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Exchange 07
Location: Middlesex Town Clerk and Volunteer Fire Department parking lot
Directions:
From Bennington / Rutland: take US 7 north to Burlington. Then:
From Burlington: take I-89 South to Waterbury. Then:
From Brattleboro: take I-91 North to I-89 West to Waterbury. Then:
From Waterbury I-89 / RT 100 exit: turn south on to RT 100 South for a half mile to the "T" intersection with US 2. Turn left on US 2 for 7.3 miles to Middlesex. The white Town Clerk building with the Volunteer Fire Department garage behind it are on the right.
Volunteer Parking: Volunteer Parking: park behind the Town Clerk building keeping clear of the Volunteer Fire Department building.
Unique to this Exchange:
UNIQUE TO THIS EXCHANGE: Van parking is behind the Town Clerk building, BUT KEEP THE AREA IN FRONT OF VOLUNTEER FIRE DEPARTMENT CLEAR.
Equipment at the Exchange will be:
A notebook with Exchange Instructions
1 Orange Safety Vest per volunteer
1 Orange Flag and/or Lighted Baton (for night exchanges) for each Parking Monitor for directing vans
Garbage can, extra garbage bags and toilet paper
Two orange traffic posts with yellow tape to designate the Runner Exchange Zone
Exchange Notes:
WHEN YOU FIRST ARRIVE:
The First Shift of Volunteers is scheduled to arrive 30 minutes BEFORE the first team is PROJECTED to arrive. The closer to the start your exchange is located, the more likely this projection will be accurate. The further into the relay route, this projected time is dependent on numerous factors include how accurate team's projected pace is, as well as weather conditions, etc. A team could arrive early or could it could be a while.
If there is a second shift of volunteers, they are scheduled to arrive 15 minutes before the first shift's departure time. This will give them time to get oriented.
The exchange equipment is stored in one of the portable toilets - if there is a lock, the combination is "195". In the portable toilet, you will find two orange looper tubes with a yellow ribbon and a trash can. Many exchanges will also have a folding X-Sided Hamper Stand - this is for recycling only (glass, plastic, and aluminum). If you have one of these, open it up and place it in a visible area in front of the portable toilets.
All the equipment is in the trash can. You will find: a reflective volunteer - these must be worn by each volunteer. You will also find garbage bags for the trash can, extra toilet paper, either red flags or red batons (these are for the parking monitors to use to direct traffic), a clipboard and pen, and a notebook. Remove all the equipment and set up the trash can with a garbage bag by the Portable Toilet. Tie all the extra garbage bags to the trash can handles so they are easily available when the bags fill up.
The notebook contains the instructions for the exchange, a map for how the exchange should be set up, and all the important paperwork you will need (exchange time sheet and staff contact phone numbers). ALL VOLUNTEERS should review the map and volunteer responsibilities
The looper tubes are to designate the Runner Exchange Zone. Look at the Exchange map to learn where the runner exchange zone is and spread the tubes apart there with the yellow ribbon tied to each end. This is where runners should be directed to do their hand-off.
REMEMBER - if you are a volunteer associated with a team and you don't show up, the team you are representing will be disqualified. If you are late, your team will be penalized the amount of time you are late.
ALL VOLUNTEERS ARE RESPONSIBLE FOR:
1. Reading and following the volunteer's responsibilities and duties to ensure a safe and smooth running exchange that respects the private property we have permission to use.
2. Setting up the exchange (placement of runner exchange area, directing relay vans to park ONLY in designated areas) as detailed in instructions and the exchange map
3. Enforcing the following rules:
a. No active runner should be permitted to leave the exchange if wearing earbuds/headphones/iPod. If a runner departs anyway, you must note their Team number (bib number) on the Time Sheet
b. Any active runner that comes into the Runner Exchange Zone wearing earbuds/headphones/iPod should be noted on the Time Sheet
c. Runners should be using the portable toilets and not relieving themselves on private property
4. Keeping the trash and recycle bin under control. When the trash can becomes full, tie off the garbage bag and set it next to the portable toilets. Then put a new garbage bag in the can. Same with the recycle bin - there will be light blue trash bags for recycling only.
5. Policing the area, picking up any trash so that the area is as clean when we leave as when we arrived so we can use the area in following years.
6. Keep participant noise to a manageable level - during the night, keep runners quiet as there are can be residences close to the exchange area; this includes the shouting/cheering/loud talking of the runners, music/radios in the vans, slamming of van doors.
The first thing to do is to set up the Exchange EXACTLY as shown in the exchange map. Take the two looper tubes, make sure each end of the yellow ribbon is tied to a tube, and then place them spread apart in the location identified by the map. This is where the departing runner waits and the incoming runner must come to for the hand off. DO NOT LET THE RUNNERS DO THEIR EXCHANGE ANYWHERE BUT IN THE RUNNER EXCHANGE AREA. No changes can be made to the layout of the exchange without the approval of the race director or the zone coordinator. The map also designates general areas where each of the volunteers should be positioning themselves.
If it is not already in place, take the Exchange Sign (stored by the portable toilet) and place it near the entrance to Runner Exchange as shown in the Exchange Map.
VOLUNTEER DUTIES - you can decide amongst yourselves who will do which task:
RUNNER EXCHANGE AREA MONITOR:
* Your primary responsibility is to record each team's Runner Exchange time on the time sheet. Teams on the sheet are listed in order of their bib number.
* Do not let any runners who are wearing headphones to depart
* If after sunset (approximately 8:30 PM) or before sunrise (approximately 5:10 AM), runners should not be permitted to depart without wearing the required safely gear: reflective vest, flashing red LED light on their backside, and a headlamp/flashlight.
* Note any negative incidents or Time on the Time sheet.
* Ensure that only outgoing runners wait near Runner Exchange Areas and that people are not obstructing the path of the incoming and outgoing runner.
* Prevent runners from being forced onto the road by spectators obstructing the shoulder.
* Request quiet at night near residential areas.
* Pick up any trash you might see
SPOTTER:
* Positions themselves 20 - 30 yards BEFORE the Runner Exchange Zone, not next to the Exchange monitor
* Calls out team number on the bib of incoming runners so the correct outgoing runner will know their teammate is approaching and can enter the Runner Exchange Areas.
* Prevent runners from being forced onto the road by spectators obstructing the shoulder.
* Request quiet at night near residential areas.
* Pick up any trash you might see
ACTIVE VAN/PARKING MONITOR
* Actively direct vans to park ONLY in designated areas utilizing either the red flag or lighted red baton included in with the exchange equipment.
* Does not allow vans to block or force runners onto the road by obstructing the shoulder.
* Vans may not park for 500 feet BEFORE Exchanges so incoming runners may view outgoing runners.
* Allows only Active Vans to park in Exchanges. Both team vans may park in Van Exchanges (6, 12, 18, 24, 30).
* Request quiet at night near residential areas.
* Pick up any trash you might see
ALL volunteers assist in keeping Exchanges clean. If the garbage can becomes full, tie off the bag and replace with a new garbage bag. Store full bags next to the portable toilet. It is also your responsibility to police the area before you leave and place any trash/litter in the trash bag. Tie up all the garbage bags and stack near the portable toilet.
Our SWEEP TRUCK will be following the last runner on the course and should arrive at the Runner Exchange just before or just after the last runner. You can start collecting all the gear and trash bags and pile it all together near the runner exchange zone to load onto the truck.
THANK YOU FOR VOLUNTEERING AND HELPING TO MAKE THE GREEN MOUNTAIN RELAY A SUCCESS!!
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