6th Annual Rally & Ride Out of the Darkness

This application is for mental health, community resource, and wellness-based organizations who want to be part of the Wellness Row at the 6th Annual Rally & Ride Out of the Darkness®.

 

The Wellness Row is the heart of this event—designed to provide real support, connection, and resources to individuals, families, and veterans navigating mental health challenges.

We intentionally curate organizations that are compassionate, aligned, and equipped to serve a diverse community.

 
How the Process Works:

• Submit your application for review
• If approved, you will receive instructions to log back in
• You will then select your booth location within the Wellness Row from the event map
• Payment is completed after selecting your booth to secure your space

Booth spaces are first come, first served after approval.

 
Priority Organizations Include:

• Mental health providers and clinicians
• Veteran and first responder support
• Grief and aftercare services
• Recovery and substance support
• Youth and family support services
• Medical and community health organizations
• Housing, financial, and stability resources
• Holistic wellness and nervous system support
• Faith-based (inclusive, non-coercive)
• Disability and caregiver support

 
Important:

• This is an application-based approval process
• Not all applicants will be accepted
• All materials must be appropriate for a family-friendly, emotionally sensitive environment

 
Pricing:

Booth Fee: $25
This fee supports event operations, fundraising efforts, and community impact initiatives.

Welcome to the 6th Annual Rally & Ride Out of the Darkness®.

 

We are seeking high-quality retail and merchandise vendors that align with the energy, style, and purpose of this event.

This is not a typical vendor setup. We intentionally curate vendors to create an experience that feels cohesive, engaging, and meaningful for attendees.

 
How the Process Works:

• Submit your application for review
• If approved, you will receive instructions to log back in
• You will then select your booth location from the event map
• Payment is completed after selecting your booth to officially secure your spot

 

Booth spaces are first come, first served after approval.

 
We Are Looking For Vendors That Offer:
• Apparel, accessories, leather, jewelry, and custom goods
• Handmade items, crafts, art, and home goods
• Drinkware, custom gifts, and photo products
• Vehicle lifestyle, biker culture, and automotive-related products
• Gear, tools, outdoor, and preparedness products
• Tattoo and body art services

 
We Prioritize Vendors Who Bring:
• Strong branding and visual presentation
• Unique and high-quality products
• A clear identity and purpose
• Positive energy and engagement

 
Retail vendors may not sell food or beverages without prior approval and proper permits. Unauthorized food sales are not permitted.

 
This event supports mental health awareness and community connection. Vendors must respect and align with the overall environment and mission.

 
Please complete all sections thoroughly. Incomplete or low-effort applications may not be approved.

 

Pricing:

• Single Booth (10x10): $75 
• Double Booth (10x20): $125

 

This includes a $25 contribution that directly supports raffle baskets and fundraising efforts benefiting Love Surrounds You® initiatives.

 

Payment is completed after selecting your booth to secure your space.

 

Email: vendor@lovesurroundsyou.org

Food & Beverage Truck Vendors are outdoor mobile units (food trucks, trailers, or beverage trailers) and will be placed in a designated outdoor food area.

 

This application is specifically for vendors operating from a fully self-contained mobile food or beverage unit.

 
How the Process Works:

• Submit your application for review
• If approved, you will receive instructions to log back in
• You will then select your food truck location from the event map
• Payment is completed after selecting your space to officially secure your spot

 

Food truck locations are first come, first served after approval.

 
Important Distinction:

• Merch & Retail Vendors may offer limited pre-packaged items (lemonade, candy, etc.) from booths

 

Those vendors must apply through the Merch & Retail Application

• Full food service, cooked food, and high-volume beverage operations are reserved exclusively for approved Food & Beverage Truck Vendors

 

This application is for food trucks and trailers only.

 
Food trucks operate in a designated outdoor food area separate from booth vendors.

 

Pricing:

• Food Truck Space: $50
• Approved vendors agree to provide 10% of total event-day sales

INSURANCE REQUIREMENTS
All Food & Beverage Truck Vendors must provide a valid Certificate of Insurance (COI) with general liability coverage.

You may:

• Upload your own policy that meets requirements
• Or purchase optional coverage through the eV Cover link

Coverage must include:
• $1,000,000 per occurrence
• $2,000,000 aggregate

 

Additional insured must include:
Love Surrounds You®, event organizers, and venue partners.

The Banners Return Lead is responsible for the careful removal, inspection, preservation, and storage of all banners, signage, flags, and printed display materials used during the Ride Out of the Darkness® event. These materials are not disposable. They are long-term assets that represent the mission, sponsors, and identity of the event. This role ensures that every banner is handled with care so it can be reused for future events. Improper handling leads to damage, unnecessary reprinting costs, and loss of professional presentation. Preparation begins prior to the event with the creation of a detailed inventory list. This includes every banner and sign, where it will be placed, and where it will be stored after the event. Having this level of tracking prevents items from being overlooked or lost during teardown. During teardown, the Banners Return Lead oversees the safe removal of all materials from both locations. This requires attention and patience. Banners should never be ripped down or pulled aggressively. Zip ties and fasteners must be cut carefully to prevent tearing or damage. Each item is inspected immediately upon removal. Any damage is documented and photographed. Sponsor banners require special attention, as they may need to be returned or handled with additional care. Proper storage techniques are critical. Vinyl banners should always be rolled, not folded, to prevent permanent creases. Fabric banners should be folded neatly along natural seams. Rigid signage like coroplast should be stacked flat to avoid bending. Labeling is another key responsibility. Every item must be clearly marked with the event year, description, and storage location. This ensures quick identification and efficient setup for future events. All hardware associated with banners, such as grommets, bungee cords, and zip ties, should be stored with the corresponding item or in clearly labeled containers. Losing these small components creates unnecessary problems later. Once collected, all materials are transported to the approved storage location and logged into the inventory system. Any missing or damaged items are reported immediately. This role requires patience, organization, and respect for the materials that represent the event. These banners carry the story forward year after year. How they are handled today directly impacts the professionalism and cost efficiency of future events.

The Equipment Return Lead is responsible for tracking, collecting, inspecting, and coordinating the return or storage of all equipment used during the Ride Out of the Darkness® event. This includes rented equipment, borrowed items, and organization-owned assets across both the starting location and rally site. Every item used during the event carries financial and operational value. Tents, tables, chairs, cones, staging elements, signage, radios, and infrastructure must all be accounted for. This role ensures that nothing is lost, misplaced, or returned incorrectly. Preparation begins well before the event. The Equipment Return Lead develops a master inventory list that includes item descriptions, quantities, ownership status, vendor contacts, and return deadlines. This document becomes the backbone of accountability throughout the entire event lifecycle. During event setup, the Lead verifies that all delivered equipment matches the inventory list. Any discrepancies are addressed immediately to prevent issues during teardown. Staging areas for equipment return are pre-determined to ensure a smooth and organized collection process. When teardown begins, this role becomes highly active. The Lead coordinates with clean-up teams to ensure that all equipment is collected from every zone and transported to designated staging areas. Organization is critical here. Equipment must be grouped by vendor or ownership type to prevent confusion during return. Each item is inspected before being returned. Any damage must be documented and photographed immediately. This protects the organization from unnecessary charges and ensures transparency with vendors and the Finance Director. Timing is everything in this role. Many rental vendors require next-day pickup or strict return windows. The Equipment Return Lead ensures all logistics are confirmed and executed on schedule, preventing late fees or penalties. For organization-owned equipment, the responsibility shifts to proper storage. Items must be transported to approved storage locations, labeled if necessary, and stored in a way that preserves their condition for future use. This role requires attention to detail, strong organization, and proactive communication. Missing even a single item can result in unnecessary expenses or logistical complications. At its core, this role is about ownership. Every item used during the event remains the organization’s responsibility until it is safely returned or stored. Precision, accountability, and follow-through define success in this position.

This role is responsible for maintaining hygiene standards across the entire event through handwashing stations, sanitizer placement, and general cleanliness monitoring. This is a proactive role. It is not just about setting up stations. It is about maintaining them continuously. Before the event opens, all handwashing stations must be set up, stocked, and fully operational. Sanitizer dispensers must be placed in high-traffic areas where they are visible and easily accessible. Throughout the event, this Lead performs regular checks to ensure all stations remain stocked. Soap, paper towels, and sanitizer should never run out, especially near food areas. In addition to hygiene stations, this role monitors general cleanliness in high-traffic areas. Small issues like spills or debris are addressed immediately to prevent hazards. Communication with the Sanitation Coordinator is constant. Any issue that requires additional support is escalated immediately. At the end of the event, all stations are broken down and removed, ensuring nothing is left behind. This role is about awareness and consistency. Clean, stocked hygiene stations signal that the event is well-organized and thoughtfully executed. Participants notice the details. This role controls those details.

The Lost & Found Lead manages all lost item operations for the event, including collection, logging, storage, and return of items to their owners. This role is about trust. When someone loses something important, their entire experience shifts. This position exists to solve that problem quickly and professionally. The Lost & Found station must be clearly marked and easy to locate at the rally site. This becomes the central hub for all lost items. Every item turned in must be logged immediately with a detailed description, location found, and time. Organization is critical. Items should be stored in a structured way that allows quick identification and retrieval. A disorganized lost and found creates frustration and delays. Communication is a key part of this role. The Lead coordinates with the MC or stage team to make periodic announcements about found items. This increases the chances of reconnecting items with their owners during the event. High-value items such as phones, wallets, keys, and medications require immediate attention and secure handling. These items should never sit unattended or unlogged. At the end of the event, all unclaimed items are secured and transferred according to organizational policy. Proper documentation ensures accountability and transparency. This role requires attention to detail, organization, and a service mindset. It is not just about storing items. It is about actively reconnecting people with what they’ve lost. Handled correctly, this role turns a stressful moment into a positive experience.

The Porta Potty Placement & Restock Lead is responsible for ensuring all restroom units are properly placed, stocked, and maintained throughout the event. This role is hands-on and highly active. It requires constant monitoring and quick response to changing conditions. Before the event opens, the Lead confirms that all units are delivered and placed according to the approved layout. ADA-accessible units must be positioned correctly and remain easily accessible at all times. Each unit must be checked before the event begins. This includes verifying that toilet paper, sanitizer, and basic supplies are stocked and ready. Throughout the event, the Lead conducts routine checks every 60 to 90 minutes. Supplies are restocked as needed, and any issues are reported immediately to the Sanitation Coordinator. This role also ensures that restroom areas remain clean and usable. If a unit becomes out of service, it must be addressed immediately to prevent backups or negative experiences. After the event, the Lead confirms that all units are scheduled for pickup and properly removed. This role requires consistency, awareness, and urgency. Restroom issues escalate quickly if ignored. This position prevents small issues from becoming major problems. Well-maintained facilities are one of the simplest ways to show care for attendees.

The Rally Location Clean-Up Coordinator manages the largest and most complex cleanup operation of the event. This role oversees all teardown activities across the rally site and directs a team of volunteers to restore the entire area. The rally site is high traffic, high impact, and highly visible. It includes vendors, entertainment, seating, and multiple operational zones. Cleaning it requires structure and leadership. This Coordinator assigns volunteers to specific zones and ensures all areas are covered simultaneously. No zone is left unmanaged. Teardown begins immediately after closing announcements. Timing and coordination are critical. Vendors must clear their spaces, equipment must be collected, and trash must be removed efficiently. The Coordinator oversees all activity, ensuring that every zone is completed fully before moving on. A full inspection is conducted before requesting the final venue walkthrough. This role requires strong leadership, communication, and the ability to manage multiple moving parts at once. The rally site reflects the scale of the event. Leaving it spotless reflects the professionalism behind it.

The Rally Location Clean-Up Volunteer performs the physical work required to restore the rally site after the event. Each volunteer is assigned to a specific zone and is responsible for completing that zone fully before leaving. Tasks include trash removal, equipment collection, signage breakdown, and general cleanup. Volunteers must follow direction from the Coordinator and work continuously until the job is complete. This role requires physical effort, teamwork, and attention to detail. Every piece of debris matters. This is where execution happens. Without this role, nothing gets finished.

The Sanitation Coordinator is responsible for overseeing all sanitation operations across both the starting location and rally site. This includes restroom placement, handwashing stations, sanitizer distribution, cleanliness standards, and vendor coordination. This role directly impacts participant experience, health, and overall perception of the event. Sanitation is not just a background function. It is one of the fastest ways an event can either feel professional or completely fall apart. If restrooms are unstocked, inaccessible, or poorly maintained, it becomes the thing people remember most. This role prevents that. Planning begins months in advance. The Sanitation Coordinator determines the number of porta potties required based on attendance, confirms ADA-compliant units, and coordinates placement maps for both locations. Vendor selection, delivery schedules, servicing needs, and pickup logistics are all managed through this role. In addition to restrooms, the Coordinator oversees handwashing stations and sanitizer placement throughout high-traffic areas. Food zones, registration areas, and family spaces must all have visible and accessible hygiene resources. On event day, this role is constantly active. The Coordinator monitors conditions across both locations, ensuring that supplies are stocked, units remain functional, and no sanitation issue escalates into a larger problem. They direct the Porta Potty Lead and the Handwashing/Sanitizer Lead, ensuring continuous coverage and quick response times. Communication is critical. If a unit becomes unusable, runs out of supplies, or creates a hazard, it must be addressed immediately. Waiting is not an option. This role requires proactive movement, not reactive cleanup. After the event, the Sanitation Coordinator ensures all units and stations are removed properly and that the site is left clean and fully restored. Vendor follow-up and reporting are also handled here. This role is about dignity. Every person attending the event deserves access to clean, safe, and functional sanitation throughout the entire experience.

This Coordinator manages cleanup at the starting location immediately after the convoy departs. Unlike the rally site, this cleanup happens while the event is still ongoing elsewhere. That requires efficiency and independence. Volunteers are assigned zones and begin teardown as soon as the site clears. All signage, trash, and equipment must be removed, and the site must be fully restored before departure. A full walkthrough with the venue is required before leaving. This role ensures that the event leaves a strong impression from start to finish.

This volunteer role focuses on restoring the starting location after the convoy leaves. Each volunteer is assigned a zone and is responsible for completing all cleanup tasks within that area. Tasks include trash removal, equipment collection, and breakdown of signage. Volunteers must remain in their assigned zone until cleared by the Coordinator. This role is about follow-through. The event may have moved on, but the job here must be finished completely.

The Trash & Recycling Lead is responsible for all waste management operations before, during, and after the event. This includes station placement, monitoring, bag replacement, waste collection, and final disposal. A clean event does not happen at the end. It is maintained continuously throughout the day. This role ensures that trash never becomes visible, overwhelming, or out of control. Before the event begins, the Lead strategically places trash and recycling stations throughout both locations. These must be positioned in high-traffic areas such as vendor rows, food zones, seating areas, and entrances. Each station must be clearly marked to avoid confusion between trash and recycling. During the event, the Lead actively monitors all stations. Bags must be replaced before they overflow. Overflowing trash is one of the fastest ways to create a negative experience and damage the event’s reputation. This role also ensures that disposal logistics are clear. Dumpster locations, access points, and venue requirements must all be confirmed ahead of time. There should never be a moment where a full bag has nowhere to go. During teardown, the Trash & Recycling Lead coordinates a full sweep of both locations. Every bag is collected, tied, and removed. No debris is left behind. This is a full reset of the space. Attention to detail matters. Even small pieces of trash left behind can impact venue relationships. This role ensures that the event leaves no trace. This position requires constant movement, awareness, and follow-through. It is not passive. It is one of the most active roles on the ground throughout the entire event lifecycle. Cleanliness reflects respect. This role ensures that respect is visible everywhere.

Manages all physical stage operations including setup, layout, backstage flow, and teardown. Directs stage runners, controls access, and ensures performers and speakers are in position on time. Maintains a safe, organized, and efficient stage environment so the program runs smoothly without visible disruptions.

Oversees all audio equipment and sound execution. Conducts sound checks, manages microphones, controls volume levels, and ensures every announcement, speech, and performance is heard clearly. Troubleshoots issues in real time and maintains backup equipment to prevent disruptions.

Finds, vets, and recruits speakers, performers, and talent for the event. Ensures all participants align with the mission and audience. Manages outreach, collects details, and builds a reliable talent pipeline while coordinating approvals with leadership.

Designs and manages a safe, engaging space for children and families. Oversees activities, volunteers, and safety protocols. Ensures the environment is welcoming, structured, and secure while providing a positive experience for families attending the event.

Facilitates children’s activities such as crafts and games. Engages with kids, maintains supplies, and ensures a safe and enjoyable environment. Reports any issues or concerns to the coordinator immediately.

Monitors the kids area for safety. Controls entry and exit, verifies guardians, and ensures no unauthorized access. Maintains constant awareness and reports any concerns immediately.

The Finance Director serves as the lead steward of financial integrity for the event and oversees all money handling systems connected to registrations, donations, sponsorship funds, raffles, merchandise sales, and operational expenditures. This role is responsible for developing and implementing financial controls that protect the mission, ensure transparency, and build public trust. The Finance Director recruits, trains, and supervises finance coordinators and cash box monitors while establishing procedures for dual verification, documentation, reconciliation, and secure deposits. Responsibilities include preparing event budgets, monitoring income and expenses, coordinating approved payment systems, managing cash flow during event operations, resolving discrepancies, and ensuring all funds are counted, tracked, and reported accurately. This role works closely with operations leadership and national finance standards to maintain compliance and accountability. The Finance Director oversees cash box assignments, prepares opening balances, conducts reconciliations after the event, and helps generate post event reporting. This position requires exceptional trustworthiness, strong attention to detail, calm decision making under pressure, and a commitment to protecting every dollar raised for the cause. Volunteers in this role may also assist in donation tracking, sponsor payment coordination, reimbursement documentation, and financial audit preparation. This is not simply a bookkeeping role but a mission protection role. The Finance Director helps safeguard the credibility of the organization while ensuring that funds raised in support of healing and awareness are managed with excellence. This role is ideal for someone with financial oversight experience, nonprofit stewardship values, and the ability to lead a team with precision and integrity throughout all phases of event planning and event day execution.

The Starting Location Finance Coordinator manages all financial operations at the event starting location and serves as the lead point person for cash handling before the ride departs. This role oversees same day registration funds, starting location 50/50 activity, opening cash counts, cash box monitors, and all documentation tied to money collected at the launch site. Responsibilities include receiving and securing assigned cash boxes, verifying starting balances using two person protocols, supervising registration cash procedures, coordinating bag distribution and collection for 50/50 walkers, monitoring compliance with financial controls, conducting counts with witnesses, and transferring all funds and logs to the Finance Director. This position supports a fast paced environment where participants are arriving, registering, donating, and engaging before the ride begins. The coordinator ensures no cash station operates outside established procedures and escalates any discrepancy immediately. Strong organization, situational awareness, and the ability to direct volunteers with calm authority are essential. This role protects the financial foundation of the event by ensuring early revenue collection is accurate, secure, and documented.

The Rally Site Finance Coordinator oversees all financial operations during the rally portion of the event and manages cash handling across multiple revenue stations. This includes raffle booth sales, merchandise and t shirt sales, 50/50 activity, and any additional cash stations operating during the rally. Responsibilities include supervising cash box monitors, conducting opening counts, monitoring transaction logs, performing secure cash drops, coordinating collection times, ensuring two person verification standards are followed, and transferring reconciled funds and documentation to the Finance Director. This role requires strong oversight as multiple cash points may operate simultaneously with significant public interaction and revenue movement. The coordinator helps maintain order, reduce risk, and ensure all funds raised during the rally are protected and accurately tracked. This position is ideal for someone organized, trustworthy, and comfortable managing people and procedures in a dynamic event environment.

The Registration Cash Box Monitor manages same day registration funds and supports secure collection and logging of participant fees at the starting location. This role works alongside registration volunteers and the Starting Location Finance Coordinator to ensure each transaction is properly received, documented, and secured. Responsibilities include maintaining the assigned cash box, confirming opening and closing counts with a second person, logging transactions in real time, safeguarding funds, alerting the coordinator when cash drops are needed, and transferring all records and funds at designated collection times. This role requires attention to detail, reliability, and a strong commitment to financial integrity. It is ideal for a volunteer who can remain focused in a busy registration environment while protecting one of the event’s most important revenue points.

The Raffle Booth Cash Box Monitor manages funds generated through raffle ticket and basket sales at the rally site and helps ensure every transaction is accurately tracked and secured. This role works closely with raffle volunteers and the Rally Site Finance Coordinator to monitor cash flow, maintain transaction logs, support cash drops when needed, and conduct dual verified counts at closeout. Responsibilities include protecting the cash box, recording payments, supporting secure handling procedures, and helping preserve the integrity of funds raised through community generosity. This role is ideal for a detail oriented volunteer who values accountability and can work collaboratively in a high energy booth environment while protecting mission related revenue.

The Merch and T Shirt Cash Box Monitor oversees secure handling of funds collected through merchandise sales at the rally site. This role supports the merch team by ensuring sales transactions are documented, cash is protected, digital payments are reconciled when applicable, and financial procedures are followed consistently. Responsibilities include maintaining the assigned cash box, logging sales activity, coordinating cash drops with the Rally Site Finance Coordinator, conducting two person counts, and transferring funds and documentation at closeout. This role helps protect revenue generated through branded merchandise and supports accurate reporting of event sales. It is ideal for a dependable volunteer with attention to detail and comfort working in a retail style event environment.

The 50/50 Cash Box Monitor manages the central financial tracking point for the 50/50 raffle and plays a critical role in bag tracking, count verification, and payout documentation. This role receives and logs returned raffle bags from walkers, counts cash with a second person present, tracks bag assignments and returns, calculates the confirmed pot before the drawing, and assists with documenting payout and net proceeds. Responsibilities include maintaining accurate records, escalating missing bag issues immediately, transferring funds and documentation to the Site Finance Coordinator, and helping protect one of the event’s most sensitive financial processes. This role requires precision, trustworthiness, and calm focus. It is ideal for someone who can manage detail under time pressure and uphold fairness and transparency in a high visibility fundraising activity.

The Bike Rallies Coordinator manages outreach through external motorcycle rallies, community events, and related gatherings by operating or supporting the Love Surrounds You booth presence. Responsibilities include identifying outreach opportunities, coordinating booth setup, distributing approved materials, collecting leads, engaging attendees, promoting event registration, and reporting outreach results. This role helps expand participation by meeting riders where they already gather and building authentic relationships in the riding community. Strong people skills, reliability, and passion for mission outreach are essential.

The Podcast Coordinator researches and secures podcast opportunities that expand awareness for the mission through interviews and long form audio storytelling. Responsibilities include building podcast contact lists, pitching hosts and producers, coordinating guest appearances, preparing approved talking points, tracking outreach, and promoting episodes once released. This role helps place the mission into meaningful conversations that reach engaged audiences beyond traditional social media. Ideal for someone organized, relational, and comfortable with outreach and media coordination.

The News Channel Coordinator manages outreach to television, newspaper, and digital news outlets to secure earned media coverage for the event and mission. Responsibilities include maintaining media lists, distributing approved press releases, pitching story angles, coordinating interviews and media access, preparing media kits, tracking coverage, and reporting results. This role helps amplify awareness through trusted public news channels and supports major visibility growth for the organization.

The Radio Station Coordinator develops relationships with radio stations to secure public service announcements, interviews, and on air promotion for the event. Responsibilities include researching stations, submitting PSAs, pitching interviews, coordinating appearances, tracking airings, and supporting promotion of radio features. This role expands awareness to audiences often reached through commuting and community programming. Strong communication and follow through are essential.

The Facebook Coordinator manages the chapter’s Facebook presence including content publishing, community engagement, moderation, event promotion, and group support. Responsibilities include posting approved content, managing Facebook events, engaging with supporters, responding to messages, monitoring analytics, supporting livestream promotion, and maintaining a positive mission aligned community presence. This role helps grow engagement and keep supporters informed and connected.

The Instagram Coordinator manages visual storytelling across the Instagram feed, stories, and reels to promote the mission, event participation, and community engagement. Responsibilities include publishing approved content, creating reels and stories, supporting campaign themes, engaging followers, monitoring analytics, and coordinating event day coverage. This role is ideal for someone creative, consistent, and comfortable with visual content strategy.

The TikTok Coordinator creates and manages short form video content designed to introduce the mission to new audiences and increase engagement through authentic storytelling. Responsibilities include producing approved content, using mission aligned trends, engaging with comments, monitoring performance, and supporting live content when appropriate. This role is ideal for someone comfortable creating fast moving content with emotional impact and strong calls to action.

The YouTube Coordinator manages long form video publishing, channel organization, post event recaps, and permanent video storytelling assets. Responsibilities include uploading approved videos, organizing playlists, optimizing titles and descriptions, coordinating with video teams, supporting sponsor deliverables, and tracking channel analytics. This role helps preserve the story and legacy of the mission while expanding educational and promotional reach.

The Email and Newsletter Coordinator produces supporter communications through newsletters and email campaigns that promote the event, share impact stories, support registrations, and strengthen donor and volunteer relationships. Responsibilities include building approved newsletters, maintaining subscriber lists, supporting list growth, scheduling campaigns, monitoring analytics, and ensuring compliance standards. This role is ideal for someone detail oriented who enjoys thoughtful written communication.

The Celebrity and Public Figure Outreach Coordinator identifies and pursues endorsement, appearance, and amplification opportunities with public figures, veterans, influencers, athletes, and community leaders. Responsibilities include research, outreach, relationship tracking, coordinating approved communications, and supporting appearance logistics. This role can help dramatically expand awareness and credibility through strategic relationship building.

The Fliers and Printed Supplies Coordinator manages the planning, production, and distribution of printed promotional materials including fliers, posters, banners, rack cards, and outreach materials. Responsibilities include coordinating design approvals, working with printers, managing production timelines, organizing distribution, supporting outreach booths, and tracking placement effectiveness. This role helps extend awareness into physical spaces where digital marketing alone cannot reach.

The Merch and T Shirt Director serves as department lead over the full merchandise system from concept through fulfillment. This position oversees annual apparel strategy, event logo development, sponsor logo placement, production scheduling, inventory planning, booth sales operations, volunteer staffing, pricing coordination, financial reconciliation support, and post event fulfillment oversight. Applicants for this role should understand this is both a leadership and systems management position. Responsibilities begin months before the event and include coordinating with printers, sponsorship, finance, volunteer leadership, and communications teams. The role supervises coordinators and volunteers, protects brand standards, helps approve inventory quantities, ensures deadlines are met, and leads problem solving when production or sales issues arise. On event day, this role oversees booth readiness, sales integrity, pre order fulfillment systems, inventory controls, and customer experience. This position also protects accountability in merchandise revenue handling and helps turn merchandise into both a mission message and fundraising engine. Strong organization, calm leadership, follow through, and comfort managing moving parts are important. Applicants should be prepared to guide volunteers, communicate clearly, make time sensitive decisions, and uphold professional standards under pressure. This is ideal for someone who likes both mission work and operational structure and wants a leadership role with significant impact. The Merch and T Shirt Director serves as department lead over the full merchandise system from concept through fulfillment. This position oversees annual apparel strategy, event logo development, sponsor logo placement, production scheduling, inventory planning, booth sales operations, volunteer staffing, pricing coordination, financial reconciliation support, and post event fulfillment oversight. Applicants for this role should understand this is both a leadership and systems management position. Responsibilities begin months before the event and include coordinating with printers, sponsorship, finance, volunteer leadership, and communications teams. The role supervises coordinators and volunteers, protects brand standards, helps approve inventory quantities, ensures deadlines are met, and leads problem solving when production or sales issues arise. On event day, this role oversees booth readiness, sales integrity, pre order fulfillment systems, inventory controls, and customer experience. This position also protects accountability in merchandise revenue handling and helps turn merchandise into both a mission message and fundraising engine. Strong organization, calm leadership, follow through, and comfort managing moving parts are important. Applicants should be prepared to guide volunteers, communicate clearly, make time sensitive decisions, and uphold professional standards under pressure. This is ideal for someone who likes both mission work and operational structure and wants a leadership role with significant impact.

The Merch and T Shirt Coordinator supports the department director by managing the day to day operating mechanics of the merchandise program. This role centers on order tracking, inventory control, production timeline support, communication with the printer, organizing the labeling team, and helping keep all moving parts on schedule. Applicants should expect detail oriented responsibilities and strong follow through expectations. Duties may include maintaining order trackers, monitoring stock counts, preparing inventory reports, supporting pre order systems, organizing supplies for inventory labeling sessions, and assisting with post event fulfillment. This role often becomes the connective tissue between design, production, fulfillment, and event day booth operations. Applicants who enjoy organization, systems, spreadsheets, logistics, and supporting smooth execution will fit well. This position may help identify inventory issues early, support quality checks, and flag concerns to leadership before they become problems. On event day this role may assist the booth coordinator and help track inventory movement in real time. Reliability, accuracy, and communication matter greatly. The Merch and T Shirt Coordinator supports the department director by managing the day to day operating mechanics of the merchandise program. This role centers on order tracking, inventory control, production timeline support, communication with the printer, organizing the labeling team, and helping keep all moving parts on schedule. Applicants should expect detail oriented responsibilities and strong follow through expectations. Duties may include maintaining order trackers, monitoring stock counts, preparing inventory reports, supporting pre order systems, organizing supplies for inventory labeling sessions, and assisting with post event fulfillment. This role often becomes the connective tissue between design, production, fulfillment, and event day booth operations. Applicants who enjoy organization, systems, spreadsheets, logistics, and supporting smooth execution will fit well. This position may help identify inventory issues early, support quality checks, and flag concerns to leadership before they become problems. On event day this role may assist the booth coordinator and help track inventory movement in real time. Reliability, accuracy, and communication matter greatly.

The Event Logo Designer creates the annual visual identity for the event and merchandise line. This role develops artwork that reflects the mission, honors sponsor commitments, and translates the spirit of the ride into wearable art. Applicants should understand this is not simply making a shirt graphic. It includes concept development, revision cycles, file preparation, sponsor logo placement, print readiness, and brand protection responsibilities. The role works with leadership to develop concepts, receives feedback, prepares proofs and mockups, and delivers final production ready artwork. This position requires creativity balanced with technical discipline. Applicants should be comfortable working within brand standards, meeting deadlines, and revising until the design serves both the mission and production realities. Bonus strengths include apparel design experience, vector file knowledge, typography awareness, and understanding print limitations. This is ideal for someone who wants to contribute creatively while supporting a cause with meaningful symbolism. The Event Logo Designer creates the annual visual identity for the event and merchandise line. This role develops artwork that reflects the mission, honors sponsor commitments, and translates the spirit of the ride into wearable art. Applicants should understand this is not simply making a shirt graphic. It includes concept development, revision cycles, file preparation, sponsor logo placement, print readiness, and brand protection responsibilities. The role works with leadership to develop concepts, receives feedback, prepares proofs and mockups, and delivers final production ready artwork. This position requires creativity balanced with technical discipline. Applicants should be comfortable working within brand standards, meeting deadlines, and revising until the design serves both the mission and production realities. Bonus strengths include apparel design experience, vector file knowledge, typography awareness, and understanding print limitations. This is ideal for someone who wants to contribute creatively while supporting a cause with meaningful symbolism.

The T Shirt and Merch Mailing and Fulfillment Lead oversees shipping and fulfillment for merchandise not distributed on event day and supports completing the customer experience after the event. Responsibilities include verifying orders, preparing shipments, printing labels, logging tracking numbers, communicating shipment confirmations, and resolving fulfillment discrepancies. Applicants should be organized, dependable, and comfortable with detail work. This role protects trust because supporters are counting on accurate delivery. Duties may also include coordinating supplies, supporting pick up fulfillment at the event, and assisting inventory closeout. This role is ideal for someone who likes organized process and understands customer care matters. The T Shirt and Merch Mailing and Fulfillment Lead oversees shipping and fulfillment for merchandise not distributed on event day and supports completing the customer experience after the event. Responsibilities include verifying orders, preparing shipments, printing labels, logging tracking numbers, communicating shipment confirmations, and resolving fulfillment discrepancies. Applicants should be organized, dependable, and comfortable with detail work. This role protects trust because supporters are counting on accurate delivery. Duties may also include coordinating supplies, supporting pick up fulfillment at the event, and assisting inventory closeout. This role is ideal for someone who likes organized process and understands customer care matters.

The T Shirt Booth Sales Coordinator leads the event day merchandise booth operation. This role manages setup, volunteer shift coverage, inventory flow, participant service, cash handling procedures, pre order pickup processes, and booth closeout. Applicants should be comfortable leading people in a fast moving environment. Responsibilities include briefing volunteers, monitoring stock, coordinating shift transitions, supporting dual control cash handling, helping resolve customer questions, and keeping the booth professional and welcoming. This role directly affects fundraising and participant experience. Strong organization, people skills, and confidence under pressure are important. The T Shirt Booth Sales Coordinator leads the event day merchandise booth operation. This role manages setup, volunteer shift coverage, inventory flow, participant service, cash handling procedures, pre order pickup processes, and booth closeout. Applicants should be comfortable leading people in a fast moving environment. Responsibilities include briefing volunteers, monitoring stock, coordinating shift transitions, supporting dual control cash handling, helping resolve customer questions, and keeping the booth professional and welcoming. This role directly affects fundraising and participant experience. Strong organization, people skills, and confidence under pressure are important.

This volunteer shift supports merchandise sales during the opening event window when traffic can be high and energy is building. Applicants help greet participants, assist with sizes, support transactions, restock displays, and help keep booth operations smooth and welcoming. Great fit for outgoing volunteers who like interacting with people while supporting fundraising. This volunteer shift supports merchandise sales during the opening event window when traffic can be high and energy is building. Applicants help greet participants, assist with sizes, support transactions, restock displays, and help keep booth operations smooth and welcoming. Great fit for outgoing volunteers who like interacting with people while supporting fundraising.

This volunteer shift supports merchandise sales during peak mid day traffic. Duties include customer support, shirt sales, inventory support, pre order assistance, and maintaining organized booth presentation. Applicants should be friendly, dependable, and comfortable serving in a team environment. This volunteer shift supports merchandise sales during peak mid day traffic. Duties include customer support, shirt sales, inventory support, pre order assistance, and maintaining organized booth presentation. Applicants should be friendly, dependable, and comfortable serving in a team environment.

This volunteer shift supports late day booth sales and helps transition toward inventory closeout and pack out. Responsibilities include final customer service, sales support, booth organization, and assisting closeout procedures. Great for volunteers who like practical hands on support roles. This volunteer shift supports late day booth sales and helps transition toward inventory closeout and pack out. Responsibilities include final customer service, sales support, booth organization, and assisting closeout procedures. Great for volunteers who like practical hands on support roles.

The T Shirt Organize and Label Team Volunteer supports the pre event inventory session where shirts are sorted, counted, labeled, packed, and organized for event day. This behind the scenes role is critical to preventing confusion and supporting smooth sales operations. Duties include sorting by size, separating pre orders from event stock, labeling boxes, cross checking counts, and reporting discrepancies. Ideal for organized detail minded volunteers who like hands on support work. The T Shirt Organize and Label Team Volunteer supports the pre event inventory session where shirts are sorted, counted, labeled, packed, and organized for event day. This behind the scenes role is critical to preventing confusion and supporting smooth sales operations. Duties include sorting by size, separating pre orders from event stock, labeling boxes, cross checking counts, and reporting discrepancies. Ideal for organized detail minded volunteers who like hands on support work.

The Photo / Video / Drone Director leads the full visual storytelling operation for the event and is responsible for planning, organizing, and directing all photography, videography, drone coverage, livestream activity, and file management. Applicants for this role should understand they are applying for a department leadership position that begins well before event day. Responsibilities include helping build a coverage plan, assigning volunteers to capture zones, briefing the team on priorities, coordinating with the Media and Communications Director and Operations leadership, overseeing shot lists, troubleshooting problems in real time, and ensuring every important moment of the ride and rally is documented. This role also helps protect sponsor deliverables, consent awareness, file submission standards, and the long term historical archive of the event. Strong leadership, organization, calm decision making, and visual storytelling instincts are important.

This role focuses on documenting the motorcycle community that forms the heart of the ride. Applicants will photograph motorcycles arriving, riders staging, bike details, memorial tributes, blessing moments, candid interactions, and departure energy. This role is not simply taking pictures of bikes. It is honoring riders and capturing the spirit of why they showed up. Volunteers in this role should be comfortable moving through active staging areas, anticipating meaningful moments, balancing detail shots with wide scenes, and delivering images that reflect brotherhood, remembrance, and movement.

This role captures the Jeep, Bronco, and off road community as they arrive, stage, gather, and depart. Applicants help document vehicle builds, flags, owner pride, group imagery, and convoy energy. This is ideal for someone who enjoys photographing vehicles and community culture while helping represent a key part of the event.

This photographer captures the wide scale of the staging area, showing the full mix of motorcycles, Jeeps, cars, and crowd energy. The role focuses on big establishing shots, event atmosphere, signage, and imagery that communicates the scale of participation.

This role documents the participant welcome experience including registration activity, sponsor visibility, hospitality, and emotional arrival moments. Applicants help capture the human beginning of the event through candid, respectful storytelling.

This position photographs the convoy from the first designated route point, capturing moving vehicles, flags, procession energy, and the power of the ride in motion. Applicants should be comfortable working independently in the field and capturing action with strong timing.

This role provides a second route perspective to complement Route #1, focusing on different angles, convoy depth, landscape framing, and movement variety that helps tell a fuller ride story.

Applicants in this role capture convoy arrival at the rally, vehicle show areas, driver and rider arrivals, and the dramatic completion of the ride. This role blends action, detail, and event storytelling.

This role documents speakers, performances, memorial moments, stage emotion, and crowd reactions. It is ideal for a photographer comfortable capturing emotionally significant moments with sensitivity.

This position covers sponsor booths, wellness resources, family interactions, vendors, and the human connection happening beyond the stage. Applicants help capture the living culture of the rally.

This role captures memorial banner signing and participant portraits that often become cherished keepsakes. Applicants should enjoy portraiture and meaningful human moments.

This role captures cinematic footage of arrivals, blessing moments, atmosphere, and departure. Applicants should understand they are gathering usable storytelling footage for edits and promotion, not casual phone clips.

This role captures the convoy in motion through video, including sound, movement, and dynamic road energy. Ideal for someone comfortable anticipating action and filming intentionally.

This applicant captures arrivals, stage highlights, b roll, and human interest footage at the rally to support storytelling and recap production.

This role captures aerial staging and departure imagery and may require FAA compliance and approved flight coordination. Applicants should have both safety discipline and cinematic judgment.

This position captures aerial footage of the moving convoy and helps show the scale of the ride in ways impossible from the ground.

This role captures aerial views of arrivals, crowd scale, stage context, and the rally footprint, helping create some of the event’s most powerful visuals.

This applicant manages the photobooth experience at registration, creating welcoming portraits and shareable participant memories.

This role manages live broadcasting of major event moments to the organization’s Facebook audience. Applicants should be comfortable with timing, stable streaming, and representing the mission publicly.

This position streams dynamic live moments to reach newer audiences through engaging short form live coverage while maintaining mission tone.

This role focuses on behind the scenes and intimate live moments for the Instagram community, blending authenticity with mission representation.

This is a high trust logistics role responsible for collecting, backing up, organizing, and protecting media files from the field. Applicants should be extremely organized and understand that safeguarding files safeguards irreplaceable moments.

The Raffle Director serves as the department lead responsible for planning, organizing, and overseeing all raffle and fundraising operations tied to the event. Applicants for this role should understand they are stepping into a leadership position involving both excitement and strict accountability. Responsibilities include developing raffle strategy, overseeing donation procurement, managing coordinators and volunteers, enforcing raffle compliance and cash handling protocols, coordinating with Finance leadership, and making sure every raffle activity is transparent, well organized, and mission aligned. This role also oversees booth operations, 50/50 drawings, volunteer training, prize logistics, drawing procedures, and post event reconciliation. It is ideal for someone who can lead people, manage moving parts, protect integrity, and create a fundraising environment that feels both energetic and trustworthy.

This role leads outreach to businesses, organizations, and community partners to secure donated items for raffle baskets and fundraising packages. Applicants should expect relationship building, donor outreach, donation tracking, item collection, thank you coordination, and helping build attractive raffle offerings that increase fundraising success. This role starts months before the event and is ideal for someone outgoing, organized, persistent, and passionate about inviting the community into the mission through generosity.

This applicant manages the main raffle booth during the rally and oversees setup, volunteer shifts, ticket sales flow, basket presentation, cash handling compliance, and drawing coordination. The role involves leading volunteers, keeping energy high, ensuring procedures are followed, conducting cash drops, and making sure the raffle booth runs smoothly from open to close. It is ideal for someone who can lead in a fast paced public facing environment.

This volunteer role supports the first raffle booth shift by greeting participants, explaining raffle baskets, selling tickets, placing tickets correctly, helping maintain booth organization, and supporting fundraising energy during the opening event window. Applicants should be friendly, dependable, and comfortable engaging the public.

This volunteer role supports raffle sales during peak traffic hours and helps maintain ticket sales flow, participant engagement, basket presentation, and booth energy while following cash handling procedures.

This volunteer role supports the final raffle shift, continued ticket sales, participant service, and helps support closeout preparation and drawing readiness.

This role manages all 50/50 raffle activity at the starting location, including walker deployment, ticket station management, cash counts, drawing procedures, winner verification, and financial documentation. Applicants should be comfortable balancing excitement with precision in a fast moving pre ride environment.

This role involves moving through assigned starting location zones selling 50/50 tickets directly to participants, building enthusiasm, following cash handling procedures, and supporting one of the event’s highest visibility fundraising activities.

This applicant leads 50/50 operations during the rally, supervises walkers, manages the ticket station, coordinates the stage drawing, and protects financial integrity through disciplined procedures and strong volunteer coordination.

This volunteer sells 50/50 tickets across assigned rally zones, engages participants, builds excitement for the drawing, follows cash procedures, and supports fundraising in a highly interactive environment.

The Registration Director leads the full participant welcome and check in system for the event. This applicant should understand they are applying for a department leadership role responsible for registration flow, volunteer supervision, participant experience, security compliance, and coordination with Finance, Route Safety, and Operations. Duties include overseeing pre registration and same day registration tables, resolving participant issues, managing leads and volunteers, protecting waiver and cash handling standards, and ensuring the registration area sets a tone of warmth, order, and belonging. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

The Registration Runner / Floater serves as mobile support across all registration zones. This role fills gaps, restocks supplies, relays urgent messages, covers temporary breaks, and helps solve problems before they create delays. Ideal for someone adaptable, observant, and comfortable moving continuously. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This lead protects the integrity of pre registration check in by overseeing volunteers, enforcing table controls, ensuring waivers are complete, protecting cash handling standards, and escalating discrepancies immediately. This is a stewardship and oversight role. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This lead manages an assigned alphabetical check in table, directs volunteers, keeps participant flow moving, resolves issues, and helps ensure every pre registered participant has a smooth welcoming experience. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This volunteer checks in pre registered participants, verifies waivers, issues wristbands, and helps create an efficient and welcoming first impression for arriving participants. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This lead oversees same day registration security, protecting payment handling, waiver completion, table controls, and the integrity of live registration transactions. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This lead manages an assigned same day registration table, directs volunteers through intake and payment procedures, and helps new participants feel welcomed and supported. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This volunteer registers walk in participants, processes intake and payment support, confirms waivers, and helps new participants enter the event confidently. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This greeter role serves as a first point of welcome for participants in the assigned vehicle category. Applicants greet arrivals, direct participants toward registration and amenities, answer basic questions, and help create a warm, organized first impression. This role is ideal for someone friendly, energetic, and comfortable helping people feel they belong from the moment they arrive. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This coordinator oversees the hospitality station including food, coffee, water, volunteer staffing, replenishment, and creating a welcoming environment through service. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This volunteer supports breakfast, coffee, water service, replenishment, hospitality, and cleanup in the participant welcome area. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This coordinator designs and executes the visual atmosphere of the registration area through signage, decor, branding, and setup leadership. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

This volunteer supports physical setup and teardown of banners, signage, and decor that help make the arrival space welcoming and mission aligned. Applicants should expect role specific briefing, communication expectations, teamwork responsibilities, and the opportunity to help shape one of the most important participant experiences of the day.

The Route, Safety and Law Enforcement Director serves as the operational lead responsible for protecting participants and coordinating safe movement from staging through final arrival. This is a high responsibility leadership position involving coordination with law enforcement, escorts, emergency support, parking teams, route communications, security and first aid volunteers. Applicants should understand this role includes pre event planning meetings, helping map traffic flow, developing safety contingencies, assigning volunteers, briefing department leads, and making real time decisions if incidents arise. On event day this role helps oversee convoy integrity, emergency access lanes, communications escalation, and response coordination while maintaining a calm participant centered environment. Ideal for someone with leadership instincts, strong judgment, and comfort managing moving parts under pressure.

This coordinator manages orderly vehicle staging and parking flow at the starting location. Applicants help organize lane patterns, direct parking attendants, protect emergency access routes, prevent congestion, and help ensure motorcycles, Jeeps, cars and other vehicles are staged efficiently for departure. This role works closely with vehicle coordinators and route leadership and is ideal for someone comfortable directing traffic flow and making quick operational decisions.

This volunteer helps guide arriving participants into proper staging areas, supports parking flow, helps keep lanes clear, answers basic participant questions, and assists the coordinator in maintaining safe orderly movement in the parking lot. Ideal for someone alert, friendly and comfortable helping direct vehicles.

This role oversees route communications and acts as a central link between ride leadership, communicators positioned in the line, escorts and safety leadership. Applicants should be comfortable using radio protocols, relaying incidents clearly, escalating issues, and helping maintain convoy awareness throughout the route.

This volunteer monitors and relays information from the front of the procession including pace, hazards, lane issues or unexpected interruptions. Applicants help support convoy cohesion and communication discipline.

This role serves as communications support focused on the Jeep and 4x4 section of the procession, relaying spacing issues, delays or concerns and helping maintain coordinated movement.

This position supports broader convoy communication flow across mixed vehicle categories, helping pass critical information through the line and supporting safe coordinated movement.

This volunteer monitors the tail of the convoy, reports gaps, breakdowns or issues at the rear, and supports sweep awareness.

This role supports ride safety while moving with the procession, helping watch for hazards, supporting spacing, assisting with minor breakdowns, and helping protect convoy integrity. Applicants should be experienced, safety minded and comfortable in a moving support role.

This coordinator oversees motorcycle staging, parking flow and bike section readiness while serving as a lead resource for motorcycle participants.

This volunteer directs motorcycles into assigned staging areas, keeps lanes orderly, protects access routes, and helps riders know where to go.

Leads staging and parking flow for the Jeep and Bronco section while supporting orderly participation and communication.

Supports arrival flow and parking direction for Jeeps and similar vehicles in assigned staging areas.

Leads staging and parking flow for classic and sports car participants and helps support a smooth organized section.

Directs sports and classic cars into designated staging zones and helps maintain order and safety.

Oversees staging support for all additional vehicle categories not covered by specialty coordinators.

Supports orderly parking and arrival flow for all remaining participant vehicles.

Helps direct motorcycles safely into parking at the rally site and maintain orderly arrival flow.

Supports Jeep and 4x4 arrival parking flow at the rally location.

Supports car parking flow and arrival organization at the rally site.

This leadership role helps oversee volunteer security presence, incident observation, de escalation support, protection of sensitive areas, and escalation to law enforcement when needed. Applicants should be calm, observant and dependable.

Provides visible supportive patrol presence, observes issues, reports concerns, helps support participant safety, and assists security coordination at the starting site.

Provides supportive patrol presence and observation coverage at the rally site while helping maintain a safe welcoming environment.

Leads first aid readiness, volunteer assignments, supply readiness, incident escalation and participant care coordination. Ideal for someone experienced and compassionate.

Supports hydration awareness, minor first response support, participant wellness observation, and escalation to the coordinator when needed.

Supports wellness observation, minor response support, hydration awareness and escalation procedures at the rally site.

The Secretary serves as the central communication and documentation lead for the event and helps protect organizational continuity behind the scenes. Applicants should understand this is not a clerical only role. It includes supporting leadership alignment, managing records and documentation systems, coordinating reports and updates from departments, maintaining confidentiality, and helping ensure important decisions, deadlines and records do not fall through the cracks. This role works closely with the Operations Director and all department directors and is ideal for someone highly organized, trustworthy, detail oriented and comfortable managing sensitive information.

This applicant attends assigned planning meetings and records accurate meeting minutes including attendance, decisions, action items and deadlines so the organization maintains accountability and continuity. Responsibilities include preparing for meetings, capturing notes objectively, submitting draft minutes on time, incorporating revisions, and helping preserve the written memory of decisions that guide the event.

This role supports the organization and maintenance of the Shared Drive and event records system. Applicants help upload documents, maintain file structure, enforce naming conventions, support document retrieval, flag missing records, and help ensure the chapter’s institutional memory stays organized and accessible.

This applicant supports internal administrative communications by monitoring assigned inboxes, helping send reminders, routing inquiries appropriately, updating contact lists, and helping support clear communication flow across the leadership team.

This role supports collection, tracking and secure filing of participant, volunteer, vendor and consent forms. Applicants help maintain waiver logs, support compliance, protect confidential records, and help ensure participation documentation is complete and secure.

This applicant helps coordinate gratitude and acknowledgment communications after the event by drafting thank you messages, maintaining tracking logs, personalizing acknowledgments, and helping ensure volunteers, sponsors and supporters feel seen and appreciated.

The Sponsorship Director leads all sponsor recruitment, stewardship, and strategic partnership development for the event. Applicants should understand this is a relationship leadership role, not simply fundraising. Responsibilities include overseeing sponsorship strategy, leading the sponsorship team, managing tier fulfillment, protecting sponsor commitments, coordinating recognition deliverables, and building long term partner relationships rooted in trust and mission alignment. This role works closely with Operations, Finance, Media, Merch, and Vendor leadership and is ideal for someone skilled in relationship building, organization, and representing the mission with professionalism.

This role serves as the outreach engine of the sponsorship department. Applicants identify and research sponsor prospects, conduct personalized outreach, present sponsorship opportunities, maintain the prospect pipeline, and help convert aligned businesses and supporters into committed partners. This is not cold sales. It is invitation driven relationship building. Ideal for someone persistent, personable, organized, and comfortable initiating conversations that connect people to purpose.

This applicant manages stewardship of confirmed sponsors from commitment through renewal. Responsibilities include sponsor communication touchpoints, recognition coordination, logo deadline follow up, sponsor appreciation, post event impact summaries, and renewal support. This role is about helping sponsors feel valued, informed, and proud of their partnership. Ideal for someone strong in communication, follow through, and relationship care.

This role creates the official sponsorship packet used in outreach and partnership conversations. Applicants should understand this is both creative and strategic work. Responsibilities include designing compelling sponsor materials, organizing impact data, presenting tier benefits clearly, protecting brand standards, and creating a professional first impression that reflects the mission. Ideal for someone with design ability, messaging instincts, and attention to detail.

This applicant serves as the dedicated host for sponsors on event day, welcoming sponsors, managing VIP check in, coordinating sponsor hospitality, supporting photo opportunities, helping with acknowledgments, and ensuring sponsors feel cared for throughout the event. This role is ideal for someone warm, organized, highly relational, and comfortable representing the organization with excellence in person.

The Travel Train Director leads the full regional convoy coordination system for riders and participants traveling in from other states or regions. Applicants for this role should understand they are applying for a leadership position involving route coordination, participant communication, safety oversight, convoy integration, and hospitality planning before the event even begins. Responsibilities include supporting Travel Train Captains, coordinating lodging and stop logistics, working with Route Safety leadership on merge points, ensuring waivers and registration expectations are understood, and helping transform long distance travel into a meaningful part of the event experience. This role is ideal for someone organized, relational, calm under pressure, and comfortable guiding moving parts across multiple regions.

This role builds and manages relationships with Harley dealerships along Travel Train routes to create official meetup points, rest stops, and destination welcome experiences. Applicants should expect outreach to dealerships, coordinating stop permissions, confirming parking and hospitality logistics, and helping create memorable partnership experiences for riders on the road.

This applicant researches and coordinates hotel options and room blocks for Travel Train participants, helping riders have safe, affordable and organized lodging options. Responsibilities include communicating hotel options, monitoring lodging logistics, supporting Captains with accommodations information, and helping remove stress from multi day travel planning.

This role plans fuel stops, rest breaks and emergency pull off points along Travel Train routes so riders can travel safely and confidently. Applicants help map stops, verify logistics, support Captain planning, and help ensure rider safety through thoughtful route support.

This role leads a regional or state based Travel Train and serves as both ride leader and participant guide. Applicants help recruit participants, communicate logistics, guide the route, support participant safety, monitor wellness and morale, and help ensure no one rides alone. This is both a logistical and heart centered leadership role that helps turn the journey itself into part of the healing mission.

The Vendor Director leads the full vendor and community partnership department and is responsible for recruiting the right mix of resource, retail and food vendors, supervising coordinators and leads, solving problems, and protecting the mission and professionalism of the vendor experience. Applicants for this role should understand they would oversee vendor strategy before the event, help review applications, guide booth layout decisions, support compliance and safety standards, and serve as the escalation point for issues on event day. This role includes helping vendors succeed while also protecting participants through organized, welcoming and mission aligned vendor operations.

This applicant helps ensure every vendor meets event requirements before arriving and follows safety and compliance expectations on site. Duties include reviewing applications, tracking waivers and insurance, communicating vendor rules, checking for compliance during setup, and addressing issues that need correction. This role is ideal for someone organized, detail oriented, and comfortable upholding standards while working respectfully with vendors.

This role manages vendor arrival and load in. Applicants help operate vendor check in, direct vendors to assigned spaces, solve setup problems, support check in volunteers, and serve as a primary point of contact for vendor operational needs throughout the day.

This applicant helps lead the vendor check in table, supports volunteers, verifies arrivals, distributes vendor packets, tracks arrivals, and helps vendors start the day feeling welcomed and organized.

This volunteer greets arriving vendors, helps verify booth assignments, distributes materials, directs vendors to their spaces, and supports a smooth and welcoming check in process.

This role curates and oversees the Wellness Row and helps manage community resource organizations participating in mental health, healing, support and service categories. Applicants help support vendors, category leads, participant connections and emotionally sensitive resource spaces.

This applicant helps oversee vendors offering clinical mental health resources, supports provider relationships, monitors the section, and helps participants connect to appropriate resources in a respectful and safe way.

This role supports veteran focused resource vendors and helps ensure military and veteran participants can easily connect with supportive organizations, benefits resources and healing services.

Applicants help oversee grief support vendors, support sensitive participant interactions, and help maintain a compassionate section for those navigating loss.

This role supports wellness and regulation oriented vendors such as somatic, meditation, or healing practitioners and helps maintain a grounded supportive environment in that section.

This applicant helps oversee recovery support vendors, supports respectful participant engagement, and helps connect people to substance recovery resources.

This role supports survivor focused resource vendors and requires discretion, compassion, and awareness around sensitive participant needs.

Applicants support vendors serving children, teens and families and help ensure this section remains welcoming, age appropriate and supportive.

This role supports community health vendors and helps participants access health related information and resources.

This applicant oversees vendors offering practical supports like housing, legal or financial assistance and helps connect participants with stabilizing resources.

This role supports inclusive faith and community support vendors while ensuring the space remains welcoming and non coercive.

Applicants help support vendors serving disability and caregiver communities while monitoring accessibility and participant support needs.

This role manages retail vendor participation, category balance, vendor support and Retail Alley operations, helping create a strong shopping and community experience.

This applicant supports handmade and artisan vendors, monitors vendor needs, and helps manage this category area.

This role supports personalized gift and memorial product vendors and helps this category operate smoothly.

Applicants help oversee one of the highest traffic vendor categories, supporting vendors and customer flow.

This role supports vendors serving Jeep, motorcycle and vehicle culture lifestyle interests and helps manage this specialty category.

Applicants support vendors in the preparedness and outdoor category while monitoring product appropriateness and vendor needs.

This role oversees temporary body art vendors, helps monitor sanitation and participant experience, and supports this interactive category.

This applicant helps manage food court vendors, vendor compliance, crowd flow, cleanliness and food service support throughout the event.

This volunteer supports food court operations through hospitality, cleanliness, participant assistance and support to food vendors.

This role helps map and mark vendor spaces, support placement accuracy, and ensure vendors are positioned according to plan.

This volunteer helps prepare booth spaces before vendors arrive, including marking spaces, light setup help and readiness support.

This flexible support role assists wherever vendor needs arise during setup or event hours, stepping in where help is needed most.

The Volunteer Director serves as the lead over the entire volunteer force that powers the event. Applicants should understand this is a people leadership and systems role involving recruiting volunteers, helping fill department needs, supporting coordinators, solving staffing problems, and helping create an organized and caring volunteer culture. Responsibilities include overseeing scheduling strategy, supporting volunteer training systems, helping ensure every department has adequate staffing, troubleshooting no-shows or coverage issues, supporting volunteer wellbeing, and helping volunteers feel informed, appreciated and empowered to serve. This role is ideal for someone who enjoys leading people, building systems, and creating a strong team culture rooted in service.

This role manages the master volunteer schedule and helps ensure every department and shift has the coverage needed to operate well. Applicants would help organize volunteers into roles based on skills and availability, monitor open positions, support shift swaps, identify gaps before event day, and work with the Float Team Lead when backup coverage is needed. This role is ideal for someone who likes organization, logistics and helping bring order to complex moving parts.

This applicant helps prepare volunteers before event day by supporting orientation sessions, communicating role expectations, helping track waiver and training completion, and equipping volunteers with the information they need to serve confidently and safely. This role may involve helping deliver live or recorded trainings, preparing quick reference materials, and supporting role readiness across departments.

This role manages Volunteer HQ check in and helps create a welcoming experience for volunteers from the moment they arrive. Applicants would help sign volunteers in, distribute badges or gear, direct people to assignments, maintain hospitality supplies like water and snacks, and help ensure volunteers feel supported and cared for throughout the day.

This applicant oversees the organization and distribution of volunteer gear and support supplies including vests, radios, signage, clipboards and role materials. Responsibilities include preparing supplies before the event, supporting distribution on event day, monitoring inventory, and helping ensure volunteers have what they need to do their jobs safely and effectively.

This role focuses on volunteer care after and around the event by helping coordinate appreciation efforts, thank you communication, volunteer hour documentation, recognition efforts and strategies that help volunteers feel valued and want to return. Ideal for someone who enjoys gratitude centered service and relationship building.

This applicant leads the flexible backup volunteer team used to fill unexpected gaps, provide break relief, support overwhelmed zones and respond where help is needed most. Responsibilities include monitoring coverage needs, deploying float volunteers where needed, supporting zone leads, and helping ensure no critical role is left unsupported.