Set-up Crew
Chief Ring Steward - Make sure each class goes smoothly. The Chief Ring Steward recruits, schedules and supervises ring crew. The Chief Ring Steward is a problem solver for the judge. If there is a problem with the equipment, make sure it gets fixed. Delegate delegate delegate. There is a lot the chief ring steward makes sure gets done, but most of the actual doing should be by other people
Ensure necessary equipment and paperwork is available at each ring
Introduce yourself to the judge.
Keep on top of what needs to be done next.
- Call for course builders when course changes are needed.
- Call for walk through and/or judges briefing when course building is complete.
- Call for ring crew to report in during walk through. Verify who is filling each spot. Start filling vacant spots.
- Keep white board up to date with ring crew for the next course. As soon as one course has started update that board for the next crew.
Ensure that you have adequate workers and that they have the information and equipment they need
Ensure that judge is supplied with food and drink. The person responsible for judges hospitality should have set out a cooler with stuff for the judge in it. If that person hasn't done so make sure to call it to the attention of the judge. Make sure that the judge gets lunch.
Check with judge to make sure equipment and course is ready - everything that is supposed staked down is staked down. Be ready to solve course problems. The course builders are supposed to build the course to the satisfaction of the judge but sometimes things are noticed after they leave.Don't spend a lot of time trying to solve course problems because other tasks are calling. If there are problems you can't quickly solve on your own then find the course builder to solve it so you can focus on ring crew.
Call for your workers when the course is ready for walk through. The judge will usually want to know who the timer and scribe are. Ask the judge if there are special instructions for jump setters/chute straighteners and the gate steward.
Check with each worker to see if they need training about their job. Make sure the equipment they need is available e.g. no one has walked off with the stopwatch etc.
Update the white board with the next ring crew.
Check with your score table people, make sure there are no problems you need to solve. Take a look at a couple of scribe sheets and make sure that they are correctly accounting for different times allocated to the different classes. If you are unsure get the help of the score table czar.
Verify that the gate steward is efficiently getting the next dog on the line, without being overbearing.
Generally take a look around and make sure each person is doing their job properly. Take a quick look at the first couple of score sheets and make sure they are correctly filled out - ie. the scribe is marking them correctly, the scribe runner is putting the time in the correct place.
Be sure to stay findable in case problems arise. The job of the ring steward is to keep things running smoothly. Usually that means finding the right person to do the job, not doing it yourself.
Start scheduling just as soon as the volunteer list is available. It is a big help to be able to set it aside and recheck it a day or so later, so try to leave yourself enough time to do so.
For each class you will be scheduling:
From the secretary get a list of people who have volunteered to work. Be sure to ask if there are non-competitors working that might not have gotten on the list. Look especially at the comments box as often that is where the non-competitive worker will be listed.
Each time you schedule a person put a hash mark or something next to their name so you will know how many times they have been scheduled.
First identify anyone who will work all day, or nearly all day and is not running any dog. If they have a perferred task schedule them up for that task. If they don't have a perferred task tradition says to put them on score table.
Next identify those people who are running multiple dogs. Of those identify people who are running in different classes vs two dogs in one class.
Next group people by class e.g. all the Novice, 16 inch jumpers.
Next look at the comments - note any job preferences and schdeule first for listed preferred jobs. note any work restrictions. If there is a time of day restriction schedule that person to work an acceptable time before trying to schedule more flexible workers.
Next flag your experienced workers. Unless they have a conflict or they've asked otherwise it is best if most of the first crew Saturday morning is experienced. That will free you up "day of" for other problem solving. So fill score table, time, scribe and gate with experienced people first run if you can. For the remainder of the day dole out the experienced workers so that if necessary you can pair them with someone inexperinced. For example if you have two experienced workers and both are willing to score table, scribe and time, then put one on score table and one as either timer or scribe.
Now start filling in the blank spots. Just start with the first person listed who isn't yet scheduled for anything and look for a spot to put them. My first choice is to schedule them to work the class immediately after their own run. If they are willing to scribe or time but need training be sure the other half is experienced. In other words new scribe with experienced timer or vice versa. Same with score table, if you can. There is nothing wrong with scheduling a person to work before their run, you will probably have to, but people are less stressed if there is at least a course build between when they work and when they next run. Try for that if you can.
When everyone has been scheduled once start your second go round. Look first to people who you know are willing workers. If you feel the person is iffy (as far as willingness to work) schedule them for the jobs its easier to recruit for (scribe runner, poles/chute, leashes) in case they back out.
While it is important to be "fair" in scheduling, not unduly burdening any one person, listen to their comments and preferences. Some people like working so don't be afraid to use them. Expect that if they've said "schedule me lots" (and some will) then they will also tell you if you've gone overboard. That's one reason for notifying folks in advance about the schedule.
If you need to call for more volunteers send out an email and ask. It won't hurt and usually helps.
When the schedule is done make 25 or so copies. These will be posted at ring side and various other places to make it easy for everyone to check.
Post the schedule to the web site and/or email it to all workers.
Call or email your first group of workers so they will be ready to work first thing in the morning.
It is important that you verify the equipment needed is available.
| Make sure you have | You get them from | |
| File boxes | |
Score Table Czar |
| Gate sheets | |
Score Table Czar -in File box |
| Scribe sheets | |
Score Table Czar -in File box |
| Score sheets | |
Score Table Czar-in File box |
| Score Table box | Score Table Czar | |
| Clipboards (3) | |
Score Table Czar - in Score Table box |
| Whistles | |
Score Table Czar - in Score Table box |
| Watches | |
Score Table Czar - in Score Table box |
| Pens | |
Score Table Czar - in Score Table box |
| Correction fluid / Correction tape | |
Score Table Czar - in Score Table box |
| Pencils | |
Score Table Czar - in Score Table box |
| Erasers | |
Score Table Czar - in Score Table box |
| Calculator | |
Score Table Czar - in Score Table box |
| Paper clips | |
Score Table Czar - in Score Table box |
| Rubber bands | |
Score Table Czar - in Score Table box |
| Stapler and staples | |
Score Table Czar - in Score Table box |
| Tape for posting score sheets, gate sheets, workers sheets etc. | |
Score Table Czar - in Gate Steward box and in Score Table box |
| Blank paper (a dozen sheets will do) | |
Chief Ring Steward |
| Worker Schedules (extras for workers too) | |
Chief Ring Steward |
| Course maps | |
Judge |
| Surveyor's tape for gamblers line | ||
| Golf tees for gamblers line | ||
| Highlighters | |
Score Table Czar - in Gate Steward box |
| Permanent Marker | |
Score Table Czar - in Gate Steward box |
| Grease/ Wax pencil (for marking in wet weather) | |
Score Table Czar - in Gate Steward box |
| Orange vest | Score Table Czar - in Gate Steward box | |
| Push Pins | |
Score Table Czar - in Gate Steward box |
| Board and easel for posting gate sheets, step in fence post for securing easel | |
Set-up Crew |
| Board and easel for posting scores, step in fence post for securing easel | |
Set-up Crew |
| Table | |
Set-up Crew |
| Chairs | |
Set-up Crew |
| Accident clean-up spray bottle | |
Set-up Crew |
| Paper towels | |
Set-up Crew |
| Poop bags | |
Set-up Crew |
| Rags/Towels - drying off wet hands, wet equipment etc. | |
Set-up Crew |
A white board is supposed to be available at each ring. The crew for the next course is written on the white board - position needed and the name of the person filling that position. If a person CAN work that position, they "check-in" by placing a check mark next to their name. If a person CAN'T work that position they simply erase themselves. If a person wants to work they put their name into any blank spot and a checkmark to verify they are working.
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