Vikings Cycling Club runs regular bunch rides and events, which are only made possible by our volunteers. The club is no different to other community sport and we need your help to keep the club going.

Everyone is welcome to volunteer and below are some of the ways you can help give back to the club. 

Join the committee

At the end of every year, the club holds its Annual General Meeting (AGM) to vote in new members for the committee. Keep an eye out for information in the lead up to the meeting, so you can find out how your skills can be a valuable contribution to the club.

Benefits for committee members

Committee members get free entry to all Vikings events – such as VCC/CCC club races and Supercrits – as long as they actively participate in the club and its committee meetings. This also applies for anyone who helps complete a significant project or activity in support of the club.

These roles include president, vice president, secretary, treasurer, membership officer and general committee members, such as novice coordinator, communications officers.

Become a Super Volunteer

Our Super Volunteers are anyone who fills a primary race or event role multiple times (for example 10 or more) or make other significant contributions to the club in a 12-month period. These roles include Race Director, Race First Aid, Commissaire, Event Timing, Driver, Junior Coaching.

Super Volunteers get free entry to all Vikings events, such as VCC/CCC club races and Supercrits.

Primary volunteer roles

Fill a primary role – such as Race Director, Race First Aid, Commissaire, Event Timing, Driver, Junior Coaching – 1 or more times in a season and you can get discounted season pass or race entry for the season.

Secondary volunteer roles

Fill a secondary role – such as check in desk, setup, packup, assist race director – 2 or more times in a season and you can get discounted season pass or race entry for the season.

Volunteer rostering

To keep races going, Vikings Cycling Club is working with Canberra Cycling Club to introduce a rostering system for our races.

This approach will ensure we can assign volunteers to races early and distribute the roles across the entire club, rather than have the same people always volunteering.

How it will work

• When we need volunteers, members will be chosen at random from the membership list and assigned a task to help out. ⁠It is unlikely that anyone will be rostered on more than once every few years.
• ⁠CCC and VCC are adopting the same system and will contribute volunteers equally to any shared events.
• ⁠If you are selected you may swap roles with someone else nominated to volunteer at the same event.
• ⁠if you are unable to help on that occasion due to conflicting commitments the clubs will help identify a suitable substitute.
• ⁠Roles range from check in desk and serving coffee and cake to directing races… so there is something for everyone!
• ⁠If your Auscycling number is selected and you have volunteered within the last 2 years, another number will be drawn.
• Assigned volunteers will be sent an email with full details for what is required.

What are the roles for racing?

• Commissaire – Arrive for setup. Present at start-finish for the duration.
• Race Director – Arrive for setup. Present at start-finish for the duration. Follows race director guide and checklists.
• Assistant to Race Director – Arrive for setup, runs check-in desk, finish chute, collection of timing tags and numbers etc. Present at start-finish for the duration
• Setup helper –  Arrive for setup, help get everything ready, help with check in. Can race.
• Check-in Desk – Arrive for setup, get everything rego desk ready and operate rego desk. Can race.
• Turn Marshal – Arrive before racing commences, briefed by Race Director, stationed at the relevant turn(s) with Radio (not acting as a traffic controller)
• Event Timing –  Arrive for setup. Timing, setup, pack up, results. Can race.
• Lead / Follow Car – Arrive before racing commences, briefed by Race Director, drives car in front of or behind the race column
• Van Driver – Arrive for Setup, assist with setup. Can race.

The race director will conduct a briefing and confirm tasks on the day.

Can I volunteer and race on the same day?

Race Director, Assistant Race Director, Turn Marshall, and First Aid: You cannot race on the day you perform your duty unless you arrange for someone else (ie a friend or relative) to perform your duty on your behalf (must be as capable and willing as you are).

Other Roles (check-in desk, set up, pack up, van/trailer driver etc): You are welcome to volunteer and race on the same day. Just make sure you arrive at the race with enough time to do your job. Once that’s done then get ready and race.

How long will it take?

You need to get to the race about an hour and a half before the first riders start time. This will allow enough time to get briefed by the race director and set up the desk before riders arrive for check-in. You should only need to be there for 30 minutes after the race has finished for pack up.

On the day of the race

On the day, generally:

• All volunteers (including Commissaires and Race Directors) will meet at the start/finish ready for a safety and event briefing. An email to volunteers before the race will confirm time and location, but you are usually needed 1 to 1.5 hours before first rider starts.
• The check-in desk will need to be set-up ready for the first arrival of riders from at least 45 minutes before first start.
• Racing starts as per race schedule available on EntryBoss.
• Need to make sure all riders return from the course.
• Volunteers will pack up once all riders have cleared the course.
• You will need to bring appropriate clothing, food and drink.
• Races are run on open roads so please keep an eye out for traffic and any other dangers on the course.

About the race:

• Contactless ‘check-in’ desk – maintain social distancing, no sharing of pens etc
• COVID-19 Rules to be followed – details on the EntryBoss Listing
• Additional Commissaires may be present (Commisaires in training)
• The Race Director guide (including all volunteer role information) is available on the CCC website

Full details for roles and tasks

Commissaire

• Is in overall control of the race. Shares their experience and knowledge with the volunteer event team. Helps with the smooth running of the race.
• Is stationed and remains at the start-finish
• Briefs Riders including:
  • Starting each race
  • Controlling and refereeing the race
  • Complete accident/incident reports as required
• Manages and liaises with other commissaires assisting at the event as appropriate
• Liaises with the Race Director for the safe, smooth, and efficient conduct of the race

Race Director

Reads the Race Director Guide.

Tip – make sure you come prepared to conduct your on-the-day volunteer briefing.

Racing cannot commence until First Aid coverage and a Commissaire are in attendance.

• Wears the Race Director vest
• Is an experienced club member
• Prints copies of the Sign-on and results sheets from EntryBoss (or arranges electronic access to these)
• Liaises with traffic controllers to ensure that the traffic controls are in place and traffic controllers are at each turn as required by the traffic management plan. Check that adequate (lots of) ‘cycle race in progress’ signs have been laid out.
• Liaises with the Commissaire(s) for the smooth and appropriate conduct of the race
• Conducts a volunteer team briefing and ensures all volunteers have been allocated and understand their role
• Coordinates the volunteer team on the day and ensures all tasks are complete to enable safe and efficient racing
• Marshals riders prior to their start
• Collects the results sheets and prepares the results for publication
• Sometimes drafts a brief race report to distribute to the membership with the results
• Assists with setup and/or packup
• Checks all riders have returned from the course and if any are still out makes arrangements to check/contact them and return them safely to the start/finish. Use timing chip return and finish results to determine if anyone is still on course.

Assistant to the Race Director

Works with the Race Director and helps with Race Directors tasks.

Check-in Desk (set up volunteers)

TIP – be setup and prepared early.

These volunteers:

• Set up the check-in desk (with assistance from others if required)
• Prepares race numbers (and timing chips) for efficient distribution
• Ticks off rider attendance on the sign-in sheet (do not let riders touch the sheet, pens, other equipment). Note any number changes on this sheet and notify the results team. This may be via digital list on the club iPad
• Assists with preparation of numbers and timing chips under direction from event timer (if timing system is to be used)
• Issues and records temporary race numbers and timing chips (if used) allocated to riders
• Records permanent numbers on the start sheet (if required)
• Checks helmets for AS approved sticker
• Receives temporary race numbers from riders post-race
• Packs up the check-in desk (with assistance from others if required)
• Assists with timing, finish chute and results once riders have started
• Assists with general setup and/or packup

Finish Chute (race director, assistant race director)

Tip – The finish chute should be set up in a clearly visible and safe location well down the road from the finish line. Remember – riders may be coming in at speed and will need time to slow down and identify the chute once they finish. Your job is to call them into the chute in finishing order and record this information.

These volunteers

• Set up a finish chute following instructions from the Race Director and Event Timer (if present)
• Prepare the results sheet noting any number changes from the sign-on sheet.
• Hold riders in finish chute while recording finish order (all places)
• Record rider finishing order on the results sheet
• Provide completed results sheets to the Race Director / Event Timer
• Pack-up the chute at the conclusion of the race
• Assist with setup and/or packup

The Event Timer (if used)

• Prepares numbers and timings chips for efficient distribution by check-in desk staff
• Sets up timings systems for operation on the day
• Operates the timing system on the day
• Prepares results following the event

Lead / Follow Car Drivers

• Obey all traffic rules at all times
• Role models safe, courteous and respectful driving
• Displays flashing light and race in progress signage
• Lead Car positioned approx 200m in front of leading rider in the leading bunch
• Follow Car positioned approx 50m behind the last rider on road
• Follow Car acts as a sag wagon, and check on riders with mechanicals / stopped on road.
• Report all incidents to Commissaire / Race Director