VOLUNTEER RESOURCE MANUAL

Transcription

1 43rd RUNNING VOLUNTEER RESOURCE MANUAL Prepared by: Manual not for duplication without the permission of The New Balance Falmouth Road Race and DMSE, Inc. 1

2 Table of Contents I. Introduction 3-4 II. Volunteer Information 5-8 a. Online Registration 5-6 b. Event Schedule 7-8 III. Race Week Volunteers 9-15 a. Pre Race Set-Up 9 b. Health & Fitness Expo c. SBLI Falmouth Family Fun Run 13 d. Race Day IV. Volunteer Etiquette 16 V. FAQ s VI. Maps

3 A note from our Volunteer Manager: Welcome to the 43 rd running of the New Balance Falmouth Road Race! Thank you, again for your time and dedication to making the 2015 race a complete success. This new Volunteer Handbook is designed to share information with all of our volunteers, from those who assist us throughout the year to those who volunteer on race day. Our goal with this handbook is to provide a resource that each of you in the volunteer sector can operate from with a common frame of reference to better inform you of all aspects of the race not just the area to which you are assigned. Again, thank you for your ongoing participation and for continuing to help us keep this a community event. With Gratitude, Nicole Nicole Spencer Volunteer Manager New Balance Falmouth Road Race 3

4 A word from AETNA, our 2015 Volunteer Sponsor: Aetna is pleased to be the Volunteer Sponsor of this year s New Balance Falmouth Road Race. Aetna wants to create healthier communities, a healthier nation and a healthier world. We also want to help you be healthier. Our strong belief in volunteerism, which aligns with our goal, makes our commitment a great fit with the Falmouth Road Race. Aetna s employees give generously of their time and in 2014 volunteered more than 420,000 hours to support a range of community initiatives and over 2 million hours in the last five years. They collected food, walked in fundraisers, stuffed backpacks with school supplies and assisted local nonprofits in hundreds of other ways and of course they help in many running, biking and walking events just like FRR. Aetna knows firsthand the difference that volunteers can make in community events like the Falmouth Road Race; year in and year out since its beginning in 1973 FFR has relied on volunteers just like You. Aetna would like to thank all of the 2,000 volunteers that give their time to make the New Balance Falmouth Road Race what it is today, one of the best races in the country. Chris Montross Senior Managing Director, Aetna Community Relations & Urban Marketing 4

5 Volunteer Online Registration Volunteer Information In 2014, the NBFRR adopted an online registration process that allows us to capture important contact and emergency information for all volunteers. The online process has been very helpful for volunteers, captains and the staff. Steps to Register as a Volunteer: 1. Visit 2. Choose your volunteer category: You are part of a non-profit group. (Password may be required to register) You are a icensed medical personnel. (Medical License, and password required to register) You are an individual wishing to register as a volunteer. (Password may be required to register) If you have chosen Group Volunteer Registration follow these instructions: 1. Find the shift your non-profit group is volunteering for. 2. Select the blue downward arrow to view the available shifts. 3. Click the box next to the shift you wish to complete. (MAKE SURE YOU MARK THIS IN YOUR CALENDAR) 4. If prompted please enter a password provided by your volunteer captain. 5. Scroll down and click on the box indicating that you are giving your electronic signature. This confirms that you understand the terms and agreements of the volunteer race registration. 6. Click Accept Terms and Continue at the bottom of the web page. 7. Fill in your Contact Information (Fields with an asterisk (*) are required for registration) 8. When finished entering Contact Information, click Submit at the bottom of the page. 5

6 9. After submitting registration, you will receive a confirmation . (If you do not see your confirmation , please check your Junk Mail) If you have chosen Medical Volunteer Registration follow these instructions: 1. Fill in your Contact Information (Fields with an asterisk (*) are required for registration) 2. Upload a copy of your Medical License (GIF, JPG, PNG copies are acceptable) 3. Scroll down and click on the box indicating that you are giving your electronic signature. This confirms that you understand the terms and agreements of the volunteer race registration. 4. When finished entering Contact Information, click Submit at the bottom of the page. 5. After submitting registration, you will receive a confirmation . (If you do not see your confirmation , please check your Junk Mailbox) If you have chosen Individual Volunteer Registration follow these instructions: 1. Find a volunteer role that sparks your interest. 2. Select the blue downward arrow to view the assigned shifts. 3. Click the box next to the shift you wish to complete. (MAKE SURE YOU MARK THIS IN YOUR CALENDAR) 4. If prompted please enter a password provided by your volunteer captain. 5. Scroll down and click on the box indicating that you are giving your electronic signature. This confirms that you understand the terms and agreements of the volunteer race registration. 6. Click Accept Terms and Continue at the bottom of the web-page. 7. Fill in your Contact Information (Fields with an asterisk (*) are required for registration) 8. When finished entering Contact Information, click Submit at the bottom of the page. 9. After submitting registration, you will receive a confirmation . (If you do not see your confirmation , please check your Spam mail) Having Trouble Registering as a Volunteer? If you are part of a volunteer group please contact your volunteer captain to assist you. Contact The New Balance Falmouth Road Race office by phone , or by info@falmouthroadrace.com 6

7 Race Week Event Schedule Do you want the Race Week Schedule on your phone? Now you can have it! By going to the Apple App Store or Google Play you are able to search Falmouth Road Race to find our new app. By downloading our app you will have the ability to have the Race Day Schedule, Runner Tracking, News, and more all available at your fingertips! Wednesday, August 12, 2015 Event Time Location Volunteer Kick-off Party 6:00 PM - 8:00 PM Cape Cod Fairgrounds Thursday, August 13, 2015 Event Time Expo and Number and Pick-Up 5:00 PM - 9:00 PM Location Health & Fitness Expo at the Falmouth High School. 7

8 Friday, August 14, 2015 Event Time Location Expo and Number and Pick-Up 10:00 AM - 9:00 PM Health & Fitness Expo at the Falmouth High School. Saturday, August 15, 2015 Event Time Location Expo and Number and Pick-Up 10:00 AM - 4:00 PM Health & Fitness Expo at the Falmouth High School. The Falmouth Walk 10:00 AM Falmouth Town Hall SBLI Falmouth Family Fun Run 5:00 PM - 7:00 PM Falmouth High School Track Falmouth Youth Mile 5:00 PM - 7:00 PM Falmouth High School Track Tommy Cochary High School Mile 5:00 PM - 7:00 PM Falmouth High School Track Sunday, August 16, 2015 (RACE DAY) Event Time Location Bus Transportation to the Start 5:45 AM - 7:45 AM Lawrence School Wheelchair Division Start 8:40 AM Start Line Woods Hole Elite Women s Start 8:50 AM Start Line Woods Hole New Balance Falmouth Road Race Start 9:00 AM Start Line Woods Hole 8

9 Race Week Volunteers We have over 50 groups and hundreds of individuals who volunteer throughout the race. Positions begin the week before the race and end the Monday following the race. Without volunteers, this race would not be a success. Thank you! Pre-Race Set-Up Health & Fitness Expo: Volunteers assist our Expo Manager, Megan Faulkner. with all set up needs-- from equipment to goods. Truck Loading: Volunteers meet at the Falmouth DPW Parking Lot off Gifford Street to assist DMSE staff with truck equipment loading. Ballfield Set-up: Volunteers assist DMSE staff with fence set-up at the Ballfield Bib Label Application: Volunteers apply bib labels to runner bibs. Gift Bag Construction: Volunteers assemble 13,000 runner gift bags. 9

10 2015 Health & Fitness Expo Located at the Falmouth High School Field House, 874 Gifford Street, the Expo welcomes our 12,800 race participants, friends, family and the general public to share in a three-day celebration featuring the latest in running, fitness and uniquely Cape Cod items. Special Events and Schedule Thursday, August 13, 5:00 PM to 9:00 PM Friday, August 14, 10:00 AM to 9:00 PM Saturday, August 15, 9:00 AM to 4:00 PM THURSDAY, AUGUST 13 th 5:00 PM Paul Clerici: Author of The History of the Falmouth Road Race FRIDAY, AUGUST 14 th 4:00 PM FAST (Falmouth Area Sports Training) Flexibility Clinic Book Signing: Paul Clerici: Author of The History of the Falmouth Road Race* 5:00-7:00 PM Karen Rinaldo: 2015 NBFRR Poster Artist will be signing runner posters* 5:30 PM Team Hoyt 7:00 PM Rebecca Pacheco: Author of Do Your Om Thing SATURDAY, AUGUST 15 th 9:30 AM Dr. Huggins, Korey Stringer Institute: Discussion on tips for training in the heat. 10

11 11:00 AM Dave McGillivray and Meb Keflezighi: Legendary Race Director and 2014 Winner of the Boston Marathon discuss training and competing at the Masters Level. 12:00-2:00 PM Karen Rinaldo: 2015 NBFRR Poster Artist will be signing runner posters* 12:30 PM Tatyana McFadden: Current wheelchair champion, course record holder and current children's author. 2:00 PM The Legends: Joan Samuelson, Bill Rodgers & Frank Shorter Book Signing: Paul Clerici: Author of The History of the Falmouth Road Race* 4:30 PM In-Motion Training: SBLI Falmouth Family Fun Run stretching clinic and warm-up. *Book signings are held at the Chamber of Commerce Booth Health and Fitness Expo Floor Plan: 11

12 Parking: Volunteers assist Jason Chorches, Expo Parking Coordinator, with traffic, parking and overall flow of cars during the Expo. Number Pick-up: Volunteers hand out bib numbers to runners. Ambassadors: Volunteers provide direction, information, and are able to look online for bib numbers, to attendees. Gift Bag Handout: Volunteers will give runners their gift bags. Green Team & Clean-up: Volunteers will be helping Megan Faulkner, Expo Manager, with various jobs from recycling to clean-up and breakdown. 12

13 SBLI Falmouth Family Fun Run Held at the Falmouth High School Track at 5:00 PM on Saturday, August 15, 2015, the SBLI Falmouth Family Fun Run is for families to enjoy a night of running, entertainment and giveaways. At this event there is the Tommy Cochary High School Mile, the Falmouth Youth Mile, the Toddler Trot, and the Falmouth Family Fun Run (1 Mile). SBLI Falmouth Family Fun Run Map (1 Mile): 13

14 Race Day Road Closures: Road closures are determined by the Falmouth Police Department on the FPD site or Facebook page: Transportation: Bus Loading: Volunteers assist runners in & around the Lawrence School. Lawrence Parking: Volunteers control runner parking/drop off areas & clean-up at the Lawrence School area. Bike Valet Program: Volunteers assist runners that drop off their bikes in the Falmouth Heights and get a bus to ride to the start. Bicycle Monitors: Volunteers assist race staff with monitoring the course. Water Stops: Volunteers setup, hand out & clean up the water stations. Start Line: Water Tables: Volunteers assist with set-up, distribution and clean-up of water tables. Runner Bus Drop-off: Volunteers will assist with runner foot traffic to the start area Clean-up: Volunteers will clean the start area and around Woods Hole 14

15 Finish Area: Pre-finish Line Security: Volunteers assist with vehicle, spectator control and athlete flow, keep course clear of hazards, and assist with media & Photographers. Finish Line: Volunteers assist with crowd control, congestion & foot traffic Post-Finish Line: Volunteers assist with runner crowd control & keep foot traffic moving. Water Stop: Volunteers hand out waters on Worcester Court to runners walking to the ballfield. Elite/Media Tent: Volunteers assist with tent set-up, organization and elite runner reception. Some escort elites and invited athletes from the finish line to the media tent. Wheel Chair Tent: Volunteers assist with tent set-up, and management of athletes and their equipment. Parking: Volunteers provide security and direct road traffic near the finish area. Ballfield and Awards: Information Tent: Volunteers provide event information and assist runners with finding families & lost and found. Awards Ceremony: Volunteer set-up, and breakdown chairs. Ballfield Clean-up: Volunteers will assist with ballfield breakdown, clean-up, trash and recycling. 15

16 1. Be on time. Volunteer Etiquette Here are some steps to be the best volunteer you can be! 2. At the beginning of your shift, please check-in at the volunteer table. If you are a part of a volunteer group, please check in with your volunteer captain. 3. Dress appropriately. 4. Be respectful to others and be sure to SMILE, remember this is fun! Frequently Asked Questions Here are some questions that you may be asked by runners. Health & fitness Expo Q: Can we park or be dropped off in Woods Hole on Race Day? A: No, you are not able to park in Woods Hole. Please take designated buses from the Lawrence Middle School from 5:45 AM 7:45 AM. Q: Where is the best spot for our family to watch the race? A: Q: What time do buses bring us to Woods Hole? A: Buses leave the Lawrence School from 5:45 AM 7:45 AM. Q: Where can I park on race morning? A: There is limited parking in the Lawrence School lot. Parking is also allowed in all legal spaces within walking distance of Lawrence School, which is adjacent to the shuttle bus pick-up operation on Katharine Lee Bates Rd. 16

17 Q: What is the street address of Lawrence School? A: The Lawrence School is located at 113 Lakeview Ave. Race Day Transportation Q: Can someone drop me off in Woods Hole? A: No. Please take designated buses from the Lawrence Middle School from 5:45 AM 7:45 AM. Q: Where is the Lawrence School? A: The Lawrence School is located at 113 Lakeview Ave in Falmouth, MA. Q: How often do the buses run? A: Buses run every few minutes from 5:45 AM 7:45 AM. Follow the line of runners when getting on the buses at the Lawrence School. Q: Can I bring a bag on the bus? A: Please do not bring any baggage or extra clothing to the buses or the start area. We will be offering bag check via The Mobile Locker Company. Q: Where do I leave my bike for the bike valet program? A: Bikes for the bike valet program are dropped off in the Falmouth Heights. From there runners will have a bus bring them to the start line. Race Day Start Area Q: Can we park in Woods Hole on Race Day? A: No, you are not able to park in Woods Hole. Please take designated buses from the Lawrence Middle School from 5:45 AM 7:45 AM. Q: Does my number go on the front or the back of my shirt? A: Your number needs to be pinned on the front of your shirt. Q: How do I know where to start? A: Our race is self-seeding. By looking up at the minute markers you are able to make your way through the crowd in order to find the pace that suits you. 17

18 Race Day Finish Area Q: Where do I meet my family after the race? A: We have a family meeting spot on the ballfield that Is organized by letter. Pick a letter and meet your family there! Q: How do I get back to my car from the ballfield? A: Visit the information tent (On the Ballfield) and they will be able to provide you with directions to your car from the ballfield. Q: How do I find my family member that is in a medical tent? A: In order to find a family member at the medical tent please visit the Information Tent on the ballfield as the medical team will be in touch with this tent all day. 18

19 Maps 2015 New Balance Falmouth Road Race Course Map 19

20 2015 Bike Valet Map 20

21 2015 Start Line Map 21

22 2015 Lawrence School Map 22