Organising Commitee

The Paluma Push is forming a new organising committee and are in need of volunteers.

There a couple perks to being on the committee, these include free race entry to all Rockwheelers’ Club Races across all disciplines (except Paluma Push) and one (1) free entry to the Push which can be given to a friend or relative.

Event Manager
• Position already assigned.

Secretary
• Position already assigned.

Treasurer

The Treasurer will be responsible for:
• Prepare and oversee the event budget
• Ensuring the event operates within budget constraints
• Ensure all invoices are processed in a timely manner
• Provide a copy of updated budget as required to Event Manager to supply to the Rockwheelers Committee Meetings
• Prepare any grant acquittals post-event
• Handle petty cash on Race Day

Sponsorship Coordinator

The Sponsorship Coordinator will be responsible for:
• Drafting the Sponsorship Plan
• Source and secure sponsors for the event
• Oversee sponsor engagement in the lead up to the event and on Race Day
• Organise sponsorship marketing collateral for use at events and in goody bags
• Set up Sponsor Breakfast Marquee
• Liaise with and host sponsors on Race Day
• Set up sponsor signage and marketing collateral
• Prepare post-event sponsorship report

Marketing Coordinator

The Marketing Coordinator will be responsible for:
• Promoting the event in the lead up to Race Day, increasing exposure and public interest and encourage greater participation in the event.
• Prepare a marketing plan and schedule
• Draft press releases and editorials about the event and any important announcements
• Book and schedule advertising through, both online and in print
• Organise marketing collateral – flyers, digital, print
• Maintain event website and promote the event through social media
• Draft the rider/event information booklet
• Prepare a post-event marketing report

• ASSISTANT / HELPERS / MINOR ROLES
o Graphic Designer – design flyers, posters, digital media
o Copywriter – assist with writing media releases and editorials

Registrations Coordinator

The Registrations Coordinator will be responsible for:
• Overseeing registrations of participants
• Attending to any inquiries about registrations
• Organising race plates and participants t-shirts
• Organising and preparing the registration packs
• Organising Rego Pack Collection Day, the day before Race Day
• Manning the Registration Office on Race Day
• Liaising with Club Registrar and Timing Coordinator
• Provide relevant reporting documentation to MTBA
• Prepare a post-event Registrations Report

NOTE: This position requires you to be available on the day. You cannot race in the Push.

Prizes & Medal Presentation Coordinator

The Prizes & Medal Presentation Coordinator will be responsible for:
• Organising and running the medal presentation
• Organise prizes, medals and certificates to be presented
• Organise a photographer for medal presentation
• Liaise with Timing Coordinator regarding results on the day
• Prepare a script for MC when hosting the medal presentation
• Liaise with Sponsorship Coordinator regarding sponsor involvement during presentation
• Prepare a post-event Registrations Report

Trail Build Coordinator (Race Director)

The Trail Build Coordinator / Race Director will be responsible for:
• Overseeing the coordination of the Course Trail Build – liaise with each Trail Build Team ensuring compliance with MTBA requirements
• Organise Trail Build Days and source volunteers for these days
• Organise and prepare course maps
• Organise and source course signage
• Ensure course is ready 3 weeks prior to Race Day
• Organise and coordinator with MTBA accredited Technical Delegate to audit and approve course
• Plan and draft a wet weather plan
• Set up start line and finish line (to ensure compliance)
• Liaise with MTBA Officials on the Day
• Prepare post-event trail build & Race Director report
• This position requires you to be available on the day. You cannot race in the Push.

Catering Coordinator

The Catering Coordinator will be responsible for:
• Organise and get quotes for catering requirements – volunteers, organising committee, sponsors
• Book a coffee van and “slushy” type stall for event
• Organise catering for working bees and trail build days
• Organise catering for sponsors marquee
• Distribute catering/water on Race Day
• Liaise with stallholders on the day
• Prepare post-event catering report

NOTE: This position requires you to be available on the day. You cannot race in the Push.

Volunteer Coordinator

The Volunteer Coordinator will be responsible for:
• Recruiting volunteers for the Race Day, Working Bees, Bump in and Bump Out
• Advertise and recruit volunteers through social media, websites etc.
• Prepare volunteer application documents (online)
• Prepare/update volunteer manual
• Organise equipment and gear for volunteers (caps, sunscreen, high vis vests etc.)
• Sign in and brief volunteers on the day and sign off at the end of the day
• Prepare post-event volunteer report

Sound & PA Coordinator (or Duo)

The Sound & PA Coordinator will be responsible for:
• Organise and book Sound and PA equipment for Paluma Village and Hidden Valley
• Organise and book an event MC (liaise with Marketing Coordinator)
• Organise music to play during at Hidden Valley
• Liaise with the Marketing Coordinator and prepare an MC script and brief – sponsor plugs, event progress, housekeeping announcements, real-time commentary as competitors arrive.
• Organise and plan, create a checklist for Sound and PA requirements for Race Day)
• Set up PA system at Paluma Village & Hidden Valley
• Sort any technical issues on the day
• Prepare post-event sound and PA report

Site & Facilities Coordinator

The Site & Facilities Coordinator will be responsible for:
• Overseeing site management – set up, on day operations and pack up
• Plan and prepare sitemap
• Organise and booked the required equipment and facilities for the Event (toilets, bike racks, barriers)
• Create a checklist for everything that needs to be organised and actioned in the lead-up, the day before, on the day and pack up
• Prepare post-event site & facilities report

NOTE: This position requires you to be available on the day. You cannot race in the Push.

Safety Coordinator

The Safety Coordinator will be responsible for:
• Drafting the WHS & Safety plan for the event
• Performing a Risk Assessment with the Event manager and Technical Delegate
• Organise and distribute radios to the committee and volunteers at Paluma Village and Hidden Valley
• Organise and book Qld Ambulance and First Aid Officers for the Event
• Liaise with Rural Fire Brigade and SES in Paluma regarding Course Marshalling and Emergency Communication

ASSISTANT / HELPERS / MINOR ROLES
• WHS Procedure writers – assist with updating WHS procedures and performing risk assessments

Majority of the roles will require your attendance at the event. For a couple of positions, it may be possible for you to race in the Push; however, further discussions are required with Event Manager.

Email [email protected] if you would like to join the Organising Committee.