Introduction
The ‘Club of the Event’ is a program designed to encourage a club (or clubs) to become involved in, contribute to, and benefit from a Somersault event. The program allows clubs to become involved in as much or as little of the event delivery as it wants; without risk or financial responsibility. It is a program that allows club members to gain experience in event organization, to receive credit for event delivery, and to promote their club. 

The major objectives of the ‘Club of the Event’ program are:

1. To ensure a pool of committed, responsible, and prepared, workers/officials sufficient to deliver a safe, fair, and fun event.
2. To build a sense of community involvement and ‘ownership’ into the event, where members of the club represent the community in which the event is held.
3. To provide tangible support for club training and competition programs, through the event, by,
   • providing the club a donation/fee for service,
   • promoting the club and its programs, and
   • providing the club with an optional fundraising pledge program.

Letter of Agreement
The Club of the Event’ Program requires a formal Letter of Agreement between Somersault Promotions and the Club.  This agreement will set out the terms to which each party (Somersault and the Club) commits.

Pre-Event Planning Meeting
Once the Letter of Agreement is in place, Somersault representatives, and 2-3 senior club leaders will meet to discuss the event, and agree on the club’s event worker/official assignments, and review individual club worker/official responsibilities.

Event Review Meeting
One to two weeks in advance of the event, there will be another brief meeting, at which a list of club member workers/officials (by assignment) will be provided. At this meeting, all event weekend duties and details will be finalized and explained to club representatives.  The club representatives will then be responsible for briefing and preparing individual club members on their event weekend duties.

This process ensures that all club workers/officials are prepared for their duties, and that minimal worker/official instruction needs to occur on event weekend. 

Day Before Event Day Duties
As part of its responsibility, the club will provide an agreed upon number of workers the day before the event (3-5) to be part of the work crew setting up and preparing the event site and/or courses. This is a work crew, and requires that personnel be teenagers or older, who can spend several hours on this aspect of the event. It is an event day in itself.

Day Before Event duties include:

1. Set up Finish Line, Courses, and Race Site.
2. Set up the Registration site.
3. Review and plan race day crew deployment and duties.
4. Set up T-Zone and site signage.
5. Set out Swim Course Buoys.
6. Prepare Vans and Trailers for event day.
7. Miscellaneous items that vary per event.

Event Day Duties
On event day, all club officials/workers must be prepared to work a “full” day (8 or more hours).  The day can begin as early as 5:00 a.m. and end as late as mid-afternoon. Event Day is broken roughly into 3 parts, and there is virtually no opportunity for coffee, or lunch breaks, as the day can be unpredictable:

1. Event Set Up – 5:00 a.m. until Race Start

1. Complete Day before Event duties, as required.
2. Finalize Site set up.
3. Close, cone, and sign the bike course.
4. Cone, Km Mark and Water Station the Run Course
5. Deliver course officials to their positions
6. Assume assigned race official positions

2. Event Delivery – 8-9:00 a.m. until Noon

1. Carry out race official duties as directed. These duties could include traffic marshaling, participant marshaling, water station attendants, finish line crew, and/or other duties that may be required at the last minute due to volunteer no shows, or issues that arise.
2. Initiate Event Take Down towards the end of the races.

3. Event Take Down – 11:00 a.m. to 3:00 p.m.
                        a. Complete the take down of all the equipment in #1 and #2 above.
                        b. Load all equipment in vans and trailers
 
Post-Event Wrap Up Meeting
This meeting will occur after the event, and is intended to be between the same representatives as in the Pre-Event Meeting.  The purpose of the meeting is to discuss what went right, what went wrong, and what recommendations do we have for next year.