Volunteer Opportunities

Transcription

1 V Opportunities at the 18th annual Napa Valley Tour de Cure Sunday, May 3, 2009 presented by American Diabetes Association 1900 Powell Street, Ste. 120 Emeryville, CA , ext or

2 Dear Friend, A key factor in the high return rate of riders we enjoy from year to year is the excellent support and graciousness provided by vs who make it all about our riders. Thank you for considering ving at this year s Napa Valley Tour de Cure. Because we are expecting 2,400 riders on Sunday, May 3rd, our v needs are very great. To have a smooth-running event at which our riders feel well-supported, we will need at least 500 smiling, service-oriented vs throughout the day. We also have a need for several dozen vs on Saturday, May 2nd to help in the staging and preparations that will ensure that we are ready to greet and send off our first riders at the crack of dawn on Sunday. If you are able to assist us for a portion of the weekend, we would be very grateful if you could help us. Friends and family members who want to help are also very welcome. Review the assignments on the following pages and make your selection. Although you can by all means use the response form with this guide, we d like to encourage you to go online ( new this year! - and make your v task selection. We are proud to be the first Tour in the nation to sign up vs online, and by signing up online you will also receive periodic communications for vs distributed by . You may also call our coordinator Tom Hall at the ADA office ( , ext. 7460) with any questions, needs or responses. With gratitude, Sarah Paul 2 Kari Silverman Chair, Napa Valley Tour de Cure Chair, V Recruitment

3 REVIEW OUR ASSIGNMENTS AND CHOOSE YOUR FAVORITE(S) ASSIGNMENT SATURD TURDAY PAGE Unpacking Crew 6 Sign Posting Crew 6 Set-Up Crew 6 Bike Corral Set-Up 6 Handy V 6 Glass Washing Crew 6 SUNDAY Parking Crew 7 Registration/Rider Check-In 7 Yountville Signage Posting 7 Ambassador 7 Greeter 7 Runner 8 Operations Central Assistant 8 Yountville Route Monitor 8 Breakfast & Coffee Crew 8 Administrative Assistant 8 Additional Route Monitor 8 Motorcycle Support 9 SAG (Support-and-Gear) Driver 9 Massage Provider 9 EMT/First Aid Provider 9 Bicycle Mechanic 9 Finish Line Cheering 9 Lunch Crew 10 Drinks Crew 10 Route Marshal 10 Bike Traffic Control 10 Bike Corral Wrangler 10 Bridge Safety Crew 10 Wine Tasting 11 Silent Auction 11 Rest Stop Supplier 11 Site/Event Photographer 11 Errand Runner 11 Errand Driver 11 Team Photographer 11 Rest Stop Crews 12 Onsite Assistants Veterans Home 12 Signage Removal 12 Event Tear-Down & Site Restoration Crew 12 3

4 Rewards for Ving Thank you for your interest in ving at our 18th annual Napa Valley Tour de Cure on Sunday, May 3rd. In addition to our undying gratitude each v receives the following as tokens of our thanks: o o o the 2009 commemorative e Tour de Cure T-shir -shirt, volunt issue complimentar plimentary y lunch an invitation to stay with us and enjoy as much of the day as you would like before or after your shift Meet Our V Recruitment Chair Thanks to Tour de Cure Organizing Committee member Kari Silverman, who is taking on the important responsibilities that go with being V Recruitment Chair for a third, yes, a third year. Now, that s what we call dedication. This year, we need even more vs as we anticipate growth in the number of riders we will be serving, says Kari. If you have a family member or friend you could recruit on our behalf to help alongside you, we would be most thankful. With many of our assignments, having a friend along to share the responsibility will make the assignment all the more fun. Most of all we guarantee you the satisfaction that comes from ving and being of service to our riders and teams who year in and year out make the Napa Valley Tour de Cure the most successful special event in the nation for the American Diabetes Association. We couldn t do it without you! Select the assignment(s) you would like to perform online or on the response form with this booklet. You may also send communications to us at vol4tour@comcast.net. Optional Occasionally, vs express an interest in fund-raising for the event even though they will spend their time on May 3rd ving instead of pedaling on Napa Valley roads. When you sign up as a v online, your registration fee is automatically waived and you have full access to all the online fund-raising tools that are given to our riders. Any vs who raise funds of $250 or more are entitled to choose available thank you gifts for riders. 4

5 Thanks to These Companies and Groups More about Our Event We are fortunate to have the support of some charitable companies who are providing vs in addition to sponsorship dollars and team riders. This year s event is our 18 th annual. We are proud to be joined by Bio-Rad Laboratories as our Presenting Sponsor. This year our goal is to raise $1.3 million - and, once again, to remain the nation s most successful Tour de Cure. The Schedule for May 3rd Charles Schwab & Company provides the v crew that staffs our rest stop at Sterling Vineyards. Bio- Rad Laboratories has been a source of dozens of vs for our - rest stops, wine tasting, hospitality and many other assignments. Genentech provides vs for our parking crew as well as some of our emergency responders. In 2008, vs from Tra ravis Air For orce Base were a godsend taking on responsibilities as route monitors and helping ensure that our ride could continue to gain a permit from the Town of Yountville. Sponsor Treadw readwell ell & Rollo greened and staffed our rest stop in St. Helena. Thanks to these great institutions as well as to the Silverado Amateur Radio Society. Still, in spite of the support of these companies and groups, we do need you! 6:30 a.m. Breakfast is available 6:45 Solano Avenue Cyclery available for bike inspection. 6:30 7:00 Registration/check-in open for 100-mile riders 6:45 7: mile riders depart after announcements 7:45 8:45 Registration/check-in open for 50-mile riders 8:00 9:00 50-mile riders depart after announcements 8:45 9:45 Registration/check-in open for 25-mile riders 9:00 10:00 25-mile riders depart after announcements 9:45 10:45 Registration/check-in open for 10-mile riders 10:00 11:00 10-mile riders depart after announcements 10: mile riders who have not reached Fieldstone will be turned back to Napa Valley. 11:30 Lunch line opens 11:30 Massages available Noon 3:00 p.m. Live band performs Noon 3:30 Silent auction Noon 4:00 Wine tasting 1:15 Announcements, presentations from stage 1:30 Alexander Valley Loop & Fieldstone Winery rest stop are closed 3:00 Sterling Winery rest stop is closed. 4:00 Hot lunch service is closed; box lunches available 4:00 Fish & Game rest stop is closed. 5:00 Course is closed; final route sweep 5

6 SATURD TURDAY Y ASSIGNMENTS Unpacking Crew Unload supplies arriving in delivery trucks at the Vets Home. Help with sorting and organizing cartons and other items in preparation for being re-loaded onto other delivery vehicles that will supply rest stops. 9:00 a.m. to 1:00 p.m. eers Needed: minimum of 8 Note: This is a great assignment for a group of high school students (all the better with muscles) who need to earn v credits for graduation. Sign Posting Crews ws Working in pairs (one to drive and one to post), vs will put up directional signage along sections of the Tour de Cure route according to an established map with directions. Signage will be organized in order and each pair will be provided with tools (and rules) for posting our signs. flexible as long as completed by sundown eers s Needed: minimum of 8 (pairs of 4 with one car each) Bike Corral Set-U t-up Assemble Bike Corral in designated area out of plastic pipe and fittings designed for holding bicycles. est. 2-3 hours, can be done anytime on Saturday. eers needed: 4 Handy Volunt eers Vs with basic carpentry skills that can help construct signage used on the site will be very useful. Bring your tools and we ll provide the lumber and nails. late morning to mid afternoon eers s needed: 6 Set-U t-up Crew Work on variety of tasks to stage picnic grounds in preparation for the event on Sunday. Physical labor required as tables, chairs, cartons and other supplies are unloaded, sorted, moved, reloaded, etc. Hanging banners and posting signage on site is one assignment. from 9 a.m. until completion. If you are available for even a 2-3 hour time period that day, please sign up. eers Needed: minimum of 20 Note: This is a great assignment for a group of high school students (all the better with muscles) who need to earn v credits for graduation. 6 Glass-Washing ashing Crew Using the industrial dish-washer at the Veteran s Home cafeteria, wash and dry loads of wine glasses (1,000+) that will be used on Sunday. To be coordinated with cafeteria director outside of busy lunch period eers needed: 4

7 SUNDAY Y ASSIGNMENTS Par arking Crew Direct arriving traffic into available parking spaces as compactly and neatly as possible. Keep our attendees out of lots that are cordoned off by the Veterans Home. Direct riders up towards the picnic grounds for check-in and registration after they have parked. Communicate via walkie-talkie with fellow crew members as lots fill from the top of the campus towards the bottom. 5:00 a.m. to 10:30 a.m. eers Needed: 14 Registration Greet and check riders in as they come to your station to get their bib number. Make sure riders collection envelopes are completely filled out and that they have chosen their thank you gift at the appropriate dollar level if they have earned one. Check to see if the rider s completed Emergency Information/Liability Waiver form is legible. Give rider a bib number and safety pins. Write the bib number in the designated area of the margin on the Emergency Info/Waiver form. Offer the rider the choice of picking up their T-shirt now or giving them a ticket they can use to redeem later in the day. 6:00 a.m. to 10:45 a.m. eers Needed: minimum of 30 Yountville Signage Posting Working as a pair (one to drive and one to post), vs will put up directional signage in Yountville for the 10-mile route according to an established map with directions. Signage will be organized in order and the pair will be provided with tools (and rules) for posting our signs. 7:00 a.m. to 8:00 a.m. eers Needed: 2 Ambassadors Follow members of the parking crew and greet riders with Tour de Cure cheer as they arrive at the event. Welcome them and point them in the direction of the picnic grounds where they will find registration, portolets, etc. Some riders will arrive and have questions you can t answer. Let them know there is a Problems/Solutions station at the picnic grounds where they can get answers. 6:00 a.m. to 10:30 a.m. eers s Needed: 5 Greeter ers As event participants arrive greet our riders warmly and direct them to the registration area. Greeters stationed at registration will serve as controllers ensuring that riders have correctly completed their envelopes and all paperwork before they are allowed into our registration area. Greeters who encounter riders who have not met the minimum fund-raising requirement will direct them to the Solutions station manned by staff. 6:00 a.m. 10:30 a.m. eers Needed: minimum of 6 Note: You may be asked questions that you do not have answers for, so please direct those participants to the Problems/Solutions station. 7

8 Runner unners Working in pairs, runners will collect waiver forms and collection envelopes from the Registration vs and take them in boxes to the rooms on campus where Operations Central and Accounting/Administration are set up. 6:30 a.m. to 10:45 a.m. eers Needed: 4 Operations Central Assistants Organize waiver forms in numeric or alpha order as they are delivered to Ops Central in the early a.m. Assist Ops Central commander with other clerical or organizational needs; answer overflow phone calls and provide break and lunch relief for commander. Shift :00 a.m. to 10:00 a.m. Shift :00 a.m. to 1:00 p.m. Shift :00 p.m. to 4:00 p.m. eers s Needed: 3 Shift 1 -- minimum of 3 (until press of organization work subsides, probably mid- to late morning) Shift Shift Breakfast ast & Coffee Crew Assist with preparing and serving of light breakfast snack items for cyclists. This includes cutting bananas and bagels. Offer to spread peanut butter, cream cheese, and/or jam for bagels. Ensure that freshly brewed coffee is available through the morning. Make sure that there are sufficient supplies of items, especially for coffee service (cups, sugar or sugar substitute, milk, stirrers, etc.) 6:00 a.m. 10:30 a.m. eers Needed: 8 Administrative Assistants Assist our ADA staff in the process of entering donation totals from participant envelopes into spreadsheets that have been loaded onto laptop computers. Helping in the process of deriving a tentative total of income raised in the event. 7:00 a.m. noon; *Shifts are available. eers s Needed: 6 Yountville Rout oute e Monitor ors Pairs of vs stand guard at Yountville intersections along our route to remind cyclists, sometime assertively, to halt at stop signs. Shift a.m. to 10 a.m. Shift :30 to 11:30 a.m. Volunt eers Needed: Shift Shift Additional Rout oute Monitor ors Vs stand guard at points along route to warn about RR tracks (BV Vineyards) and at intersections to reinforce where routes turn -- Oakville Cross Road (for 25-mile cyclists), Dunaweal Lane (for 50-mile cyclists) and Skellenger Lane intersection of Silverado Trail and Oak Knoll Avenue intersection of Silverado Trail (for 25-, 50-, and 100-mile cyclists. Varying from early morning to midafternoon depending on the location Volunt eers Needed: 12-16; 2-3 hour shifts are available. 8

9 Motor orcy cycle cle Support Patrol route for injured riders, mechanical troubles, signage problems. Serve as an important conduit of information to Operations Central 7 a.m. 4 p.m. (3-4 hr. shifts vary throughout the day) eers Needed: Minimum of 12 SAG (Support-and-Gear) Driving Pick up cyclist and bicycle for transport to nearest rest stop or available bike mechanic. Respond to calls and directions from Operations Central to aid cyclists who need road assistance. Some SAG drivers will be accompanied by mobile Ham radio vs. Vs for this position need a van, pick-up truck, SUV or other vehicle that can transport cyclist and bicycle. Vehicles with trailer hitches are especially useful for the bike spike racks we can provide. We can also reimburse drivers for gas expenses related to the task. Shift :00 a.m. to noon Shift 2 -- noon to 4:00 p.m. # Driver ers/v s/vehicles Needed: Shift Shift Massage Provider THIS ASSIGNMENT IS CRITICALLY IMPORTANT TO THE SUCCESS OF OUR EVENT. WE APPRECIATE YOUR CONSIDERATION IF YOU HAVE THE TIME AND RIGHT KIND OF VEHICLE! Trained masseurs/masseuses provide brief massages to muscle-weary cyclists after they cross the finish line. 11:30 a.m. 4 p.m.* eers Needed: minimum of 15 EMT/First Aid Provider Assist in providing first aid as needed at the Veterans Home or at one of our rest stops under the direction of our lead EMT. Must be certified in Advanced First Aid. Typical situations include road rash, sprains, becoming overheated or sunburns. Shifts available from 7:30 a.m. to 4 p.m. eers Needed: 6-8 Bicycle Mechanic Assist cyclists whose bikes need repair in order to get to the next rest stop or back to the finish line. Shifts available from 7 a.m. to 4 p.m. eers s needed: 5 Finish Line Cheering Welcome back returning riders as they approach and cross the finish line. Let them know their efforts are appreciated. Create a mighty noise with cowbells, whistles, clapping hands and your enthusiastic cheering. Shift :15 a.m. to 1:30 p.m. Shift :30 p.m. to 4:00 p.m. eers Needed: Shift 1 -- minimum of 15 Shift 2 -- minimum of 15 *Shifts are available. 9

10 Lunch Crew Help serve lunch to 3,000 riders and vs. Related tasks include replenishing food & beverage supplies and assisting professional crew in keeping the lunch line moving. May include serving water and snacks to those in line if lines grow long. We are also likely to need help with less glamorous tasks of bussing tables and emptying garbage cans and sorting recyclables. Shift :15 a.m. to 1:30 p.m. Shift :30 p.m. to 3:30 p.m. eers needed: Shift Shift Drinks Crew Bridge Safety ty Crew Keep drink station that riders and vs visit after going through lunch line well stocked with water, sodas and ice. Alert site captain or committee v if water or soda supplies are running low. Offer water to riders if lunch lines grow long. 11:30 a.m. to 4:30 p.m. (Shifts available) eers s needed: 10 (throughout the day) Do you have an imposing appearance and commanding personality? We need you to keep auto traffic away from the bridge at the start-finish line as well as to keep children and other pedestrians (cheering crew) from stepping in front of cyclists. 8:00 a.m. to 3:00 p.m. eers needed: 4 (throughout the day) Bike Traf raffic Control ol As riders cross the finish line at the balloon arch at the bridge, traffic control vs will direct cyclists to the Bike Corral. It is important to get returning riders off the bridge to avoid traffic jams and accidents. Shift 1 11:00 a.m. to 1:15 p.m. Shift 2 1:15 to 3:30 p.m. eers needed: Shift 1 1 Shift 2 2 Bike Corral Wrangler ranglers Direct cyclist to stow and lock bike in available space in the corral. This is not a bike check service; instead we want all cyclists to take their bikes back to their vehicles or stow in the corral so they are not a trip-and-stumble hazard elsewhere on the grounds. Shift 1 11 a.m. to 1:15 p.m. Shift 2 1:15 to 3:30 p.m. eers s needed: Shift 1 2 Shift 2 2 Rout oute e Marshals Route Marshals are experienced v cyclists who ride the route to assist in guiding the participants through the event safely. Marshals play a vital role in ensuring a safe and fun event for everyone by reminding riders to observe the rules of the road. When they witness unsafe riding behavior they ride alongside the person to ask them to stop what they are doing and follow Tour rules. If a participant is riding without a helmet or riding in a manner that is dangerous to other participants, the Marshal should report them to Operations Central. 7:00 a.m. to 5:00 p.m. (outside range) eers needed: 5 needed (10:30 a.m. to 12:30 p.m. on 10-mile ride) 3 needed (9:30 a.m. to 1:30 p.m. on 25-mile ride) 2 needed (8:30 a.m. to 2:30 p.m. on 50-mile ride) 2 needed (7:30 a.m. to 5:00 p.m. on 100-mile ride) 10

11 Wine Tasting Sell commemorative wine glasses for $5 and check ID to make sure purchaser is 21 or older. Assist with wine tasting offering short pours to wine glass holders (for wineries who do not have representatives on hand). Check wristband for each customer who is entitled to one pour per station. 11:30 to 3:30 p.m. eers needed: 8 Silent Auction Assist staff in a.m. with set-up of auction tables. Assist with monitoring of auction items and closing of tables according to schedule. Assist with check-out and collection of payment for winning bidders. 10:00 a.m. to 3:30 p.m. eers s needed: 4 Rest est Stop op Supplier Work with our v truck driver who brings supplies and equipment to all our rest stops and picks them up at the end of the day. Supplies (tables, chairs, food, drink, etc.) are unloaded at each rest stop. NOTE: This is an all-day job and requires physical strength and endurance. This is a great opportunity for a strong high school boy who needs to meet a v requirement. 6:30 a.m. 5:30 p.m. eers s needed: 1 for all day or 2 (one for a.m. shift and 1 for p.m. shift Errand Runner Be on hand to run errands as needed on site and called upon by event staff, event chairman and other lead vs. This may involve tasks like finding supplies on site and getting them from one location to another (Example: Get ice from cold storage and take to wine tasting area). This may involve going into Yountville and purchasing supplies at Ranch Market Too. 7:30 a.m. to 3:30 p.m. eers needed: 2 (in rotation) Errand Driver Be on call to drive supplies or lunch for vs out to a rest stop in Calistoga or on the Silverado Trail 9:00 a.m. to 3:00 p.m. eers s needed: 1 or 2 Team Photographer ographer Staff booth on lawn adjacent to big tent and take team pictures as captains gather their teams and bring them over to the bleachers for group photos. Teams may have photos taken as often as they like and as they can gather different team members together. Provide digital photos as soon after the event as possible to Tour Coordinator Tom Hall (thall@diabetes.org). 7:00 a.m. to 4:00 p.m. eers needed: 2 (in rotation) Site/Ev e/event ent Photographer ographer Take candid shots of activities taking place at the event, with emphasis on capturing images of vs and riders in a multitude of activities, sponsor signage and large group and crowd shots. We would also like to have a photographer taking photos of riders out on the course and at rest stops. 8:00 a.m. to 4:00 p.m. eers needed: 2 11

12 Rest Stop Crews Prepare snacks for hungry cyclists. Cut oranges and bananas. Spread peanut butter and jelly on bread or bagels. Some prefer peanut butter and bananas. Make sure that cold water is available as well as Jelly Belly Sport Beans (for electrolyte replacement) and Cytomax energy powder for cyclists to mix with water in their water bottles. These are just some of the ways we can help our riders feel appreciated and re-energized. Some rest stops will be sponsored by companies that will have v representatives but all can use more v representatives who want to be of service to our riders. 7:00 a.m. to 9:30 a.m. Wine Service Coop, St. Helena 8:30 a.m. to noon Fieldstone Winery, Healdsburg 9:00 a.m. to 1:30 p.m. Sterling Vineyards, Calistoga 10:00 a.m. to 3:00 p.m. Dept. of Fish & Game, Napa 10:00 a.m. to noon Harris Ranch, Yountville eers s needed:75 (in total) Onsite Assistants Assist staff and key vs in staffing V Check-In, Problems/Solutions, Lost & Found, etc. Assist riders who got a ticket when they registered in lieu of a T-shirt to pick up their T-shirt in the afternoon following their ride. Help staff and vs in keeping site orderly, and stocked with supplies. It s not glamorous, but we will need help in making sure that rest rooms are stocked with supplies and kept neat. 8:00 a.m. to 3:30 p.m. eers needed: 3-4 Signage Remo emoval (Ideally working in pairs one to drive, and one to hop out of the car), take down signage posted on route after last cyclists have come through. We aim to keep signage to use for another year if it s in good enough shape after careful removal. Please bring signs back to the Veterans Home on Sunday afternoon or contact us ( , ext or thall@diabetes.org) so we can pick it up from you sometime the next week. 11:00 a.m. until twilight; on Monday if not completed on Sunday (a) 11:00 a.m. north on Highway 29/128 up to Dunaweal Lane, Calistoga (b) 1:00 p.m. Alexander Valley and Napa Valley down to Sterling Vineyards Rest Stop in Calistoga (c) 1:00 p.m. Yountville 10-mile route (d) 4:00 p.m. Silverado Trail south and follow route back to the Veterans Home eers s needed: 8 (2 each for a, b, c & d above) Event Tear ear-do -Down wn (& Site Rest estoration) Crew Picture this: V and staff organizers have been on site since 5:30 a.m. and are pretty well exhausted, but it s 4:00 p.m. and just about time to dismantle the event, clean up all the debris, re-pack supplies that can be used in the future and re-load the truck. Onsite signage and banners need to be taken down. Tables and chairs used in Ops Central and Accounting need to be brought back to the picnic grounds. There is no lack of things to be done under the title of Site Restoration for a good two to three hours. But the cavalry shows up; we all catch a second wind and the day is won with a new infusion of vs. This is a great task for a crew of hard-working, strong high school students who need credit for v hours. 4:00 p.m. to 6:30 p.m. (The more hands we have the more quickly we ll get done.) eers needed: 24 12

13 Volunt Response Form Please fax your completed form to or to or join our V Crew online at Thank you! Please check the assignment(s) you are interested in helping with. If you are interested in helping with more than one assignment please indicate your preferences by placing numbers in the boxes, with 1 as your favorite, 2 your next preferred, etc. If you are available for an assignment that has a shift, please indicate the time period you can help in the section provided on this page. Thank you! Saturday Unpacking Crew Sign Posting Crew Set-Up Crew Sunday Parking Crew Registration/Rider Check-In Yountville Signage Posting Ambassador Greeter Runner Operations Central Assistant Yountville Route Monitor Breakfast & Coffee Crew Administrative Assistant Additional Route Monitor Motorcycle Support SAG (Support-and-Gear) Driver Massage Provider EMT/First Aid Provider Bicycle Mechanic Finish Line Cheering Rest Stop Crew Wine Service Co-op, St. Helena Fieldstone Winery, Healdsburg Sterling Vineyards, Calistoga Dept. of Fish & Game, Napa Harris Ranch, Yountville Bike Corral Set-Up Handy V Glass Washing Crew Lunch Crew Drinks Crew Route Marshal Bike Traffic Control Bike Corral Wrangler Bridge Safety Crew Wine Tasting Silent Auction Rest Stop Supplier Site/Event Photographer Errand Runner Errand Driver Team Photographer Onsite Assistants Picnic Grounds Signage Removal Event Tear-Down & Site Restoration Utility V (Assign me where you need me.) Other My time availability is from to. Name Address City/Zip Phone #: 13