Every Event Starts With Volunteers

Event organisers bring the people, paperwork and practical arrangements together. They may liaise with the property owner, confirm officials, coordinate permits, arrange equipment and make sure the event is ready to run. Organisers are supported by the committee and do not need to complete every task themselves.

Section setters select suitable terrain, place markers and boundary tape, consider safety and weather, and adjust sections after testing. Good sections are challenging, fair and appropriate for each class.

Volunteers may clear fallen branches and vegetation, prepare parking or camping areas, place direction signs, carry section equipment and assist setters. A few hours before an event can save the regular organisers a substantial amount of work.

The Clerk of Course coordinates officials and volunteers, oversees the course, conducts the riders’ briefing, manages operational issues and works with the Steward to ensure the event follows the permit and regulations.

The Steward reviews documentation, inspects the venue and course, monitors compliance, deals with significant sporting matters and completes the Steward’s report. The Steward works closely with the Clerk of Course while maintaining independent oversight.

The Race Secretary checks entries, licences and memberships, manages rider and official sign-on, prepares event documentation and maintains the records required before and after the event. Administrative helpers can assist with checking information and directing participants.

Technical inspection may include motorcycle condition, brakes, controls, kill switches, number plates, helmets and protective equipment. Helpers can also prepare the inspection area and manage rider flow.

Sign-on helpers direct people to the correct area, assist them to find their records, check that signatures are complete, answer basic questions and refer licence or entry problems to the Race Secretary.

Volunteers may set up tables, shelters, signs and administration areas, distribute observer equipment, collect markers and pack club equipment away. Staying for an extra half hour after the event makes a genuine difference.

The Observer Coordinator helps confirm who is attending, allocate observers to sections, provide scoring equipment, explain the basics to new observers, make sure sign-on is complete, organise lunches and drinks, check on observers during the day, arrange relief or assistance when required, pass scoring questions to the appropriate official and collect equipment at the end of the event. The role is about making sure observers feel informed, supported and appreciated.

General helpers may deliver equipment, replace section markers, direct parking, check on volunteers, carry messages between officials or help resolve minor event-day problems.

Scoring volunteers may monitor digital scoring, follow up missing scores, review rider statuses, check unusual results and assist with event results and championship standings. The Event Management System handles much of the calculation, but people are still required to supervise the process.

Communications helpers can take event photos, prepare Facebook updates, share results, collect information from officials, update the website and recognise landowners, observers and volunteers.

Property owners and venue helpers may identify access restrictions, advise on parking and camping, support preparation, protect sensitive areas and report concerns before or after an event. Every participant shares responsibility for leaving the property in good condition.