SUG-Regatta Volunteer Committees

Communications (Pre-event) 
1. Save the date email will be emailed from Dharma at end of January (Date to be confirmed). Communications committee should follow up with all teams to ensure they received the email and gauge interest, provide feedback to Kathy Kats. An excel spreadsheet of Teams with contact info will be provided. This is an invitation-only event. Only gigs, dories and whaleboats.
2. Publicity - Send email poster to all teams and local papers - Says: Come support your local rowing club team at this invitation-only event.
3. Put posters around town (date TBD- Closer to June 7) - You will be responsible for coming up with the places to put the posters around town. High traffic places may include Lee’s market, Restaurants, Sandwich places, art galleries, Westporter etc.
4. Get local photographer for the race.

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2. Race Planning (Pre-event)
1.Woody to create map and finalize contract with Spindle Rock to secure location Committee needs to secure
2. Committee needs to secure 4 safety boats with drivers.
3. Find timers for the race, figure out the process to time the race
4.Get someone to be in charge of music during the race and at the end of race while people are eating food.

Race Planning (Event day)
1. Review the timers process
2. Post final times on sheet and submit to Desiree to post on Dharma website
3. Play fun music while eating and handing out prizes (like Rocky’s champion song etc)
4. Get an emcee to announce the winners and final times and hand out prizes

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3. Sponsorship (Pre-event)
1. Get sponsorships for the event from local businesses to promote their business during the race and support Dharma Voyage
2. Send letter to local businesses. A letter will be provided to be sent out
3. Follow up to the letter with a phone call or go in person to meet with potential sponsors
4. A form will be provided for sponsorship - Fill out for each sponsor and give checks / cash to Sue Benefit
5. Provide a write-off letter - if appropriate.
6. Post all sponsors names on Dharma website

Sponsorship (Post-event)
1. Send out thank you emails to all sponsors

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4. Swag (Pre-event)
1. Find a company to order swag from. We’ll provide 3-4 companies for you to call and price out for best price.
2. Order t-shiirts with logos - light blue, short sleeve, v-neck to sell at event. Dharma members can pre-order shirt with prepayment.
3. Order hats for all team members and all volunteers

Swag (Event day)
1. Sell at Event, keep track of inventory (how many sold/how many left), give money to Sue Benefito
2. Bring all leftover swag to Dharma Swag person (TBD)

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5. Prizes (Pre-event)
1. Research and finalize best prizes that align with Dharma, its values and Westport Please research getting medal from here: Medals
2. Order 1st, 2nd and 3rd place prizes (TBD on # of prizes)
3. Make or order prizes/medals and make sure it’s delivered before June 7. 

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6. Venue (Pre-event)
1. Secure parking attendants for boat deliveries and launching the boats as well as directing traffic to parking for all guests at Spindle R
2. Call Elephant Rock Club for guest parking location and confirm that we can use their parking lot. 
3. If confirmed, secure parking attendants for Elephant Rock
4. Secure transportation / bus back to starting point and back to parking lot after the race. Bus is secured via Council on Aging already Venue

Venue (Event day)
1. Parking attendants need to arrive to Spindle Rock and Elephant Rock the morning of the race and stay till the end of the race when boats are loaded to cars and guests are transported back to Elephant Rock to their cars. 

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7. Registration (Pre-event)
1. Follow up with all teams to register teams and collect fee and liability forms. 
2. Double check on liability teams
3. One envelope per team from each team. No single people payments to make it easy for us to track. 

Registration (Day of event)
1.Maps and hats to the coxwains

Registration (Post event)
1. Send thank you letters to all teams with some photos and ask them to share their photos with us. Figure out a Sharepoint to upload their photos to. . Create a FB page for participating teams and their members to post their pictures.

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8. Food/Lunch (Pre-event)
1. Organize food for picnic
2. Staff 4 volunteers for the table set up and clean up. They will be responsible for breaking down the tables, cleaning up and bringing trash to DPW
3. Figure out who we can donate any left-over food Food/Lunch

Food/Lunch (Day of event)
1. Make sure volunteers show up
2. Food is put out on time and stuff is replenished as appropriate.
3. Donate all food that is not eaten to a local food pantry

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9. Logistics (Day before and Race day)
1. Point person - in charge for venue, volunteers, parking/shuttle
2. Volunteer for Registration Desk 
3. Meeting for coxes - We need a person who will lead the meeting of the coxes, rules of the race/map, hand out hats. 

Post Event follow up
1. Encourage members and other teams to share photos, post on website
2. Surveys to members _ how did it go? What would improve for next year?