Participation Commitment Program

Shared Participation. Shared Commitment. Shared Success

What is this program and why:

Participation through ‘volunteering’—by parents, guardians of our athletes/participants, staff, and the community at large—has always been integral to the success of Richmond Gymnastics Association. As a non-profit society registered under BC Societies, Richmond Gymnastics is governed by a dedicated volunteer Board of Directors. The Association has a rich history of invaluable volunteer contributions, with every effort making a significant impact. We would not be where we are today without the steadfast support of our committed members. It is essential to us that we continue to foster this spirit of engagement moving forward.

As a community sports organization, Richmond Gymnastics is committed to its mission, vision, and values and providing high-quality programming at all levels. Like any non-profit, we operate within the limits of the funds available to us, which come from training fees, grants, fundraising, and other fundraising activities scheduled by the organization.

The Participation Commitment Program plays an important role in maintaining the affordability and sustainability of our Team Program. Family participation helps support successful events, maintain our facilities, and enhance the quality of programming available to our athletes. Equally important, it encourages a strong sense of community, belonging, and shared responsibility, contributing to a positive environment where athletes and families can thrive.

How does this program work:

As part of the Team Program, all members are required to pay the Participation Commitment deposit. Members can then earn back their deposit by completing participation hours throughout the season. Families who choose not to participate will forfeit the deposit.

  • To view your deposit amount and the number of hours required to qualify for a full refund, please refer to the Participation Commitment Program matrix included in your registration form.

  • If you have more than one child in the Team Program, you should have received a separate email outlining your adjusted deposit amount and participation hour requirements.We understand that each family structure and time availability/commitment is different.

    There are mainly two ways a family can contribute:

  • Be a ‘Working/Active Member’: The Association regularly offers opportunities for a member to participate in and complete the required hours. Members are advised of the tasks available and how one can sign up. Members can review the available tasks, consider where their interests or strengths lie, and sign up based on availability and schedule. All opportunities are offered on a first-come, first-served basis. Please make note of the ‘mandatory’ tasks within each category of ‘participation requirements’.

  • Be an ‘Opt-out Member’: Life is busy and giving time can be challenging. This simply means that the member supports us in spirit and is not available to actively participate and complete the required hours. As a result, the member’s deposit is forfeited and considered a contribution to help support the ongoing operations of the Association.

Who participates:

All Team Program members are required to pay the Participation Commitment deposit. Participation in the program is optional; however, families who choose not to participate will forfeit their deposit.

Participation tasks:

Active participation can take many forms, including assisting at events, supporting club activities, or contributing in other meaningful ways that help strengthen our community and enhance the experience for all members. Active participation is one of the most valuable contributions that one can make. Planning events, running activities, and completing the many tasks listed below simply wouldn’t be possible without the help and support!

  • There are two categories of participation requirements - Gym Care & Event Participation

  • Tasks including mandatory tasks required to be completed in their entirety to claim your deposit back are listed below

  • The number of hours required for each category of participation can be found in the registration package

Additional tasks for Gym Care
Gym enhancement

  • Seasonal refreshes and decorating; maintenance of key areas (kitchen, parent viewing area, etc)

Community engagement & Marketing

  • Assist with internal club activities such as Season-end R-GAla, other club activities as scheduled

  • Participation in marketing/awareness events

  • Support with sponsorship outreach and partnerships

Special projects

  • Repairs, maintenance, or projects that require specialised skills. Please reach out to the office if you are interested in contributing your expertise

a. Gym Care Participation
Overall gym maintenance / organisation

  • Daily and biweekly cleaning

  • Gym reorganization, equipment set-up, foam pit cleaning

  • Laundry

    Mandatory tasks listed in the section below

b. Event Participation
Assist with Richmond Dogwood Invitational. This is an annual invitational (competition) hosted by RGA January 28 - 31, 2027, at the Richmond Olympic Oval. Mandatory tasks listed in the section below

  • Equipment crew- unload (including set up), or take down (minimum one task in its entirety required)

  • Hospitality crew

  • Admissions and Maintenance crew

  • Awards crew

  • First aid crew

  • Committees: Sponsorship/marketing/ hospitality

    *more details on additional tasks or how to engage will be communicated

Mandatory tasks

For Season 2026-27 (July 2026 to June 2027) - should you choose to participate to claim your deposit back:

a. Gym care participation

  • Two bi-weekly gym cleaning shifts for families with one child in the program,

  • three bi-weekly gym cleaning shifts for families with two or more children in the program.

  • One COMING UP (Date to be announced) - gym re-organization/deep clean shift including foam-pit clean up.

b. Event participation: Richmond Dogwood Invitational (RDI)

  • minimum ONE set-up shift (includes equipment unload from truck) OR ONE take-down shift (includes equipment load-in into truck)

    • set-up/take down shift counted only if entire shift is completed irrespective of number of hours put in

How to sign up and record hours

RGA makes every effort to send regular emails to members on new activities added to the task list, along with instructions on how to sign up for these opportunities. Sign-up for activities is generally by ONE of the following ways, as communicated when tasks are detailed:

  • Physical sign-up sheets: members sign up by writing their name on the sign-up sheet posted on the bulletin board

  • Electronic sign up: members sign up for the open positions online on our registration portal or via other portals, as detailed

  • For specialized tasks, if requested, send an email to admin@richmondgymnastics.com and express interest

    RECORD HOURS: Participation Commitment Log Sheet - GYM CARE 2026-27 LOG SHEET | EVENT PARTICIPATION 2026-27 LOG SHEET

    Each family is responsible for accurately recording their participation hours using the log sheet.

    Submit hours: Members are responsible for tracking and submitting their participation hours using the appropriate log sheets. Hours should be submitted every two to three months, or when requested. Log sheets can be submitted to the office either in person or via email. (pictures of the log sheet are not acceptable). Accurately tracking and submitting hours by the member is essential to ensure that participation is recognized and reconciled with the office to qualify for any deposit refunds or program benefits associated with the Participation Commitment Program. Note: New sign-up sheets for cleaning tasks are posted monthly on the bulletin board. Members do not receive monthly email reminders for these routine postings unless a special activity or event is scheduled. All sign-ups are on a first-come, first-served basis.

Frequently asked questions

Where can I find the tasks required for each activity?

The tasks required for each activity are posted on the bulletin board in the foyer and, where necessary, will be communicated to you by email.

What is the amount of Participation Commitment fee deposit and how many hours do we need to put in?

The participation deposit amount and the number of hours required, per category, are based on your athlete's weekly training hours. Please refer to the Participation Commitment Program matrix included in your registration package. Families with multiple athletes should refer to the separate email outlining their adjusted deposit amount and participation hour requirements. The registration package also details when the deposit will be charged.

Should I start early in the season?

All sign ups are on a first come - first serve basis. Members are encouraged to begin accumulating hours as soon as opportunities become available rather than waiting until the end of the season. However, please keep an eye out for mandatory tasks/reserve hours for those tasks within each participation category. Completion of the required hours does not guarantee refund eligibility and members must also complete all mandatory tasks assigned to the category in order to qualify for a refund.

What if I start completing participation hours but am unable to continue? Will I receive credit if I leave a shift early?

We understand that circumstances can change throughout the season. Refunds are calculated based on eligible hours completed, per category, at the hourly rate outlined in the registration form. To be eligible for a refund within a participation category, members must complete all mandatory tasks assigned to that category. If you leave a task or shift before it is completed, you will not receive participation credit for those hours, as tasks and shifts must be completed in their entirety to qualify for participation credit.

Should I let you know if we choose to opt out of the Participation Commitment Program? (eg: busy/doesn’t fit our schedule)

We would appreciate if you could let us know in advance so that we can plan our activities accordingly and estimate how much manpower will be available to us. This will also allow us to remove you from the mailing list for Participation Commitment tasks to avoid unnecessary emails cluttering your inbox.

What if I email you to opt out and then decide later that I want to participate

Absolutely—we understand that circumstances can change: If you’d like to start participating again, simply email us to be added back to the mailing list. You can then begin signing up for activities and recording your hours.

What if I sign up for an activity, but am unable to show up

Please advise us via email or phone so that we can offer the space to the next person on the waitlist. A timely communication is appreciated so that we are able to attend to the designated tasks efficiently.

What if I join the Team program after the season has started

We will advise you if there would be an adjusted participation deposit fee, corresponding hours and mandatory tasks required at the time of registration acceptance.

more to know…

  • Hours tied to a season and participation category: Any excess participation hours completed within a training season do not carry over to future seasons and are not transferable to another family. Participation hours completed in one category also cannot be transferred to another category. eg: Gym Care hours completed beyond the required amount cannot be applied toward Event Participation requirements.

  • Assigned hours and credits: While we make every effort to estimate the time required for each task or shift, some assignments may take longer than anticipated, such as gym deep cleans or RDI setup and takedown activities. Members who do not complete the assigned task or shift will not receive participation credit for those hours. Participation credit is based on the approved hours assigned to each task or shift. Additional time spent beyond the assigned hours will not qualify for additional participation credit unless expressly approved by RGA in advance.

  • Athlete participation: Athletes who are active participants in RGA programs are not eligible to claim hours for any task unless their participation and the hours earned have been pre-approved by the Association. We believe it’s important for our young athletes to learn the value of giving back to the community without expecting something in return. This helps build a strong foundation for personal growth and learning, and teaches the importance of community, humility, and generosity.

  • Participation hours and event changes: The hours outlined in the matrix (in registration package) are based on scheduling activities through the season and hosting the Richmond Dogwood Invitational. If any of the planned activities or events are revised or cancelled, the required participation commitment hours will be adjusted accordingly. While the total number of required hours may not change, the distribution of hours between participation categories may be revised.

  • Participation hours are subject to verification by RGA

updated August 2026