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Exchange 00a Start - First Shift
Location: Cambridge Elementary School; Jeffersonville
Directions:
From Bennington / Rutland/Rutland: take US 7 north to Burlington. Then:
From Burlington: from I-89, go northeast on RT 15 through Cambridge to Jeffersonville and intersection of RT 108 (26 miles), turn right on RT 108. Then go one block to Main St and turn right; go one block to School St and turn left.
From Brattleboro: take I-91 North to I-89 West to Waterbury. Then:
From Waterbury I-89 / RT 100 exit: head north on RT 100 North to RT 15 (20 miles). Turn left on RT 15 to intersection with RT 108 (15.4 miles). Turn left on RT 108 then go one block to Main St and turn right; go one block to School St and turn left.
Volunteer Parking: Volunteer Parking: the relay start area is in the back of the school; park in the parking lot
Unique to this Exchange:
Volunteers on the first shift arrive early to help set up the start. Must be able to lift 35 lbs.
Volunteers will help to check in teams: checking their waivers, safety equipment, and passing out race packets. Volunteers must be organized; not appropriate for kids to be the volunteers.
Equipment you will receive will be:
1 Orange Safety Vest per volunteer
Extra toilet paper and garbage bags.
Exchange Notes:
This is the start area for the Green Mountain Relay. Teams will be coming and going from 5:30 AM until 1:00 PM.
Volunteers will assist the staff with the set-up and take-down of the start area, checking in the teams as they show up, directing the relay vans to parking, and keeping the area clean.
There are three different tasks unique to the start, plus a parking monitor(s), that will be needed:
1. Collecting Waivers, Substitution Forms, and Substitution payment (1-2 people) - you will be provided with a notebook that has each team on a separate page. On the page will be a list of all the runners AND volunteers for their team as they entered it into the GMR database before it closed. Your responsibility will be check off each individual waiver received with the team list. If a name is different, a Substitution Form is required to be filled out as well as to collect payment (cash/check) for $10. If there is Substitution Form is needed, there is a $10 fee, no exceptions!!! The check MUST be made out to "Timberline Events LLC." Staple the cash/checks to the substitution form and place in the Substitution Form folder. If any waivers are missing, the team can not start. Some teams may have an invoice paper clipped to their fold. ALL invoices must be paid before the team is checked in. Again, staple the team's check to the invoice and place it in the Substitution Form folder. Place all signed waivers in the team's folder.
2. Safety Check (1-2 people) - your responsibility is to make sure that each team has ALL the required equipment:
2 flashlights or headlamps
6 reflective vests
2 flashing red LED lights
One sign per van: "CAUTION-RUNNER ON ROAD" (minimum 17 x 22 inches) to be attached to the rear of each teams two vehicles. These can be hand made but they must be legible - one sign for Ultra Teams; be careful, some teams try to get by with signs that are smaller than required. Also, some teams will tell you that the sign is already on the back of their van. Please go take a look at it if you have time. If you stand 30 feet from the sign and can not read it, the team must come up with a replacement.
1 First Aid kits per vehicle - one kit for Ultra Teams
1 copy of the Relay Handbook and Map book per vehicle
1 Trash bag per vehicle
3. Distribute Team T-Shirts (1-2 people) - You will have a notebook with a sheet listing of each team member’s name and the tech shirt size they ordered.
a. Find the bag that corresponds to the team.
b. Open the bag with the captain and check each shirt. You need to make sure there is the correct number of each style and size. The volunteers might be listed on this sheet, but they will get their shirts at their volunteer location.
c. Pull any shirts of people that are no longer on their team (ex: they have made a substitution) and place in the extra shirts box (please keep shirts clean).
d. Once you have checked all the shirts, please have the captain sign the sheet. This is them confirming that no shirts are missing and are correct. There is also a copy of the size sheet in the bag so the captain can distribute the right shirt to each member of his or her team. If they are missing any shirts, fill out a missing shirt form and have them take it to the merchandise tent. **
e. Send them to Packet Pickup.
**If there are team additions, their substitution form is their shirt order their shirt will be mailed to them after the relay.
**If there are people wanting to switch tech shirt sizes they will need to do so at the merchandise table. There will be a very limited quantity of extra shirts that can be exchanged out.
4. Parking (1-2 person(s)) - proactively direct relay vehicles to specific parking spaces utilizing the red flags provided. Relay vans should be directed to park behind the school in the large parking lot. The start and the Relay registration tables, etc. will be set up next to the parking lot between the school and the field.
At the end of your shift, walk around the parking lot to police the area and collect any trash.
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