Volunteer

Timing & scoring

The operational backbone role that determines the winners of this cross-country aviation competition. Because the event is a timed handicap race against the clock rather than a side-by-side pylon race, accurate timekeeping — dictating a pilot's average speed — is the sole factor in determining placement. Application of handicap and final results are your responsibility.

Marshalling

The aircraft marshallers act as the vital ground-control link, serving as the "eyes and ears" for pilots navigating the airport tarmac and active taxiing for a regulated and calm start environment. This event involves an intense concentration of diverse experimental and factory-built aircraft departing and arriving on a strict schedule — marshallers are crucial to keeping operations fast, orderly, and above all, safe.

Registration desk

The registration desk and check-in area at the Challenge Cup is managed on-site by race volunteers to process arriving pilots and distribute essential event materials.

Core duties

• Pilot check-in: Greet arriving pilots and verify completion of their on-site arrival.
• Document verification: Collect and check mandatory pilot documentation, including airworthiness certificates, pilot licences, insurance, medical qualifications, and aircraft logbook/inspection status.
• Material distribution: Hand out pilot packets containing official event t-shirts/apparel, final race rules, and the schedule for the pre-race briefing and events.
• Information & support: Answer questions from participants and attendees regarding the schedule, local procedures, and general race-weekend logistics.

Catering

The catering roles at the Challenge Cup typically involve coordinating or volunteering for event hospitality, such as the pre-race breakfast and lunch.

Key responsibilities

• Food & beverage coordination: Assist with receiving, organising, and serving meals and drinks for pilots, crew members, and volunteers.
• Event setup & teardown: Set up the dining area before guests arrive, and clean up/restock stations during breakfast and lunch.
• Logistics support: Coordinate food delivery to the GAC hangar.
• Guest hospitality: Welcome participants and maintain a clean, safe, and welcoming environment.

Required skills

• Organisation: Ability to track headcounts, manage schedules, and keep serving areas well-stocked under tight timeframes.
• Teamwork: Willingness to work alongside other event volunteers and local aviation chapters.
• Hygiene & safety: Adherence to basic food safety rules and clean handling of refreshments.

Ground support

The ground support role at the Challenge Cup encompasses a dedicated group of volunteers and flightline crew responsible for ensuring the safety, logistics, and smooth movement of aircraft before, during, and after the cross-country race.

Flightline operations & aircraft movement

• Aircraft marshalling: Greeting, directing, and guiding racing aircraft to specific taxiways and parking spots upon arrival at YGYM.
• Parking & staging: Organising and securing the grid of diverse race aircraft to optimise space and ensure safe prop clearance.
• Safety inspections: Keeping runways, taxiways, and ramp areas free of foreign object debris (FOD) that could damage racing props or tyres.

Race logistics & pilot support

• Fuelling coordination: Assisting with the mandatory pre-race fuelling schedules, ensuring aircraft are ready for launch on race morning.
• Crowd control & clubhouse support: Managing public safety while allowing fans to view the aircraft and meet pilots safely.

Communication & safety monitoring

• Air/ground coordination: Assisting the race coordinator, local airport management, and safety protocols.
• Tie-down compliance: Verifying that aircraft are properly tied down and control surfaces are locked to prevent damage from sudden weather shifts.

Photography & media

The photography and media management responsibilities for the Challenge Cup are structured under the volunteer role of Communications Coordinator. The position operates remotely throughout the year with mandatory on-site execution over the race weekend (spanning the starting line city, the race route, and the final arrival at YGYM).

1. Content & photography management

• Aviation photography coordination: Oversee the collection and curation of high-quality race visuals. Work directly with on-site track, ramp, and aerial photographers to capture dynamic action shots, aircraft formations, and podium winners.
• Media archiving: Manage and organise multi-year digital assets, maintaining the official Challenge Cup albums.
• Website curation: Oversee content updates, race results, and image galleries on the Challenge Cup official website.

2. Social media & digital strategy

• Platform operations: Run the daily content calendar and publishing across channels, focusing heavily on the official Challenge Cup Facebook and Instagram profiles.
• Campaign building: Craft "Racer Spotlights," video retrospectives, and event milestones (e.g. highlighting veteran pilots or specific experimental aircraft builds).
• Analytics tracking: Monitor, log, and report on monthly digital engagement and growth analytics.

3. Press operations & public relations

• Media liaison: Act as the primary touchpoint for aviation journalists, independent outlets and external broadcasters.
• Press materials: Draft and distribute pre-race press releases, mid-race updates, and post-race official summary reports.
• Interview coordination: Manage logistics for on-site media interviews during race weekend, matching reporters with pilots and race organisers at the flight line.

Desired skills & logistics

• System competencies: Proficiency with Google Workspace (Docs, Sheets, Drive) for collaborative asset tracking and content calendars.
• Time commitment: A flexible schedule accounting for roughly 60 volunteer hours spread across the year, with intensive on-site availability during the final week before the race.
• Aviation literacy: A strong grasp of general aviation, experimental aircraft categories, and air racing safety protocols is highly preferred, to accurately caption media and safely navigate active ramps.