EVENT WORKER DUTIES AND RESPONSIBILITIES

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1 Stadium Manager (SM) EVENT WORKER Reports To Assistant Athletic Supervises Stadium Event Director of Business Workers Time Must be visible and/or accessible on site throughout the entire event. Must be at event early enough to; a) Inspect facility from concession lines, general seating areas, ticket windows and team areas b) Communicate any issues to Police and Security and/or Facility Services c) Conduct staff meeting to ensure all staff has arrived and is prepared to work; proper dress code and positive attitude; has everything needed to perform their duties; is prepared and informed of protocol for any weather events; is aware of any district administrators, board members, media and/or any other dignitaries in attendance. d) Prepare tickets, cash, and paperwork required to start the event e) Ensure teams have arrived, have access to the facilities, and are prepared to start the game on time. f) Greet and assist the Sport Officials; ensure they have a place to change and securely store their belongings Must be at event late enough to; a) Finalize all game reports and secure cash b) Ensure all staff has properly completed their duty and completed all relevant paperwork c) Coordinate with all staff and departments to close out event Duties and Responsibilities The duty of the Stadium Manager (SM) is to coordinate, oversee and validate event personnel, ticket management, cash management and game reporting as well as support the UIL Game Administrator. Stadium Managers are the main liaison between stadium events and the Department of Athletics and must adhere to the district s Principals of Public Service. Stadium Managers must take a leadership role in dealing with all matters concerning their stadium. Stadium Managers must be in constant communication with Facility Services, Police & Security, and the Department of Athletics for any issues that need to be addressed with the appropriate department. NOTE: Stadium Managers cannot be the required UIL Game Administrator for the event. UIL Game Administrator must be a representative of the home school and adhere to the UIL rules under Section 1208 (h). Communication Liaison Must communicate all concerns with appropriate staff in a timely manner and follow up with all unresolved issues. SM must be able to check s, receive notifications and respond to all inquiries throughout the day to ensure they are fully prepared for each event. Coordinate Event Personnel responsible for selecting qualified staffing for each event and adhere to the staffing guidelines. Each staff should be able to perform the duties of their position and adhere to the district s Principals of Public Services. SM must adhere to the staffing guidelines detailed in the Manager s Resource Manual. Oversee Event Personnel responsible for ensuring all staff fulfills their duties as assigned. Stadium Manager must constantly evaluate event worker performances and make adjustments when appropriate. 1

2 Validate Event Personnel responsible for ensuring all staff receive the appropriate activity codes for each event. Employees should have active employee IDs and be able to utilize the biometric clock for logging their time. Payroll reports should reconcile with the staff assignment list for each game. Ticket Management responsible for picking up the appropriate number of tickets from the Department of Athletics office weekly for each week s events. Must ensure each Ticket Seller has the appropriate amount of tickets for the event. SM is responsible for recording all ticket numbers and reconciling against ticket sales on the Ticket Report. Cash Management responsible for distributing start up cash before each event and ensuring all Ticket Sellers have appropriate cash during the event. SM is responsible for collecting all remaining cash prior to the end of the event, reconciling ticket sales and securing cash in the stadium safe after recording game and ticket report. Must prepare bank deposits and coordinate cash pick up with courier from stadium weekly. SM must adhere to the district s policy on safeguarding funds when making deposits and change. District Staff are not allowed to personally transport district money in their cars, either to the bank, DISD Administration or any other location. Game Reporting responsible for recording all required information on the game report. Game report must be turned in the Department of Athletics within one week of event and should reconcile to the ticket sales, pass reports, event payroll, official fees and any other miscellaneous expenses. Sport Official Host & Validation responsible for supporting the sport official to ensure they have the appropriate equipment and are able to perform their duties as it pertains to the sport. SM will serve as the liaison between the sport official and any district staff, including but not limited to coaches, custodians and administrators. SM does not interfere with the assignment of sport officials. SM is responsible for validating official assignment and fees through the official payment software. NOTE: Non District games played at central sites will have a manager only and will be compensated at the High School Site rate per game. Any other personnel will be compensated by the home campus and any gates sales should follow the Financial Accounting and Support to Campuses (FASC) fundraising guidelines. 2

3 Clerk Reports To Manager Supervises SM Assigned Time Must be at event earlier enough to greet event workers and sport officials prepare sign in station for workers and officials assist SM with any requested duties Duties and Responsibilities the duty of the clerk is to assist the Stadium Manager by being the cash auditor and office manager representative of the event. Cash Auditor responsible for recounting the ticket sales submitted by the Ticket Seller at the end of the event. Responsible for assisting in the preparation and final recording of the game and ticket reports and bank deposits for the cash pick up. Office Manager assist the SM in preparing all documents for event personnel and sport officials. Clerk ensures all event staff and vendors review their paperwork and sign appropriately. Clerk must be available to answer office calls and communicate all relevant information to the SM. Clerk must provide customer service by adhering to the district s Principals of Public Service. Manager Gym, Field Reports To Athletic Coordinator / Supervises Event Workers Assistant Athletic Director Avg. Hours 1 4 Assignment Limit Campus Sites, City of Dallas Sites Qualifications: Has knowledge of the overall operation of the athletic event and sport. Should possess strong management and Interpersonal skills Reports to: Campus Athletic Coordinator; If Athletic Coordinator is Manager, then reports to the Assistant Athletic Director Duties and Responsibilities the duty of the Field Manager (FM) is to facilitate as Manager for the game scheduled. This duty includes Field Manager for District Varsity and JV Baseball games and Middle School only when the game is being hosting at a high school site and gate sales are collected for the Department of Athletics revenue. The duty of the Gym Manager (GM) is to facilitate as Manager for the game scheduled. This duty includes Gym manager for District Varsity, JV and Freshman Basketball and Volleyball games and Middle School only when the game is being hosting at a high school site and gate sales are collected for the Department of Athletics revenue. Responsibilities include: a) Game preparation (open gym, schedule workers, concession support) b) Provide game oversight; schedule and monitors workers ensuring the game is properly staffed adhering to the guidelines of the Manager s Resource Manual c) Assist sport officials and UIL Game Administrator d) Should be visible throughout the entire event e) Responsible for preparing and reporting all game reports, personnel and official s pay 3

4 f) Cash management responsible for managing, reporting and securing all gates sales and must adhere to the cash management process detailed in the Manager s Resource Manual. Managers may be required to be the UIL Game Administrator for the event. UIL Game Administrator must be a representative of the home school and adhere to the UIL rules under Section 1208 (h). NOTE: Non District games played at campus sites will compensate personnel at the High School Site rate per game and be compensated by the home campus. Any gates sales should follow the Financial Accounting and Support to Campuses (FASC) fundraising guidelines. Floor Supervisor Reports To Manager Supervises None Avg. Hours 1 Assignment Limits Basketball tournaments Duties and Responsibilities the duty of the Floor Supervisor (FS) is to prepare the gym floor for the game scheduled. This duty is only required for Basketball during Tournaments and Special Events with prior approval from the Department of Athletics. Responsibilities include: a) Sweeping the gym floor prior to game start, half time and at the end of the game. b) Wiping up the gym floor or areas as needed c) Ensuring all team and coach seating is set up and orderly d) Responsible for preparing the water station and keeping it fully stocked e) Responsible for placing towels on chairs at beginning of each new game Ticket Seller Reports To Manager Avg. Hours* Duties and Responsibilities the duty of the Ticket Seller (TS) is to sell tickets to the event. TS must ensure the tickets and cash are secure at all times. TS is responsible for arriving early enough to collect tickets and beginning cash from Stadium Manager as well as return all remaining tickets and cash after the event. TS must count beginning and ending cash to reconcile against the Cash Auditor s count. Ticket Taker Reports To Manager Avg. Hours* Duties and Responsibilities the duty of the Ticket Taker (TT) is to monitor and accept tickets for entry. TT should tear each ticket in half; saving one half for documentation. TT should log each type of pass and the guest that enters. TT should verify identification for those passes that require it to enter. Gate Field, Band, Pass, Press Box, Parking, Locker Room and Hospitality Reports To Manager Avg. Hours Various Supervises None Assignment Limit Various Duties and Responsibilities the duty of the Gate is to regulate entrance throughout the entire event. All Gate assignments should adhere to the guidelines in the Manager s Resource Manual. All Gate personnel must man their gates until the end of the event or until you are released from the Manager. 4

5 NOTE: Gates should not be vacated when the Ticket Seller stops selling. This duty serves six roles; Field, Band, Pass, Press Box, Parking, Locker Room and Hospitality; 1) Field Gate monitors access to the field and directs teams, officials and personnel. Field Gate limits access to field from parking lot. Field Gate is only allowed at Kincaide Stadium. 2) Band Gate monitors access to the event by allowing only participating band and their sponsors entrance through the Band Gate. 3) Pass Gate monitors access to the event by allowing only pass holders entrance through the Pass Gate. Gate must man the gate once entrance to event begins and remain until event is over. (Security request). Pass gate must log all passes and be pre approved before assigning. 4) Press Box Gate monitors entrance into the press box by only allowing approved personnel to enter. PBG must greet all personnel and escort guests to the designated areas. PBG must ensure the press box is stocked with Coca Cola products and remains clean throughout the event. PBG acts as liaison between Stadium Manager and approved personnel. PBG must adhere to the guidelines of the Manager s Resource Manual. 5) Parking Gate monitors entrance to reserved parking areas by only allowing approved personnel to park in reserved area. Parking Gate is only allowed at Kincaide Stadium, Forester and Franklin and must get pre approved for special events. 6) Locker Room Gate monitors the locker rooms by ensuring custodians unlock room before event, no access is granted other than by assigned team during event, ensures room is clear of team and equipment before having custodian lock room. Locker Room Gate is only allowed when key is not available for the coach to monitor their own locker room. 7) Hospitality Gate monitors the hospitality room during special events by only allowing approved personnel to enter. HG ensures the facility remains clean and food is stocked or stored properly. HG ensures food is dispersed proportionally and food is not wasted or hoarded. Gate 2 Field Reports To Manager Supervises None Avg. Hours 6 Assignment Limit Franklin; Varsity Football Duties and Responsibilities the duty of the Field Gate 2 monitors access to the field and directs teams, officials and personnel. Field Gate 2 limits access to reserved parking lot. Field Gate 2 is only allowed at Franklin Stadium during Varsity Football games. Field Gate 2 must arrive early enough to ensure parking for team and band buses are secured along city streets, estimated 2 hours prior to game. Field Gate 2 must ensure buses can arrive and depart with ease. Announcer Reports To Manager Avg. Hours* 2 Duties and Responsibilities the duty of the Announcer is to announce introduction, play by play, announcements and playoff end of game ceremony for Football and Basketball varsity games only. The duty of the Announce is to announce introduction, announcements and end of game ceremony for Volleyball, Soccer, Baseball, Softball and Middle School playoff games only. The duty of the Announcer is to announce introduction, announcements, team totals, results and awards ceremony for Tournaments 5

6 and Meets. This position must be pre approved by the Department of Athletics for any special events. Announcer must operate Game Time when specified for each sport. Scoreboard Operator Reports To Manager Average Hours 2 Duties and Responsibilities the duty of the Scoreboard Operator (SO) is to have an overall knowledge of the rules of the game. SO is to input scores, stop game clock at all necessary times, and run the clock. SO must work hand in hand with official scorekeeper to ensure proper recording and reporting of game activities. This position must be pre approved by the Department of Athletics. SO is only assigned when running the clock along with scoring is required; Football runs clock continuously throughout the game stopping for each play and quarters as needed. Posts scores. Basketball runs the clock continuously throughout the game stopping for time outs, fouls, etc. Posts scores. Position is required for district games at Campus sites and for Middle School playoffs at central sites. Soccer runs clock for each half only stopping for half time and any official requests. Posts scores. Baseball and Softball posts scores, innings, strikes, balls and outs. Chain Crew Reports To Stadium Manager Average Hours 4 Supervises None Assignment Limit Varsity Football Duties and Responsibilities the duty of the Chain Crew (CC) official is only assigned when an employee of the district is on an Official Chain Crew. CC are responsible for getting chains set and ready for the next play. CC (Down Marker) must be able to hustle down the field to the succeeding spot. CC should meet with the officials at least 30 minutes prior to the game. Chain Crew duties should follow UIL regulations. 40/25 Second Play Clock Operator Reports To Manager Average Hours 4 Supervises None Assignment Limit Varsity Football Duties and Responsibilities the duty of the 40/25 Second Play Clock Operator is to monitor the 40/25 second play clock throughout the game and stop as necessary. Position must watch Official at all times and have extensive knowledge of the rules of the game. Scorebook Reports To Manager Avg. Hours 2 Duties and Responsibilities the duty of the Scorebook is to record scores and stats of all Varsity Playoff Softball and Varsity Playoff Baseball games, as well as, all Varsity Volleyball and Varsity Basketball games 6

7 including Varsity Playoffs. Scorebook should have overall knowledge of the sport and a strong understanding of how to score officially. Baseball/Softball manages rosters and line ups, records errors, hits, runs, etc. Scorebook should read all the plays of the game, communicates regularly with Official and must adhere to the official s decision during disputes. Volleyball manages rosters and player lists, keeps up with rotation(vb), record and post all scores, penalties, disqualification, etc., track and record all substitutions, serves and time outs, communicates regularly with Official and must adhere to the official s decision during disputes. Scorekeeper shall not serve as the libero tracker. Basketball manages rosters, keep track of individual and team fouls and bonuses, record and post all scores, penalties, disqualification, etc.; count and record all substitutions, track player points, track time outs for each team, communicates regularly with Official and must adhere to the official s decision during disputes. Pitch Counter Reports To Manager Avg. Hours 2 Duties and Responsibilities the duty of the Pitch Count is to record the number of pitches thrown per pitcher to ensure the count and rest days align with UIL guidelines for all Baseball Varsity and Playoff games. Duties include counting and logging all pitches on the appropriate log and obtaining all verification signatures. Pitch Count should have overall knowledge of the sport. Pitch Counter should not be in the dugout. Libero Tracker Reports To Manager Average Hours 2 Supervises None Assignment Limit Varsity Volleyball Duties and Responsibilities the duty of the Libero Tracker is to track the entries of the libero player during Varsity Volleyball games. Libero Tracker must record all substitutions and libero replacements on tracking sheet. Libero Tracker must all observe the rally and replacement of the libero and communicate and coordinator with the scorekeeper to ensure accuracy of both the scorebook and the libero tracking sheet. This position must be pre approved by the Department of Athletics. Meet/Tournament Director, Official, Worker Reports To Manager Average Hours 2 Supervises None Assignment Limit Various Duties and Responsibilities the duty of the Director is to oversee the planning and implementation of the Meet/Tournament as well as assigned staff. Director must coordinate event with Assistant Director of that sport. The duty of the official can include judge, timekeeper, starter, clerks of the course, points men, result recorders or assistants. The duty of the worker is to report to the Director and perform any duties as assigned. 7

8 Track & Field Meet Assignments EVENT WORKER 1) Timing System Director Provides and monitors equipment for automatic timing; provides results to UIL 2) Meet Director Plans and facilitates meets 3) Marshall Enforces rules and mediates any appeals 4) HYTEX (Scoring System) Tabulates times and uploads to UIL system 5) FINISHLYNX (Timing System) Regulates finish line, timing system is working properly between each race 6) Scoreboard Operator Regionals Posts results on scoreboard 7) Starter Shots gun before each race 8) Announcer Announces results, upcoming race, keeps meet on schedule 9) Palm Pilot (Field Event Head Official) Oversee individual field events, reports to director 10) Back Up Starter Shots gun after false start; or rotation Starter 11) Start Clerk Leads all participants from clerk check in to starting line 12) Finish Clerk Keeps finish line area clear 13) Clerk of Course / Hip# Check In Check in participants, records names, assign Hip#, ensure correct line up 14) Results/ Award Prepares and issues awards after end of each final event 15) Certified USATF Referee Oversees event and ensures meet is being ran under USATF regulations; Used to make a ruling on a track & field violation; Is present for entire event 16) Certified USATF Official (various duties) Oversees specific events; ensures meet is being ran under USATF regulations and reports to Referee 17) Weight Implement Inspector Weighs and inspects participant's shot put and discus' before event 18) Varsity Prelims/Finals Meet Worker Workers assigned to do various duties during the meet 19) MS Meet Worker City/District Meet Workers assigned to do various duties during the meet 20) JV Meet Worker Workers assigned to do various duties during the meet 8