Volunteering and cancelling

[CookieMonster]

Opinions wanted guys and gals! I've recently started a new job that involves a lot of travelling, sometimes at the weekends. As a result, lately I've had to cancel a few weekends that i've volunteered for. Conscious of the tickets i've had to send back and the apologies i've had to make, what i want to know for next year is this:

would it be better to choose the meetings i want to volunteer for as i've always done, and then cancel as and when i need to,

or, would it be better not to volunteer, until nearer the meetings when I know i'm going to be able to do them for definite?

whaddya think?

[2CV Racer]

Either way works for me - as long as you do in fact cancel and that's passed on to the chief marshal, preferrably before the morning of the event in question.

It's no fun re-organising your postings on the morning of an event trying to fill the gaps created by no-shows.

[roys1]

After looking at the options i would think most chiefs would prefer volunteer late then it's a bonus instead of a cancellation

[Clive]

ditto

[Grandslammer]

Tend to agree...Never liked having to send apologies,always felt like I was letting someone down.

[Woolley]

If it's likely to be a regular thing, then I'd say volunteer late. It's terrifying going into a meeting thinking you've got plenty and then several don't come. I'd rather preapare for the worst and then find I've got extras. If you tend to go to anywhere on a regular basis, the Chief would probably be happy with an 'I'll come when I can' message.

[CookieMonster]

Cheers guys, a big help!

[Circuitmarshal]

I always have to leave it late.
Never been told no yet, in fact they can't get your details quick enough.
So last minute works.

[Gridlock]

Following on this subject but a different question. If a marshal volunteers and does not return his ticket/s or if he only uses one of a pair of tickets supplied does the club have to pay for them?
If not used should tickets be returned to the organising club either before the day or on the morning at sign on?

[blueflagger]

We are mailed out response cards (reply postcards) that we can check "yes" "no" or "maybe" on so when deadlines loom at work, I can check "maybe" and then e-mail the organizer when it gets close to the event. It gives them a more accurate head count for planning assignments (or for a sponsored meal) if they can at least say "We've got 3 maybe's".

[Peter Harding]

1- It would work for me if you volunteered and said/wrote what your situation is and that late cancellations were a possibility. At allocation time I would make sure that the post you are on is not the one (or two) that was manned to the minimum. That way your absence would not be disastererous or cause moving of those just settled on their post. If everyone always left volunteering until the last minute, I might reccommend cancelling or changing unneccesarily to a short circuit. Good information is always best.
2 - Clubs get a ticket allocation for drivers and Marshals. I tell race secretary how many I wan't (+ a few spares) and then send them out. When I get extra volunteers I use my spares and when they run out, I use ones sent back from cancellations. The earlier you return them the better, but it's not the end of the world if a FEW don't come back.

[archaic gold]

I think most Chief Marshals know who their regular and reliable Marshals will be, and they will have agreed to the Meeting well in advance; probably in December the previous year. This gives an indication as to whether they will have sufficient Marshals for a particular Meeting. Those whose employment can dictate their availability will just boost those numbers with a late "Yes".
There is no situation worse for those that volunteer then just do not appear!
So, all Marshals. please if you can not make it, let the CM know asap, preferable by e-mail, if not by telephone.
Certainly, on the other scenario, if it is a last minute decision to appear. at Brands Hatch there should not be a problem. Turn-up at the Paddock Entrance (Scratchers Lane) looking like a Marshal, ie: Oranges, and the regualr "Bob" will let you in; passes or no passes.

[Stephen Green]

I had an interesting conversation this morning with a senior official of one of the 'top 3' clubs. His view is that they would rather us volunteer late than make a committment we cannot keep to. Obviously there are occasions when you are unable to predict events and simply have to cancel, but in general they should be in the minority of occasions.

[neilwaynesmith]

It's quite easy to say "Volunteer late", but to ensure that you get tickets through in time, that means volunteering on the Tuesday before the event, with Wednesday at the absolute latest, allowing 1 day for the phone call to the chief marshal, 1 day for him to send the tickets and 1 day for them to arrive.

Quite often, some people have less notice than that.

Speaking from frustrated experience, I often have to cancel meetings with 24 hours notice when it becomes plainly obvious that I'm not going to meet my deadlines otherwise. I recently achieved new levels of frustration sitting in my Burton office on a Sunday morning knowing that the curborough sprint I was supposed to be at was taking place about 8 miles away...... (Apologies NSCC).

I wholeheartedly agree with 'grandslammer' though, many a time I've sat in here feeling guilty and thinking dark and evil thoughts about work!

[Dave Brand]

Originally Posted by neilwaynesmith

It's quite easy to say "Volunteer late", but to ensure that you get tickets through in time, that means volunteering on the Tuesday before the event, with Wednesday at the absolute latest, allowing 1 day for the phone call to the chief marshal, 1 day for him to send the tickets and 1 day for them to arrive.

I don't know about other circuits, but Oulton has a system to cover such eventualities for most meetings - even if you just turn up on the day.

[archaic gold]

Originally Posted by Dave Brand

I don't know about other circuits, but Oulton has a system to cover such eventualities for most meetings - even if you just turn up on the day.

Going back to my recent submission; I quote the system at Brands Hatch, so no problem there!!