Primary Role: Staffing and volunteer management
Reports To: Meet Director

Responsibilities:

• Assign volunteers to all stations

• Fill gaps and adjust staffing live during the meet

• Track attendance and coverage across all areas

• Manage volunteer communication and support

• Reallocate personnel when bottlenecks occur

• Ensure all zones are properly staffed before meet start

Scope: Entire volunteer workforce

Primary Role: Event timing and operational flow
Reports To: Meet Director

Responsibilities:

• Control overall meet timing and sequence of events

• Coordinate announcements with Announcer

• Ensure smooth transitions between events

• Monitor delays and adjust pacing

• Communicate with Start, Finish, Results, and Bullpen leads

• Keep meet aligned to run-of-show schedule

Scope: Entire event timeline

Primary Role: Public communication and event calling
Reports To: Meet Flow Lead

Responsibilities:

• Call all events over PA system

• Manage athlete staging announcements

• Coordinate warm-up, check-in, and event flow calls

• Communicate delays or instructions to athletes and spectators

• Maintain clear, consistent event messaging

Scope: Public address system / entire venue communication

Primary Role: Entry point control and registration verification
Reports To: Volunteer Coordinator

Responsibilities:

• Verify athlete registration upon arrival

• Maintain check-in accuracy and flow

• Direct families through registration process

• Ensure correct athlete data is confirmed

• Resolve name or registration issues on-site

Scope: Main entrance / registration pavilion

Primary Role: Bib assignment and race packet handling
Reports To: Check-In Lead

Responsibilities:

• Distribute bibs, safety pins, and race materials

• Ensure correct bibs match athlete identity

• Maintain organized bib storage system

• Support check-in flow during peak arrival

Scope: Registration pavilion tables

Primary Role: Athlete staging and event readiness
Reports To: Meet Flow Lead

Responsibilities:

• Call and organize athletes into Bullpen

• Group athletes by age and event

• Ensure athletes are staged correctly before races

• Coordinate movement from Bullpen to Start Line

• Maintain order and timing discipline

Scope: Center field Bullpen zone

Primary Role: Start line organization and race readiness
Reports To: Meet Flow Lead

Responsibilities:

• Stage athletes for each race

• Verify correct heat and age group placement

• Communicate with Starter and Bullpen Lead

• Ensure smooth race setup and rotation

• Maintain discipline at start area

Scope: Start line area (track straightaway)

Primary Role: Finish chute control and athlete flow
Reports To: Meet Flow Lead

Responsibilities:

• Control finish chute structure and athlete direction

• Maintain order of finishers

• Direct athletes into correct post-race lanes

• Ensure safe athlete exit from track

• Support timing integrity by preserving finish order

Scope: Finish line and chute system

Primary Role: Data integrity and race results processing
Reports To: Meet Flow Lead

Responsibilities:

• Match finish order to bib numbers

• Oversee results data flow from finish line

• Ensure accuracy of race outcomes

• Coordinate with Data Entry Operators

• Maintain clean results pipeline into Google Sheets

Scope: Results tent and data system

Primary Role: Ribbon distribution and recognition system
Reports To: Meet Flow Lead

Responsibilities:

• Manage timing for awards distribution (15-minute rule)

• Prepare ribbons by event and age group

• Call athletes to awards table

• Ensure correct placement (1st–6th + participation ribbons)

• Maintain organized award inventory

Scope: Awards tent

Primary Role: Long jump and shot put operations
Reports To: Meet Flow Lead

Responsibilities:

• Oversee all field event stations

• Ensure safe execution of throws and jumps

• Manage rotation and athlete flow

• Coordinate measuring and recording results

• Maintain field safety and order

Scope: Field event zones (Long Jump / Shot Put)

Primary Role: Group warm-up coordination
Reports To: Meet Flow Lead

Responsibilities:

• Lead structured warm-up session before events

• Organize athletes on infield

• Ensure all athletes participate before competition

• Maintain energy and readiness for start of meet

Scope: Infield warm-up zone

Primary Role: Emergency medical response
Reports To: Event Director

Responsibilities:

• Respond to all medical incidents

• Coordinate first aid response team

• Determine severity and escalation needs

• Maintain medical readiness and supplies

• Communicate with Meet Director on emergencies

Scope: Entire venue (stationed at command/medical tent)

Primary Role: Secondary medical coordination and coverage
Reports To: Event Director

Responsibilities:

• Support Medical Lead in emergencies

• Manage secondary response coverage

• Assist with athlete evaluations

• Provide backup oversight during high-traffic periods

Scope: Entire venue (mobile support

Primary Role: Entry control
Reports To: Volunteer Coordinator

Responsibilities:

• Manage athlete and spectator entry flow

• Maintain controlled access to venue

• Support crowd control at entrance gate

Scope: Main entrance gate

Primary Role: Equipment, supply, and operational readiness management
Reports To: Meet Director

Responsibilities:

• Ensure all equipment, materials, and supplies are available before the meet begins

• Oversee full inventory of cones, tents, tables, bibs, pins, ribbons, and timing materials

• Coordinate distribution of equipment to all event zones prior to start

• Monitor supply levels throughout the meet and restock as needed

• Resolve missing or broken equipment issues immediately in real time

• Support setup and breakdown crews to ensure efficient deployment and recovery

• Confirm all equipment is accounted for after the meet and nothing is lost or left behind

• Maintain overall organization of storage, trailer, and supply areas

• Communicate with Volunteer Coordinator and Meet Flow Lead on operational needs and shortages

Scope: Entire venue operations (Setup, competition zones, and breakdown logistics)