Red Hills Horse Trials
Volunteer Center

Volunteer Guidelines | How to Volunteer | Volunteer Opportunities

--------------------------------------------------------------------------------

THE VOLUNTEERS... Like the Red Hills Horse Trials, the sport of eventing is made possible by a strong tradition of volunteerism. Most USEA competitions are staffed almost entirely by individuals who do not receive a pay check for their efforts. As such, the cost of running these events is greatly reduced. Lower operational costs result in higher proceeds for the event beneficiaries as well as reasonable entry fees for the competitors. Reasonable entry fees contribute to Eventing being one of the few sports where amateurs frequently compete at the same level as professionals. Without volunteerism, competitions like Red Hills would only be available to riders with deep pockets or corporate sponsorship.

The driving force behind the Red Hills Horse Trials is the creativity and hard work of over 400+ volunteers. From the Event Organizers who spend 12 months juggling planning meetings, fundraisers, publicity events, and troubleshooting, to the Committee Chairs who spend countless hours lining up port-a-johns, water trucks, stall components, tents, generators, printers, caterers, greenery, food vendors, to the weekend Event Staff who commit one, two or three days of their lives to parking cars, directing spectators, judging cross country fences, running scores, bedding stalls, serving food or handing out programs, this horse trial is run almost entirely on the efforts of volunteer labor. The Red Hills Organizers, Competitors and Charities owe an enormous debt of gratitude to all of the individuals who selflessly devote their time, talents and efforts to the successful completion of the Red Hills Horse Trials.

----------------------------------------------------------------------

VOLUNTEER GUIDELINES

Volunteers ....the special ingredient! With your help, RHHT will continue to grow and be even more successful! Even though we have a cross-country course designed by Mark Phillips (U. S. Olympic Coach), riders from twenty-eight states and eleven countries, it's often the little things that determine success. Nothing is smaller -- yet, more lasting -- than a happy smile. Bring one with you!

Clothing
Khakis or jeans (pants or shorts)
Sunglasses or visor
(or - alas) Waterproof jacket
Comfortable shoes
A volunteer vest will be provided at the Volunteer Check-In Area at Headquarters(one size fits all, can be worn over jacket - must be returned after shift)
Layers of clothing work best--mornings may be cool

Admission
You will receive a green parking pass for your dashboard which will admit you to the park and to the Volunteer Parking area. If you bring friends or family, please honor our $10.00 suggested donation at Ticket Tent. Children accompanied by an adult are admitted free.

Upon arrival report immediately to Volunteer Check-In Area (at Headquarters) to pick up your name tag and vest. Water, coffee and doughnuts will be available.

Plan to leave purses and other valuables locked in your trunk.

At the Volunteer Check-In Area at Headquarters you will also receive your location assignment and any last minute instructions.

Food
Either bring food or purchase from our many delicious food booths.

Hospitality
Let people know how pleased we are to host an event like Red Hills. If someone asks you a question you cannot answer, try to find someone who can. Red Hills has an extensive radio communication system for contacting key people on the grounds. Last resort: direct the person with a question to Spectator Information.

In the unlikely event a competitor or a spectator has an accident, do NOT comment. Your statement must be, "I do not know." There will be only one Official Statement from one authorized Red Hills Official.

Your Specific Assignment
If you have not been contacted by your committee chair, you will be contacted shortly. Your chair will review your specific assignment with you. If no one contacts you or if you have questions/concerns, contact:

Volunteer Coordinator

Without you, there could be no Red Hills. On March 14, 15 and 16 you'll see.....

Thank you!

----------------------------------------------------------------------

HOW TO VOLUNTEER

While we enjoy having young people attend our Red Hills activities, our individual volunteers should be at least of college age.

Please email or call our office to volunteer. 850-580-4020 or rhht@embarqmail.com

-----------------------------------------------------------------------

VOLUNTEER OPPORTUNITIES

Awards Committee
Responsible for: Selection, ordering, organizing, displaying, and coordinating presentation of all awards. Maintenance of records pertinent to perpetual trophies. Develop procedures for perpetual trophies.

Botanical Tour Committee
Responsible for: Developing, organizing, promoting, staffing and implementing the tour of Colin Phipps' arboretum. RHHT, through the courtesy of Tall Timbers, will provide the wagons.

Banners Committee
Responsible for: Selection, ordering, organizing, displaying, and coordinating presentation of all banners. Pick-up and return of all privately-owned banners, inventory, repair, and storage.

Communications Committee
Responsible for: Providing transceivers and charging apparatus for Event personnel, training in radio protocol, maintaining transceivers, disbursement and collection of transceivers and providing technical support as needed.

Community Resources Committee
Responsible for: Assessing Event needs, identifying community resources and coordinating services and implementation.

Competitor Hospitality Committee
Responsible for: Welcoming and assisting competitors upon arrival, providing light refreshments and water in the barn area, and assisting with communications between competitors, grooms and stable manager(s).

Competitor Information Services Committee
Responsible for: Welcoming and checking in of Competitors, distributing competitor packets, checking Coggins, receiving checks, dispensing refunds, returning dressage tests, and in general being available to answer any and all questions that competitors may have. - Works under the direction of the Event Secretary.

Cross Country Committee
Responsible for: Condition and preparation (including flagging), and actual running of course and recruitment of necessary crew.

Dressage Committee
Responsible for: Preparing the dressage site, recruiting the dressage crew, preparing tests, equipping Judges' shelter and supervising the dressage test phase.

Education Committee
Responsible for: Research and development of "talking points" for shuttle tours and Spectator Information Booth ; recruitment, training and scheduling of volunteers. Educational materials to include Combined Training Facts, Botanical Tour Information, and Northwest Florida Water Management District information, safety procedures, etc.

Fence Judge Committee
Responsible for: Overseeing / supervising the overall operation of the Cross Country phase, Recruitment, training, equipping, assigning and care of all fence judges.

Fundraising Committee
Responsible for: Development and implementation of a fund raising plan, tracking of monies received, preparation of tax letters, working in conjunction with Sponsor Coordinator regarding benefits for Underwriters / Sponsors

Grant Development Committee
Responsible for: Research of possible grants and preparation of applications.

Grounds Committee
Responsible for: Presenting the Event in a well prepared, organized and hospitable atmosphere including arrangements for parking, traffic and movement of people and equipment.

Grounds Operations / Shuttles
Responsible for: Assisting the Grounds Committee in all aspects, in particular planning traffic routes for shuttles, scheduling of drivers, and procurement of trucks/vans/wagons, etc.

Handicap Services Committee
Responsible for: Cataloging all handicap requests which may be phoned in to the Event Chairman and requesting necessary equipment (hearing devices, etc.) from city, in addition assistance, as needed, for the handicapped spectators during the Event.

Historian Committee
Responsible for: Collection and archiving of all materials documenting the Event.

Hospitality Committee
Responsible for: Development and implementation of all social functions surrounding the Event including coordination of Officials and VIPs. Responsible for assessing and procuring all rental items, e. g., portalets, tents, tables, chairs.

Information Technology Committee
Responsible for: Developing and implementing software to meet Event needs, input and export data through entire year including on-site support during Event.

Layout Coordination Committee
Responsible for: On site coordination of initial placement of all equipment, tents, concessions, vendors, booths, portalets, vehicles, ice machines, etc.

Program Committee
Responsible for: Design, coordination and publishing of official program. Recruit volunteers for advertising sales if needed. Arrangements for delivery and distribution of programs to Event site.

Public Relations / Promotion / Marketing
Responsible for: RHHT becoming an annual Event through development and implementation of successful Public Relations and Marketing strategies which will attract quality competitors and thousands of enthusiastic spectators.

RHHT Sales Committee
Responsible for: Research, design and procurement of RHHT items for sale at Event, organizing and staffing RHHT sales booth during Event.

Safety Coordination Committee
Responsible for: Planning and coordinating all accident assistance, both medical and veterinary with full knowledge and understanding of the needs and risks posed by stabling/parking and exercising/competition venues, terrain, over-lapping phases and spectator numbers expected. Development of Safety Plan for review by Technical Delegate. Works with and under supervision of Tallahassee Memorial HealthCare, Inc. staff.

Scoring Committee
Responsible for: Receiving, computing, accurately recording and posting all competitors' scores.

Signage Committee
Responsible for: Accessing needs and preparation of all signage, procurement of banners for underwriters/sponsors. Installation, removal, inventory, maintenance and storage of all signage.

Spectator Information Committee
Responsible for: Development, organization, implementation and staffing of the Spectator Information area. In addition responsible for development of spectator information staff manual, etc.

Sponsor Coordination Committee
Responsible for: (In conjunction with Secretary / Treasurer:) Development and dissemination of all underwriter/sponsor communications, e. g., acknowledgement letters, tax letters, and invoicing. Preparation and delivery of underwriter/sponsor benefit package, assignment of underwriter/sponsor contact person and response to underwriter/sponsor needs. Contact with UW/Sponsors re advertising specs, copy deadlines, etc.

Stabling Committee
Responsible for: Diagramming, assigning, marking, of stalls, assessing condition of stalls, confirming garbage and manure disposal systems, developing systems for distribution of feed, hay and bedding and assembling a stabling bulletin board .

Stadium Jumping Committee
Responsible for: Procurement of fences, set-up, decoration of Stadium Jumping course; recruitment, training and assignments of jump crew.
Ticket Sales Committee Responsible for: Staffing of ticket sales personnel at designated location, receiving proceeds, record keeping and bank deposit of collections.

Timing Committee
Responsible for: Procurement of necessary equipment, timing, and recording of all competitors times for Cross Country and Stadium Jumping phases; recruitment and training of crew.

Titivation Committee
Responsible for: Enhancing the visual effect of the grounds and public areas through the use of plants, flowers and other decorations.

UW / Sponsor Tent Committee
Responsible for: Coordination of the decor, refreshments, maintenance, scheduling of hosts for the Sponsor Tent. Works in conjuction with
Sponsor Coordination Committee.

Vending Committee
Responsible for: Identifying, soliciting and selection of concessions/vendors, allocation of space and contract negotiation. In addition, assistance in set-up and staffing of area throughout Event.

Volunteer Coordination Committee
Responsible for: Recruitment and assignment of volunteers for Event activities; maintenance of volunteer records including addresses, phone numbers, committee assignments and staffing of Volunteer Tent.