Time Task Person/location

6:00 Arrive on site All staff

6-6:30 Safety check check oval, power supply, equipment check, toilet All staff
check
6:30-7 Setup marquees and signage for marquees (sponsors and Kieran, Chayse,
directional signs), toilets, ovals Conor, Eddie
6:30-6:45 Setup ovals Enack, Tom,
6:45-7 Setup tables and food food, admin, first aid George, Matt, Sam,
Chris, Liam, Kerrie-
ann, Nichola,
Michael, Jordan
7-7:10 Setup signage and directional signs (bus zone, food, admin, George, Matt, Sam
toilets, schools, ovals)
7-7:20 Equipment check of all marquees, bibs, footballs, goalposts, Kieran, Eddie,
tables, whistles, Enack, Tom, Chris,
Liam, Kerrie-ann
7-7:30 Admin check all fixtures, scoring sheets, safety checklists, Nichola, Michael,
booklets, rules, safety information, individual Jordan, Conor,
clipboards/paperwork, medical forms, consent forms, social Chayse
media forms, WHS risk assessment, group contact sheet, stick
down sheets on table, ensure sunscreen is present
7:30-7:45 Setup bbq area safety check of bbq, check gas bottle, clean if Enack, Tom,
necessary, ensure we have equipment (esky, ice, tongs, George, Matt
sausages, patties, bread, sauce, napkins)
7:30-8 Put bunting up around pavilion area, cricket pitch, marquees, Liam, Kerrie-ann,
trees, major safety hazards Nichola, Michael,
Jordan, Conor,
Chayse
7:30-7:45 Check bins ensure emptied, place in set locations Kieran, Eddie, Sam,
Chris
7:45-7:50 Check microphone and speaker test run. Ensure we have Kieran, Sam
backup megaphone
8-8:20 Hand out clipboards, discuss roles and requirements, potential All staff
safety information
8:20-8:40 Final checks and walk arounds ensure everything is setup and All staff
all equipment is on hand
8:40-9:20 Head over to bus area with high-vis clothing. Direct and signal Eddie, Michael
buses as they arrive and direct students towards oval and their
specific marquees to get setup
8:40-9 Begin safety role safety checklist, check bunting, foreign Kieran, Enack
objects, first aid check, ensure student safety as arriving, get any
first aid equipment necessary from teachers or students as they
arrive to be kept at admin
8:40-9 Begin admin role ensure all medical, consent, media forms are Tom
present, sign schools in on arrival, hand out booklets to schools,
answer questions about the day, map or fixture, ensure all
 paperwork is on hand, take any paperwork teachers provide,
ensure sunscreen is present
8:40-9 Begin food role set out fruit, water, cups, napkins Jordan, Matt
8:40-9 Begin director role ensure everybody is in their roles, walking Sam
around checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students
9-9:20 Introductions, rules, safety information, event details, staff Kieran, George,
information Chris, Liam, Kerrie-
ann, Conor, Chayse
9-9:25 Safety role - safety checklist, check bunting, foreign objects, first Matt, Sam
aid check, ensure student safety as arriving, get any first aid
equipment necessary from teachers or students as they arrive to
be kept at admin, ensure no schools have run off
9-9:25 Admin role - ensure all medical, consent, media forms are Nichola
present, sign schools in on arrival, hand out booklets to schools,
answer questions about the day, map or fixture, ensure all
paperwork is on hand, take any paperwork teachers provide,
ensure sunscreen is present
9-9:25 Food role checking equipment and food supplies are all setup, Enack, Tom
allocating water where required, be aware of supplies
9-9:25 Director role - ensure everybody is in their roles, walking around Jordan
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
day starts on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
9:25-9:50 Safety role - safety checklist, check bunting, foreign objects, first Tom, Chris
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
9:25-9:50 Admin role - ensure all medical, consent, media forms are George
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary
9:25-9:50 Food role provide students with water, hand out fruit as Kieran, Conor
students approach, be aware of supplies and students returning
more than once, be aware of supplies
9:25-9:50 Coach role running coaching session for teams __ and __, Matt, Sam
following set coaching program
9:25-9:50 Umpire role umpire game, ensure its played in a safe and fair Liam at oval 1
and manner, ensure safety is present throughout the game, Kerrie-ann at oval 2
assist scorers and goal umpires where necessary Nichola at oval 3
Eddie at oval 4
9:25-9:50 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
9:25-9:50 Director role - ensure everybody is in their roles, walking around Enack
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
9:25-9:50 Scorer role documenting every time a point or a goal is scored, Michael at oval 1
returning score sheets to admin desk at conclusion of the games Jordan at oval 2
Chayse at oval 3
Eddie at oval 4
9:50-10:20 Safety role - safety checklist, check bunting, foreign objects, first George, Conor
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
9:50-10:20 Admin role - ensure all medical, consent, media forms are Chris
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
9:50-10:20 Food role provide students with water, hand out fruit as Matt, Chayse
students approach, be aware of supplies and students returning
more than once, be aware of supplies
9:50-10:20 Coach role - running coaching session for teams __ and __, Jordan, Enack
following set coaching program
9:50-10:20 Umpire role - umpire game, ensure its played in a safe and fair Kieran at oval 1
and manner, ensure safety is present throughout the game, Tom at oval 2
assist scorers and goal umpires where necessary Sam at oval 3
Michael at oval 4
9:50-10:20 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
9:50-10:20 Director role - ensure everybody is in their roles, walking around Eddie
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
9:50-10:20 Scorer role documenting every time a point or a goal is scored, Liam at oval 1
returning score sheets to admin desk at conclusion of the games Nichola at oval 2
Kerrie-ann at oval 3
Michael at oval 4
10:20-10:50 Safety role - safety checklist, check bunting, foreign objects, first Jordan, Chayse
aid check, ensure student safety as arriving, ensure no schools
 have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
10:20-10:50 Admin role - ensure all medical, consent, media forms are Matt
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
10:20-10:50 Food role provide students with water, hand out fruit as George, Chris
students approach, be aware of supplies and students returning
more than once, be aware of supplies
10:20-10:50 Coach role - running coaching session for teams __ and __, Kerrie-ann, Michael
following set coaching program
10:20-10:50 Umpire role - umpire game, ensure its played in a safe and fair Enack at oval 1
and manner, ensure safety is present throughout the game, Liam at oval 2
assist scorers and goal umpires where necessary Nichola at oval 3
Conor at oval 4
10:20-10:50 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
10:20-10:50 Director role - ensure everybody is in their roles, walking around Tom
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
10:20-10:50 Scorer role documenting every time a point or a goal is scored, Enack at oval 1
returning score sheets to admin desk at conclusion of the games Sam at oval 2
Kieran at oval 3
Eddie at oval 4
10:50-11:20 Safety role - safety checklist, check bunting, foreign objects, first Matt, Tom
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
10:50-11:20 Admin role - ensure all medical, consent, media forms are Michael
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
10:50-11:20 Food role provide students with water, hand out fruit as Kerrie-ann, Nichola
students approach, be aware of supplies and students returning
more than once, be aware of supplies
10:50-11:20 Coach role - running coaching session for teams __ and __, Chris, Conor
following set coaching program
10:50-11:20 Umpire role - umpire game, ensure its played in a safe and fair Eddie at oval 1
and manner, ensure safety is present throughout the game, George at oval 2
assist scorers and goal umpires where necessary Jordan at oval 3
Kieran at oval 4
10:50-11:20 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
10:50-11:20 Director role - ensure everybody is in their roles, walking around Sam
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
10:50-11:20 Scorer role documenting every time a point or a goal is scored, Liam at oval 1
returning score sheets to admin desk at conclusion of the games Enack at oval 2
Jordan at oval 3
Chayse at oval 4
11:20-11:50 Safety role - safety checklist, check bunting, foreign objects, first Kerrie-ann, Nichola
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
11:20-11:50 Admin role - ensure all medical, consent, media forms are Matt
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
11:20-11:50 Food role provide students with water, hand out fruit as Eddie, Liam
students approach, be aware of supplies and students returning
more than once, turn on bbq, bring out sausages and bread,
begin cooking sausages, be aware of supplies
11:20-11:50 Coach role - running coaching session for teams __ and __, Michael, Chayse
following set coaching program
11:20-11:50 Umpire role - umpire game, ensure its played in a safe and fair Enack at oval 1
and manner, ensure safety is present throughout the game, Tom at oval 2
assist scorers and goal umpires where necessary Sam at oval 3
Chris at oval 4
11:20-11:50 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
11:20-11:50 Director role - ensure everybody is in their roles, walking around Kieran
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
11:20-11:50 Scorer role documenting every time a point or a goal is scored, George at oval 1
returning score sheets to admin desk at conclusion of the games Jordan at oval 2
Conor at oval 3
Chris at oval 4
11:50-12:20 Safety role - safety checklist, check bunting, foreign objects, first Liam, Jordan
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
11:50-12:20 Admin role - ensure all medical, consent, media forms are Eddie
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
11:50-12:20 Food role provide students with water, hand out sausages as Enack, Tom
students approach, be aware of supplies and students returning
more than once, continuing cooking sausages, be aware of
supplies
11:50-12:20 Coach role - running coaching session for teams __ and __, Matt, Sam
following set coaching program
11:50-12:20 Umpire role - umpire game, ensure its played in a safe and fair Kieran at oval 1
and manner, ensure safety is present throughout the game, Kerrie-ann at oval 2
assist scorers and goal umpires where necessary Conor at oval 3
Michael at oval 4
11:50-12:20 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
11:50-12:20 Director role - ensure everybody is in their roles, walking around George
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
11:50-12:20 Scorer role documenting every time a point or a goal is scored, Chris at oval 1
returning score sheets to admin desk at conclusion of the games Kerrie-ann at oval 2
Chayse at oval 3
Nichola at oval 4
12:20-12:50 Safety role - safety checklist, check bunting, foreign objects, first Eddie, Conor
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
12:20-12:50 Admin role - ensure all medical, consent, media forms are Michael
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
12:20-12:50 Food role provide students with water, hand out sausages as Kieran, Sam
students approach, be aware of supplies and students returning
more than once, continuing cooking sausages, be aware of
supplies
12:20-12:50 Coach role - running coaching session for teams __ and __, Enack, Nichola
following set coaching program
12:20-12:50 Umpire role - umpire game, ensure its played in a safe and fair Tom at oval 1
and manner, ensure safety is present throughout the game, George at oval 2
assist scorers and goal umpires where necessary Chris at oval 3
Chayse at oval 4
12:20-12:50 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
12:20-12:50 Director role - ensure everybody is in their roles, walking around Matt
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
12:20-12:50 Scorer role documenting every time a point or a goal is scored, Kerrie-ann at oval 1
returning score sheets to admin desk at conclusion of the games George at oval 2
Liam at oval 3
Jordan at oval 4
12:50-1:20 Safety role - safety checklist, check bunting, foreign objects, first Enack, Sam
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
12:50-1:20 Admin role - ensure all medical, consent, media forms are Conor
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
12:50-1:20 Food role provide students with water, hand out sausages as Eddie, George
students approach, be aware of supplies and students returning
more than once, continuing cooking sausages, be aware of
supplies
12:50-1:20 Coach role - running coaching session for teams __ and __, Chris, Michael
following set coaching program
12:50-1:20 Umpire role - umpire game, ensure its played in a safe and fair Liam at oval 1
and manner, ensure safety is present throughout the game, Nichola at oval 2
assist scorers and goal umpires where necessary Jordan at oval 3
Kieran at oval 4
12:50-1:20 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
12:50-1:20 Director role - ensure everybody is in their roles, walking around Kerrie-ann
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
12:50-1:20 Scorer role documenting every time a point or a goal is scored, Tom at oval 1
returning score sheets to admin desk at conclusion of the games Matt at oval 2
Chayse at oval 3
Kieran at oval 4
1:20-1:50 Safety role - safety checklist, check bunting, foreign objects, first Kieran, George
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
1:20-1:50 Admin role - ensure all medical, consent, media forms are Enack
present, answer questions about the day, map or fixture, ensure
all paperwork is on hand, ensure sunscreen is present, take
scoring sheets as games conclude, provide information to staff if
necessary, document previous games scoring
1:20-1:50 Food role provide students with water, hand out sausages as Chris, Sam
students approach, be aware of supplies and students returning
more than once, continuing cooking sausages, be aware of
supplies
1:20-1:50 Coach role - running coaching session for teams __ and __, Jordan, Tom
following set coaching program
1:20-1:50 Umpire role - umpire game, ensure its played in a safe and fair Eddie at oval 1
and manner, ensure safety is present throughout the game, Matt at oval 2
assist scorers and goal umpires where necessary Michael at oval 3
Conor at oval 4
1:20-1:50 Goal umpire role signal every time a goal or point is scored to Volunteers
ensure students are aware of the decision and that the scorer
sees
1:20-1:50 Director role - ensure everybody is in their roles, walking around Chayse
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
games start on time, remind scorers about returning scoring
sheets to admin, ensuring all teams are at correct ovals
1:20-1:50 Scorer role documenting every time a point or a goal is scored, Liam at oval 1
returning score sheets to admin desk at conclusion of the games Matt at oval 2
Kerrie-ann at oval 3
Nichola at oval 4
1:50-2:30 Safety role - safety checklist, check bunting, foreign objects, first Conor, Matt
aid check, ensure student safety as arriving, ensure no schools
have run off, check gate to ensure it remains closed, roaming
 half of the oval, providing safety information as they roam,
checking games to ensure they are played in a safe manner
1:50-2:30 Admin role document final scores, point of contact for schools Kieran
and staff, packup documentation
1:50-2:30 Food role turn off bbq, packup food/water, dispose of any Jordan, Chayse
waste
1:50-2:30 Director role - ensure everybody is in their roles, walking around Michael
checking everyone, checking equipment, assisting where
necessary, answering any questions from staff, teachers or
students, checking first aid, checking with safety officers, ensure
presentations start on time, remind scorers about returning
scoring sheets to admin, ensuring all teams are at presentation,
assist to buses
1:50-2:30 Buses directing buses as they arrive, loading schools onto the Chris, Kerrie-ann
buses safely, looking after schools if their bus hasnt arrived,
farewell schools as they leave
1:50-2:10 Presentations hand out trophies, thanking everyone, asking for Eddie, Enack, Tom,
feedback, potential chant off, thank sponsors (first aid), George, Sam, Liam,
dismissal Nichola
2:10-2:30 Assist schools with packup and boarding buses Eddie, Enack, Tom,
George, Sam, Liam,
Nichola, Jordan,
Chayse
2:30-3:00 Packup food and bbq area clean bbq Tom, Liam, Kerrie-
ann
2:30-2:35 Dismiss first aid thank for support Jordan
2:30-2:45 Take down signage Enack, Tom,
George
2:30-3 Packup admin Kieran, Matt, Sam
2:30-2:45 Packup tables clean tables Chris, Nichola,
Michael
2:30-2:45 Packup ovals pick up cones, goal posts, collect all bibs, Conor, Chayse,
footballs Eddie
2:45-3 Packup electrical microphone and speaker, extension cords Jordan, Chris
3-3:30 Packup marquees and remove bunting Kieran, Eddie,
Enack, Tom,
George, Matt, Sam
3-3:30 Oval clean up remove all rubbish, remove bins, check toilets, Chris, Liam, Kerrie-
equipment checklist, safety checklist, pick up any other ann, Nichola,
equipment Michael, Jordan,
Conor, Chayse
3:30-4 De-brief, summary of day, discussions, safety, equipment All staff
returns