Volunteer Coordinator Positions

Quick Menu:

| Volunteer Policy

| VASRA Volunteer Positions

2024-25 Season Volunteer Coordinator Position

WPCrew Volunteer Policy requires a parent from each returning family to perform the duties of one coordinator position. Names in parentheses are current volunteers.

* Open positions

Coordinators Reporting to President
Lori Collins – President (president@wpcrew.org)

(1) Site Committee Coordinator (Scott Beatty)

Maintain the relationship with National Harbor, our current rowing site. Investigate other options to ensure the team has a secure practice location in the future through putting together and coordinating a committee to strategize and assess a long-term rowing site.

(1) Alumni Relations (UNFILLED)

Maintain an email list for alumni athletes and parents. Manage alumni engagement through emails and social media. Coordinate reunions by inviting alumni families to at least one regatta per year (e.g., the Charlie Butt in Georgetown). Support fundraising efforts by notifying alumni of annual events, like the Ergathon. Plan and implement additional programs to strengthen ties with the alumni.

(1) Website Coordinator (Bryan Collins)

Maintain team website with provided updates. Make enhancements as needed to ensure the website is easy to use and has a professional appearance. Maintain the links from the board emails to the personal email accounts of board members.

Coordinators Reporting to VP Ways & Means
[NONE - POSITION NEEDS TO BE FILLED} (fundraising@wpcrew.org)

(1) Tag Day Coordinator (Lori Collins)

Determine meeting location for team tag pickup and food. Create Sign Up Genius sign-up to track student attendance and ensure adult help with tag pickup and lunch event. Create and get copies made of “tags” for kids to hand out at houses.
Have up-to-date maps available for drivers showing where team went the last time so we are not going to same houses. Put together packets for drivers. Pre-order pizza for lunch.

(1) Erg-A-Thon Corporate Sponsorship Coordinator (Lori Collins)

Recruit local businesses to contribute $250 each to West Potomac Crew. Prepare handout to use as a leave-behind. Acquire logos for placement on Ergathon T-shirts.

(1) Restaurant Nights (Malika Lobo)

Confirm with restaurant of choice, interface with restaurant manager to determine date, time, and percentage profit. Create signage to advertise event, share on social media and local news (Next Door, etc.). Arrange for transfer of profits from restaurant to Crew Board Treasurer.

(1) Wreath Sales/Hollin Hills Pool coordinator (Sarah Carter)

Contact HHP intermediary for permission to use the parking lot on sale days created by VP Ways and Means. Ask board treasurer for $100 in smaller bills for cash box. Open and close each selling event; To open: unlock chuck wagon for volunteers, help with table set up, wreath display, provide sales sheets, QR code, cash box, attendance sheet, prepurchase sales sheet, and selling instructions for volunteers. You may leave the area after setup is complete, but must be available via phone entire day of sale in case there are problems or questions from sellers or patrons; To close: reload chuck wagon with all unsold wreaths, tables, etc. Place all sales paperwork in folder and lock chuckwagon. Deliver all moneys/checks to the Board Treasurer at the end of each sale day (if possible). Retain about $100 in small bills in cash box if there is another sales day) Do not leave money in chuckwagon! Manage check in list for student/parent shifts for attendance purposes. At end of sale, return all paperwork to Ways and Means board member.

Coordinators Reporting to Members-At-Large
Lori Collins – President (president@wpcrew.org)

(1) Chuck Wagon Transport – Stotesbury Cup (May 16 – 18, 2024) (open)

Tow team trailer with hospitality supplies to and from the Stotesbury Cup regatta in Philadelphia, PA. This will involve picking up the trailer from West Po for partial loading on Wednesday, May 15. Plan to help with final loading early on Thursday, May 16. We will plan to start the drive to Philadelphia around 10:00 am to arrive by 2:00 pm (the earliest possible entry time for chuckwagons). We will unload and setup, so the team can arrive at the team tent after their Thursday practice for a quick snack before heading back to the hotel. We will load everything back in the chuckwagon after the regatta (sometime on Saturday depending on our boat advancements) for the return trip.

Coordinators Reporting to VP Admin
Jenni Williams (VPAdmin@wpcrew.org)

(1) Uniform Coordinator (Jenni Williams)

Once bulk shipment of uniforms arrive, the uniform coordinator will need to pick them up from VP Admin and schedule a time/location for disbursement to each athlete/family. Orders will be separated and labeled per family. Only responsibility will be setting up a time to disburse/pick up uniforms for athletes.

Coordinators Reporting to Secretary
Jennifer Beatty (secretary@wpcrew.org)

(2) VASRA Trophy Coordinator & Assistant (Karen Weber & James Wynne)

Collect trophies from prior year school winners at March and April regattas (before the annual championships); order and organize plaques and medals. Manage the award of the trophies, plaques, and medals during the annual championships.

(1) VASRA Regatta Volunteer Coordinator (open)

Participate in VASRA Zoom call to learn about volunteer regatta roles and process (Jan. 2025); share notes with Secretary. Once West Potomac regatta roles have been assigned by VASRA, create a SignUp Genius covering all roles. If VASRA-assigned roles are unfilled, assist the Secretary in identifying a volunteer.

Coordinators Reporting to VP Operations
(Open) (VPOperations@wpcrew.org)

(2) Shell & Launch Coordinator (open)

Responsible for maintaining the team’s inventory of shells, oars, and shell trailer in good working condition, including performing/coordinating accomplishment of periodic maintenance (e.g., cleaning) and repairs as required.
Responsible for maintaining the Crew’s inventory of launches and launch trailers in good working condition, including performing/coordinating accomplishment of periodic maintenance (e.g., cleaning) and repairs.
Responsible for storage and transportation of launches as requested by the coaches or responsible Board member. In addition, responsible for coordinating with coaches the maintenance of the team’s inventory of safety equipment on the launches (life vests, “crash bags”, anchor, first aid kit, etc.). The frequency of work is mostly during the pre-season and post-season, with season efforts as requested. Vehicle with tow capability to tow boat trailers is required.
One of these two positions must be filled by the parent of a non-senior.

(2) Motor Coordinator (open)

Responsible for maintaining the Crew’s inventory of outboard motors for launches. Responsible for maintaining the outboard motors in good working condition, including coordinating accomplishment of periodic maintenance (e.g., winterizing) and repairs. Responsible for storage of outboard motors in conex box at West Potomac and transportation of outboard motors as requested by the coaches or responsible Board member. In addition, assists the Fuel Coordinator in maintaining adequate supply of gasoline at crew rowing sites. The frequency of work is mostly during the pre-season and post-season, with season efforts as requested. A working knowledge of 2 cycle and 4 cycle motors is preferred and some heavy lifting is required.
One of these two positions must be filled by the parent of a non-senior.

(2) Fuel Coordinator (open)

Responsible for ensuring an adequate supply of gasoline is available for the outboard motors, including purchase of gas and 2-stroke oil/gasoline additives and filling of launch gas bottles. In addition, assists the Motor Coordinator in maintaining the Crew’s inventory of outboard motors for launches. The frequency of work is weekly during the season. Some heavy lifting is required.
One of these two positions must be filled by the parent of a non-senior.

(2) Fitness Equipment Coordinator (Jenni Williams)

Responsible for maintaining the Crew’s inventory of fitness equipment, including ergs. Periodic maintenance (e.g., cleaning, lubrication) and repairs as needed for ergs. Manage the 'Summer Erg Rental Program' which includes taking reservations, staging ergs for pickup, collecting rental fee at time of pickup, and returning ergs to West Potomac prior to the beginning of the Winter Conditioning Program. The frequency of work is mostly during the preseason and postseason, with limited in-season effort required. Some level of mechanical skill is preferred but not required.
One of these two positions must be filled by the parent of a non-senior.

Coordinators Reporting Social Secretary
Susan Winkler (Social@wpcrew.org)

(1) Team Pasta Party Coordinator (open)

Create and manage a Sign-up Genius process to secure volunteer hosts for team-wide pasta parties on the Friday nights before regattas (excluding James River and Stotesbury). Note that the hosts will provide basic supplies like plates, napkins, cups, utensils. Guests will sign-up to bring pasta dishes, salad/fruit, bread, drinks, and dessert. Hosts will not have to seat athletes at tables! They will sit wherever space is available (inside or out can work). We have a sample signup as a starting point.

(1) End of Season Picnic Coordinator (open)

Coordinate end-of season picnic date with Board. Reserve space, like Ft. Hunt Park. Create a sign up for food, supplies, and volunteers. The team typically provides pizza, and families donate the rest. Work with families of seniors to coordinate poster board tributes to senior athletes. Coordinate the set-up and clean-up for the event. Note that board members will assist with other aspects of the event, including gifts for the coaches and our senior rowers/coxswains.

(2) Photographer / Videographer (Trevor Wall)

Take photos/videos of the team at regattas and team events. Upload media frequently to the team Flickr account. If circumstances allow, create end-of-season video/slideshow for presentation at year-end picnic. Work with team website coordinator on possible links from the website to the photo sharing site.

(1) Spirit Wear – Clothing, Rowathon/Ergathon shirt, Yard Signs, Magnets, Senior Plaques (Jenni Williams)

Coordinate a Spirit Wear Clothing sale for the team, usually in January following the uniform order. Draft a selection of items using the vendor catalogues. Work with the team captains and president(s) to confirm the desired items. Work with the vendor to confirm availability and to open and close the store on desired dates. Communicate the sale through email blasts and social media accounts. Work with the head coach on annual spiritwear allocations for all coaches. Pick-up the team order from the vendor. Distribute the items to athletes at practice(s) and then arrange pick-ups of any remaining items. Add pictures and prices of the year’s items to our records for future planning.
Manage the order for Rowathon/Ergathon team shirts. Estimate the quantity to order (using iCrew data for athletes and coaches and adding some extras – see the files for details). Work with the fundraising chair to get logos from all corporate sponsors to the t-shirt vendor and sending the mock-up back to sponsors for final approval. Work with the captains / president(s) to choose the t-shirt color and any other design features (other than corporate logos). Place the order, working with the treasurer for payment. Pick up the shirts from the vendor and deliver to the event.
Coordinate the annual order of yard signs through the West Po Dance team liaison (who manages the orders each season for all West Po Teams). Pick up the signs and arrange for sales to families throughout the season.
Coordinate the order of magnets as needed. (Note: We have been using the inventory from an order placed in 2013. The next order may involve researching vendors if the former vendor is no longer available). Distribute the magnets to families (for free) throughout the season.
Coordinate the annual order of plaques for our seniors with our longtime vendor, placing the order by mid-April to ensure delivery by the end-of-season picnic.