On the actual event date there are important roles and responsibilities that need to be filled as follows:
- Field Marshals: You should have a field marshal assigned to each group of Apprentices and Mentors that will be with them for the duration of the event. It is perhaps the most critical role to the success of your event and will be the first person they formally meet when arriving to the site. The role of this individual is to orient their group to the event, communicate and reinforce safety rules and supervise the hunting fields. Their objective is to look for any safety or ethical infractions with Apprentices and their Mentors. The Field Marshal will work closely with the dog handler when at the hunting station to ensure safety is the highest priority.
- Station Supervisors: Each station at your event should have someone in charge. For example, the trap shooting station might be led by the local gun club.
- Parking Lot Attendants: If your event is being held on property where access points need to be controlled, you should have two people assigned to these areas for the duration of the event. Their role is to inform the public that no one is to be onsite except for those individuals involved in the youth hunting day. Should they have any difficulties with a member of the public, one of the organizing committee members should be designated provide back up or assistance.
- Bird Placement Crews: This group of two or three individuals will be responsible for placing the birds before the hunting group arrives. Each group should have their own transportation such as a Gator or an ATV with trailer so there is room to move the birds. If necessary, they should receive proper instruction on handling the birds before they are placed. The bird placement crew stays in communication with the Field Marshal and advises that the field is ready before it is safe to proceed with hunting.
- Event Coordinator: Your organizing committee needs someone on site with a mega phone so station times adhere to the agenda and to be available for anyone who has questions.
- Greeters: Your organizing committee should have three people who greet the Apprentices and Mentors at the primary access point, confirm their registration and provide basic instruction as where they are to go next. For example, you might want them to take their firearm directly to a portable gun rack before meeting their Marshal. This is also a good time to provide the Apprentices and Mentors with anything else such as gift bags etc.
- Cooking and Serving Tent Support: Your organizing committee needs five to eight people that can barbeque, prepare food, clean up etc.
- Photographer: Your organizing committee should have one person designated as a photographer. This person can track a group through the various stations getting some great camera shots. They can also be used to accompany VIP guests that have been invited to see how the event is run.
- Floaters: Having five extra people around that are available to help with setting up tables, tending the fire, replenishing coffee/hot chocolate, keeping track of scores at the trap shooting station, directing vehicles to their parking spot, picking up signs etc. Making sure two or three of these people have a valid hunting license will help in the event a Mentor can not attend.