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CLEAN-UP: Equipment Return Lead

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Deadline: Sep 06, 2026 11:59 pm (GMT-04:00) Eastern Time (US & Canada)
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6th Annual Rally & Ride Out of the Darkness
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Date: Oct 03, 2026 7:30 am - Oct 03, 2026 3:00 pm (EDT)
place
5640 State Road 542 E, Winter Haven, Florida 33884, United States

About the event

6th Annual Rally & Ride Out of the Darkness® Hosted by Love Surrounds You® Join us for a powerful, high-energy day of unity, remembrance, and support as we bring together riders, veterans, families, and communities from across the country. This is more than an event—it’s a movement. We ride in honor of those we’ve lost, for those still fighting battles in silence, and for the families navigating life after loss. Our mission is to break stigma, bring awareness, and connect people to real support and resources—because no one should have to face this alone. 🏍 THE RIDE A fully escorted ride beginning at Auburndale Speedway, bringing together motorcycles, Jeeps, cars, trucks, and supporters from across the nation. Riders from multiple states will travel in through our nationwide “Travel Train,” making this a truly unified experience. 🎤 THE RALLY After the ride, we gather at SUN ’n FUN Expo Campus for a large-scale community rally featuring: • 90+ vendors including mental health and community resources • Live entertainment and music • Guest speakers and powerful stories • Food trucks • Raffle baskets & 50/50 raffle • Bike, Jeep, and car show elements • Family-friendly environment 📍 EVENT DETAILS Date: Saturday, October 3, 2026 Ride Start Location: Auburndale Speedway 5640 E County Rd 542, Winter Haven, FL Ride End & Rally Location: SUN ’n FUN Expo Campus 4175 James C. Ray Dr, Lakeland, FL ⏰ SCHEDULE • 8:00 AM – 9:00 AM: Same-day registration • 9:30 AM: Blessing of the bikes • 9:45 AM: Safety briefing • 10:00 AM: Escorted ride begins (KSU) • 11:00 AM – 3:00 PM: Rally, vendors, entertainment 💡 WHY IT MATTERS Ride Out of the Darkness® is a national movement focused on connection, healing, and real-world impact. Proceeds support Love Surrounds You® and help fund access to mental health resources, support services, and community outreach initiatives. 🎟 REGISTRATION Pre-registration is encouraged to secure your event t-shirt and speed up check-in. All participants must complete required waivers and follow event safety guidelines.
Love Surrounds You Inc
Love Surrounds You Inc
Contact Organizer
Love Surrounds You Inc
Love Surrounds You Inc
Contact Organizer

About the application

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.

Terms & Conditions

By submitting this volunteer application for the Ride Out of the Darkness®, hosted by Love Surrounds You®, you agree to the following terms and conditions: GENERAL AGREEMENT Submitting this application does not guarantee placement. Volunteer roles are limited and will be assigned based on event needs. Selected volunteers will receive a confirmation email with role details, location, and arrival time. EVENT DATE & COMMITMENT Volunteers are expected to be available on Saturday, October 3, 2026, during assigned shift times. By applying, you are committing to show up on time and complete your assigned responsibilities. EVENT LOCATIONS This event operates across two primary locations: Starting Location Auburndale Speedway 5640 State Road 542 W, Winter Haven, FL 33880 Rally Location SUN ’n FUN Aerospace Expo 4175 James C. Ray Dr, Lakeland, FL 33811 Volunteers will be assigned to ONE location. IMPORTANT LOCATION REQUIREMENT If assigned to the Rally Location (SUN ’n FUN), you must be on-site prior to the ride arrival and remain in place for your assignment. Volunteers working the rally location may NOT participate in the ride line. ROLE ASSIGNMENT & FLEXIBILITY Volunteers must follow direction from event leadership at all times. Roles may shift as needed based on real-time event conditions. Flexibility and teamwork are required. ARRIVAL & CHECK-IN Volunteers must arrive at their assigned time and check in with their designated team lead. Late arrivals or no-shows may result in removal from current and future volunteer opportunities. CONDUCT & PROFESSIONALISM Volunteers are expected to conduct themselves respectfully and professionally at all times. This includes interactions with participants, vendors, staff, and the public. Disruptive, unsafe, or inappropriate behavior will result in immediate dismissal. PHYSICAL REQUIREMENTS Some roles may require standing for extended periods, walking long distances, lifting, or working outdoors in varying weather conditions. By applying, you acknowledge and accept these conditions. SAFETY & LIABILITY Volunteers agree to follow all safety instructions and event guidelines. Participation is at your own risk. Love Surrounds You® is not responsible for personal injury, lost items, or damage to personal property. MEDIA RELEASE By participating, you grant permission for your image, voice, or likeness to be used in photos and videos for promotional and marketing purposes without compensation. COMMUNICATION Volunteers are responsible for checking their email for updates, instructions, and final assignments leading up to the event. CANCELLATIONS If you are unable to attend after being accepted, you must notify the team as soon as possible so adjustments can be made. By submitting this application, you acknowledge that you have read, understood, and agree to these terms.

Related files

1 - Front of Flyer 2026.png
2 - Back of Flyer 2026.png
Volunteer Welcome Guide.pdf
Equipment_Return_Lead.docx

Shifts

Title Location Time Slots available Hours
All Day Both Locations Oct 03, 2026 8:00 am - 4:00 pm 1 8

Questions on the application

Volunteer information

  • Name
  • Email
  • Phone
  • Age
  • Emergency contacts
  • Picture

Additional information

  • What time are you available on event day? (Select all that apply)
  • Which location are you willing to work at?
  • If assigned to the Rally Location (SUN ’n FUN), I understand I cannot participate in the ride and must be on-site before riders arrive.
  • Are you able to stand, walk, lift, and work outdoors for extended periods?
  • Are you volunteering with someone else? If yes, list their name.
  • Do you have reliable transportation to your assigned location?
  • I understand that if selected, I am expected to show up on time, stay in my assigned role, and remain until released.
CLEAN-UP: Equipment Return Lead
CLEAN-UP: Equipment Return Lead
6th Annual Rally & Ride Out of the Darkness
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