[roc-info] Trail Run Volunteers

[Richard Detwiler]

I can help out with the course setting on Friday.

I'll be at registration for the entire 7:00-9:30 time (although ideally 
I'd like to be able to duck out for 10 minutes just before 8:00, and 
then duck out again by around 9:25 so I can take pictures of the 
starts). The last couple of years, we've been sold out by race date with 
made the whole registration process MUCH easier as we didn't have to be 
geared up for day of meet entries. All we had to do was hand out bib 
numbers to people who had already registered. As of now, we're far from 
being sold out so it looks like we'll need to be staffed to handle day 
of meet entries. We definitely need the "1 more" for 7-8 that Sandra 
mentioned, and "2 more" for 8:00-9:30, and it might not hurt to have yet 
another person in the 8:45-9:30 time frame which should be the busiest.

On 10/24/2015 10:30 PM, SandraLomker wrote:
>
> Hi Everyone,
>
> MD Brian Thomas just sent me the list of volunteers needed for the 
> Annual Trail Run at Mendon Ponds Park on Saturday, November 7.  Since 
> this is ROC’s biggest money maker for the year and we will need many 
> volunteers.  Please let me know if you can help either for the entire 
> day or just for a portion of the day.  I am pasting the whole line up 
> so please look below and get back to me asap.  I will add a few 
> comments in red below.
>
> Thanks, Sandra slomker at frontiernet.net <mailto:slomker at frontiernet.net>
>
> _Meet Director_: Brian Thomas
>
> _Course Setters_ (Friday): Brian Thomas - need 2-3 more here -  Rick 
> W, are you able to help here?
>
> _Registration:_ 7-8 Need 2; 8:00-9:30 Need 3 – I am assuming Dick 
> Detwiler will be here for most of the time, still needed 1 more for 
> 7-8 and 2 more for 8-9:30
>
> _Registration_
>
> 1 Greeter directs participants to proper registration line.  Start 
> area is just outside of Stewart Lodge.  Bathrooms are open and 
> available nearby.  Drop bags in the shelter near the parking lot.  All 
> participants should sign-in on the waiver.  Hand bibs to 
> participants.  If any participants want to change from a shorter 
> distance to 50k, they have to pay the difference between what they 
> paid already and the late reg price ($45). There are usually very few 
> if any people who switch to 50k.  Changing from 50k to a shorter race 
> or among the 10k/20k/30k races can be done without charge (no refunds 
> for drops from 50k).  All changes should be recorded on change sheet 
> to be given to timing staff.
>
> _Parking:_ 8:30-9:30 Need 1 if possible
>
> _Parking_
>
> Parking volunteer should stand at end of entrance road to beach 
> parking lot to monitor flow of traffic.  Once lot is full, people 
> should park on *right side only* of exit road and entrance road.  It 
> will probably be easiest to direct people to exit road first, then 
> start moving up the hill, lining up cars up the entrance road starting 
> from the bottom.  There is also parking on Douglasbetween exit and 
> entrance road, but the spot near the fire hydrant should be kept 
> clear.  The road in front of Stewart should be reserved for the end 
> (this is the "volunteer parking area" which hopefully this won't need 
> to be used by participants at all).  Our meet signs will be put up to 
> direct cars into the Beach lot.
>
> _Start/Finish/Aid Station_: Need 2 8:45 - 1, One 1- 3:30
>
> _Start/Finish Aid Station_
>
> There won't be much action here until just before 9:00AM.   Have cups 
> of water, Heed, ginger ale, and coke for runners to drink.  Hammer 
> Heed branded cups should be used for Heed only (this is a request from 
> Hammer Nutrition).  There are bowls and plates for cookies, pretzels, 
> candy, etc.  If possible, assist runners in re-filling their bottles.  
> Since this aid station is right after the drop bag area, it is usually 
> much less busy than the kennel station.
>
> _Start/Finish Line Volunteer_ - Need 1 all day or split the day 
> between 2.
>
> Most important: record and give to timing staff any DNF's or 
> dropdowns.  We need to know who is leaving before their scheduled 
> distance.  Direct finished runners to Stewart Lodge using the door 
> facing the bathrooms - runners will need to continue straight ahead 
> around the lodge and we want to get finished runners out of the way 
> ASAP.  The food and drink are in the lodge, so direct them that way. 
> Make sure runners who use the bathroom have crossed the start/finish 
> line before going to the bathroom - the course is designed so this 
> should be the logical action, but sometimes people don't think 
> logically after running for several hours. As results are printed out, 
> deliver or have someone else deliver them to the cork board in the lodge.
>
> _Kennel Aid Station/Carol’s Café_:  Carol, Are you able to help this year?
>
> Need 2 8:15 - 10:00, 4 10:00 - 12:00, 2 12:00 - 4:15
>
> _Kennel Aid Station_
>
> Tables, food, drink, tent will be delivered prior to race.   Have cups 
> of water, Heed, ginger ale, and coke for runners to drink.  Hammer 
> Heed branded cups should be used for Heed only (this is a request from 
> Hammer Nutrition).  There are bowls and plates for cookies, pretzels, 
> candy, etc.  If possible, assist runners in re-filling their bottles.
>
> _Road Crossing: _Need 1 at 8:00 then 1 8:40 - 4:30 (this can also be 
> split)
>
> _Road Crossing_
>
> Runners will be crossing from both directions.  In pre-race 
> instructions, they will be told that marshals do not have the ability 
> to stop traffic and that they should stop if told. Ultimately, it is 
> up to the runner to cross safely.  Those leaving for a loop will stay 
> to the left after crossing, heading up the access road before making a 
> left onto the blue trail. Those returning will also stay to the left, 
> crossing the road and re-entering the field near the gate to the 
> access road.  I will be heavily marking this area and mentioning this 
> in start instructions, but runners may need a little verbal assistance 
> the first time around..  (Note: The parks dept does not have the key 
> to open this fence.  The fence is "owned" by the water authority).
>
> _Food (Stewart Lodge):_ Need 2 until 1 PM, 1 until 5 PM -  Linda, are 
> you able to help here again?
>
> Food will be ready after each participant has completed his/her run.
>
> _Course Sweeper_ - I have someone who has volunteered to sweep the course
>
> _Clean-up_ - Need 1-2 helpers from 4:00 - 6:00
>
> Thanks again to ALL volunteers.  Let’s make this another successful day
>
> Sandra
>
>
>
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