PINEWOOD DERBY VOLUNTEER JOB DESCRIPTIONS

🏆The Pinewood Derby doesn't run itself — it takes a dedicated team of volunteers working behind the scenes to make race day magical for every Scout and family. And every year it's the Wolf Den Families' chance to put on an incredible event for our Pack. But they're going to need help pulling it all off. Please lend the Wolves and the whole pack a hand.

Below are the official job descriptions for each volunteer role needed to make the Pinewood Derby a success. And here's even more detailed information about what to expect as a volunteer on Race Day. It's going to be awesome! Sign up! And if you have questions about your assignment or need support on race day, see this year's Pinewood Derby Coordinator and Wolf Den Parent, Kristen McGillivray Samson, for more information.

Thank you for giving your time to make Pack 972's biggest event of the year a success!

🏆 Event Coordinator
The Event Coordinator owns the Pinewood Derby from start to finish. They work closely with the Cubmaster to set the event vision, recruit and brief the volunteer team, manage all logistics before and during the event, and ensure that every Scout, family, and volunteer has an exceptional experience on race day.

Responsibilities
✅ Confirm Pinewood Derby date and time with Cubmaster and Church
✅ Distribute Debry kits to Scouts (and keep log) during Fall Awards Banquet
✅ Follow up with Den Leaders to ensure that all scouts receive Debry kits
✅ Create and manage RSVP and Volunteer Sign up Sheet
✅ Share RSVP and Sign up Sheet with Wolf Den first to recruit volunteers
✅ Work with Pack Secretary to share the RSVP and Volunteer Sign Up Sheet with the pack
✅ Recruit any additionally needed volunteers from the greater pack families
✅ Assist with day of as needed activities

🏆 Award & Trophy Coordinator
The Awards & Trophy Coordinator is the person who makes the awards ceremony feel like the celebration it deserves to be. From sourcing trophies weeks before race day to placing them in a Scout's hands at the ceremony, this role ensures that every winner — speed and design alike — is recognized in a way that feels special and memorable.

Responsibilities
✅ Work with Voting Tabulator to determine number of trophies and awards
✅ Place order (reimbursed by Pack) for trophies and participation ribbons
✅ Bring all awards to event and set up a display table with Voting Tabulator
✅ Assist with day of as needed award presentation

What You'll Need
📊 Receipts! Keep all receipts for Pack reimbursement
📦 Display table to be shared with Voting Tabulator

🗳 Voting Tabulator
The Voting Tabulator manages the design award voting process — creating award categories, design and creating ballots, collecting ballots, tallying votes, and delivering accurate results to the Emcee in time for the awards ceremony.

Responsibilities
✅ Set voting station before doors open
✅ Explain the voting process to families as needed
✅ Collect ballots throughout the event — voting closes before racing ends (exact time set by Cubmaster)
✅ Tally all ballots accurately and verify totals
✅ Determine winners for each design award category
✅ Deliver final results to the Emcee no later than 15 minutes before the awards ceremony
✅ Keep all results confidential until announced at the awards ceremony

What You'll Need
📋 Ballots (prepared in advance with Award & Trophy Coordinator)
🖊 Pens at voting station
📊 Tally sheet for recording votes
📦 Display table with signage and car number labels

📋 Registration Official
The Registration Official is the first face every Scout and family sees when they arrive — setting the tone for the entire event. This role requires strong organizational skills, a warm and welcoming personality, and the ability to stay calm when the check-in line gets busy.

Responsibilities
✅ Arrive before doors open to set up the registration table
✅ Welcome each Scout and family as they arrive
✅ Check each Scout's name off the master participant list
✅ Issue each Scout an official race number and ensure it is attached to car
✅ Weigh-in each car
✅ Record no-shows/late arrivals and communicate them to the Bracket Master
✅ Close registration and deliver the final list to the Bracket Master/Emcee
✅ Assist with general volunteer duties after registration closes

What You'll Need
📎 Master participant list gleaned from RSVP information
🖊 Pens and markers
🏷 Pre-printed race numbers and tape for attachment
📦 Registration table with signage

📋 Mechanic Station Chief
Manages the pre-race repair and adjustment station at the Pinewood Derby. Working alongside the Registration Official during check-in, they assess cars that need attention — whether for weight, wheel issues, or structural problems — and make quick, careful fixes so every car can pass inspection and race.

Responsibilities
✅ Bring useful tools and supplies to stock table
✅ Arrive before doors open to set up the Tune Up Table
✅ Perform repairs and adjustments such as: adding weight; removing weight; wheel fixes, loose parts, lubrication

What You'll Need
📦 Tune up table with signage
· Cordless drill with drill bits
· Small hammer
· Needle nose pliers
· Assorted washers
· Duct tape
· Sharpie marker
· Extra weights (fishing weights, lead weights, or similar)
· Dry graphite lubricant

🚦 Starting Line Official
The Starting Line Official is responsible for the smooth and fair loading of cars at the top of the track for every heat. Accuracy, consistency, and focus are essential — this role directly impacts the fairness of the entire race.

Responsibilities
✅ Arrive before racing begins to familiarize yourself with the track
✅ Place each car in its designated lane precisely and consistently — same position, same orientation, every time
✅ Confirm car numbers and lane assignments with the Bracket Master
✅ Hold cars in place until the Emcee/Starter gives the official signal to release
✅ Operate the starting gate mechanism to release all cars simultaneously
✅ Return cars to the designated holding area or runner after each heat
✅ Alert the Bracket Master of any car malfunction, false start, or lane issue

What You'll Need
📋 Heat schedule and lane assignments (provided by Bracket Master)
🏎 Familiarity with the track starting mechanism (brief orientation provided before racing)

📊 Bracket Master
The Bracket Master is the operational backbone of the entire race — the person who ensures that every heat runs in the correct order, every Scout races in every lane, and the results are tracked accurately from start to finish.

Responsibilities
✅ Using the RSVP information, set up the race bracket and heat schedule
✅ Arrive before racing begins to confirm participant list with Registration Official
✅ Update the bracket for any last-minute additions, withdrawals, or no-shows
✅ Manage the race software or bracket sheets throughout the event
✅ Communicate lane assignments and heat order to the Starting Line Official and Finish Line Official before each heat
✅ Record results from the Finish Line Official after each heat and update standings in real time
✅ Identify and communicate advancement to finals — which cars qualify for championship heats
✅ Resolve any disputes about heat results in coordination with the Cubmaster
✅ Prepare final standings for the Emcee in time for the awards ceremony

What You'll Need
💻 Laptop with race management software
📋 Printed backup bracket sheets
📡 Clear line of communication with Starting Line Official and Finish Line Official throughout the event

🎤 Emcee / Starter
The Emcee is the voice and energy of the entire Pinewood Derby. This volunteer keeps the crowd engaged, announces each heat, builds excitement, and guides the event from opening ceremonies through the awards presentation. Think of this role as part game show host, part sports announcer, and part cheerleader.

Responsibilities
✅ Arrive before the event starts to review the program and heat schedule
✅ Open the event with a welcome, introduction of the day's program, and acknowledgment of volunteers
✅ Announce each heat — including Scout names, den affiliations, and lane assignments
✅ Give the official starting signal for each heat
✅ Announce heat results after each race and keep the crowd updated
✅ Keep energy high and the event moving on schedule
✅ Manage crowd control and safety reminders as needed
✅ Lead the full awards ceremony — announcing winners, inviting Scouts forward, and celebrating every achievement
✅ Close the event with thank-yous to volunteers, families, and sponsors

What You'll Need
🎤 Microphone or amplified speaker
📋 Participant list with Scout names and den affiliations
📊 Real-time heat results from the Bracket Master
🏆 Awards list from Bracket Master and Voting Tabulator before the ceremony

🏁 Finish Line Official
The Finish Line Official monitors the finish line for every heat and communicates official placements to the Bracket Master. This role requires sharp eyes, quick judgment, and the ability to make fair calls under pressure.

Responsibilities
✅ Arrive before racing begins to set up and assess the finish line area
✅ Confirm the place finishes for each heat
✅ Communicate official results to the Bracket Master immediately after each heat
✅ Flag any photo finishes, tie races, or track incidents for review
✅ Retrieve cars from the finish line after each heat and return to the car runner
✅ Maintain a fair, impartial position

What You'll Need
📋 Heat results sheet as backup
📡 Direct communication channel with Bracket Master throughout the event

🍕 Food Coordinator
The Food Coordinator ensures that Pack 972 families and volunteers are well fed and refreshed throughout the Pinewood Derby. This role involves advance planning, day-of setup, and keeping the food and beverage area stocked and tidy from start to finish.

Responsibilities
✅ Order Pizza for 4:30 delivery (Pack to reimburse)
✅ Buy ice and sparkling water; bring large cooler (Pack to reimburse)
✅ Arrive early to get table from basement and set up the pizza and beverage area
✅ Set up trash and recycling station
✅ Coordinate cleanup of the food area at the end of the event
✅ Ensure all Pack equipment is collected and returned after the event

What You'll Need
📋 Using the headcount from the RSVP; order pizza for delivery by 4:30
🍽 A cooler for sparkling water
📦 Table from church basement
🗑 Trash bags and containers and a designated recycling station

🌿 Lawn Supervisor
The Lawn Supervisor is responsible for managing the outdoor areas around the venue — ensuring that arrivals and departures run smoothly, families know where to go, and the outdoor space remains safe, organized, and welcoming throughout the event.

Responsibilities
✅ Supervise any children playing and ensure they remain in designated areas
✅ Monitor outdoor noise levels and remind families of consideration for the surrounding neighborhood
✅ Assist with post-event cleanup of outdoor areas — collect trash, remove signage, and leave the space better than you found it

🌿 Clean Up Crew
Every great event ends the same way — with a team of good people rolling up their sleeves and putting the place back together. The Cleanup Crew is one of the most important and most appreciated volunteer roles at the Pinewood Derby.

Responsibilities
✅ Restoring the venue to its original condition