| News Release | Pilot Registration | Schedule | Rules & Procedures | Tasks | Maps <> Directions |
Lodging Camping |
Sponsorships & Vendors | Vendor Agreement |
HELP - WE NEED HELP - WE NEED YOU!
VOLUNTEERS - the backbone of this event!
All volunteers will receive dinner with the Pilots on Saturday night, THANK YOU Gift and an Event Shirt.
No - it is not much considering all the work you will do, but the appreciation of your services go far beyond the small
'tangible' tokens of our THANKS!
If you are interested in helping, please email our Volunteer Coordinator with the TASK, & TIME and then plan on attending at least ONE of our regular committee meetings. These meetings last about 1 to 2-hours and they are extremely helpful (ACTUALLY INVALUABLE) in pre-organizing the event.
Note: Tasks without a “Time”
indicates that task must be completed prior to event start.
|
Volunteer |
Time |
Task |
Description |
|
____________ ____________ ____________ |
Saturday
|
Drinking Water |
Distribute bottle water |
| Gopher | Get the stuff at the last minute that the rest of us forgot about! | ||
| Marketing | Get the Media excited about promoting the event | ||
|
|
|
Media Contacts |
Gather & info media
groups |
|
|
|
Media Day |
Organize Media groups when
they arrive |
|
|
|
Dinner |
Setup Caterers |
|
____________ ____________ ____________
Fredrick
|
Saturday afternoon |
Dinner setup |
Setup facility <>
Place tables and setup chairs for dinner |
|
Allison ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Pilot Registration Note: This at heavy traffic times will require
2 or 3 persons |
Take Pilots Picture;
complete Pilot Registration
forms & packets (T-shirts, etc) and collect fees for registration and
meals |
|
|
|
Meal Tickets |
Create a meal ticket for
Pilots & Guests |
|
|
|
Parking Tickets |
Create Parking/Camping
ticket for Pilots |
|
|
|
Parking Tickets |
Create multiple Parking
ticket for Spectators: Wed, Thur, Fri, Sat |
|
|
|
Pilot ID’s |
Badge or ID that identifies
Pilot Privileges |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Event Announcer/MC |
Announce activities and Sponsors during the event |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Moneys |
Daily collect pilot &
spectator fees. |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Seminars |
Setup and keep
‘on-track’ |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Seminar donations – from
NON-registered attendees |
Setup donation boxes;
Collect fees |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Pilot Briefings |
Announce and setup pilot
briefing times |
|
____________ ____________ |
Wednesday Thursday |
Banners |
Supervise the hanging of
Sponsor & Vendor BANNERS |
|
|
Pre-event |
Field setup |
Setup Flags/Wind Socks in
corners of field |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Field Pattern changes |
Coordinate the changing of
the field pattern |
|
|
Pre-event |
Setup Port-a-Potties |
Coordinate the initial
positions and cleaning of these |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Field Lighting |
Verify that field lights are
ON/OFF during event |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Sponsor/Vendor Generators |
Verify that generators are
ON/OFF during event |
|
|
|
Field vehicles |
Coordinate the field
transportation for the event |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Sunday |
Pilot X-Country Leaders |
Create x-country routes and
Lead pilots |
|
____________ ____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday Sunday |
Trash receptacles |
Take trash bags from
containers to dumpsters; replace can plastic bags |
|
|
Pre event |
Dumpsters |
Position trash cans &
dumpsters |
|
|
Post event |
Dumpsters |
Remove trash cans &
dumpsters |
|
|
|
Gasoline |
Acquire fuel & position
tank |
|
____________ ____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday Sunday |
Gasoline dispensing |
Supervise and collect fees
for gas |
|
|
|
Radios / communications |
Coordinate event leaders
with radios, etc |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Vendor Concessions |
Coordinate with Vendors
their locations and assist with setup when possible |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Sponsor Booths |
Coordinate with Sponsors
their locations and assist with setup & banners when possible |
|
|
|
Meteorite placements |
Place the meteorites in
places that the pilots can find & retrieve |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
PA system |
Setup in AM and protect in
PM the PA system |
|
|
|
Tent setups |
Setup Registration; Intro
flight and Seminar tents |
|
|
|
Seminar tent setup |
Complete Seminar tent setup
and place hay/straw bails for seating |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Evening Campfires |
Build evening campfires for
pilots |
|
____________ |
Friday PM |
Hot Air Balloon GLOW |
Coordinate |
|
|
|
Event Judges |
Acquire Judges |
|
|
|
Street Signs |
Place direction road signs
for Pilots & Spectator PARKING |
| Field Lights | Setup night Field Lights | ||
|
|
|
Hazards Markings |
Mark flight field and parking hazards |
|
|
|
Volunteers |
Get help (warm bodies) & maintain the
volunteer list for assignments; THANK YOU & gift list |
|
|
|
Mayors |
Contact local Mayors and
invite for Saturday |
|
|
|
P/R - Public Relations |
Talk to local Residents and Parks - create an air of cooperation! |
|
|
|
Advertising |
Place event posters in
businesses; place ads in Newspapers |
|
|
|
Entertainment |
Entertainment Coordinator |
|
|
|
Charities |
Charity Coordinator |
|
|
|
Competitions - target |
Setup a field target (coyote
or terrorist) |
|
|
|
Competitions - balloons |
Setup a helium balloons –
for pilot balloon chase |
|
____________ ____________ Perry |
Thursday Friday Sunday |
X-country fields |
Setup & coordinate
fields and pilot gas to setup points |
|
____________ ____________ ____________ ____________ |
Friday afternoon |
Dinner setup Note: this will require quite a few warm
bodies |
Place tables and setup
chairs for dinner |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Fund Raisers |
Coordinate fund-raising
groups; collect fees |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Spectator Intro Flight
Coordinator |
Coordinate the selling of
Intro Flights with the VIP Pilots and assign #’s to spectators so that
they go in-order |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday |
Selling Intro Flight tickets |
Coordinate Intro Flight Tent
& flights with Intro Flight Coordinator |
|
____________ ____________ ____________ ____________ |
Wednesday Thursday Friday Saturday Sunday |
Safety Officer |
You see anything that may
become UN-Safe – you have the authority to Stop all activity until
situation is corrected! |
|
|
Sponsors |
Establish Sponsors and
collect donations |
|
|
|
Poker run |
Create event locations and
pilot goals |
|
|
|
Pilot Trophies/plaques |
Design and acquire the pilot
trophies/plaques |
|
|
|
Seminar Speakers |
Coordinate the Speakers
& seminars times & topics |
|
|
|
Field flight directors |
Scheduling (2 hour shifts
per group) |
|
|
|
NOTAM setup |
Establish Local NOTAM with
FAA |
|
|
|
Vendors |
Establish Vendors and
collect fees |
|
|
|
Field layout |
Layout field for: Registration tent Intro Flight tent RV pilot camping Spectator parking Flight field Intro flight area Vendor locations Tent locations |
|
|
|
Pilot Forms & Releases |
Create forms: Binding Arbitration MV Waiver Land Release Intro Flight forms |
|
| PRE-registration Mgr | Create a database and forms for the pre-reg'd Pilots | ||
|
Fredrick
|
Website Mgr | Keep the Event's website updated | |
|
|
|
Insurance |
Complete Insurance forms |
|
|
|
County – Special Use
Permit |
Complete application; attend
meeting |
|
|
|
Pay Bills |
The ugliest job of all |
Current Volunteers... <click here to SIGN-UP as a much needed Volunteer!>
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