Regatta Volunteer Requirements

 If you are not able to fulfill your commitment, please find a replacement and email president@spartancrew.org ASAP.  On regatta day each volunteer must sign-in at the VASRA volunteer desk near Regatta headquarters an hour before your shift begins (this is down the hill opposite the boathouses). There will be large signs identifying the location. If you do not show up for your volunteer shift, WSCBC will be fined. 

Please read through the job descriptions and requirements to insure you are able to fulfill the duties as assigned prior to signing up.

Volunteers may not bring younger children while on duty.

Cell phones are not allowed during assignments on the water, or involved with safety, judging or running of the races.  Cell phones may be used for emergencies only if volunteering in less critical positions such as concessions, money collecting, and helper.

Important Notice About Volunteer Sign-in at Sandy Run

On the day you volunteer, you must sign in on a roster sheets at the Regatta Headquarters at Sandy Run, which is the small building on the right as you're walking down the hill to the boathouse. Sign in at the required time, then go immediately to your job site.  If you're unsure where to go, the sign-in coordinators will help you.

Regatta Volunteer Duties

Announcer – Finish Line - Duties: You will work at the finish line, behind or near the Finish Line Judge, and announce the official results of each event as they are provided to you. You will also make other miscellaneous announcements as directed by the Finish Line Judge, the Coordinator, or the Regatta Director. Instructions: Report to Regatta Headquarters and sign attendance sheets and insurance waiver. Dress: Anticipate inclement weather and wear layered clothing.

Announcer - Headquarters (HQ) - Duties: You will announce over the loudspeaker system from HQ the first, second, and last call for the launching of shells in each event, and the event number and the names of the crews participating. You will also make other announcements as directed by the HQ Coordinator or Regatta Director. Instructions: Report to Regatta Headquarters and sign attendance sheets and insurance waiver and then report to the HQ Coordinator. Dress: You will be inside the Regatta HQ; layered clothing might still be advisable.

Awards Assistant - Duties: Working with the HQ Coordinator as they obtain results of specific races, organize labeled award ribbons by 1st, 2nd, 3rd places for presentation, and record distribution of awards. Pass results to Results Poster and prepare for awards pickup by coaches only. If there is a formal award ceremony, work with the Regatta Director in the presentations of medals, ribbons, trophies to the recipients following each race or at the end of the regatta. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver and report to work under the direction of the HQ Coordinator. Dress: You will be inside Regatta HQ; layered clothing may be advisable.

Concession – Finish Line and Boathouse - Duties: The first shift volunteer will set up concession stand supplies and prepare and sell food, T-shirts or programs as assigned by the Concession Manager. If you are selling T-shirts and programs, you will be given a separate moneybox, so please do not mix this money with that from food sales. Those selling T-shirts and programs are to count any that are left over and turn in that count of each with the money. Instructions: Report to Regatta Headquarters and sign attendance sheets and insurance waiver. Then, on the second sign-in sheet that the Concession Manager has, indicate both time of arrival and time of your departure in order to receive revenue-share credit for the number of hours worked. Dress: Anticipate inclement weather and wear layered clothing.

Dockmaster Assistant (Launch and Recovery) - Duties: The Dockmaster assistant helps the Dockmaster make sure that the crews are checked-in, launched, and retrieved safely, and at the correct times. They are to keep docks clear of unnecessary gear, help wash the docks prior to start of regatta, and take messages to HQ for Dockmaster. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, then report to and work under the direction of the Dockmaster. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered clothing. Docks may become slippery so wear appropriate footwear.

Cross-Over Marshal - Duties: The cross-over marshal is posted on the roadway that the Van drives. This is an important safety job to make sure that the pedestrians do not walk in the roadway at the bottom of the hill that the van takes from the upper parking lot to the finish line. Park authorities do not allow pedestrians to walk on the roadway. There is a trail to follow along the reservoir to the finish line. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, then report to the Regatta Director. Dress: Anticipate inclement weather and wear layered clothing.

Driver-Marshal - Duties: This job requires Launch Driver Training. During the regatta you will be assigned to a Regatta Marshal (usually a Judge/Referee) as his/her launch driver. You are under his/her control. Hand signals might be used. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch and the Official. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Shift changes will take place at the finish line exchange dock. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered clothing. Consider a hat, sunscreen, and gloves. Do not wear any RED clothing while performing this job. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Referee - Duties: This job requires Launch Driver Training. During the regatta you will be assigned to a Regatta Judge/Referee as his/her launch driver. You are under his/her control. Hand signals might be used. If you have a stop watch, bring it along, it could be of use. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch and the Official. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Shift changes will take place at the finish line exchange dock. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered clothing. Consider a hat, sunscreen, and gloves. Do not wear any RED clothing while performing this job. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Safety - Duties: This job requires Launch Driver Training. During the regatta, you will keep a keen eye on the course and attempt to keep powerboats, sailboats, kayaks, canoes, etc. out of the way of a race. Sometimes you will need to pick up large pieces of flotsam and jetsam which are in the shells' way. You must particularly keep a keen eye on rowers who are warming up upstream and for any shells that may have capsized. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Shift changes will take place at the finish line exchange dock. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered clothing. Consider a hat, sunscreen, and gloves. Do not wear any RED clothing while performing this job. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Dam - Duties: This job requires Launch Driver Training. You will patrol the lower reservoir (near the dam) to ensure the safety or the rowers and to prevent the shells from venturing too near to the dam. You must be in place before the first shell arrives at the start. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Shift changes will take place at the finish line exchange dock. Dress: Anticipate inclement weather. You will be very close to the water for extended period. Wear waterproof clothing, hat, and sunscreen. Do not wear any RED clothing while performing this job. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Set-Up - Duties: This job requires Launch Driver Training. Before the regatta you will be assigned to move racecourse equipment, facilities, and people up and down the race course. You will have a helper. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Dress: Anticipate inclement weather. Wear waterproof clothing. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Shuttle - Duties: This job requires Launch Driver Training. During the regatta you will be assigned to transport only officials, coaches, regatta workers, and the press up and down the course. (at no time can rowers be shuttled unless authorized by the launch master). Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master on the dock who will assign you to a launch. Make certain that your launch has a full complement of life preservers, an oar, and sufficient fuel. Shift changes will take place at the finish line exchange dock. Dress: Anticipate inclement weather. Wear layered clothing. Consider a hat, sunscreen, and gloves. Do not wear any RED clothing while performing this job. A personal floatation device (PFD) must be worn at all time while performing this job.

Driver-Take Down - Duties: This job requires Launch Driver Training. At the conclusion of the regatta, you will drive a launch and help store the regatta course equipment, motors, launches, lane markers. etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the Launch Master or Course Master on the dock for assignment to a launch. You will probably have a helper who must also wear a life vest. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered clothing. Consider a hat, sunscreen, and gloves. A personal floatation device (PFD) must be worn at all time while performing this job.

Finish Line Timer - Duties: You will work at the finish line to help determine shell timing and placement. The Finish Line Judge makes all lane assignments. You will need to be able to operate a stopwatch effectively in order to time the spilt time for the shell in your assigned lane. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, then report to the Finish Line, via shuttle launch or van. You will be sitting on cement step so bring a pillow. Dress: Anticipate inclement weather and wear layered clothing and a hat. Do not wear any RED clothing while performing this job.

Flag Holder - Duties: You will stand at the Finish Line with a large orange flag and follow the instructions of the Finish Line Judge to indicate 1st, 2nd, and 3rd places. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, then report to the Chief Judge, via shuttle launch or van. Dress: Anticipate inclement weather and wear layered clothing and a hat. Do not wear any RED clothing while performing this job.  Must be able being able to hold and waive a large/heavy  flag for extended periods of time.

Helper-Set-Up - Duties: You will help the Set-Up Driver to perform the duties assigned to him/her. You will be riding in a launch driven by the Set-Up Driver for much of your shift. You may have to do some heavy lifting. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the launch dock for your specific assignment. Dress: Anticipate inclement weather. Wear layered and waterproof clothing. Consider a hat, sunscreen, and gloves. It will be early and boat may be wet. A personal floatation device (PFD) must be worn at all time while performing this job.

Helper-Take Down - Duties: At the conclusion of the regatta, you will help store the regatta equipment, motors, launches, and lane markers, etc., and will do whatever is needed to secure the regatta site again to its original order. Some heavy lifting might be involved. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then pick up a life vest and report to the launch dock for your specific assignment. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered and waterproof clothing. Consider a hat, sunscreen, and gloves. A personal floatation device (PFD) must be worn at all time while performing this job.

Launch Master - Duties: This person is responsible for all motor craft (powerboats, motors, life preservers, anchors, and oars), set-up and accountability to Regatta Director prior, during, and after races. Also responsible to ensure supporting tasked schools provide launches with gasoline. Further regatta support includes setup and takedown of Judge/Referee, Marshall, Safety, and Shuttle launches as well as other support boats as required by the Regatta Director. Also responsible to monitor and control all shuttle traffic on the water. Instructions: Report to Regatta site prior to the arrival of all volunteers and works with the Regatta Director to organize all equipment and volunteers required to set up the racecourse and prepare for the regatta. Dress: Anticipate inclement weather and the likelihood of getting wet. Wear layered and waterproof clothing. Consider a hat, sunscreen, and gloves. .

Money Collector-Van Upper Lot - Duties: You will collect the required money from persons wanting to ride the van down to the regatta site. The fee is $1 per person each way. The only exceptions will be the USRA officials and the Regatta Directors who may ride for free. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, and report to the HQ Coordinator. Dress: Anticipate inclement weather. Wear layered clothing.

Money Collector-Van Finish Line - Duties: You will collect the required money from persons wanting to ride the van up to the parking lot. The fee is $1 per person each way. The only exceptions will be the USRA officials and the Regatta Directors who may ride for free. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, and report to the HQ Coordinator. Dress: Anticipate inclement weather. Wear layered clothing.

Occoquan Workdays Course Work- Various jobs as assigned. VASRA representatives will be on site to direct and supervise volunteers. Generally, work involves manual labor:  lifting, moving, rolling and moving course equipment, general construction and repair of docks, and general clean-up of the site. Some work may involve working from boats on the River. Wear appropriate clothing and shoes for wet, dirty and muddy work conditions. 

Sign-In Coordinator - Duties: This person is in charge of the sign-in attendance sheets and insurance waiver forms. Usually situated near or at Regatta Headquarters, this person should be knowledgeable about all regatta staff and volunteer jobs, and the locations for their work. This person must be accurate in overseeing the sign-ins. They also will make notes of any problems regarding job sign-in and alert the Personnel Coordinator. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, and report to the HQ Coordinator. Dress: Anticipate inclement weather. Wear layered clothing. Consider sunscreen, hat and gloves.

Stakeboat Holder - Duties: At the starting platform you will help align the shells to be in proper position for the start. You will also need to help prevent damage to the shells when they back up to your lane. You will remain on the starting platform throughout your shift. Before the start of each race, you will lie down on the plank that extends out from the platform and reach out your arms to catch the stern of the shell coming into your lane. DO NOT try to stop the stern from hitting the platform by putting your hand between the shell and platform; there may be too much momentum and may cause injury. When instructed, you will pull back or push out the shell a number of inches for alignment. These instructions, given just before each start, will come from the official at the side of the race course whose job it is to get all the bow balls in a straight line. He/she will use a megaphone or radio headphones. Be careful with your grip and make sure nothing is in the way when the starter says "Go" and the boat explodes out of your hands. Make sure to let go of the shell immediately upon the start. Do not engage in clever repartee with the crews. They are nervous enough already and needn't be disturbed. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver. Then ride to the Finish Line via a shuttle launch. Shift changes take place at the exchange dock near the finish line. Dress: Anticipate inclement weather. You will be very close to the water for extended periods. Wear waterproof clothing, hat and sunscreen. Don't wear red colored items. They could be confused with a referee's red flag (which stops a race). 

Weigh-In Assistant - Duties: Help weigh the lightweight teams under the direction of the Judge/Referee in charge. Instructions: Report to Regatta Headquarters to sign attendance sheets and insurance waiver, and report to the Judge/Referee in charge of weigh-ins at the Upper Boathouse. Dress: Anticipate inclement weather. Wear layered clothing. Consider hat and sunscreen.