Identify team members to take on particular roles to ensure your team has a smooth and well-coordinated Sandcastle season. It’s best to assign these roles as soon as your team registers or as early as possible, so everyone’s roles and expectations are clear. Use the suggestions below as a guide to structuring your team, and record each team member’s assignment on your team’s Logistics and Fundraising Tool sent to you by Leap.
TEAM CAPTAINS (1-2 people per partner company)
You can equate the Team Captain role to a supervisor or project manager position. We suggest identifying 1-2 people at each partner company on your team as team captains of their firm. Having team captains responsible for managing participation at the partner company level helps ensure each company remains accountable without overburdening any one person with responsibility. It also helps to ensure successful flow of communication to each partner company on the team. The team captains at each partner company will work together to ensure each firm is working to address the team’s overall goals and initiatives.
FUNDRAISING COMMITTEE LEADS (1 -2 people)
Identify 1-2 people on your team to head up the fundraising committee. These people will keep track of your team’s overall fundraising goals and strategy. They will oversee a committee of representatives from the partner companies on your team to execute different fundraising initiatives like coordinating fundraising events, soliciting donations, procuring raffle or in-kind donations, etc. Be sure to have senior level members of your partner companies supporting these committee leads; as principals, directors, and senior level advocates will have the muscle to make bigger fundraising asks.
WEB MANAGER (1 person)
This person will be responsible for managing all edits and changes to your team’s fundraising page, including adding custom images and text like a team photo and bio. Please note: Leap must be notified about any changes to your team name, your fundraising goal, or team make-up (i.e. adding or removing company or school partners) before the Web Manager makes any changes.
The Web Manager will work closely with members of the Fundraising Committee to add logos and company names of donors to your team’s fundraising page. Work with the Fundraising Committee to determine your process for collecting these logos and to ensure all donors are listed, and utilize the giving levels included at the bottom of your team’s fundraising page to determine logo placement. We suggest adding your team email to the bottom of your donation solicitations (get a template here) with instructions for donors detailing how to send in their logos and specs. Your team email will be set up for you by Leap once your team has registered.
PARTNER SCHOOL LIAISONS
- Team member role: (1 person)
Identify one person on your team who will be responsible for communicating plans and logistics with your partner school. This person will help answer any questions from the partner school or parents, work with the school liaison to schedule the classroom visits, and distribute permission forms.
- Partner School Role: (2 representatives from your partner school)
Work with your partner school to identify 2 people at the school for this role. These two school representatives are generally a classroom teacher and the school’s principal, but could also consist of a parent, PTA representative or another school administrator. These two school representatives will communicate key information to the students and parents of students participating on your team. They will also help coordinate classroom visits, and help distribute and collect permission forms on behalf of your team.
GRAPHICS COORDINATOR: (1 person)
This person will be responsible for coordinating logistics around your team’s t-shirts, site sign, and any graphic elements used for publicizing your fundraising events. This person may also do the graphic design themselves, or work with the design or marketing department at their office to complete the designs. At the start of the season, this person will work with the other team leads to decide on their team’s branding elements and create an ideal timeline for when graphic materials needs to be produced, to ensure deadlines are spaced out in a manageable way.
BEACH DAY ROLES & RESPONSIBILITIES
DAY-OF EVENT LOGISTICS LEADS: (3 people)
This group of people are responsible for helping the team captains keep track of all logistics during beach day. You may want to consider breaking this into different responsibilities per person: one person for coordinating all the supplies and tools that need to get to and from the beach, one person for everything involving the students (lunches, snacks, check-in, accountability), and one person to support the overall castle design. The person leading the design process should ideally be someone involved with the students during the classroom visits, who has a sense of the design vision. These logistics leads should be on-site on beach day for the entire day, and you may opt to cycle people in and out on a schedule so someone can be present in the tent at all times to answer questions, point people in the right direction, and keep an eye on the event schedule for the day.
SET-UP LEADS: (2-3 people per company)
Responsible for providing people power around getting the team site set up on beach day. Will work with Day-of Event Logistics Leads.
BREAK DOWN LEADS: (2-3 people per company)
Responsible for providing people power around breaking down, cleaning up, and loading out the team site at the end of beach day. WIll work with Day-of Event Logistics Leads and Green Monster to make sure nothing is left behind on the beach.
SANDCASTLE BUILD LEADS (3-4 people)
These people are present on beach day, in the sand, digging and leading the building process with the students. These leads can typically be assigned morning of beach day, during the ‘group huddle’ with everyone before building starts. These roles are especially important in the last hour of building, when the final design details are being added.
Teams generally build their castles in stages, spread out across their 20×20 site. This allows everyone to be building without being on top of each other. Divide your site into sections (either 4 equal parts, or by element of your site) and have one adult help point the students in the right direction on how to build that section, the technique involved, how it fits in with the overall vision of the design. This allows the build work to be divided, organized and focused.
WATERGUARD (2 people)
Due to the riptides, we require that each team designate at least one adult member who is solely responsible for keeping your team’s kids from swimming in the ocean. Please designate at least two people on your team well ahead of time so they can rotate and take breaks during beach day. Fatigue could cause the Lifeguard to lose vigilance. Waterguards will be asked to meet at approximately 10:45AM at the Registration Tent to pick up their Waterguard vest and and receive final instructions. Waterguards will receive key information and materials during this meeting that they will be responsible for relaying back to the rest of their team on the beach
GREEN MONSTER (1 person)
Each team must appoint a trash and recycling monitor—aka the “Green Monster.” This person will receive a Green Monster vest and will be in charge of their team’s trash and recycling removal. A meeting will be announced over the PA system at approximately 10:30 AM. Green Monsters will be asked to come to the Registration Tent to pick up their vest and receive final instructions.
At this meeting the “Green Monster” for each team will be REQUIRED to leave a license or credit card with the Leap Staff. This personal identification will be returned at the end of the day, once your site is inspected and Leap has verified that all trash has been removed. We are subject to rules and regulations from the Golden Gate National Recreation Area and the SF Recreation and Parks Department, who require that all teams FILL IN holes and smooth out the beach so that it is not hazardous to the public. We will provide you with a phone # to call when your site is ready to be reviewed.
We’ll provide cardboard bins for your team to dispose of your compost, recycling and trash for your convenience. However you MUST provide compostable bags and trash bags (40 gallon size) to put inside the bins otherwise they get soggy. Please also recruit volunteers to help your Green Monster manage your site. Please use “green” containers such as biodegradable bags and cardboard boxes.
STUDENT REPRESENTATIVE & CHAPERONE (1 student + 1 teacher or parent chaperone)
During the day, each team will need to send a student representative to the stage to discuss their team’s sandcastle. Please select a student and an adult chaperone (teacher or parent) to be the representative. The emcees will call your team to the stage in numerical order by beach number.