Race Day Volunteer Coordinator

Full Day

This position is responsible for noting which volunteers showed up and directing volunteers where they should go once they arrive, working with the Race Registration Coordinator. They will receive a document outlining all the roles and phone numbers for chief of race, race admin, and others. They will make sure all volunteers feel supported and have a great experience. After the race, they report to the Volunteer Coordinator which volunteers showed up and which did not. 

Be on the patio at 7:30am. Before the first run, go onto the hill to make sure all volunteers are in position. Before the second run, check again to see if anyone has not returned for the second run. 

Race Registration Coordinator

Full Day

Race knowledge is necessary for this position.  The Race Registration Coordinator will manage the Day of Race Volunteer signup process.  He/she is responsible for signing in the volunteers and providing them with race day information on where and when the volunteers need to be during the day.  He/she will help set up the officials packets and the gate judge packets.  He/she will help the registration and ticket sales team set up the tables to prepare for registration and will clean them after registration.  This person is also responsible for giving out day of race volunteer lift tickets to individuals who need them and turning in the leftover ticket money.  The Race Registration Coordinator may need to find replacements for any positions not filled prior to the closer of registration.

Meet on the patio at 7:15am (inside in inclement weather.) 

Registration
(2 Volunteers)

Half Day

This position is responsible for checking in racers on the first race day. Registration volunteers pass out Bibs and ensure all necessary fees have been paid by racers. There are 2 Volunteers - 1 for checking in Men and 1 for checking in Women.

Meet on the patio at 7:15am (inside in inclement weather.) 

Starter

Full Day

The Starter is at the Start of the race and is responsible for giving the countdown or signal for each racer to start his/her race. 

Check in at Registration between 7:30-8am. Be at the start of the race 30 minutes before the first run. 

Assistant Starter

Full Day

The assistant starter calls the competitors to the start in their start order and assists in getting the racers lined up and into the start area. They should double-check that all racers have proper helmets. 

Check in at Registration between 7:30-8am. Be at the start of the race 30 minutes before the first run. 

Hand Timekeepers

(4 Volunteers)

Full Day

These individuals use a stopwatch and clipboard to hand record all the starts/finishes for use in case of an electrical timing malfunction. Please note that you will need to be able to press a small button on the timer - so it is recommended that you have tight fitting gloves to ensure easy access to the timing button.

Check in at Registration between 7:30-8am. Two head to the start and two head to the finish 30 minutes before the first run. 

Assistant Timers

(2 Volunteers)

Full Day

These individuals are necessary to assist the Chief of Timing in handling the electronic equipment in the finish shack. Preference will be given to individuals interested in the Chief of Timing role for future races. Previous experience with race timing is beneficial.

Check in at Registration between 7:30-8am and head to the Finish Shack. 

Public Address Operator

Full Day

This person announces the racers' names and times as they cross the finish. In addition, they make "thank you announcements" recognizing our Sponsors. 

Check in at Registration between 7:30-8am. Head to the Finish Shack before the first run begins.

Scoreboard Writer/Runner

(2 Volunteers)

Full Day

The Writer stands at the scoreboard near the finish and records each racer's time as the PA Operator announces it. The Writer is also responsible for mounting the score sheets and writing in all racer names. 

The Runner will assist in ensuring the times are properly recorded and, if necessary, run to the finish shack to confirm times and/or locate missing times. Responsible for taking down the scoreboard and returning it to the shacks. 

Check in at Registration between 7:30-8am. 

Ensure that the scoreboard is set up before the first run. The Writer stands at the scoreboard. The Runner works with the writer and goes wherever is needed.

Midway Clearers

Full Day

Midway Clearers are needed for races on Stump Farm, Bull Run, and GS races on Gold Hill. These individuals will have radios and will be in contact with the starter to let him/her know when each racer has passed by their position.

Check in at Registration between 7:30-8am, then talk to the Chief of Race or Chief of Course for instructions. 

Hot Beverage Delivery

Full Day

This individual is responsible for picking up all hot beverage materials from the shacks (prepared by the shack managers.) They will deliver beverages to the volunteers on the race course throughout both runs of the race. This may require returning to the lodge to refill the carafe as needed. This position will involve several chairlift rides. 

Check in at Registration between 7:30-8am. Head to the race admin shack for materials. 

Lunch Maker

Full Day

This job involved buying the makings for approximately 45 lunches, making the lunches and delivering them to the lodge the morning of the race. Receipts for your expenses are submitted to the CMAC treasurer using Ramp (see instructions).

Suggested lunch

• Sandwiches with mayo/mustard packets

• 5 no bread/meat/cheese only (for gluten free)

• Chips/snacky item

• Cookie/granola bar/dessert item

• Bottled Water

Drop off 45 lunches on race day at Registration by 7:30am.  

Banner Organizer

Half Day

This job involves picking up the race sponsor’s and CMAC banners from the finish shack, taking them up to the race hill and hanging them at the start and finish as well as, at the end of the race, taking down the banners and returning them to the Finish Shack.

Check in at Registration between 7:30-8am. Head to the finish shack to get the banners.

Return banners to finish shack at end of each day. 

Awards Ceremony Assistant 

Half Day

Help set up and take down for awards at all of our "home" races, including:  place the medals on the folding table according to age group/category in ascending order of places, put podium at ceremony site, set-up podium backdrop, rope off an area around the podium to give the winners space for pictures, set up sponsor banners as needed. Awards Assistants need to be flexible on start and finish times for the afternoon. Our races occasionally go long and it is important the Assistants are available for the entire awards ceremony and tear down. 

Check in at the shacks at the completion of the race. 

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WHERE & WHEN

Race Referee

USSS certification required

Full Day

The Race Referee must have current Referee (RF) certification by U.S. Ski & Snowboard. The referee is appointed by the TS and work very closely with the TD, the Race Referee is responsible for drawing the start numbers, inspecting the course immediately after it is set, changing the course by taking out or adding gates as necessary, receiving the reports of the start and finish referees and the race officials about the infractions of the rules and the gate faults at the end of the first run and again at the end of the race, checking, signing and posting the Referee's minutes immediately after each run on the official notice-board and also at the finish hut and sending a report to U.S. Ski & Snowboard in all special cases or in the event of a difference of opinion among the Jury members or in the case of severe injury to a competitor.

Be on the hill at least 15 minutes before race begins.

Chief of Race
USSS certification required

Full Day

The Chief of Race must have current Chief of Race (CR), Referee (RF) or Technical Delegate (TD) certification by U.S. Ski & Snowboard. The Chief of Race directs all preparations of the competition and supervises the activities in the technical area.  He/she summons meetings for consideration of technical questions and leads the team captains' meeting after consultation with the TD.

Be at the shacks by 7am.

Chief of Course
USSS certification required

Full Day

The Chief of Course must have current Chief of Course (CC), Chief of Race (CR), Referee (RF) or Technical Delegate (TD) certification by U.S. Ski & Snowboard. The Chief of Course (CC) is responsible for the preparation of courses in accordance with the directives and decisions of the Jury, and must be familiar with local snow conditions on the terrain concerned. Learn more in the CC Study Guide. 

Be at the shacks by 7am.

Start Referee

USSS certification required

Full Day

The Start Referee must have current certification by U.S. Ski & Snowboard of a Jury Advisor (JA) or Referee (RF) level for scored races (e.g. U14/U16/U19 races), and at least a Competition Official (CO) for non-scored races (e.g. U8/U10/U12 and masters races). The start referee is essentially in charge of running the race once it is cleared to start by the jury., The start referee must remain at the start throughout the training and the race and make certain that the regulations for the start and the start organization are properly observed. He/she determines late and false starts and reports the names of the competitors who did not start, have made false or late starts or other infringements and reports the violations against the rules for equipment.

Check in at Registration between 7:30-8am. 

Be at the start of the race at least 30 minutes before the first run. 

Finish Referee

USSS certification required

Full Day

The Finish Referee must have current certification by U.S. Ski & Snowboard  of a Jury Advisor (JA) or Referee (RF) level for scored races (e.g. U14/U16/U19 races), and at least a Competition Official (CO) for non-scored races (e.g. U8/U10/U12 and masters races). The finish Referee must remain at the finish throughout the training and the race and make sure that the regulations for the organization of the finish are the finish in-run and out-run are properly observed.  He/she supervises the finish controller, the timing and the crowd control in the finish area and must be able to communicate immediately with the start at all times.

Check in at Registration between 7:30-8am. 

Be at the end of the race at least 30 minutes before the first run. 

Chief Gate Judge

USSS certification preferred but not required

Occasionally we will also need an Assistant Chief Gate Judge.

Full Day

The Chief Gate Judge should have current certification by U.S. Ski & Snowboard of a least a Competition Official (CO), but it not a requirement. The Chief Gate Judge organizes and supervises the work of the gate judges beginning with the gate judge meeting before the race and ensuring all information is accurate on gate judge cards at the conclusion of the race. The Chief Gate Judge must distribute to each gate judge the material needed(control card, pencil, start list, etc.) and be prepared to offer assistance to help keep the spectators off the course or to help maintain the course, etc. He/she designates the gates each gate judge will supervise and places the gate judges in position after describing their job to them. He/She must make certain that the numbering and marking of the gates are done within the required time. At the end of each run, he/she will collect the gate judges' control card for delivery to the Referee. At the end of the day, the Chief Gate Judge will deliver the buckets back to the CMAC shack, unpack them and prepare them for the next race day. 

Check in at Registration between 7:30-8am. 

Lead the Gate Judge meeting at 8:15am. 

Chief of Timing and Calculations

USSS certification required

Full Day

The Chief of Timing and Calculations must have current Chief of Timing and Calculations (TC) certification by U.S. Ski & Snowboard. This position is responsible for the coordination of officials at the start and finish, including timing and calculations, and determination of intervals between starts. 

Check in at Registration between 7:30-8am. 

Head to the finish shack at least 30 minutes before the first run. 

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Sallie McNabb BBQ

Volunteer Credits:  

  Coordinator: Full Day

  BBQ Volunteer: 1/2 Day

Full Day

Coordinator is responsible for Coordinating the BBQ.  Volunteers will work with the coordinator to setup, run BBQ and Clean up.

CMAC Banquet Coordinator

Two Days

A CMAC Banquet Coordinator will be designated by the CMAC Board. This position will work with the Coordinator to ensure a smooth running banquet. Receipts for your purchases are submitted to the CMAC treasurer for reimbursements along with an filled out Volunteer expense report.

CMAC Banquet Helper

Full Day

Provide support on the day of the banquet (registration, drinks distribution, etc.) under the direction of the Banquet Coordinator. 

CMAC Race Program BBQ Host 

Full Day

A CMAC Race Program BBQ Host will offer to coordinate an event to have all race program participants and their families get together to prepare for the next race season.  This event is typically held in early fall during or shortly after registration begins/ends.

CMAC Store Coordinator

Full Season

The CMAC Store provides team members and their families access to CMAC branded merchandise and serves as a small fundraising opportunity for the club.  The Store Coordinator organizes and distributes items purchased by families, either mailing them or arranging pick up of the items. They will also periodically sell small items (ski straps, stickers, hats).

CMAC Team Clothes Distribution

Full Season

Each spring CMAC takes orders for team jackets, pants, rain shells, etc. These orders arrive in the fall. This position has the responsibility of sorting and distributing all of these orders. It is expected that two volunteers will collaborate on this. 

Lodging Coordinator

Full Season

The Lodging Coordinator secures discounted hotel reservation blocks for all away-races the CMAC race teams (Mighty Mite through FIS) will attend. 

ROLE

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DESCRIPTION

WHERE & WHEN

Race Administrator

Full Season

The Race Admin establishes the race season by registering each race with U.S. Ski & Snowboard in the Fall. They write the race announcements and set up the registration website for each race. They communicate with the mountain re the race, acquires rooms for the TD (Technical Delegates) reserve space in the lodge for registration and order lift tickets to be sold to racers. They pre-fill out all of the U.S. Ski & Snowboard paperwork for the races. They verify we have all the necessary officials and that they have proper U.S. Ski & Snowboard licenses. (More details of this position's roles and responsibilities are in this doc.)

Bib Manager

Full Season

The Bib manager gets the bibs from the Bib Collector then takes bibs home, washes them, stacks them in numerical order, returns them to the CMAC Shack before the next race and lets the Race Administrator know which numbers are missing.

Pick up bibs from the Race Admin Shack after the final run. 

Shack Manager

Full Season

The Shack Manager is responsible for stocking the shack with all needed supplies. On race day, they ensure that the 16 volunteer packets (gate judges and officials packets) are filled for each race day. They empty and refill the 16 volunteer packets for the next race and clean shack after race. (More details of this position's roles and responsibilities are in this doc.)

Prepare hot beverages

Award Coordinator

Full Season

Receive all medals for season.  Verify that all medals are sorted and accounted for (5 races total).  If any missing medals/plates, contact the Director of Advancement (advancement@cmacskiracing.com).  Responsibilities include that on final day of each race (5 total) ensure that the awards process is run smoothly. Detailed responsibilities are listed here.

Mighty Mite Race Program Parent Representative

Volunteer Credit: 4 Days (full season)

4 Days

This job is a full season responsibility and includes the following: 

1. Attend and assist with pre-season meetings including the New Parent's meeting.

2. Be available at the CMAC shack before and after for the first two days of training

3. Be available at registration for the Mighty Mite races

4. Write brief race reports with pictures and provide these to the social media team for posting. 

5. Attend socials and CMAC end of season banquet

6. Coordinate parent communications and organize away race dinners as needed

7. Communicate with the Program head Coach regarding parent questions/concerns.

8. Assist with arranging group reservations for away races. 

Junior/FIS Parent Representatives
(U14, U16 and U18)

Volunteer Credit: 4 Days (full season)

4 Days

This job is a full season responsibility and includes the following: 

1. Attend and assist with pre-season meetings

2. Attend fitness testing

3. Available at CMAC shack before the first 2 days of training

4. Be available at registration for the home Junior races 

5. Write brief race reports and provide these to the social media team for posting. 

6. Attend Social and CMAC end of season banquet

7. Coordinate parent communications and organize away race dinners as needed

8. Communicate with the Program head Coach regarding parent questions/concerns.

Referee or other training to become licensed

Full Day

Every year PNW Division offers training to become licensed in a variety of positions that require a U.S. Ski & Snowboard  license, namely Race Administrator, Chief of Race, Chief of Timing and Calculations, Start or Finish Referee. Any individual who takes the day-long training and then performs a licensed function will be credited with 1 full day of volunteer credit. Check the CMAC calendar or the PNSA calendar for the next training date. These usually happen in mid-October. (Note that this credit does not apply to members who only attend to take the update required every two years.) 

Note: to get this credit applied, email the volunteer coordinator at volunteer@cmacskiracing.com with the specific U.S. Ski & Snowboard position for which you have successfully become licensed. 

Member of the Board

USSS membership required

Volunteer Credit: none

This volunteer position is one where you become a member of our board.  The board meets monthly and all members manage at least one working group or project. Learn more about board participation and expectations here. You will need to be an active participant in all board activities. Board members are required to have a membership with US Ski and Snowboard, and complete all required training. While this is a major time commitment to serve on the CMAC board, there is no volunteer credit given for this.