5K Volunteer Handbook

Transcription

1 5K Volunteer Handbook K Walk & USATF Certified Race

2 LOCATION AND RACE DAY SCHEDULE SUNDAY, JUNE 8, :15AM - 1:00PM NJ Sharing Network 691 Central Avenue, New Providence, NJ New Providence is easily accessible by NJ Transit trains and major highways, including the Garden State Parkway (exit 142). 6:15am 6:30am 7:00am 8:10am 8:30am 8:45am 9:25am 10:00am 1:00pm 1:30pm Volunteer Check-In at Main Stage Volunteer Photo at Main Stage USATF Certified 5K Race Registration Opens Racers Line Up USATF Certified 5K Race Begins (Shotgun Start) 5K Walk Registration Opens & Warm Ups Begin Opening Remarks & Racer Awards 5K Walk Begins (Shortcut Available) Event Closing & Volunteer Lunch Last Shuttle From Event Site to Parking Lots* *Volunteers will not be using the shuttle, as ample parking is available on Central Ave for those arriving before 7:00am After check-in has ended, volunteers with questions or concerns should not report to the main stage. Volunteer information will be available at the Information Tent located on the blacktop.

3 NJ Sharing Network 5K Volunteer FAQs The following guidelines have been developed to answer the questions many of our 5K volunteers have. If your question is not addressed here, please feel free to contact the 5K Volunteer Coordinator by phone (908) or at Who can volunteer? We allow volunteers age 16 years and older. Volunteers under the age of 16 must be accompanied by an adult for the duration of their assignment. Can an entire group volunteer? We are happy to have volunteer groups, small or large! Come up with a group name, and make sure you type it in the Group Name field during the registration process. We will do our best to keep everyone in a group together. How do I sign-up? Sign up to volunteer at Click on Sign Up to be a 5K Volunteer and then enter the number of volunteers that you are signing up in the # of Volunteers field. Click Continue, and enter the information required for each volunteer. Don t forget to pay close attention to the Sign Up Options, where you will be prompted to enter your t-shirt size, group name, physical limitations and walk or race participation information. You will also be asked to select a pre-race day training date. What is the pre-race day training? This year we are asking all volunteers to attend one pre-race day training session to ensure that our volunteers are comfortable and flexible in their volunteer assignments. You may select the date you wish to attend during the registration process. If you cannot make one of the dates listed, just select I am unable to attend and our 5K Volunteer Coordinator will reach out to you prior to race day to make sure you have all the necessary information. What assignments are available for volunteers? Volunteer assignments include but are not limited to 5K participant registration, race bib pick-up, course route marshaling, serving of food and drinks, and race shirt distribution. What time should I arrive on race day? All 5K Volunteers should arrive on-site at 6:15am. Where do I park? Ample parking is available for 5K volunteers. Please refer to the parking map in your 5K Volunteer Handbook. Where do I check-in on race day? Please check-in at the Main Stage when you arrive and you will be given your final assignment, badge, instructions and volunteer t-shirt. NJ Sharing Network staff or volunteer

4 leaders will be at each volunteer area to answer any questions you may have. Please plan on volunteering from 6:15am until 12:30pm, unless you have notified us that you are participating as a racer or a walker. *NOTE: If you have any medical needs or restrictions, please contact Amanda Abramo at aabramo@njsharingnetwork.org. I am racing or walking, when do I leave my assignment? If you are a registered racer or walker, and we are aware of your participation as such, you may leave your volunteer assignment just before start of the race (8:15am) or walk (9:45am). We ask that you return to your volunteer assignment once you finish the race or the walk. What should I wear? Wear comfortable "work" clothes and closed-toed shoes (i.e., jeans, walking shorts, tennis shoes, etc.) The event is held on part grass, part black top. You will receive your volunteer t- shirt on race day at check-in. What should I bring with me? All volunteers should bring a cell phone. All certified volunteers are asked to bring and wear their NJ Sharing Network Volunteer Ambassador ID Badge. We suggest that you bring a small bag or backpack to keep your personal belongings in; there will be a secure bag drop on-site. Consider bringing a water bottle, hat and sunscreen with you. Will a meal be provided for me? Lunch will be served at or around 1:00pm for volunteers. There will be breakfast food such as bagels and bananas available for all participants, but we recommend that you eat breakfast before you arrive. What if it rains? The 5K is a RAIN OR SHINE event. If it is raining, we suggest bringing a poncho or umbrella with you. Your commitment is important to us; we are counting on your attendance! Will restrooms be available? Port-A-Johns and hand sanitizing stations will be located on the blacktop and the back lawn. Please refer to the site map in your 5K Volunteer Handbook for exact locations. No volunteers will be permitted access into the NJ Sharing Network office building *NOTE: If you are a course marshal, two Port-A-Johns will be located at the elementary school at Jones Drive. Please refer to course map in your 5K Volunteer Handbook. How do I get credit for community service hours? Please bring any community service paperwork (time cards, log sheets, etc.) with you on race day. We prefer to sign off on hours the day they are completed. If an official letter is needed, please contact Veronica Horvath at vhorvath@njsharingnetwork.org after race day. *NOTE: If you attended the 5K training, those hours do count and can be signed off on as well.

5 Race Day Assignment Descriptions Bag Drop ShopRite POD Place participant items in a clear NJSN bag. Write the participant bib number on an index card and staple it to the bag. Place the bag of items in the assigned bins in the ShopRite POD. 5K Course Route Marshal / Start and Finish Line Marshal SAFETY VEST REQUIRED* 5K Course Route Race Marshals will be escorted to various locations along the 5K course route, or at the start or finish line. Once at your location, you will direct runners in the correct direction along the race route. *You will receive a safety vest at check-in. Please wear the safety vest at all times during your assignment as a course marshal. Organ and Tissue Donor Designation NJ Sharing Network Foundation Tent Register race day participants to be organ and tissue donors. Please assist participants in registering online, or via the paper registry form. All completed forms must be kept in the provided filing box. Instructions on how to register will also be available to you and race/walk participants. Food Tent Food Tent Serve participants. Make sure tables have refreshments ready and stocked at all times. Please proportion the amount of food on the table so we are able to keep it stocked throughout the entire event. Individual Check-In Individual Check-In Tent FOR PRE-REGISTERED INDIVIDUALS ONLY: Participants who have pre-registered as an individual will line up to obtain their bib. Please ask the participant s name, obtain the appropriate bib and hand it to them. All bibs will be sorted alphabetically by last name. If there is a problem with their registration or you cannot locate their bib, please send them to the Day of Registration Tent, Registration Troubleshooting Line.

6 Team Check-In Team Check-In Tent FOR PRE-REGISTERED TEAM MEMBERS ONLY: Participants who have pre-registered as part of a team will line up to obtain their bibs. All of the bibs will be in folders and boxed alphabetically by TEAM NAME. Please ask for their TEAM NAME and obtain their bib from that team s folder. If there is a problem with their registration or you cannot locate their bib, please send them to the Day of Registration Tent, Registration Troubleshooting Line. Kiddie Village Kiddie Village Oversee the Bouncy House and Kiddie Village activities. Children must be accompanied by an adult in order to go in the Bouncy House. Do not allow the Bouncy House to get overcrowded. *A certified Bouncy House supervisor will also be there to supervise the children. Race Shirt Distribution Race Shirt Tent Race Shirts will be sorted by size. Participants will have a tear-off ticket attached to their bib, which will need to be handed in before receiving their race shirt. *Each participant should receive only 1 race shirt. Course Route Water Stations Course Route You will be escorted to one of two locations along the 5K course route. Once at your location, water and cups will be available for you to fill. Stock the table with filled water cups prior to race start and be sure there are enough for all participants for the duration of the race and walk. Please be sure to keep the area neat at all times. On-Site Water Stations On-Site Water Tents You will be stationed at one of three locations on the blacktop. Once at your location, please make sure the table is stocked with water bottles for 5K attendees at all times. Additional water bottles will be stored in the tent. Please be sure to keep the area neat at all times.

7 We are fortunate at NJ Sharing Network to have many compassionate and dedicated volunteers like you. Your time and service is invaluable to our organization and your commitment brings us a step closer to providing the greatest gift of all: life. Thank you for making this beautiful day a day to remember, to honor and to give hope. Thank you! Contact Us If you have any questions, please do not hesitate to contact us at any time! Amanda Abramo, Marketing and Brand Coordinator Phone: (908) Cell: (848) AAbramo@njsharingnetwork.org Veronica L. Horvath, Resource Development Assistant Phone: (908) Cell: (908) VHorvath@njsharingnetwork.org EMERGENCY PROCEDURES If case of an emergency on race day, please call 911. Police and EMS will be on-site and on the course route, and will be notified should an emergency arise.