Project

The Retired Racehorse Project (RRP) is seeking proposals for a seasonal volunteer coordinator for the Thoroughbred Makeover.

About the Client

The RRP is a 501(c)3 nonprofit organization, incorporated in 2010. The core of our mission is “a market-based approach to aftercare,” meaning that we promote the Thoroughbred ex-racehorse (OTTB) to both the competitive and recreational equestrian, encouraging them to choose the breed over other popular breeds, and thereby increasing demand for racehorses as riding horses when their racing careers conclude. The Thoroughbred Makeover is our flagship program, where trainers apply to participate and acquire a recently-retired Thoroughbred to train over the course of 10 months toward the event at the Kentucky Horse Park every October. The Makeover is the most lucrative Thoroughbred training competition in the world, offering over $100,000 of prize money, 10 disciplines, and attracting hundreds of participants each year from over 40 states and provinces.

Objective

The RRP is in search of a seasonal volunteer coordinator to join our team for the Thoroughbred Makeover. The ideal candidate has experience in equestrian event production and coordination of personnel, possesses a sense of urgency, the ability to interface productively and patiently with a variety of personality types, and is an exceptional communicator. Familiarity with the RRP, the Thoroughbred Makeover, or the Kentucky Horse Park is a bonus but is not required. Candidates located in central Kentucky are preferred but also not required. The volunteer coordinator will be required to utilize a proprietary, web-based application for shift scheduling and to communicate heavily via Zoom, Slack, and email.

The volunteer coordinator will be a 1099 staff member who reports to the operations manager. This is estimated to be a 10 hour a week contract from mid-July to mid-September and will then ramp up significantly in the final weeks prior to the Makeover, which is the week of October 6^th, 2025. The volunteer coordinator will need to be on site at the Kentucky Horse Park Sunday October 5^th through Sunday October 12^th. During the week of the Makeover, 14-hour days are to be expected and the role during the event is highly physical, requiring heavy lifting and carrying, and extended time on your feet. The contractor is responsible for supplying their own computer and any other resources necessary to fulfil the scope of work. Travel expenses will be reimbursed by the RRP. Any other expenses require advance approval from the executive director.

Scope of Work

The following is a summary of the types of tasks required of the volunteer coordinator:

• Schedule planning: work with the operations and program manager to ensure the shift schedule accurately and adequately reflects the needs of the event
• General event planning: participate in regular meetings with the RRP team leading up to the event as well as debrief meetings post-event
• Volunteer recruitment: in collaboration with the managing director, plan a marketing strategy for recruitment and utilize personal network, social media, and local communities (schools, clubs, associations, etc.) to satisfy the volunteer schedule
• Volunteer hospitality and nurturing: coordinate daily lunch orders with event caterer while being cognizant of dietary/allergen restrictions, plan Costco runs for supplies of drinks and snacks, work with the RRP team on ideas to incentivize and recognize volunteer participation
• Volunteer communication: communicate regularly with volunteers providing them with information and updates to optimize their experience and build relationships/community, moderate private volunteers Facebook group and dedicated inbox, respond promptly to inquiries and issue confirmations/follow ups to scheduled volunteers leading up to the event.
• Leadership: organize and deploy volunteers throughout the week to scheduled shifts and take advantage of walk-up volunteers. This is a body of over 100 individuals ranging in age and experience. Your job is to be available to them and lead and direct them with patience and positivity.

Timeline and Vendor Selection

Please include with your proposal a resume of any relevant work, client references, and a desired fixed rate covering the three-month term of the contract (July-October). This fee will be paid in equal, bi-weekly payments over the term of the contract.

We are accepting proposals through June 15^th, 2025 and aim to choose a contractor by late June or early July.

Contact executive director, Kirsten Green, at kgreen@theRRP.org with interest and we can schedule an initial consultation to answer more specific questions to aid in preparing your proposal.