Job Posting: Volunteer Logistics Manager
Organization: Winter Guard Program
Position Type: Volunteer (Seasonal: November – April)
Reports To: Color Guard Director / Board of Directors
Position Overview
Are you a master organizer who loves making the pieces of a complex puzzle fit together perfectly? Our Winter Guard program is seeking a dynamic, highly organized Volunteer Logistics Manager to serve as the operational backbone of our competitive season.
While our instructional staff focuses on the performers on the floor, you will manage the vital operations that get us there. This role oversees four critical operational pillars: Transport, Travel, the Floor & Prop Crew, and our Souvenir/Merchandise Booth. If you excel at project management, event planning, or team coordination and want to make a tangible impact on a passionate performing arts community, we want you on our team!
Key Responsibilities
1. Transport & Travel Coordination
Vehicle & Fleet Management: Ensure that the equipment trailer remains road-worthy. Assist the driver with travel logistics.
Travel Logistics: Map out driving routes, caravan logistics, and arrival windows for staff, drivers, and members.
Itinerary Distribution: Assist the director in creating and distributing detailed weekend timelines (pack times, departure times, arrival windows) for families and staff.
2. Floor & Prop Crew Oversight
Crew Leadership: Recruit, train, and manage the parent/volunteer “floor crew” responsible for moving the performance tarp and structural props. A crew lead will handle show day operations under your direction.
Timing Precision: Run timing rehearsals with the crew to ensure the floor and props can be set up, struck, and exited within competitive circuit time limits (typically 7–9 minutes total).
On-Site Supervision: Lead the crew on the competition floor, serving as the main point of contact for arena dock managers and contest officials.
3. Souvenir Booth & Merchandise Management
Inventory Control: Manage the inventory of team apparel, show shirts, and promotional items.
Booth Operations: Coordinate the setup, teardown, and staffing of the program’s souvenir booth at designated home shows or circuit events.
Financial Point of Contact: Oversee point-of-sale setups (e.g., Square readers) and ensure accurate tracking of merchandise cash/digital sales, reporting totals back to the treasurer.
Qualifications & Skills
Strong organizational skills with experience in event planning, logistics, supply chain, military operations, or corporate project management.
Leadership Capability: Comfort directing a team of adult volunteers in high-energy, fast-paced environments.
Ability to stay calm under pressure and adapt to shifting timelines (e.g., weather delays, traffic, or sudden tournament schedule changes).
Communication: Clear, direct communication style—comfortable managing group texts, email updates, and face-to-face briefings.
Physical Requirements: Ability to stand for long periods, walk large arena layouts, and assist with moderate lifting alongside the prop crew when necessary.
Time Commitment
Attendance at major weekend rehearsals during the production phase (late fall/early winter) to coordinate with the design team on prop dimensions and logistics.
Full-day availability on competition weekends throughout the competitive season (typically January through April).
Light administrative upkeep (emails, inventory checks) during the week.
Why Join Us?
You are the catalyst that allows our performers to shine. By taking the logistical weight off the design staff and members, you directly contribute to the competitive success and positive culture of the ensemble. Plus, you’ll be embedded in a passionate, tight-knit community of artists and educators.