Staffing Coordinator Planning Calendar      
 

Meet Website Home Page
Administrative Home Page

Meet Management
Meet Management Planning Calendar
Pre-2018 Volunteers Contact Information
Forms & Documents
501c3
Official's Equipment
Financial Overview
Vendors & Logistical Support Information

Staffing Coordinator
Staffing Coordinator Planning Calendar

Pre-2018 Volunteers Contact Information
Staffing Workpage Example
Forms & Documents
Official's Equipment

Hospitality Coordinator
Hospitality Coordinator Planning Calendar
Pre-2018 Hospitality Sponsors Information


Sponsor Coordinator
Sponsorship Administration

Setup Coordinator
Setup Coordinator Planning Calendar
Tents & Water Stations

WHEN TO DO

TASK NOTES  
JANUARY    
  CREATE STAFFING WORKPAGE & CHECK IN COORDINATOR STAFFING SPREADSHEETS. 1. Staffing Workpage: Create a Staffing Workpage that has job assignments for both adult volunteers and student-helpers. This will be your main staffing document and allow you to fill in assignments with names and contact information. This overview editable workpage absolutely must be ready to use before you begin any staffing calls or emails.  Refer to Staffing Workpage Example in building your own staffing workpage.
2. Check In Coordinator Staffing Spreadsheets: Create two staffing spreadsheets, one for adult volunteers and one for student-helpers. These will be added to as volunteers are assigned jobs, and ultimately these two spreadsheets will need to printed out and delivered to the Check In Coordinator on Friday evening at the cafeteria. The coordinator will need these spreadsheets, which list the volunteers alphabetically along with jobs and equipment issued. The Forms and Documents page has two staffing spreadsheet templates to use to get started. Every time you assign a job you will need to enter the information on your Staffing Workpage and on the appropriate Staffing Spreadsheet.
  BEGIN STAFFING OF ADULT VOLUNTEERS & OFFICIALS
This process requires many calls and emails, and needs to be started in January.

1. Begin to contact parents, officials and volunteers though phone calls and emails. Call first, much more effective in getting them to say yes. Use emails for those you cannot reach through phone and for follow-up instructions, etc.
3. Begin staffing calls with those volunteers who have previously helped at BRC. Try to slot them in same assignments. See Contact Information for names and contact information of previous volunteers.
4. Follow-up up via email with volunteers regarding their jobs and what time slot they will be working.
5. Assignment of HS Student Helpers will have to be done closer to the meet date of course, as well as MS Student Helpers once you receive input from MS Head Coach.

FEBRUARY    
  CONTINUE STAFFING  
  TALK TO ACR MIDDLE SCHOOL TRACK TEAM HEAD COACH ABOUT THEIR SUPPORT OF BLUE RIDGE CLASSIC (Coaches & Student Helpers)

(As a BRC Partner they get $500 donation)
Cathy Higgins  298-7484  cathleen.higgins-pistor@bcsemail.org


20+ MS Helpers plus all MS track coaches.

Startline Crew (8)
Blocks Crew (2)
Hurdle Crew (4+)
LJ and TJ Pit Rakers (4)
HJ Helper (2)

  GET ACR MIDDLE SCHOOL STUDENT-HELPER DOCUMENTS TO ACRMS HEAD TRACK COACH See Forms & Documents for link to actual documents
1. ACR Middle School Student-Helper COACHES MASTER LIST (For ACRMS Head Coach use. This Master List will ultimately be returned prior to the meet to you so the names and assignments can be added to your Staffing Workpage and the appropriate student-helper spreadsheet)
2. ACR Middle School Student Helper Assignment Handout (Handout for ACRMS Student-helpers) 
  GET NEW ACRHS ATHLETES  PARENT'S NAMES AND HOME AND CELL NUMBERS.  
  RECRUIT ACRHS TRACK PARENTS AT TRACK MEETING Have signup pads at parent meeting asking for just name and phone number. Bring pens and 4 yellow pads
MARCH    
  CONTINUE STAFFING  
  GET ACR HIGH SCHOOL STUDENT-HELPER DOCUMENTS TO ACRHS HEAD TRACK COACH or COACHES See Forms & Documents for link to actual documents
ACR High School Student Helper COACHES MASTER LIST (For ACRHS Head Coaches use. This Master List(s) will ultimately be returned prior to the meet to you so the names and assignments can be added to your Staffing Workpage and the appropriate student-helper spreadsheet)
ACR High School Student Helper Assignment Handout (Handouts for ACRHS Student-helpers)
APRIL    
2 WEEKS TO GO    
  CONTINUE STAFFING  
  EMAIL ALL VOLUNTEERS WITH BASIC INSTRUCTIONS AND THINGS THEY NEED TO KNOW. This email should include the following information as well as any other information you wish to convey.

1. Check In Time: Please report to the Volunteer Check In at the school cafeteria allowing enough time to get your meet identification, equipment (if any) and have breakfast or lunch before reporting to your work venue.
2. Volunteer Check-In Everyone working at the meet must check in at the Volunteer Check In table in the cafeteria to get your meet identification, instructions and/or meet equipment.
3. Breakfast and lunch: All team coaches, officials , adult volunteers and VIPs get breakfast and lunch.
4. Dress Code: White shirt with khaki pants, shorts or skirt.
5. BRC Cap for Officials and Coordinators: If you have a blue BRC from last year or previous years, please wear it. If you are issued a BRC cap, as an official or coordinator, we are requiring that you wear it. It is yours to keep. No personal hats or caps.
6. Volunteer Parking: The parking lot in front of the school (where buses normally are).
7. Rain or shine: The BRC will go on rain or shine.
10 DAYS TO GO    
  OBTAIN LIST OF ACR MIDDLE SCHOOL STUDENT HELPERS FROM HEAD TRACK COACH Integrate this information in Student-Helper Staffing Spreadsheet that will be given to Check In Coordinator as well as your Staffing Workpage.
WEDNESDAY of Meet Week    
  OBTAIN LIST OF ACR HIGH SCHOOL STUDENT HELPERS FROM HEAD TRACK COACH Integrate this information in Student-Helper Staffing Spreadsheet that will be given to Check In Coordinator as well as your Staffing Workpage.
  PREPARE SEPARATE ALPHABETICAL ADULT VOLUNTEER AND STUDENT-HELPER SPREADSHEETS 1. Print these spreadsheets and place in two notebooks to give to the Check In Coordinator Friday evening. They must be alphabetized.
2. Make backup copies for yourself to have Saturday if needed. I would also print out a backup copy of your Staffing Workpage to have as well for the inevitable questions of "What job do I have coach?"
FRIDAY of Meet Week    
Friday Evening Deliver To Check In Coordinator Two Staffing Notebooks with Staffing Spreadsheets (Adult and Student-Helper)