Event Administrators

Event Administrators

Administration Roles to help organise the Colours Gala (September)

You would be working as part of a team and can take as much or as little responsibility as you feel comfortable with. A lot of the work can be done from home. The time involved will vary from 2 hours a week upwards depending on how involved you want to be. Being able to use email would be necessary for this role.  Within the team there will be people who have organized this event before so can guide new volunteers. As a team, you could be involved in any of these tasks:

Prior to the event –

  • Booking the pool and function room through Head of Operations (Vicky)
  • Ensuring availability of coaches (liaise with Head of Performance)
  • Promoting event through weekly notices and inviting swimmers and raffle/food contributions
  • Liaising with the Team Manager Coordinator to ensure availability of Team Managers
  • Liaising with the Volunteers Coordinator to ensure availability of poolside helpers, raffle sellers, program sellers, refreshment sellers etc.
  • Liaising with the Officials Coordinator to ensure the availability of Officials
  • Organizing the program of events with lead coach for event
  • Constructing communication emails to swimmers for application process
  • Liaising with coaches to sort swimmers into teams with team captains
  • Organising volunteers to set up function room buffet

Administration Roles to help organise the Club Champs (October/November)

You would be working as part of a team and can take as much or as little responsibility as you feel comfortable with. A lot of the work can be done from home. The time involved will vary from 2 hours a week upwards depending on how involved you want to be. Being able to use email would be useful for this role. Within the team there will be people who have organized this event before so can guide new volunteers. As a team you could be involved in any of these tasks:

Prior to the event –

  • Liaising with the Team Manager Coordinator to ensure availability of Team Managers
  • Entries input – helping open meets team to input entries
  • Liaise with marketing team re sponsorship opportunities
  • Liaising with the Volunteers Coordinator to ensure availability of poolside helpers, raffle sellers, program sellers, refreshment sellers etc.
  • Liaising with the Officials Coordinator to ensure the availability of Officials
  • Refreshments – arranging purchase of drinks, and sweets for officials
  • Prizes – organizing purchase of trophies/volunteers draw pries/thank you gifts for visiting referees
  • Raffle – coordinating collection of prizes from members, requesting donations through weekly notices, raffle tickets, float

Presentation of Awards Evening Coordinator – January

Working as a team you would be responsible for the event management of the WCPSC Annual Presentation of Awards. The role will involve around 10 hours of work, from September to the event.

This will involve the following tasks:

  • Pricing and booking a suitable venue
  • Organising a buffet (either member contributions or catered)
  • Research and book a guest speaker
  • Collection of previous year’s trophies, cleaning if necessary
  • Invitations and ticket sales
  • Entertainment – music etc.
  • Preparation on the day – set up, table décor etc. if appropriate
  • Fundraising at event – raffle, auction
  • Post event clearing

Further events in calendar year which will require volunteers:

Novice Galas

Grand Prix events