Volunteer Fact Sheet

What the club provides – all supplies needed to run a trial.

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Basic duties – As the role title suggests, getting everything in place to start the trial so that it runs smoothly, then breaking down and stowing everything at the end of the day.

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Discussion – Most volunteers are asked to arrive an hour or more before the competitors start to arrive, so this is not a position, per se, but a set of tasks volunteers will do before and after assuming their assigned roles. 

What the club provides – For both you and the Judge, clipboards with the running order for that Judge, score sheets, and pens. 

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Basic duties – Assist the Judge throughout the trial. This can include confirming the identity of the competitors as they arrive for their search, orienting them to the search area for their run, reviewing the search basics (number of hides and time limit), handling “cold” items (those not containing odor), and holding on to completed score sheets to hand them off to the score runner. 

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Discussion – You should be able to stand for much of the day. Depending on the search, you may need to lift and move 35 pounds (buried containers holding sand or water).

What the club provides – a stopwatch or other handheld timer.

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Basic duties – Start the stopwatch when the dog’s nose crosses the start line. Say, “30 seconds,” clearly and loudly when the competitor has 30 seconds left to complete the search. Stop the stopwatch when: for novice, when the Judge says “Yes.” to the competitor’s “Alert.” In advanced searches, you stop time when the competitor says, “Finish.”  Communicate the time to the Judge before resetting the stopwatch.

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Discussion – A Judge may prefer to read the time off the stopwatch directly or have you verbally tell them the time for the scoresheet, so check before the first competitor starts. Position yourself so you see directly across the start line to start the stopwatch when the dog’s nose crosses it. You will likely have access to a chair, but you could have to stand for much of the day.

What the club provides – The containers themselves and, for buried, the material needed (sand or water). Supplies for cleaning containers of dog drool. 

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Basic duties – Generally, the Judge will handle the “hot” containers having odor inside and will place the containers initially. You may be asked to rearrange or clean the “cold” containers without odor.

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Discussion – The assigned Judge’s Steward may be asked to perform these duties. You may need to lift and move 35 pounds (buried containers holding sand or water).

What the club provides – A nametag and high-visibility vest to identify you as a volunteer. A chair and shade if not provided by nearby buildings or landscaping. 

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Basic duties – Remain at the gate or staging stop to wave competitors to your location until you are told by the next Steward to move the competitor on to the next staging or search area. Give them directions to the next Steward.

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Discussion – You help keep the flow of competitors moving into their search area. As competitors come through, be sensitive to the fact that some prefer to keep to their own thoughts and some may want to chat. Do not reach out to or touch a competitor’s dog unless explicitly asked to do so.

What the club provides – Score sheets for the Judges, a tour of the search areas and location of the score room. 

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Basic duties – Periodically gathering completed score sheets from the Judge’s Steward and delivering them promptly to the score room.

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Discussion – You will walk to and from multiple search areas to deliver score sheets to the score room, as directed by the Volunteer Coordinator, Judges, or other trial officials. Do not enter a search area until the Gate or Judge’s Steward says you can. You don’t want to risk distracting a competing team during its run. You may be asked to find and deliver water or other items. 

What the club provides – This will vary depending on the trial site and other factors. Generally, you will have lists of competitors, nametags, pens, and other items specific to that trial. The latter could include signup sheets for photographers or videographers, liability release forms, etc. There will be an easel or other device for keeping track of the run order for each search as competitors enter the search area. 

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Basic duties – Log competitors in as they arrive, direct them to sign any required paperwork, advise them of photo or video opportunities, and generally welcome them to the event. Answer questions as you are able or direct them to another volunteer. Typically, another volunteer will be in charge of “running the board,” i.e., tracking competitors as they enter for their searches.

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Discussion – Depending on the levels being offered at the sign-in, competitors will be more or less familiar with the flow of events. Novice-level competitors may not know what questions to ask while Detective-level competitors may just want to sign in and get back to their vehicles. Know where the bathrooms are and how competitors can get there without going near search areas.

What the club provides – A nametag and high-visibility vest to identify you as a volunteer. A clipboard, pen, and lists of running orders for the searches that day. In some cases, a live running order app could be used. The Volunteer Coordinator will advise you about that and how to use it.

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Basic duties – Ensure that the correct competing teams are ready as their turns approach. Send them to the first Chair Steward or Gate Steward to receive further direction.

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Discussion – Typically, keeping the flow of competitors running smoothly, you will loudly and clearly call out team numbers and the dog’s names as you run down the lists. You may also need to walk the parking lot so your voice can be heard by vehicles parked further from the designated entry to the search areas, or to track down an unresponsive competitor. The Trial Secretary will advise you how many competitors to keep on standby in the parking lot. 

What the club provides – An easel or other device and the running orders for the searches of the day. Markers and pens. A nametag and high-visibility vest to identify you as a volunteer. A chair and shade if not provided by nearby buildings or landscaping.

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Basic Duties – Managing the flow of competitors into the trial site and to their appropriate Chair or Gate Stewards. Marking off competitors as they enter the site for their searches. Keeping an eye on the practice/recovery box area to prevent overcrowding.

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Discussion – The Parking Lot volunteer is responsible for getting competitors to you. You keep over-eager competitors and others from crowding the entrance. Competitors may approach often to find out where they are in the running order.  Changes happening in the search area may cause delays or other changes in one or more searches that you’ll have to adapt to. 

What the club provides – An orientation to the trial site and where elements and what levels will run throughout the day. A clipboard with running orders for each element and level. 

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Basic Duties – After the competitor is marked off by the volunteer “Running the Board,” send competitors to the correct Chair or Gate Steward for their search.

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Discussion – Several searches take place at the same time in different areas of the trial venue. Competitors entering the main gate are competing at different levels and in different elements. Your job is to get them going in the right direction to get to the Chair or Gate Steward for their search. This is critically important not only for the trial flow but to keep competitors from inadvertently walking past or into another search area.

What the club provides – An orientation to the trial site and where elements and what levels will run throughout the day. A clipboard with running orders for each element and level. 

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Basic Duties – After the competitor is marked off by the volunteer “Running the Board,” send competitors to the correct Chair or Gate Steward for their search.

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Discussion – Several searches take place at the same time in different areas of the trial venue. Competitors entering the main gate are competing at different levels and in different elements. Your job is to get them going in the right direction to get to the Chair or Gate Steward for their search. This is critically important not only for the trial flow but to keep competitors from inadvertently walking past or into another search area.

What the club provides – A space for volunteers to gather for water and snacks, lunch, or to take a break. Tables and chairs. Trash cans, etc. The club will supply water. Either the club or other volunteers may provide snacks and lunch. 

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Basic Duties – Keep water and snacks available. If lunch is provided, set it up so the volunteers can serve themselves. Keep the area tidy. Assist the Results and Ribbons volunteers rearrange the space to accommodate competitors coming in to get their score sheets, ribbons, etc. 

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Discussion – This position is what you make of it. Some Hospitality volunteers make and bring snacks and food. Other times the club may provide some or all of it. You will need to take the initiative to keep the area free of trash and generally well-organized for volunteers to come and go as they please for refreshments.

What the club provides – A space for volunteers to gather for water and snacks, lunch, or to take a break. Tables and chairs. Trash cans, etc. The club will supply water. Either the club or other volunteers may provide snacks and lunch. 

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Basic Duties – Keep water and snacks available. If lunch is provided, set it up so the volunteers can serve themselves. Keep the area tidy. Assist the Results and Ribbons volunteers rearrange the space to accommodate competitors coming in to get their score sheets, ribbons, etc. 

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Discussion – This position is what you make of it. Some Hospitality volunteers make and bring snacks and food. Other times the club may provide some or all of it. You will need to take the initiative to keep the area free of trash and generally well-organized for volunteers to come and go as they please for refreshments.

What the club provides – Guidance and direction before, during, and after the trial. Trial officials are always available to answer any questions you might have. 

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Basic duties – Smile, be friendly and helpful, and respectful of other volunteers and competitors alike. If you don’t know, ask. Be aware of your surroundings – there will be a lot of people and dogs in motion throughout the day. Keep yourself and others safe. Enjoy the day and learn a lot. 

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Discussion – As noted elsewhere, a scent work trial is a dynamic environment. Early in the day especially, club officials may have to adapt to unexpected situations and ask you to take on different or additional duties. The same could occur throughout the day at the discretion of the Judges or trial officials.