The Event Organizer helps prepare, organize, and support the volunteer team before, during, and after each Brooklyn Surf Club surf lesson day.
This role is one of the most important roles on the beach. The Event Organizer makes sure every volunteer knows what to do, where to be, who to check in with, and how their role fits into the full Surf Lesson Flow, also known as the Magic Carpet System.
You do not need to be a surf instructor to be an Event Organizer. But you do need to be organized, calm, clear, and comfortable helping volunteers, families, and kids understand what happens next.
Brooklyn Surf Club provides free surf lessons for kids ages 6–15 at Beach 67 in Rockaway Beach, Queens, NYC. Surf lesson days usually happen on Sundays from 10 AM to 2 PM, June through September.
Volunteers should arrive 30 minutes before the session and stay 30 minutes after the session. The Event Organizer helps make sure that time is used well.
Your Main Goal
The main goal of the Event Organizer is simple:
Make sure every volunteer knows what to do.
That means helping volunteers understand:
- Their role for the day
- Where they should be
- Who they should report to
- What safety rules they need to follow
- How the Surf Lesson Flow works
- How kids move from the beach into the water and back
- What to do if something is unclear
- How to help before, during, and after the surf lesson
The Event Organizer is not responsible for making ocean safety decisions. Final calls on ocean conditions and water safety are made by Niels and David, who are certified surf instructors and/or open-water lifeguards.
The Event Organizer supports the structure of the day so safety leads, surf instructors, surf assistants, check-in volunteers, beach assistants, photographers, parents, and kids can all work together smoothly.
The Three Parts of the Event Organizer Role
The Event Organizer role has three parts:
- Before the surf lesson day: Prepare and brief volunteers.
- During the surf lesson day: Coordinate the flow and support the team.
- After the surf lesson day: Debrief, follow up, and improve for next time.
Each part matters.
A strong surf lesson day starts before anyone gets to the beach and continues after the last board is packed away.
Before the Surf Lesson Day
The Event Organizer helps volunteers feel prepared before they arrive.
This can happen by email, text, WhatsApp, or another volunteer communication channel.
Before the session, share the key information volunteers need, including:
- Date and time
- Location: Beach 67, Rockaway Beach, Queens, NYC
- Arrival time
- Expected session time
- Weather or surf-condition expectations, if available
- Volunteer role assignments
- What each role is responsible for
- What volunteers should bring
- Waiver reminders
- Youth safety requirements
- Background check or screening reminders, if needed
- Water safety briefing requirement for water volunteers
- Parent Zone rules
- Basic overview of the Surf Lesson Flow
- Who the safety leads are
- Who volunteers should contact if they are late or cannot attend
The goal is not to overwhelm volunteers. The goal is to give them the right information early so they arrive confident and ready to help.
Sample Pre-Event Volunteer Briefing
A simple volunteer briefing could look like this:
“Hi team, thank you for volunteering with Brooklyn Surf Club this Sunday at Beach 67. Please arrive 30 minutes before the session so we can set up, assign roles, and complete the safety briefing. Our surf lesson runs from 10 AM to 2 PM. Water volunteers must attend the water safety briefing before entering the water. Parents will stay in the Parent Zone on the beach. Please bring water, sunscreen, beach clothing, and anything you need to be outside for several hours. We will review the Surf Lesson Flow together when you arrive.”
This kind of message helps volunteers understand the day before they show up.
Before Kids and Families Arrive
On the day of the session, the Event Organizer should arrive early and check in with the safety leads.
Before families arrive, help confirm:
- Volunteer roles
- Check-in station setup
- Waiver process
- Equipment checklist
- Surfboards
- Wetsuits
- Rash guards
- Sunscreen
- Hats
- Hydration area
- Parent Zone
- Start area
- Finish area
- Return-to-start path
- Photographer or social media instructions
- Debrief time after the session
This early setup time is important. Once families arrive, the beach can get busy quickly.
Volunteer Role Assignments
The Event Organizer helps make sure each volunteer knows their assignment.
Brooklyn Surf Club volunteer roles may include:
- Event Organizer
- Surf Instructor
- Surf Assistant
- Check-In Volunteer
- Beach Assistant
- Photographer / Videographer / Social Media Volunteer
Each role supports a different part of the surf lesson day.
The Event Organizer should make sure volunteers understand not only their own role, but also how their role connects with others.
For example:
- Check-In Volunteers confirm waivers and help kids get equipment.
- Beach Assistants keep kids organized, hydrated, protected from the sun, and ready for their turn.
- Surf Assistants help kids move through the Surf Lesson Flow.
- Surf Instructors select waves and push kids into waves.
- Photographers capture memories and send content to Brooklyn Surf Club before posting.
The Event Organizer helps connect all these pieces.
Safety Requirements to Confirm
The Event Organizer should help remind volunteers of key safety requirements.
Water safety is the number one priority.
All volunteers must sign a waiver.
Volunteers working with youth must complete Brooklyn Surf Club’s kids safety agreement and sex offender registry screening. Background checks are required for volunteers working with children.
No volunteer may be alone one-on-one with a child at any time.
Parents and guardians stay on the beach in the Parent Zone during lessons.
Water volunteers must attend the water safety briefing before helping in or near the water.
Only designated Surf Instructors select waves and push kids into waves.
These rules should be repeated clearly and calmly. They protect kids, families, volunteers, and the Brooklyn Surf Club community.
Understanding the Surf Lesson Flow
The Event Organizer should understand the Surf Lesson Flow, also called the Magic Carpet System.
The flow is:
Practice → Briefing → Walk → Onboard → Ferry → Hand-over → Surf → Finish → Celebrate → Return to start → Debrief
The Event Organizer does not need to manage every step personally. But they should understand the system well enough to see when the flow is working and when it is getting stuck.
The Surf Lesson Flow helps kids move safely from the beach, into the water, onto a wave, back to their parents, and into line for another round.
The Event Organizer helps make sure volunteers are supporting that flow instead of moving in different directions.
During Check-In
Once families arrive, the Event Organizer supports the Check-In Volunteer and helps keep arrival calm.
The number one check-in priority is confirming waivers. No child or volunteer should participate without the required waiver completed.
The Event Organizer can help by:
- Directing families to check-in
- Answering basic questions
- Making sure kids get the correct wetsuit and rash guard
- Helping explain the Parent Zone
- Connecting late volunteers with their role
- Watching for bottlenecks
- Keeping the schedule moving
The goal is to make families feel welcomed while keeping the process organized.
During the Surf Lesson
During the lesson, the Event Organizer watches the full beach flow.
This does not mean taking over every role. It means helping the team stay coordinated.
The Event Organizer should look for answers to questions like:
- Are volunteers in the right places?
- Are kids moving through the Surf Lesson Flow?
- Is the start area organized?
- Are kids waiting safely?
- Are kids staying hydrated?
- Are parents staying in the Parent Zone?
- Are wetsuits and rash guards being tracked?
- Are Surf Assistants clear on their role?
- Are Photographers staying out of the Surf Lesson Flow?
- Is anyone confused or unsure what to do?
- Is there anything that needs to be escalated to the safety leads?
If something feels unclear, pause and ask the lead team before changing the system.
Supporting Volunteers During the Session
The Event Organizer is also a support person for volunteers.
Some volunteers may be new. Some may feel unsure. Some may need a quick reminder about their role.
A good Event Organizer checks in with volunteers in a calm and encouraging way:
- “Do you know where you’re assigned?”
- “Do you need help with anything?”
- “Let’s keep this area clear.”
- “Can you help kids return to the start?”
- “Please remind parents to stay in the Parent Zone.”
- “Let’s check with the safety lead before changing that.”
The goal is not to boss people around. The goal is to help everyone work as one team.
Managing Time
The Event Organizer helps track time.
Surf lesson days can move quickly. Kids may need extra time getting into wetsuits. The ocean may change. Volunteers may need to switch roles. Families may arrive late.
The Event Organizer helps the team stay aware of timing:
- When does setup start?
- When does check-in begin?
- When does the safety briefing happen?
- When do kids enter the water?
- When should we rotate?
- When do we start wrapping up?
- When does cleanup begin?
- When does the debrief happen?
Good timing helps the day feel calm instead of rushed.
Tracking Equipment
The Event Organizer helps make sure equipment is accounted for.
This may include:
- Surfboards
- Wetsuits
- Rash guards
- Sunscreen
- Hats
- Hydration supplies
- Beach games
- Cleanup supplies
- First aid or safety items, if assigned by the lead team
The Event Organizer does not need to personally manage every item, but they should make sure someone is responsible for equipment tracking.
If something is missing, damaged, or needs attention, note it for the debrief.
Parent Communication
The Event Organizer may help parents and guardians understand what is happening.
Parents and guardians stay in the Parent Zone during the surf lesson. This keeps the surf zone safer and less crowded.
Parents can cheer, watch, and celebrate from the beach. They should not enter the water during the lesson unless directed by Brooklyn Surf Club staff or safety leads.
The Event Organizer can help explain the flow:
“Your child will practice on the beach, move through the water with our volunteers, surf with an instructor, then return to this area after the ride.”
Clear parent communication reduces confusion and helps everyone feel more comfortable.
After the Surf Lesson
After the session, the Event Organizer helps close the day properly.
This includes:
- Making sure kids reconnect with parents or guardians
- Helping collect boards
- Helping collect rash guards and wetsuits
- Confirming any items going home are tracked
- Supporting beach cleanup
- Checking for lost items
- Gathering volunteer feedback
- Supporting the team debrief
The day is not finished when the surf lesson ends. The closeout is part of the role.
Post-Session Debrief
The Event Organizer helps lead or support the post-session debrief.
The debrief should be short, practical, and focused on learning.
Helpful questions include:
- What worked well today?
- Where did the Surf Lesson Flow get confusing?
- Were volunteers clear on their roles?
- Were there any safety concerns?
- Were there any youth safety concerns?
- Did check-in run smoothly?
- Did the Parent Zone work?
- Was any equipment missing or damaged?
- What should we improve next time?
- Who wants to volunteer again?
The debrief helps Brooklyn Surf Club improve every session.
Follow-Up After the Event
Follow-up is part of the Event Organizer role.
After the surf lesson day, the Event Organizer may help send a message to volunteers.
This follow-up can include:
- Thank you message
- Recap of the day
- Photos or highlights, if approved
- Reminder to share feedback
- Notes on what improved
- Volunteer sign-up link for the next session
- Any equipment or safety follow-up
- Appreciation for specific roles or efforts
Volunteers are more likely to come back when they feel appreciated, informed, and connected to the mission.
Sample Volunteer Follow-Up Message
A simple follow-up could say:
“Thank you to everyone who helped at Brooklyn Surf Club today. The Surf Lesson Flow worked well because each of you supported your role and looked out for the kids. Please send any feedback, safety notes, or ideas for improvement. We’ll use this to make the next session even smoother. Thank you for helping create a safe, joyful beach day for NYC kids.”
Event Organizer Checklist
Before the event
- Confirm date, time, and location
- Confirm volunteer list
- Assign volunteer roles
- Send pre-event briefing
- Remind volunteers about arrival time
- Remind water volunteers about safety briefing
- Confirm waiver and youth safety requirements
- Confirm equipment needs
- Confirm Parent Zone plan
- Confirm Surf Lesson Flow setup
Arrival and setup
- Check in with safety leads
- Confirm roles with volunteers
- Set up check-in area
- Confirm equipment area
- Confirm start and finish areas
- Confirm Parent Zone
- Confirm hydration and sunscreen station
- Confirm photographer instructions
- Help prepare for families
During the session
- Support check-in
- Keep volunteers aligned
- Watch the overall Surf Lesson Flow
- Help solve bottlenecks
- Track timing
- Support parent communication
- Make sure kids stay organized
- Escalate safety concerns to safety leads
- Keep the day calm and welcoming
After the session
- Help collect equipment
- Support cleanup
- Confirm kids reconnect with parents or guardians
- Help lead debrief
- Capture feedback
- Note safety or equipment issues
- Send volunteer follow-up
- Help prepare improvements for next time
What Makes a Great Event Organizer
A great Event Organizer is calm, clear, and people-focused.
You do not need to have every answer. You do need to help the team communicate.
Great Event Organizers:
- Prepare volunteers before the day
- Stay calm when the beach gets busy
- Help new volunteers feel welcome
- Make sure people know where to go
- Keep the Surf Lesson Flow moving
- Respect the safety leads
- Ask questions when unsure
- Notice when someone needs help
- Keep parents informed
- Help the team learn after each session
Final Reminder
The Event Organizer helps turn many moving parts into one shared experience.
When the Event Organizer does the role well, volunteers feel prepared, kids feel supported, parents feel confident, and surf instructors can focus on the water.
This role helps create the structure behind the joy.
That structure is what makes a Brooklyn Surf Club surf lesson day feel safe, welcoming, and memorable.