2024 Volunteer Information

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)

Supplies:

 Laminated buoy map

 Laminated course maps with safety   Flag key and order of events

 Buoys (do not use white)

 Anchors

 Line

 Means of measuring distance

Boundary 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.

Finish Buoy should be the largest and brightest, and of a different color than all other buoys.  Do not use White.  Please attach the checkered flag if possible.

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Circular Course Buoys should be green or other, not white.

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

Dock Set Up

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

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Coordinate with Harbor Dept, WVFD,  and AML about staging before setting up.

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Supplies (we will provide these - please contact us before you need them so we can give them to you):

• "Dock Set-up" Tote (rope, caution/packing/blue tape, stapler, measurer, line, carabeaners, leatherman, heavy scissors

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

• Wooden Risers x6

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

• three 6' tables, one 8' table

• 5 folding chairs

• 2 Coolers w/4 Cases Water (case in each cooler with ice) one cooler will go with racers

• Bleachers (Coordinate with PnR or grab from Logging show after)

• 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 ash before 4th

• Bring all equipment to the dock

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

• Have bleachers delivered or we will grab from logging show after they are done

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

• post laminated "Restricted Area" signs on announcer platform stairs with rope across

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

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

• 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 top of the Float Plane Dock with rope across before 2pm or with above

Records, Announcer, Brackets, Runner, Sign Up

Sign up/Announcer/Bracket Recorder/Records Keeper/Runner
Records meet at 12:30. boat ck 2p, Sign up 2:30, Safety Meeting 3:30 on July 4 at City Dock Announcer Booth, races start 4:30
SuppliesShow up 10 minutes early for safety meeting
This Instruction Sheet for each volunteer
"Racer Packet List and Instructions..." (in volunteer packets file, put in main racer packet file)
"Racer Checksheet" (put in main racer packet file)
"Safety Meeting READ"
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 this file)
Annual checklist
Istructions to Cancel or Postpone Races if need
Sound System (John & Coby will set up)
Boat Race Tote (supply list in tote), checkered flag
Paperwork File Box (Boat owner also nd to sign if other person racing. Brackets in AAU file)
Radios SRRR has 6 now
Racing set list (iPhone music)
Raffle Tickets
Sign-up instructionsSign up starts 2 1/2 hours before races (one hour alloted for sign up)
sign up on the concrete if possible - too crowded on the platform
See "Racer Packet List and Instructions"
racers need to have boat check passed before sign-up (can pre-ck breathalyzer at boat ck if need)
fill out small papers with names on them for drawing limited lane assignments and unlimited pairs
tell racers to be back BEFORE 3:30 for mandatory safety meeting
No refund if they don't pass the breathalyzer at the Pit
Bracket/Placing Recorder Instructions (Jeanie)
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
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 Breathalyzer person to have at the pit
Unlimited/Limited: Radio next racers and on-deck racers to boat check/pit crew after every race
Unlimited/Limited: When timer gives you the winner, record it on the bracket
or use past winners for seeding for bracket
Records Keeper instructions
Assist bracket recorder (Donna)
post updated bracket on fb (Donna)
Pull racer profiles out before racers are on track to give to announcer (marjy)
Make sure all volunteers have signed both waiver forms
Assist announcer (marjy)
Runner Instructions
Help hand out supplies and race vests to racers and crew (Greg)
be on the lookout for dangerous crowd and boat activity and communicate to announcer (John)
Help with miscellaneous at announcer booth or where needed (Greg)
Play Music before and between races (Coby)
Announcer (should be next to music and bracket recorder)
announcements for rules, enforce safety verbally, read safety meeting instructions at safety meeting
tell crowd to see facebook "4th of July Boat Races" for updated bracket
Tell crowd about VIP seating area where our Supporters and Sponsors are sitting, thank them
remind crowd - no one in water, incl summer float, or have to pause races per racing rules
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
Awards
Prize Money (checks)
Certificates
Trophies
Brackets to winners
Banner to Unlimited winner
Did you sign a waiver?
positions L to R should be Coby, Penny, Jeannie, Donna, Marjy. John and Photographers on R in front.
LIMITED Races: assign a boat to a safety boat passenger to keep track of, or someone on the dock.

Boat Check

Boat CheckBoat Check 2pm @ South Summer Float, registration following,

Show up 10 minutes early forSafety Meeting 3:30 at 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 sign up. Please be VERY thorough.

Supplies:

This laminated boat safety checklist

Radio (please bring one, not 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).

Safety Shirt or hat if available

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 prop/jet

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

Battery box secure

fuel tank secure

Hull intact and secure

Racer Life jacket secured to all person(s) in boat at all times (cannot be air or gas)

Helmet secured to all person(s) in boat at all times

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

Breathalyzer/Pit

Breathalyzer/Pit
Boat checks at 2pm at Summer Float, registration at 2:30,
Safety Meeting at 3:30 Announcer Booth, races start at 4:30
Show up 10 minutes early for safety meeting
Instructions:
You will get a breathalyzer and be instructed on its' use.
Be available at boat check in case a racer wants a breathalizer check
All Racers should be breathalyzed at the Pitbefore 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 no refund if the racer does not pass.
Keep an eye on racers that they do 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 breakwater 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.
Supplies:
Laminated instruction sheet
Laminated course maps
Radio with earpiece
Cell Phone
Safety Crew Shirt
Breathalyzer
clipboard
pen/pencil
bracket (communicate with announcer booth)
Checkered Flags for race winners
"Restricted Area" Sign & tape or zip ties
Tent
Cooler w/ice & water and extra water

Ambulance EMS

Ambunlance EMS
Safety Meeting at 3:30 on July 4 at City Dock Announcer Booth, races start at 4:30
Show up 10 minutes early for safety meeting
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 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.

EMS Boat