AAC Nationals 2010 Spruce Meadows Calgary
Volunteer Job Descriptions
Scribe (# 6 per day)
Summary: The scribe records the faults on each dog’s scribe sheet as indicated by the judge and the finish time of each run as indicated by the timer. The scribe may also be recording numbers called out by the judge, if scribing for Gamblers.
This is a full day position.
Desirable characteristics: accuracy and attention to detail.
- Check the scribe sheet against the name of the dog as given by the gate steward or competitor to ensure that you have the correct sheet for that dog
- Before the class begins, confer with the judge to get an understanding of his/her hand signals.
- Let the timer know when you are ready, so they can let the dog on line begin its run.
- The scribe must watch the Judge at all times during the run, they must never watch the dog or handler
- When the dog finishes the run, get the time from the timer and write it down on the scribe sheet, just as the timer indicates. Say the time to the timer as you record it to double-check the accuracy.
Timer (#6 per day)
Summary: Ensures electronic timers are in working order and set at the proper height for each height class and each competitor.
This is a full day position.
Desirable characteristics: comfort with electronic timing equipment and understanding of sport of agility (start, finish). Must be available to time for one ring for the full day of competition.
- Check with judge and scribe. If both are ready, let the competitor know they can begin.
- Ensure time starts as dog passes through first obstacle. If timer does not start, whistle to let the judge know a restart is required.
- If dog goes around the first obstacle, start timer manually as dog passes the plane of the first obstacle.
- If dog goes around the last obstacle, stop timer manually as dog passes the plane of the last obstacle.
- *FOR GAMBLERS: Time will be started manually and MAY be stopped manually. Check with the judge before the class.
- At the end of the run, communicate time to scribe. Ensure scribe has the time recorded before resetting the timer for the next competitor.
- At height changes, ensure the timer is operating properly.
Gate Steward (#6 per day)
Summary: Make sure dogs and handlers are ready at the start line. Keep gate area clear and functioning effectively. Ensure jump height and equipment changes are timely and completed correctly.
This is a full day position.
Desirable characteristic: Ability to multi-task in a noisy confused environment. Calm cool and collected when others are stressed. Available for the whole day.
- Do not underestimate your need to be loud and clear! It is a very busy and noisy environment around the gate so make sure everyone can hear you.
- Please arrive 15 minutes early to check in competitors. At the beginning of each round, check to make sure that all dogs have checked in. If there is a dog that has not, try to find out if that dog is really absent or just hasn’t checked in. Competitors should be reminded to check in during their walk through.
- Make sure that there are at least five dogs in sight of the gate at all times and three are ready to go to the line when directed. There will be an “on deck” area and an “in the hole” area that are strictly reserved for the dog/handler teams that are next in the ring. This may need to be politely emphasized to other teams that are nearby.
- Find out from the judge at what point you can send in the next dog and make sure the dog does go in at this point. Note that some competitors may ask for more space for their dog. Be accommodating as possible
- Make sure all dogs run in catalogue order. In the case of a conflict or running out of order, make sure the scribe is aware of it. Announce to the scribe the name of the dog in the ring in a loud clear voice when the dog is on the start line.
- Inform the ring crew when it’s time to change jump heights and what they’re being changed to. When the last dog of a certain height goes in the ring, call out, "Last dog at this height". When that dog finishes running, say, "Jumps to 16". Make sure to give the ring crew extra warning when changing from Regular to 2 of 3 Special/Veteran classes as the double and spread jumps need to be changed to winged single jumps (only applies to the Jumpers ring).
- Be firm and assertive, but polite and helpful. Remember that competitors are nervous and tense. Get them in the ring as smoothly and calmly as possible.
Ring Crew AKA Pole Setters (#18 – 36 per day)
Summary: Reset bars for height changes or when knocked by a dog, change A-frame height, exchange single jumps for spread/double jumps and adjust height on electronic timing system.
Availability for four hour shifts preferred.
Desirable characteristics: Physically fit and able to jump out of chairs, frequent bending and light lifting required. Sitting still in sun, rain for extended periods
- Ring crew should move as quickly as possible when performing their functions to help keep the trial running on time. Pay close attention to the dog on course in case they knock a bar
- The Judge or Ring Leader will instruct you before each class as to where you should sit and whether the bars are to be reset during a run. IN GAMBLERS, NO BARS WILL BE RESET DURING A RUN.
- Listen for the announcements of the Gate Steward so that you are ready for height and equipment changes.
- If you are unsure about how to set heights on a particular jump, ask your Ring Leader prior to the start of the round.
- Remember that the electronic timing equipment may also be changed when the height changes. If you are unsure of how to do this, ASK FOR HELP.
- If a dog runs up to you, do your best impression of a rock and ignore the dog.
Scribe Assistant (#6-10 per day)
Summary: Provide assistance to the Scribe in handling the scribe sheets and passing them to the score runners. Four hour shifts available.
Desirable characteristics: Likes to be helpful, good organization skills, but happy not in being in charge.
- The Scribe will need help handling the scribe sheets since the trial will move at a fast pace. Be prepared for running order changes that will require a change in the order of the scribe sheets. This information comes from the Gate Steward.
- Sort the scribe sheets into available boxes to make the originals available for the Score Runner and copies available for competitors.
- There may be times when the Ring Crew could use an extra hand. Please watch for this and jump in to help wherever you can.
Leash runner (#6-18 per day)
- Summary: Be invisible while taking leashes from start line to finish line. Can be done for two hour blocks of time during event. Youth volunteers welcome to apply for this position
Desirable characteristics: quiet, unobtrusive with frequent bending and walking. This is not a sitting position.
- The leash runner should be as invisible as possible to the handler at the start. Don’t demand the leash or crowd the dog in anticipation of the removal of the leash. Be aware that some handlers may request extra space for their dog. In general, it is best to wait until dog and handler have left the start line before moving in to pick up the leash. Do not distract the dog in the ring – some handlers get very agitated about this!
- Leashes may be thrown at you, handed to you, left on the ground or near the entrance gate.
- Handlers occasionally need direction to the finish location of the leash
- Buckets will be available in the “on deck” area and the exit pen. Please transfer goods from the start line to the exit bucket.
Course Builders (# 6-10 per day)
Summary: As a member of the course building crew, build courses to the specifications of the Judge. Reports to Head course builder.
Desirable characteristics: Physically fit and able to move all equipment. Able to bend, lift, and carry. Works well with other team members. Can interpret course map and equipment symbols onto field grid. Available before and after day’s events for course building. Keeps course information confidential.
- Course building may not take place at the exact time specified on your schedule since it will take place following the end of competition.
- Course building maps will be provided by the Master Course builder who will provide direction to the course builders.
- Course builders will work together to move any large equipment based on the course maps.
- Equipment may need to be staked, hammered etc. Please identify any damaged or broken equipment to lead course builder immediately.
Lead Course Builder (1-Frances Caughlin)
Summary: Track all equipment, tools and stakes used in each ring. Builds courses to judges’ satisfaction. Repairs equipment as needed or finds a suitable substitute.
Desirable characteristics: Leader able to provide clear direction to team members. Listens to judges concerns. Good problem solving skills. Attention to detail. Able to translate course map onto field grid. Physically fit.
- Lead course builder is responsible for tracking what goes into the ground (i.e., stakes) and all equipment used in their ring.
- Lead course builder will maintain a list of all equipment used in their ring. This list will be passed on to the Ring Master who will note any changes during the day and pass the list to the next Lead Course Builder at the end of competition. It is essential that all equipment is accounted for; most notably stakes must always be tracked to ensure none are lost.
- The lead course builder will also inform equipment maintenance of any problems with the equipment discovered during course building.
Ring Master (#6 per day)
Summary: The Ring Masters are key position to ensure the event run smoothly and concerns are dealt with in a timely fashion. They have several areas of responsibility as they relate to their ring. These are in order of priority:
- Safety
- Volunteers
- Judge
- Competitors.
Please arrive at least 20 minutes early at your ring.
Desirable characteristics: Excellent people skills(calm, can give clear firm direction without being offensive, diplomatic,) able to multitask, not rattled, good observation skills, good problem solving. This is a full day position.
Safety
The Ring Leader will ensure that competitors and spectators around their ring are conducting themselves in a safe manner. This includes keeping the ring entrance and exit areas clear, staying a reasonable distance back from the ring fences when possible and minimizing contact between dogs.
The Ring Master will ensure that all of the equipment in the ring is in proper and safe working order and that all other ring equipment (fences, umbrellas, chairs etc.) do not present a safety risk to competitors, spectators or volunteers. If there is a question raised about equipment by a competitor, Ring Master takes the concern to the officiating judge. If questions concerning equipment safety or equipment repair or replacement, the Ring Leader will call for assistance from the Lead Course Builder on their two way radio.
Volunteers
The Ring Master will confirm with all of their volunteers that they understand their job and are prepared to perform it. If training or assistance is required, they will provide it.
The Ring Master will keep an eye on the volunteers making sure they have adequate shade and water. If a volunteer needs a break or more water is required, the Ring Leader will call for assistance from Volunteer Support on their two way radio. Sunscreen and snacks will be made available to all volunteers outside the ring. Lunch will be available for all volunteers at designated location
Judge
The Ring Master will provide support to the Judge, primarily by providing water, sunscreen, rain protection or snacks as required. Judge may make other requests known to Ring Master as needed
Competitors
The Ring Master will hear any concerns of competitors and determine if the issue needs to be raised immediately with the Judge or a designated individual on the Organizing Committee.
The Ring Master will also ensure that the electronic timing equipment is removed from the ring and secured at the end of the day
Admininstration
Summary: there are several office support postions. Working with a leader (Sandy busse) to enter results throughout the event.
This is a full day position.
Desirable characteristics: accuracy and attention to detail. Flexible and able to work in an occasionally stress with time limitations.
Support (many different positions at variable times)
Summary: There are several areas where we need volunteers at specific times for ~ two hour shifts. These include parking control(RV arrival, participant and volunteer parking), assistance setting up the banquet( late Saturday afternoon, table centers ), organizing awards presentations ( ribbons organized at designated location) and Volunteers’ Volunteer (support in the designated volunteer tent beverages, sun screen, draws).
Desirable characteristics:
Various characteristics depending on the area. Some positions will work more independently, others will have an organizing committee member working directly with them during the event.
You are welcome to do several shifts and different jobs.
Organizing committee (aka baker’s dirty dozen)
Summary: The Organizing committee consists of members of Training Troop and invited friends. The Organizing Committee is responsible for the organizing, success and safety of the event. To ensure division of the workload and attention to detail, the Organizing Committee has assigned lead responsibility of areas to specific committee members. The individuals are responsible to the Organizing Committee for successfully arranging details, adequate resources and equipment, meeting budget limitations and safety requirements for their area of responsibility. Each area will organize a sub committee to support them in their areas of responsibility. These positions are by invitation only.
Desirable characteristics: Dedicated, organized, hard working, get-it-done, creative problem solvers. Must get along well with others. Like to have fun, drink beer and eat pizza. Attend monthly meetings. Organize sub committees to ensure committee work gets done.
Sub- committee volunteers: (# for each committee decided by responsible chair)
Summary: Under the direction of an Organizing Committee member(s) assist with successfully arranging details, adequate resources and equipment, meeting budget limitations and safety requirements for their area of responsibility.
Desirable characteristics: Dedicated, organized, hard working, get-it-done, creative problem solvers who enjoy working with others in the area of responsibility. Sub-committee is led by one or more individuals who sit on the organizing committee. Authority for final decision making rests with the Organizing Committee. The sub-committee’s role is to make recommendations to the organizing committee through their chair person and is to perform work as needed based on acceptance of those recommendations.
TEN YEARS RUNNING! 
WE NEED YOUR HELP!!
