Xtreme Pumpkin Fest 2019 
Volunteer Information

Thank you for volunteering at our Xtreme Pumpkin Fest.   

The following is a brief description of the duties for each volunteer area.
We will give you more detailed instructions upon arrival.  But here are a few things to remember as well:

• Please arrive at least 15 minutes before your shift
• Sign in at the Volunteer Table to get your assignment, name tag, and bracelet
• Wear a Halloween or Orange shirt, if you have one
• Volunteers will be responsible for their own food.  We have concessions available for purchase. Cash only please.
• Please park in the lower lots next to West Creek Pkwy and walk up to the gym

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Set up-Thursday night after practice, Friday all day starting at 9am, and Saturday morning before event starting at 9am.

​Things to be done:  move equipment, set up judges tables, set up tables for hospitality, set up tables for concession, goodie grams, check in, first aid. put drinks in coolers, Print Sign in/out sheets, pens and paper, markers, decorate, candy on tables, ribbons on tables, clean windows, stock bathroom, gift cups , set up walkway, signs, set up chairs, set up gymnasts areas, Pro shop.

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​​SET UP and CLEAN UP

• Know the desired floor plan
• Take a picture before set up begins, so you know how to restore
• Move equipment, set up judges tables, set up tables for hospitality, set up tables for concessions and goodie grams
• Judges should have comfortable seating at one or two tables with nothing obstructing the view from the judging table to the apparatus
• Organize volunteers for take down - all equipment to be put back in place, pick up all trash, collect and stack all chairs
• At the conclusion of last session of awards, the gym should be put back to its original condition
• Afterwards, collect all signs and return to the front desk
• Afterwards, collect all decorations from inside and outside and return to the front desk

ATHLETE CHECK IN

• Determine location for athlete check in
• Make sure table is equipped with sharpie markers, highlighters, pens, pencils, ruler
• Assist with setting up the athlete registration area
• Set up tables and signs in preparation for the athletes
• Responsible for putting up signs to direct athletes to their registration
• Have a meet schedule for reference on warm up times
• Obtain athlete roster from Meet Director for each session prior to the start of the first session
• Verify first name, last name, and gym affiliation matches what's listed on the athlete roster
• Write athlete number on the back of their hand; strike through athlete name on the roster
• Direct athletes to the gym for open stretch
• Distribute athlete host gift after registration is complete (unless coaches will collect athlete gifts)

COACH CHECK IN

• Determine location for coach check in (table, markers, highlighters, pen, pencil, ruler)
• Assist with setting up the coach registration area
• Have a meet schedule for reference on warm up times
• Responsible for putting up signs to direct coaches to their registration
• Should be set up close to, or near athlete registration table
• Obtain Coach Sign In Sheet from Meet Director for each session prior to  the start of the first session
• Coaches must provide proper identification and provide proper credentials
• Coaches must provide first name, last name, and gym affiliation, and show membership card.
• Coaches must sign in on the Coach Sign In Sheet
• Each coach needs to sign in only once
• Distribute coach host gift after registration is complete

VOLUNTEER CHECK IN

• Determine location for volunteer check in
• Have a comprehensive list of volunteers, time slots, duties
• Check volunteer names off as they report in
• If a volunteer's name is highlighted on the check in sheet, give them a wrist band - which indicates they should be on the floor.
• Only volunteers assigned to the floor should get a bracelet.
• Distribute and collect volunteer lanyards and wristbands

TICKET SALES (only applies for offsite events)

• Responsible for all pre-sale, will call, and door tickets
• Make sure ticket booth is covered by a volunteer at all times
• Collect and count money throughout the day
• Ensure wristbands are issued based on admission price (single day, weekend, etc.)
• Pre-sale discounted tickets offered to XHG families 2-3 weeks prior to event
• Pre-sale and regular admission prices are set by XHG Board
• No spectator admission if venue is XHG
• 100% tickets sales belong to the Booster (unless otherwise pre-determined)

CONCESSIONS 

• Purchase and/or secure donations for food, candy, and/or items for sale
• Collect money from sales
• Make sure petty cash is available before the start of the first session
• Make sure drinks are in coolers and on ice
• 100% concession sales belong to the Booster

GOODIE GRAMS

• Purchase and/or secure donations for food, candy, and/or items for sale
• Prepare bags/boxes ahead of time, ready to be sold at all sessions
• Deliver bags to the awards area prior to the start of awards
• Collect money from sales
• For each purchased bag/box, label with athlete name, level, session, and their gym name
• Make sure petty cash is available before the start of the first session
• 100% goodie gram sales belong to the Booster

CUSTODIAL

• Make sure bathroom is stocked with soap, toilet paper, cleaning supplies, and air freshener
• Make sure supplies are available for restocking and know where they are
• Make sure bathroom is clean at all times
• Make sure floor and counters are clear and  free from debris
• Empty trash cans as needed and place in outside bins
• Make sure there are 2-3 comfortable sitting chairs available inside the bathroom
• Make sure there are no spectators standing or hanging out in the hallway
• Monitor both boys' and girls' bathrooms
• Make sure a baby changing area or baby changing table is available in the bathroom

FUNDRAISING and SPONSORSHIP

• Create sponsorship packet for distribution
• Create sponsorship script/email for distribution
• Solicit local businesses for monetary donations
• Describe our fundraisers and solicit orders during each session
• Show our catalogs to visitors and solicit orders during each session
• Collect payments for fundraising orders
• 100% fundraising sales belong to the Booster

COACH  HOSPITALITY

• Determine decor for coaches' hospitality room  (Rear Conditioning Room)
• Solicit to local organizations (Starbucks, Chick Fil A, Chiptole, etc.)
• Determine if meals will be made, catered, or delivered
• Daily meals needed - breakfast/brunch, mid-session snack, dinner
• Prepare daily meal plan in advance and provide to Meet Director in advance
• Determine if dinner meal will be dine in, or to go
• Have a list of the number of coaches for each session
• A volunteer should make sure the coach hospitality room is neat, clean, and fully stocked before and after each session
• Between sessions, be sure to set out meals so that meals are readily available at the conclusion of each session
• Food is not to be shared with family members
• Arrange volunteers for tear down and clean up

​JUDGE HOSPITALITY

• Determine decor for judges' hospitality room  (Kitchen)
• Solicit to local organizations (Starbucks, Chick Fil A, Chipotle, etc.)
• Determine if meals will be made, catered, or delivered
• Daily meals needed - breakfast/brunch, mid-session snack, dinner
• Prepare daily meal plan in advance and provide to Meet Director in advance
• Determine if dinner meal will be dine in, or to go
• Have a list of the number of judges for each session
• A volunteer should be working the hospitality room during the entire session, each session
• Arrange for volunteers to periodically check with the judges on the floor to provide beverages
• Between sessions, be sure to set out meals so that meals are readily available at the conclusion of each session
• Food is not to be shared with family members
• Arrange volunteers for tear down and clean up

PRO SHOP

• Make sure the floating rack of leos holds all new leos and are located in the hallway
• Invite guests to also look at our collection of gently used leos located inside the ProShop
• Invite guests to purchase t-shirts, pullovers, water bottles, hair ties, etc located in the ProShop
• 100% ProShop sales belong to the Gym
• Competition team equipment (leos, jackets, bags) are not available for sale to spectators.

FLOOR COORDINATOR

• Make sure all volunteers are on the floor and in place prior to the start of the session
• Make sure judges tables are set up correctly and all equipment is in good working order (iPads charged, iPads connected to same wifi, pens/pencils/pads, batteries, stop watchers, etc.).
• Make sure judges tables have candy bowls full of candy and replenish periodically
• Keep track of athlete score cards and keep them in order
• Make sure the American Flag is displayed
• Make sure each table has Ribbon Score Color List at each table
• Make sure each table has bag of Achievement Ribbons. Restock between sessions
• Make sure pipe and drape are in place (scarecrow buckets and ribbon)
• Make sure list of volunteer names and times are attached to each table (timers, score flasher, ribbons).  All three can be combined to lessen the number of volunteers on the floor.
• Make sure iPad chargers are close by in the event battery charge runs low.  Charge between sessions if necessary.

FLOOR - MUSIC

• Turn the music on and off during competition
• Volunteer should remind coaches that all devices should be fully charged and on airplane mode
• Volunteer should make sure volume is turned all the way up before floor routines begin
• You will be on the floor for the entire session

FLOOR - SCORE FLASHER

• Wait for judges to enter scores
• Change the score board to reflect final score
• Flash score for 5-10 seconds
• Rotate the score board so that all spectators can see
• Score flashers must have a wristband.  If not, you will not be allowed on the floor
• Leave score board at the table at the end of your session.  If last session, bring score board to the front desk.

FLOOR - TIMER

• One volunteer timer at vault table, bars table, and floor table
• Two volunteer timers at beam table
• Timer Sheets will be at each table with instructions as to how much time each level has to warm up on their specific event
• Volunteer is in charge of telling the coach when to start warm up and when to stop warm up (vault, bars, floor)
• The beam judge will give the volunteer instructions and let you know when to push the bell after 1 minute
• The volunteer has to allow the timer to be seen by the judge while the athlete is on the beam
• The timer/stop watch starts when the first athlete touches the apparatus during warm up
• Timer volunteers must have a wristband.  If not, you will not be allowed on the floor
• Your job is done after warm up is finished

FLOOR - RIBBONS

• Volunteer should make sure they have enough ribbons for the session
• Volunteer should hand out ribbons to each gymnast after each performance
• Color of ribbon is determined by score
• Refer to Ribbon Score Color List that will be at each table
• At the end of each session, remaining ribbons should be placed in bag and sent for restocking for next session
• Ribbon volunteers must have a wristband.  If not, you will not be allowed on the floor.

AWARDS

• Make sure medals have all been unwrapped and grouped by metal/placement type
• Make sure there are enough event medals ready to be awarded
• Make sure there are enough team awards/banners/trophies ready to be awarded
• Make sure awards area is ready
• Determine decor for awards area
• Make sure backdrop and podium stands/mats are in place
• Make sure signs are easily visible directing athletes and families to the awards area
• Test audio to make sure it's working properly prior to the start of awards
• Determine speaker/announcer for each session (adults only)
• Make sure printer is working to provide awards sheets
• One volunteer will drape gold medals on her left arm. A second and third volunteer will drape silver. And a fourth volunteer will drape bronze medals.
• Any places after third, will receive a silver medal.
• Before each event is announced, place 'event name' sign in front of 1st place block, for photos.
• Make sure placement numbers are on the opposite side of the floor cards, so the athletes know which number to stand behind when approaching for medals.
• Awards Announcer - Should understand how ties are broken and announce this
• Awards Announcer - should call the athlete's first name, last name, gym affiliation, and their ranking/place according to their age group, starting with vault, beam, bars, floor.
• Each athlete will receive an All Around medal. 100% awards for All Around.  50% awards for events.
• Volunteers should hand out medals according to the athlete's placement when called by the announcer
• Volunteers can either place the ribbon around the athlete's neck, or give them the medal to put on themselves
• Get familiar with the procedures regarding awards in the USAG Rules and Policies Book
• The chairs and athlete areas will need to be cleaned and reorganized after each session
• After final sessions, arrange for clean up, take down, and storage
• At the conclusion, thank athletes, coaches, and spectators for attending and supporting the event, and we hope to see them back next year.
• Make sure results of each session are posted to online scoring and/or website

GENERAL MEET ANNOUNCER

• Should be upbeat and entertaining
• Arrive early to make sure sound system and microphone is in working order
• Provide upbeat music for downtime
• Provide upbeat music for march in
• Determine if National Anthem will be live or CD
• Pre-written script for march in
• Announce online scoring available thru MeetScores
• At the start of the meet, announce when and where awards will take place.

PARKING LOT ATTENDANT

• Make sure judges/coaches know where to park
• Make sure no one parks in coned areas

SAFETY PATROL

• Stand in designated areas
• Make sure no one climbs on equipment not being used
• Make sure no one is on the floor except for those that have a lanyard and/or bracelet
• Make sure no one is using flash photography on phone cameras or video cameras
• If anyone becomes loud or unruly, ask them to leave
• Teen Safety Patrol - Stay with teams on floor. Help them get from event to event and stay in designated areas
• Provide directions if needed to ProShop, bathroom, concessions, goodie grams, check in.

PHOTOGRAPHERS

• Everybody - Capture spectacular moments on your cell phones
• Share

EXTRA

• Check in at Volunteer Check In to see where help is needed

THANK YOU

• Send Thank You notes to organizations, vendors, and/or suppliers who donated items or allowed us to borrow items to make our meet a success (schools, churches, businesses, etc.)
• Handwritten and mailed