Volunteer Positions

The key to success of the Middleburg Horse Trials is your assistance and the competitors. Please, everyone (PC members and parents) should plan to volunteer at least 12 hours over the days leading up to and during the horse trials! Read about the positions below (those with ** are only for Horse Trials) and request your favorite!

Volunteer Coordinator

This job involves filling the many volunteer positions which allow the Horse Trial to run.  Requires quite a bit of emailing and some phone calling.  Balance volunteer schedules and make sure all volunteer positions are filled for the duration they are needed.  Send reminders to all as to what job they are doing (with description) and when they are required to be there.  Send list of volunteers for Dressage and Stadium to Overall Coordinators for these areas.
2009 Phil Fewell

Hospitality Coordinator

This is a rather involved job, and is much easier with many assistants!  The Hospitality Coordinator provides food, drinks and refreshments for judges, officials and volunteers.  Officials include the Technical Delegate and the president of the Ground Jury.  On Saturday, judges include four for Dressage and one for Stadium Jumping.  Small coolers of drinks and snacks are prepared for the judges to keep at hand in their vehicles.  In the event that the XC jump judge lunches are not catered, then bagged lunches are prepared for each XC jump judge on Sunday.  Hospitality is set up near/under the tower.
2008 Di Hill
2009 Di Hill
2010 Di Hill

Hospitality Assistant

This job involves helping the Hospitality Coordinator with setting up on Saturday morning (early!) and manning the food and refreshments throughout the day on Saturday and Sunday.  Adult assistants might also help coordinator with purchasing items in advance of the horse trials.  This is a great job for our pony club members because it also involves delivering refreshments to officials and judges.
2010 Terri Ganow

Stabling Coordinator

This is a fairly involved job, but one that should not be too much work at any one time and can be spread out over time.  The Stabling Coordinator works with the Secretary (Mary Jane) about who has requested stabling during the Horse Trials.  Some tasks in advance of the horse trials include: assigning and marking stalls; posting stabling signage (emergency contact numbers, vet, trash, manure, etc); hanging Sharps containers; and coordinating with Tri-County Feeds for bedding delivery.  The coordinator should be on-site during move-in on Friday and Saturday morning to respond to competitor questions/requests and to assist with coordinating Gator valets, vehicle parking and general barn area management.  During the day on Saturday and Sunday, the coordinator should be on the grounds and periodically check for any competitor questions/requests to include coordinating feed/bedding orders from Tri-County.  On Sunday, the Stabling Coordinator oversees the mass exodus, collecting lost and found (or just left behind) items, and works with the Secretary to determine whether stall deposit checks are torn up or deposited depending on if the stalls have been stripped.  If stalls are not stripped, then Coordinator is responsible for recruiting help to clean stalls or using proceeds from deposits to hire cleaning staff.
2009 Lara Dunlap
2010 Lara Dunlap and Debbie Cadenas

XC Jump Judge Coordinator

This job is primarily focused on recruiting and filling the jump judge positions for cross-country (XC) on Sunday.  There are three different levels run at the MHT:  Intermediate, Preliminary and Novice.  Each level runs over a different XC course.  In the past, volunteers from many of the local hunts and the MOC Beagles in addition to area residents who enjoy coming out to sit for a half-day or full-day have filled the positions as jump judges.  Letters need to be sent in advance of the horse trails to past and potential volunteers requesting volunteer assistance with jump judging.  There is a computerized  list of persons in the past who have volunteered so address labels can be printed.  Coordination with the Organizers or Course Designer (Nina Fout) is required to determine the number of jumps needing judges for each level.  In advance of the horse trials, the clip boards for each jump will need to be prepared with XC score sheets and writing implements.  Sunday morning, the coordinator (or an assistant) should be present to check in volunteers and hand out clipboards.  The coordinator should also be present to handle the exchange of jump judge assignments between half-day judges near mid-day.  At the end of XC on Sunday, the clipboards should be collected and put away for next year.
2009 Lysa Clemens
2010 Lisa White

XC Course Prep Coordinators

The few weeks leading up to the horse trials are busy ones for getting the XC course ready.  Preparations include painting/staining, weedeating, flagging and decorating the jumps.  Also sponsor signs are posted around the course.  All of these tasks must be accomplished prior to the start of the horse trials.  Much of this work involves coordination with the Course Designer (Nina Fout).  Persons with horse trials experience are needed for the course flagging task.
2009 Beth Fout and Nicki Valvo
2010 Nicki Valvo and Beth Fout

Parking Coordinators (2)

This is a great Pony Club Dad job!  Horses begin arriving for the horse trials on Friday afternoon, but the majority show up on Saturday morning.  Parking coordinators are needed for traffic control around the barn circle and for assisting competitors with placement of trailers in the parking field.  Parking Coordinators will be needed Friday afternoon and each morning on Saturday and Sunday.  This year, in an attempt to alleviate traffic jams, we are also planning to offer a valet service using the Gators to assist competitors in moving equipment from the trailer parking area to the barns.
2010 Boy Scouts

Gator Valets (2)

If you are old enough to drive, then this job entails piloting a Gator and driving back and forth between the trailer parking area and the barns on Friday and Saturday AM and again on Sunday when competitors are departing.  You get to be the riders’ personal equipment valet.  Some assistance with loading and unloading the Gator is appropriate, but this job is about driving, not carrying and lifting.
2010 Ivan and Victor Harangozo and Sarah Aloumouati

Evening/Post HT Cleanup (3)

In the evenings on Saturday and Sunday, assist with set-up/tear-down and trash pick-up.  Saturday evening, tents will need to be taken down from dressage and moved to new locations for XC and Stadium.  Trash cans need to be emptied/relined and trash taken to the roll-off.  Sunday evening tear down will include taking flags off the XC course, taking down sponsor banners, trash, etc.  Gathering into a central location all mums for return to the nursery, then taking them back on Monday.  Job will most likely require driving a Gator.

Dressage Coordinator

In advance of the horse trials, coordinate dressage ring rental and arrange for scribes for each ring.  The Dressage Coordinator makes sure the clipboards for each of the dressage judges has the appropriate and correct number of tests for the rides they are judging.  Other equipment to gather and place in vehicles for each judge includes whistle or bell, stopwatch and red pen.     Requires coordination with secretary and scoring to make sure to have updates list of competitors and order of go.  Master coordinator for all volunteers for the three dressage rings and dressage warm-up including making sure volunteers are on time and posts are manned.  Hospitality should provide a cooler with drinks and snacks for judges, but the Dressage Coordinator should check in with the judges to make sure they have what they need.  Responsible for coordinating (via walkie-talkie) with all dressage volunteers and handle any inquiries or assistance needed by volunteers.  Make sure Bit and Whip check volunteers are knowledgeable about their role and that they have latex gloves and a measuring device for whips.  Should have a good working knowledge of dressage and the rules associated with horse trials.
2009 Heidi Berry
2010 Heidi Berry

Dressage Warm-Up Steward (1)

In charge of the warm up area for all three dressage rings.  Responsible for coordinating (via walkie-talkie) with each Ring Steward on when competitors start/finish dressage tests and asking competitors to hack over to their ring when the competitor riding prior to them enters the ring (or in enough time that they can start their test at their assigned time).  Lets competitors know if rings are running behind, on-time, or ahead-of-time.  Important job to keep dressage running smoothly since competitors cannot see the competition rings from the warm up area.  Need a clear, loud voice for this job and MUST BE ON TIME, in place 1 hr before first ride!

Dressage Bit & Whip Check (2)

Works with the Dressage Warm-Up Steward and somewhat shares that responsibility.  Responsible for checking bits and whips on all the horses entering or leaving the dressage warm up to make sure the competitors are using legal bits and equipment.  All volunteers are briefed and given literature on these topics.  You wear latex gloves when checking bits (different glove for each horse).  Some horses are finicky about having bits checked so at least one person needs to be an adult with some horse experience.

Dressage Ring Stewards (3)

In charge of one of three dressage rings to keep things running smoothly and as close to on-time as possible.  Responsible for coordinating (via walkie-talkie) with the Dressage Warm up Stewards on who is showing in the ring and whether they are on schedule.  Make sure the dressage ring remains intact and debris and distraction-free.  Helps coordinate sending junior runners to pick up and shuttle test sheets to scoring between rides (every 5 or so).

Dressage Scribes (3)

This is a very educational position.  Dressage scribe sits with a Dressage Judge (in a car) and writes all comments and scores onto a Test sheet as the Judge scores/comments on the ride.  Fast neat handwriting a must!
 
Dressage Test Runners (2)
Ideal for juniors or people who love to watch dressage.  In charge of collecting dressage tests from the judges and taking them to scoring.  Also asks if judges need any refreshments and coordinates with hospitality to provide them.

Stadium Coordinator

In advance of the horse trials, the Stadium Coordinator makes sure the course gets set and jump scoring sheets are placed on a clip board with writing implements.  Works with the Stadium Course designer and recruits volunteers to have the required jumps available and assist with course building Thursday or Friday before the event.  Requires coordination with secretary and scoring to make sure to have updated list of competitors and order of go.  Master coordinator for all volunteers for the stadium ring and warm-up including making sure volunteers are on time and posts are manned.  Hospitality should provide a cooler with drinks and snacks for judge, but the Stadium Coordinator should check in with the judge to make sure he/she has what they need.  Responsible for coordinating (via walkie-talkie) with all stadium volunteers and handle any inquiries or assistance needed by volunteers.  Should have a good working knowledge of stadium jumping and the rules associated with horse trials.
past – 2010 David Livermore

Stadium Course Building Assistants (many – great older PCer job!)

Assist with course building Thursday and/or Friday before the event.  This is an active, lifting and carrying type of job.  The course designer is Nina Fout with assistance from Stephen Bradley and his students.

Stadium Warm up Steward (1)

Observes the warm up to make sure jumps are jumped in correct direction. Makes sure riders know when their turn is approaching and sends horses to the ring in their assigned order.  Occasionally requires a loud, clear voice to communicate with mounted riders and use of a walkie-talkie to coordinate with the Stadium Gate Steward.

Stadium Gate Steward (1)

Coordinates with Stadium Warm up Steward to makes sure Stadium runs smoothly and as close to on-time as possible.  Sends horses into the ring in their assigned order or the order they present themselves.  Coordinates the Jump Crew, if necessary.  Checks with judge to make sure the course is correctly set before allowing a rider to begin.  Requires use of a walkie-talkie. 

Stadium Floater  (1)

Assist or relieve either the Warm up or Gate Steward, as needed, or act as jump crew.

Stadium Jump Crew (4)

Assists Stadium Organizer and Gate Steward with modifying or repairing the stadium jump course.  Replace knocked-down poles as quickly as possible and reset jump heights between divisions as necessary.  This is a very active and fun position for energetic children and strong teenagers who will get great ringside viewing of all the jumping.

XC Warm-Up Steward (1)

Observes the warm up (located in the infield ring) to make sure jumps are jumped in correct direction. Makes sure riders know when their turn is approaching and sends horses to the start box in their assigned or preferred order.  Occasionally requires a loud, clear voice to communicate with mounted riders and use of a walkie-talkie to coordinate with the XC Starter.

XC Starter Assistants (2)

The XC Starter is responsible for starting the competitors from the start box and running the timing system which records the competitor’s elapsed time for their XC run.  Experience with horse trials and timing systems is required for the XC Starter position, but anyone is welcome to assist.  This could be a fun job for anyone who likes playing with numbers and math.  It is high intensity since competitors are starting at set intervals throughout the day on Sunday with little to no breaks.  Does require use of a walkie-talkie to coordinate with the XC Warm-Up Steward and the TD/jump judges in case of holds on course.

XC Pinney Collectors (2)

This is a great job for pony clubbers.  As riders finish XC and leave the racecourse, a station is set up to collect pinneys  near the gate through which the competitors pass.  The job is to politely request the competitor remove the piney as they approach the gate, keeping aware that they will not want to have their tired, hot mounts stand for very long while they take off the piney.  You may be asked to hold the mount’s head while the rider takes the piney off.  Pinneys are then stacked in numerical order and then taken to the Secretary’s tent.