Volunteers

As the Gateperson, you are responsible for the entrance and exit of athletes into and out of the competitive arena. With the aid of the Hitching Ring attendant, you are the final check to ensure that competitors are entering the arena in the correct order.

As Gateperson, you communicate via headset with the Hitching Ring. Confirm with the rider that the ‘on-deck’ horse (next in) is ready at the gate; if not, inform the Hitching Ring attendant. As the athlete enters the ring, remind them of the Pre-load (if applicable) and salute location and wish them good luck. As gateperson, you must also communicate the number of the horse entering the ring to the Judges’ Booth. For Presentations, you are the final check to ensure that the correct order of athletes are entering the ring. 

When opening the gate, it is necessary to note the location of the nearest horse, as the raising of the gate can alarm some horses. If a horse is loose on-course, leave the gate closed until the loose horse is back under control. If there is an emergency, keep the gate closed and stay in contact with the Hitching Ring attendant. This position requires an attentive person who has patience and good communication skills. Any knowledge of the sport would be an advantage, but is not required.

Flagging is a key component of a tournament as accurate timing is essential to the success of our sport. As a Flagger, you are responsible for informing officials (located in the Judges’ Booth) when the horses cross the start and finish lines.

Start Flagger

This person is positioned in line with the electronic timing cells at the start line. When the klaxon rings (the sound which tells the rider they are free to start their round) the flag is raised. This is important because some riders will use the raised flag as their cue to start as sometimes the klaxon may be difficult to hear. When the horse’s shoulder crosses the line, the flag is dropped in a sharp snapping motion. 

Finish Flagger

This person is positioned in line with the electronic timing cells at the finish line. When the horse’s shoulder crosses the finish line, the flag is dropped in a sharp snapping motion. On the dropping of the flag, the officials stop their watches. This position requires a dedicated person with a strong acceptance of the import of the Flagger position.

The flagger may be asked to occupy both starting and finishing line positions for a given competition. 

Role Summary
Transportation Volunteers play a key role in creating a welcoming, accessible, and seamless experience for guests at Spruce Meadows. This role supports guests, VIPs, talent, and staff by operating the Spruce Meadows passenger train and golf carts throughout the grounds, ensuring everyone can move comfortably and confidently between destinations.

Key Responsibilities
• Drive the Spruce Meadows passenger train and golf carts safely and courteously throughout the grounds
• Assist guests with accessibility needs, VIP transportation, talent movement, and staff support
• Provide friendly guidance to guests, including directions and wayfinding
• Share helpful and engaging information about what’s happening on site, including competitions, activations, and daily programming
• Respond to transportation requests and special calls as they arise
• Maintain awareness of high-traffic areas and proactively identify guests who may need assistance
• Communicate clearly and consistently with the transportation team and central operations

What Success Looks Like
• Guests feel welcomed, supported, and confident navigating the grounds
• Transportation runs smoothly, safely, and efficiently
• Clear communication is maintained with central and fellow volunteers
• Volunteers balance professionalism with warmth, approachability, and guest engagement

Training & Support
Training is provided on site, including vehicle operation, communication protocols, and guest engagement expectations. Volunteers are supported by staff, legacy volunteers, and central operations throughout their shifts to ensure safety, clarity, and confidence in the role.

Time Commitment & Scheduling
Shifts are scheduled around events, competitions, and peak guest times. Scheduling details and role expectations are shared in advance of each shift.

Who You’ll Work With
• Transportation volunteer team
• Central operations
• Event staff and department leads
• Guest services, hospitality, and accessibility teams

Ideal For
• Volunteers who enjoy working with people and being active on the grounds
• Those who value hospitality, accessibility, and guest experience
• Strong communicators who are comfortable working as part of a coordinated team
• Volunteers who enjoy sharing information and creating positive, memorable guest interactions

Role Summary
Guest Services Volunteers are the welcoming face of Spruce Meadows. This role supports guests from the moment they arrive on the grounds by providing information, direction, and friendly assistance throughout the day. Positioned both on foot and at dedicated Information Booths near key entrances, Guest Services Volunteers help create a calm, organized, and welcoming experience for everyone attending events at Spruce Meadows.

Key Responsibilities
• Welcome guests as they arrive and help orient them to the grounds
• Provide clear directions and information about competitions, vendors, washrooms, amenities, and activations
• Support ticketing, security, and hospitality teams by helping manage guest flow and answering common questions
• Staff Information Booths in pairs at key entrance locations, offering maps, schedules, and general assistance
• Assist guests with special needs by directing them to appropriate services or staff support
• Share light insights into Spruce Meadows’ history, programming, and daily highlights
• Help guests identify where to find medical services, staff assistance, or additional support when needed
• Maintain awareness of crowd movement and proactively assist guests who appear unsure or in need of help

What Success Looks Like
• Guests feel welcomed, informed, and confident navigating the grounds
• Crowds move smoothly and calmly through entrances and high-traffic areas
• Information Booths are approachable, organized, and helpful
• Volunteers remain friendly, visible, and proactive throughout their shift

Training & Support
Guest Services Volunteers receive on-site training covering guest engagement, wayfinding, communication protocols, and escalation procedures. Volunteers are supported by staff leads and work closely with fellow volunteers to ensure guests always have access to assistance.

Time Commitment & Scheduling
Shifts are scheduled around event start times, peak arrival periods, and high-traffic windows. Role details and expectations are shared in advance of each shift.

Who You’ll Work With
• Guest Services volunteer team
• Ticketing and security staff
• Hospitality and event operations teams
• Central operations and on-site staff

Ideal For
• Volunteers who enjoy interacting with people and being visible on the grounds
• Strong communicators who are comfortable answering questions and giving directions
• Volunteers who enjoy creating a welcoming, organized atmosphere
• Those who take pride in helping guests feel at ease and informed