Coaching/Refereeing/Judging - Various Roles for Swim Run Events

Organisation Summary

Tri Wanaka is a newly formed Triathlon Club in Wanaka and is a community club running on a not for profit basis.

TriWanaka’s vision is to provide a central hub for the Wanaka community, where all ages can come together and enjoy the sport of triathlon in its many forms in a fun and inclusive environment. The club will aim to support and provide the platform for accessible regular community events, where everyone is welcomed including and especially the children of our community.


Volunteer race marshalls to help with the following roles:

Swim support on Kayak - x 4
Course Marshalls x 3
Finish marshalls x 3
Timing assistant x 2
Registration assistant x 3
Swim course start/ finish marshall x 2
Photgrapher x 1 to take photos of event
Se up and pack down crew x 4 ( job can be multi tasking once set up)


Volunteer Roles

Course Set Up
Arrive approx 3.30pm to help set up the transition area, registration desk, timing desk, swim mats.
1. Put up pop up tent for timing, set up table and two chairs on reserve
2. Set out transition area as per plan attached – pig tails, tape, signs, swim mats
3. Put out 1k,2k, 3k and 5k turn signs on run course
4. Put out Car parking signs and event signage on road
5. Set up sound system and generator
6. Put up finish shute
7. Set up prize giving table in Watersports building
8. Assist timing team with any matting, cabling etc.
9. Please put all unnecessary boxes, cable etc. away behind the wooden fences and ensure all wiring is covered so not a trip hazard. Check Transition area is free from any trip hazards and looks clean and tidy.

Timing Team
1. Once all competitors entered into timing system – print start lists for each category in race number order so starters can check number started and MC can call names as finish or transition.
2. Once each category finishes please print results for each category and check for anomalies. If Ok pass to Race Director to start Junior Prize Giving – U7, U12’s.

Registration Team
Registration opens at 4.45 for juniors.
1. On arrival set up information table for membership, promotional information, hats on one side and Course information, waivers etc. on the other side.
2. Set up table with timing chips and race numbers in numerical order ( in sets- Timing chip and Race number)
3. Set up table with pens and registration forms for people to complete forms
4. Rego 1 – Pre registered - Entrants to sign next to their name to confirm they have read waiver. Hand out chips and numbers as per entry sheet. Separate sheets for Juniors and Adults. Membership List alphabetical, with race number allocations for reference.
5. Rego 2 - New Registrations – Check forms, take payment for entry or membership - add to pre-allocated number list and pass to timing. NB Separate list for Juniors and Adults. Membership List alphabetical, with race number allocations for reference.
6. Rego 3/ Info – on hand for membership queries, questions and other sales- hats – runner to timing
7. Create list of people ( 6) for spot prizes once all registered
Please see full Procedure for Registration on separate document
Course Marshalls - As per plan. Direction, safety and motivation. Emergency help if required.
1. Swim start / finish – count number of swimmers into lake. Note numbers. Count swimmers back to transition to confirm all back on land safely
2. Transition
a. direct runners across timing mat and into transition area, then out again over mat to run course.
b. Direct swim only entrants over finish line mat.
3. Bridge Control – remind runners to be vigilant, keep bridge clear from general public politely inform them of race. Direction of runners to and from transition to finish.

Water Control, Swim Marshalls and Kayakers
Safety Boat : Qualified driver and crew. Marshall swimmers to start and confirm race start ( if swimmers can’t hear starter). Manage water safety once race starts and be central rescue point if any swimmers are in difficulty. Communicate with kayakers to ensure swimmers in each leg are adequately supervised. Rescue any swimmers as required and return to shore. Generally staying central to the course and in phone contact with Race Director.
Kayakers: Be encouragement and support for swimmers. Directing them to next buoy if water is rough. You can help a swimmer, give them support but cannot allow them to progress. If someone is in greater difficulty than just needing support, summon the safety boat who will take them to shore.

Tail End Charlie: Following the last runner in the junior race and adult race on a bike. If any medical issues or accidents being in contact with race director by phone. Confirming with 3k or 5k turn marshall that last runner is on return, so marshall can come back to base with the turn cones and signage.
Back up Timers
Your job is simply to record the finish order of each race as a back up to the timing team. Write down the race numbers as competitors cross the line, on the timing back up sheet and record their time if you can. This basically helps the timing team should a chip malfunction. We will have one manual stopwatch.
Removing transponders and collecting race numbers - As competitors, take their transponders and race numbers and put in the box provided. One finished please put numbers in numerical order and help put transponders back in their bags in numerical order. (This may now only apply to non-members)
Race Pack Down Team – break down the transition, tents and put away all signage etc ready for next week. Store in the new Watersports Facility Storage Area.
MC – General race update as competitors finish, encouragement and fun dialogue. Hand our spot prizes and do prize giving. We are only providing certificates to Juniors Under 12.

Located in Wanaka.

Time Commitment: 15 volunteers needed on Friday Nights - 6th, 13th December , 10th, 17th, 31st January and 7th, 21st and 28th February 2020. This is a short term volunteering opportunity for a few hours per week.

Skills Required:

Fun friendly personality. Good eyesight - may need to read race numbers at finish
Good English language
Basic computer skills if timing assistant
For Kayakers - proficient skill level ( Pref level 2 but not essential)

Skills Gained 

Event delivery
Knowledge of Timing systems
Event Management
Team building

Schedule Summary

This activity generally occurs on

  • Friday - Afternoon, Evening, Through the night