety Meeting at 3:30 on July 4 at City Dock Announcer Booth, races start at 4:30
Under 18 years of age is not allowed in Safety Boats
Along with other Safety Boat duties below, you will also be in charge of the following:
You will have the EMS personnel and main EMS equipment in your boat.
Equipment should include a backboard, c-collars, trauma bag, and a wool blanket.
The head safety boat will lead the safety boat meeting and will ask you to talk about the response plan:
Make sure the Ambulance EMT is there for the meeting.
Ask which boats have EMS members. 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 right after the Safety Meeting to discuss the response plan.
Head Safety Boat
Instructions:
There should be a minimum of two people per boat.
Mandatory Safety Meeting is at 3:30pm at City Dock. Safety Boat Meeting to follow.
You will need a radio and a cell phone (not supplied).
Safety meeting is one hour before races start at City dock where you will
get your supplies and designate a communication channel on the radio (normally channel 12).
The Safety Crew has the right to stop races for any reason if you think conditions
or racers might cause danger. All safety crew will sign a waiver.
Safety Boat Responsibilities:
Clearing debris,
keep unauthorized traffic out of race area,
directing boats,
transport timers,
emergency stoppage of races,
respond to emergencies.
Be aware of planes wanting to land or boats needing to get in or out of the
harbor and organize accordingly.
There will be one main EMS boat with
extra medical supplies and backboard.
Communicate concerns, weather
and water conditions, safety issues, etc. with other safety boats and crew.
In addition to the above Safety Boat Duties, you will head up the Safety Boat meeting following the Safety Meeting to coordinate Safety Boat placements. If the Coast Guard is not present, you will also make the "Closed Course" announcement on channel 16, and the open course announcement after the races. The announcements will be in your packet.
To stop the race for hazards or an accident, all safety boats will have Red Flags.
announce the hazard immediately and wave the red flag.
The main safety boat will sound 3 blasts from air horn 3 times and announce
“Freeze” 3 times on designated VHF channel.
Communicate by radio when all is clear.
Supplies:
Laminated instruction sheet
Laminated buoy map with safety boat placements and flag key
Laminated race maps, and order of events
Red hazard flag
Safety Boat Identifier (re, orange flag)
Radio and Cell Phone (not supplied)
Safety Crew Shirt or hat if available
Safety Boat Identifier (re, orange flag)
2 Fog Horns
Safety boats should be CG compliant with fire extinguishers. Loose objects
should be secured, tether should work, all crew should have life preservers.
Safety Boat
Instructions:
There should be a minimum of two people per boat.
Mandatory Safety Meeting is at 3:30pm at City Dock. (Safety Boat Meeting to follow)
You will need a radio and a cell phone (not supplied).
Consider bringing a Salmon dip net to make it easier to scoop drift.
Safety meeting is at 3:30pm at City dock where you will get your supplies and designate a communication channel on the radio (normally channel 12).
The Safety Crew has the right to stop races for any reason if you think conditions or racers might cause danger.
All safety crew will sign a waiver.
Safety Boat Responsibilities:
Clearing debris,
keep unauthorized traffic out of race area,
directing boats,
transport timers,
emergency stoppage of races,
respond to emergencies.
Be aware of planes wanting to land or boats needing to get in or out of the
harbor and organize accordingly.
There will be one main EMS boat with
extra medical supplies and backboard.
Communicate concerns, weather
and water conditions, safety issues, etc. with other safety boats and crew.
To stop the race for hazards or an accident, all safety boats will have Red Flags. Announce the hazard immediately and wave the red flag.
In an Emergency, the main safety boat will sound 3 blasts from air horn 3 times and announce “Freeze” 3 times on designated VHF channel.
Communicate by radio when all is clear.
Supplies:
Laminated instruction sheet
Laminated buoy map with safety boat placements and flag key
Laminated race maps, and order of events
Red hazard flag
Safety Boat Identifier (re, orange flag)
Radio (not supplied)
Safety Crew Shirt or hat if available
Cell Phone (not supplied)
Safety boats should be CG compliant with fire extinguishers. Loose objects
should be secured, tether should work, all crew should have life preservers.
Start Boat
You should have a minimum of two people in your boat.
Mandatory Safety Meeting is at 3:30PM at City Dock.
Safety Boats will also have a safety boat meeting headed up by the head safety boat right after the safety meeting.
The Start Boat needs to be a smaller boat which is easy to maneuver. There should be two people on board.
Instructions:
You will need a radio and a cell phone (not supplied).
Safety meeting is one hour before races start at City dock where you will
get your supplies and designate a communication channel on the radio.
The Safety crew has the right to stop races for any reason if you think conditions
or racers might cause danger. All safety crew will sign a waiver.
The Start Boat will stay to the inside of race boats to avoid racers looking into the sun.
Start boat must be in-line (not ahead). Start Boat will set the pace.
Inside boat will align with start boat, and the outside boat will align with them. (Boats align in succession for the Circular race from inside to outside)
You will start the race when boats are nose to nose at about the same location to keep consistency (at about the breakwater). Drop the flag and sound the fog horn when all are in line.
Responsible for:
Start/re-start races, emergency stoppage of races, respond to emergencies.
Be aware of planes wanting to land or boats needing to get in or out of
harbor and organize accordingly.
There will be one main EMS boat with
extra medical supplies and backboard. Communicate concerns, weather
and water conditions, safety issues, etc. with other safety boats and crew.
To stop race for hazards or accident, all safety boats will have Red Flags.
announce the hazard immediately and wave the red flag.
In case of an Emergency, the Main safety boat will sound 3 blasts from air horn 3 times and announce
“Freeze” 3 times on designated VHF channel.
When all clear, restart racers with the Green Flag and fog horn when racers are in position
Supplies:
Laminated instruction sheet
Laminated buoy map with safety boat placements and flag key
Laminated race maps, and order of events
Red hazard flag
Green Flag (for Start Boat only)
Safety Boat Identifier (re, orange flag)
Radio (not supplied)
Safety Crew Shirt or hat if available
Cell Phone (not supplied)
2 Fog Horns
Safety boats should be CG compliant with fire extinguishers. Loose objects
should be secured, tether should work, all crew should have life preservers
Finish Boat
Instructions:
you should have a minimum of two people on board.
Mandatory Safety Meeting is at 3:30pm at City Dock.
You will need a radio and a cell phone (not supplied).
Consider bringing a Salmon dip net to make it easier to scoop drift.
Safety meeting is at 3:30pm at City dock where you will get your supplies and designate a communication channel on the radio.
Safety crew has the right to stop races for any reason if you think conditions
or racers might cause danger.
All safety crew will sign a waiver.
Responsibilities:
Clearing debris,
keep unauthorized traffic out of race area,
directing boats,
transport Finish Judges to lone dolphin,
emergency stoppage of races,
respond to emergencies.
Be aware of planes wanting to land or boats needing to get in or out of
harbor and organize accordingly.
There will be one main EMS boat with
extra medical supplies and backboard. Communicate concerns, weather
and water conditions, safety issues, etc. with other safety boats and crew.
Your boat will be positioned in line with the finish buoy and lone dolphin.
Please leave enough room for racers to safely cross the line on both sides of
the buoy. You will also be the backup race winner caller incase the timers are unable to call a race. For Limited, make sure you keep track of the 1st, 2nd, and 3rd placings.
To stop race for hazards or accident, all safety boats will have Red Flags.
announce the hazard immediately and wave the red flag.
Head safety boat will sound 3 blasts from air horn 3 times and announce
“Freeze” 3 times on designated VHF channel.
Communicate by radio when all is clear.
Supplies:
Laminated instruction sheet
Laminated buoy map with safety boat placements and flag key
Laminated race maps, and order of events
Red hazard flag
Safety Boat Identifier (re, orange flag)
Radio (not supplied)
Safety Crew Shirt or hat if available
Cell Phone (not supplied)
Safety boats should be CG compliant with fire extinguishers. Loose objects
should be secured, tether should work, all crew should have life preservers
Timers (Finish Judges)
Instructions: There will be two timers, one main and an extra set of eyes.
Mandatory Safety Meeting is at 3:30pm at City Dock.
Limited and Unlimited Races: You will be brought to the lone dolphin. Keep phone in video mode to video finish incase of a close race. If need, review footage in slow-mo.
Unlimited: When the first boat crosses the finish buoy, radio the winner. Identify the winner by saying "inside boat or outside boat" on the radio.
Limited: Video the first three boats that cross the finish line. Radio the description of the first, second, and third place boats.
The Finish Safety Boat will be the backup race winner determiner if
something happens to where the timers cannot call the race
Your placings determine the official winners.
Supplies:
Laminated instruction sheet
Radio (supplied)
Safety Crew Shirt or hat if available
Phone with photo burst/video ability (not supplied)
laminated race courses, buoy map, order of events
VIP Attendant
Arrive before 4pm and pick up your packet from the records keepers at City Dock.
SUPPLIES:
VIP list,
Stamp,
Bottled water in cooler
*Ask Entrants what business they are with.
*Each Gold Business gets 4 passes.
*Each Silver Business gets 2 passes.
*Extra passes are allowed if there is space.
The extra passes can sit in the bleachers.
*Stamp the entrant's hand and mark the passes off.
*Give entrants bottled water.