Volunteer Guide 2 nd July 2017
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- Kelley Golden
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1 fr Volunteer Guide 2 nd July 2017
2 Contents Welcome 3 Before Your Volunteer Shift What You Need to Know: 4 What to Bring To Your Volunteer Shift? 5 Key Contact Information Volunteer FAQ And Info 6 Medical 6 Race Week Schedule 7 During Your Volunteer Shift What Questions Will Athletes Ask You? 8 Transition Area 10 White, Red & Blue Bags 11 Feed Station Info 11 Spectators FAQ 12 Media & Social Media 13 After Your Shift 13 Course Maps 14 Thank You 18 Welcome Welcome to the IRONMAN team and the third race of the IRONMAN UK & Ireland Calendar for We are thrilled to be bringing IRONMAN 70.3 to Edinburgh, a new event for the 2017 season; we also hope that you are equally as energised about carrying on this sporting legacy for both IRONMAN and the community of Edinburgh. We have been inspired by the support the IRONMAN has received since its beginnings and this has been greatly reflected by the amazing volunteer participation we receive year on year. It is the warm welcome, the support and encouragement that you give the athletes that make it such a special occasion. As a volunteer, you have a hugely significant part to play and I would encourage you to grasp the opportunity to have a positive impact on the race with both hands. However inconsequential you may think your role is, rest assured that each and every one of you help each and every athlete over that IRONMAN finish line a memory that will endure a lifetime. Please have a look through this handbook, which is full of handy tips and information to help you in your role and help deliver the best support possible as part of the IRONMAN team. Thank you very much for giving your time and helping IRONMAN 70.3 Edinburgh come alive. We look forward to creating a memorable race with you and hope to see you again next year. Paul McGreal and Richard Pearson Race Directors
3 BEFORE YOUR VOLUNTEER SHIFT What you need to know: Race Venues & How To Get There Main Event Sites: Meadowbank Stadium, London Rd, Edinburgh EH7 6AE Finish Line: Holyrood Park, Edinburgh, EH8 8HG What Is At Each Venue? IRONMAN 70.3 Edinburgh Event Site Meadowbank Stadium, London Rd, Edinburgh EH7 6AE Transition 1 and Swim start Preston Links High Street Preston Pans EH32 9AN Transition 2 and Finish Line Holyrood Park, Edinburgh, EH8 8HG Parking at Meadowbank Stadium: Parking will be available free of charge at Meadowbank Sports Centre on a first come first served basis on both Saturday and Sunday Parking will be available at Medowbank House: On Saturday this will be free of charge on a first come first served basis On Sunday, this will be with passes only which can be bought prior to the event. Due to the limitations on parking there will be no parking passes available free of charge for marshals. Parking at Preston Links: Parking will be limited, parking passes can be bought prior to the event for both Saturday and Sunday. Passes will be available to marshals free of charge to be uplifted from volunteer sign on desk prior to race day Parking at Holyrood Park: There is no available parking at Holyrood Park. The nearest parking will be at Meadowbank Stadium Trains: It is possible to walk to Holyrood Park from Edinburgh Waverly train station in minutes. Preston Links is also accessible by train, the swim start is approximately 20mins walk from Prestonpans Railway Station Preston Links is approximately 30 minutes from Edinburgh, It can also be accessed via No.26 bus in 1h25 minutes. WHAT TO BRING TO YOUR VOLUNTEER SHIFT - Volunteer pack & documents - Enough food/water to last your shift (sandwiches, snacks, fruit etc.) - Fully charged mobile phone - Appropriate clothing for the weather (come prepared for a sudden change in weather!) - Comfy (and waterproof) shoes - Sun tan lotion and sunglasses - Notepad and pen - Folding Chair - Flask of hot water for your breakfast porridge pot and lunch noodle pot Remember there will be nowhere to store valuables Please remember that volunteer bags all look the same so be careful of storing your valuables in your bags. Key Contact Information When you arrive for your shift, your Team Leader will provide you with any phone numbers you need. Make sure to save this into your phone. Your Team Leader or your Volunteer Coordinator should ALWAYS be your first point of contact. Volunteer Co-ordinators: Rachel Jackson Diane Ford In an emergency please call
4 Volunteer FAQ & Information What are the race start and finish times? IRONMAN UK will start at 07:00 at Preston Links and will conclude at in Holyrood Park; the Athlete Village will close at 18:00 any help with the event clean down where possible would be very much appreciated. Who do I contact on the day? Your main contact on the day will depend on the area in which you have been allocated. For Meadowbank Stadium and Athletes Village contact Rachel Jackson, for all other areas contact Diane Ford. For role specific information, you can direct your questions to your Team Leaders; whom you will meet on the day. What should I wear for volunteering? You are encouraged to wear comfortable clothing such as jeans and trainers. You will be supplied with a t-shirt when you register at the start of your shift; that you MUST wear when on site at any point of the event. Coats can be worn over the top as long as the t-shirt is visible. Will I get food and drinks when volunteering? You will receive a snack box and water which will be provided in your volunteer bag; however, this is a snack box and will not sustain you for a full days shift. Please make sure to bring your own lunch and enough food to last you for your shift. An athlete appears to be struggling in the race; can I help them? We ask that volunteers do not get involved with athletes or help them with their equipment this could lead to an athlete penalty or DQ. However, we do encourage you to be supportive of athletes by cheering them on as they pass through your zone. You are also not obligated to perform first aid in an emergency situation, however you can report an emergency to race control or by signaling for a marshal. Medical In case of an emergency on the course we ask that you: Don t panic! Do not give first aid unless you are trained and confident to do so. Protect the casualty from further injury, or other athletes from falling over them. Do not move the casualty if there is any indication of neck or back injury otherwise move them to a safe location (where they can easily be evacuated) Call for help Team Leader or nearby medical staff Stay with the casualty until help arrives Reassure the casualty If you cannot directly contact your Team Leader or Volunteer Coordinator via their mobile contact numbers, please use word of mouth or body language to draw the attention of a member of staff with a radio. Wednesday 28 th June Friday 30 th June Volunteer Briefing, Meadowbank Thursday 29 th June 2017 Volunteer Briefing, Meadowbank Athlete Registration, Race Village, Edinburgh EXPO, Massage & Official IRONMAN Merchandise Store, Race Village, Edinburgh Race Briefing One Novice Focused, Meadowbank, Edinburgh Race Briefing Two Novice Focused, Meadowbank, Edinburgh Saturday 1 st July Athlete Registration, Race Village, Edinburgh EXPO, Massage & Official IRONMAN Merchandise Store, Race Village, Meadowbank Stadium Official Swim Practice (registered athletes only) Preston Links Transition 1 opens for Bike and Blue Bag Check In, Preston Links, East Lothian Transition2 opens for Red Bag Check in, Holyrood Park Race Briefing Three, Meadowbank, Edinburgh Race Briefing Four, Meadowbank, Edinburgh Ironprayer, Meadowbank, Edinburgh Sunday 2 nd July Meadowbank Car Park Opens, Meadowbank Preston Links Car Park Opens, Preston Links Shuttle Bus Pick Up Meadowbank to Preston Links, Meadowbank Transition Opens, Preston Links, East Lothian Transition Closes, Preston Links, East Lothian IRONMAN 70.3 Edinburgh Starts, Preston Links, East Lothian Official IRONMAN Merchandise Store, Race Village, Edinburgh Transition 2 opens for Bike & Bag collection, Holyrood Park Awards & World Championship Slot Allocation, Race Village, Edinburgh
5 During Your Volunteer Shift What Questions Will Athletes Ask You? Athlete FAQ: SWIM -1.2 miles. What is the cut-off time for the swim? 1 hour 10 minutes after the last start. Why is there a rolling start? This is a part of the IRONMAN Global Swim Start initiative aimed at increasing safety and reducing anxiety in the swim. It also reduces congestion and allows athletes to swim at their own ability. Where can I leave my glasses? There is a glasses table at the swim exit where you can leave your glasses, ready for you to pick up when you finish the swim. Please place the item in a plastic bag and write your race number on it. Can I wear Shoes to the swim start? No Please do not wear shoes to the swim start. The walk from transition is on grass and matted where needed. Any items left at the swim start will be disposed of immediately after the swim has finished. Do I have to wear a swim cap? Will there be spares? Athletes must wear the official swim cap provided in their allocated colour - spare swim caps will be available at the swim start. Do I have to wear a wetsuit? Yes - wetsuits are compulsory. Can I take my wetsuit off at the swim exit? No- Wetsuits can only be taken down to waist level before entering transition. When do I need to be at the start line? Athletes must be in the swim start pen at least 10 minutes before their swim start time. Can I wear gloves? No Unless stated for medical reasons which must be cleared in advance with the race organisers Are Neoprene socks allowed? ONLY when the water temperature is 18.8 o C (65 o F) or colder. Race Organisers will make this call on Race Day. Athlete FAQ: BIKE - 56 miles; over 1 lap. Athletes will have 5 hours 30 minutes after their start time to complete the bike course. Athletes failing to make the cut off will either be picked up on the course by the sweep vehicle or will enter transition, but will not be permitted to continue on the run. Will there be mechanical assistance for my bike? There will be mechanics touring the course. They are not on call and as they have to comply with the restrictions in place, they cannot respond to calls. As a result, athletes should be prepared to repair minor defects such as punctures. If more complicated work or expensive parts are required, the athlete will need to cover the cost. Will there be bike catching? No - There will be no bike catching in the transition area, athletes must rack their own bikes. Can athletes ride mountain bikes? No athletes can ride road bikes or triathlon bikes only. Can I pump my bike tyres before the race? Yes however there are a limited number of track pumps provided. Are there feed stations on the Bike Course? Yes - The bike course has 3 feed stations with 1 visit each providing 3 opportunities altogether to use a feed station. What do I do with my litter when on the Bike Course? There will be designated litter zones located at the feed stations on the course. Littering outside of these zones will result in an automatic DQ Is there a place for Personal Needs on the Bike Course? No, there are no personal needs stations at IRONMAN 70.3 Edinburgh. Athlete FAQ: RUN 13.1 miles. The cut-off times will be 8.30 hours from the athletes start time How do lap bands work? There will be 3 laps on the run course and you will collect 3 lap bands (a different colour every time you pass through the checkpoint) What do I do with my litter when on the Run Course? There will be designated litter zones located at the two feed stations on course. Littering outside of these zones will result in automatic DQ Can I have people run through the finish line with me? Spectators will not be allowed to run down the finish line. This area must be kept clear for safety reasons and any athlete who crosses the finish line with a spectator will be DQ. This includes carrying children. Is there a place for Personal Needs on the Run Course? No, there are no personal needs stations at IRONMAN 70.3 Edinburgh. Are there food stations on the Run Course? Yes- there are 3 feed stations on the course, with 9 opportunities to utilise these feed stations. When will I see my results? Results will be available live on the day after the event. Paper copies of the provisional results will be printed and displayed on site once the race has finished on race day.
6 Transition Area - Athlete FAQ It is recommended that athletes arrive in Transition 1 at least 90 minutes before the swim start. It is better for them to be prepared and relaxed for a while before the race than being rushed into getting ready if they are late. What does an athlete have to do before they enter transition? Athletes should be wearing their helmets with the strap fastened and race number displayed. Athletes are responsible for ensuring that their bike and helmet are in safe and working order. Can I access my bag the morning before the race? No - there will be no access to bags the morning of the race. All of your equipment must be packed in your bags prior to race day. Should I cover my bike overnight? It is at athlete discretion as to whether they should cover their bikes before race day these will not be supplied by IRONMAN. However, athletes are not allowed to completely cover their bikes due to safety reasons - Seats, handlebars and pedals can be covered. I think my timing chip is not working; can I get a new one? The transition Team Leader will have spare timing chips. These can be acquired at the entrance to transition. Please ask them for more information. Where can I put my personal items? It is at the athlete s discretion to store personal items in transition bags it is advised not to store personal items in the bag, as IRONMAN cannot be held responsible for any losses. Can I have assistance when getting changed? No- You are not supposed to receive assistance from volunteers while you are changing during the race. Is water provided? Yes - Water will be available in every transition as well as on every feed station along the course. Will there be toilets in transition areas? There will be toilets inside of transition areas and close to the swim start as well as in every feed station and at the finish line. How does the flow of people work in transition areas? There is only one single entrance point marked for athletes to enter and designated exit points for leaving the transition area. An athlete has lost something, where is lost property? Lost property will be at transition on race day and will be moved to the awards Ceremony at Meadowbank Stadium. I have finished the race; can I collect my bags early? No - transition 2 will open for collection of bags and bikes at and close at Athlete FAQ - WHITE, RED & BLUE BAGS: Blue Bags Blue Bags are for Bike Gear. Athletes will need to put all their kit in for your cycle in this bag, including their helmet and race number. Athletes will enter the changing tent in transition 1 upon exiting the swim, here they will change and then head to collect their bike. Red Bags Red Bags are for Run Gear. Athletes will need to put all their kit they will need for the run in this bag. Once they have left their bike they will enter Transition 2, change and head to the run course. White Bags White Bags are for Dry Clothing. Athletes are required to put in any clothes they require for after the race. The white bags will be in the athlete s finish area and will be available to collect as soon as they finish the race. An athlete has forgotten to put something in their bag; can they do it before the race? No - there will NOT be access to bags the morning of the race. All equipment must be packed in corresponding bags prior to race day. I have been disqualified; can I collect my bags early? No - If you have been pulled or disqualified from the race then, you cannot access blue or red bags until these zones have been opened for collection however; white bags are available for collection at athlete village. Is there somewhere I can give my personal needs to a spectator? No, there are no personal needs stations at IRONMAN 70.3 Edinburgh. Feed Station Info There will be three Feed Stations on the bike course located at Pencaitland, Gifford, and Cousland. Athletes will have four opportunities to visit a feed station. At feed stations on the Bike course, athletes can expect: PowerBar Isoactive Isotonic Sports Drink - Orange PowerBar Energize Bars Mango tropical or Cookies & Cream Bananas Water There will be three feed stations on the run course located within Holyrood Park. At feed stations on the Run course, athletes can expect: PowerBar Gels Blackcurrant or Lemon & Lime Cola Bananas PowerBar Isoactive Isotonic Sports Drink - Orange Water Redbull Athletes should be aware that feed stations will always be on the left hand side and should be conscious of positioning with other athletes on the track. Athletes should also pass through feed stations slowly, so to avoid any incidents with athletes, staff or volunteers. Drinks from these feed stations will be handed out in cups. Cups and gels should be thrown in the bins provided not on the ground as this is considered littering. There is no littering allowed apart from designated litter zones, any littering outside of these zones will result in DQ.
7 Spectator Hot Spots: Haddington Bike Course Gilford Bike Course Cousland Bike Course Keeping Up To Date: Spectators can follow athlete progress through the Athlete Tracker; which is available online. There will also be live updates during race weekend on the Twitter and Facebook pages. Please ensure you like or follow the pages for up to date information and pass it on to friends and family who may not be on site for the event. Provisional results will be displayed in the Race Village at Meadowbank Stadium on Monday morning. Results may also be provisionally posted online at Media & Social Media: IRONMAN races are very high profile events, which create a lot of interest from both the local and national media and has in the past meant that volunteers have been approached to answer questions. Please contact Rachel Jackson , if you are approached by the media. SOCIAL MEDIA AND BLOGS COMMENTARY We encourage volunteers to engage with their experience with IRONMAN where possible and this can even be on social media pages. We are happy for volunteers to post content on their: blogs, microblogging sites, internet forums etc. but we ask that volunteers choose their content carefully and not post anything could be of an upsetting nature. Any negative comments should be communicated with your volunteer coordinator as opposed to sharing these online. Please be aware also, that if you choose to identify yourself as a volunteer that some readers may view you as a spokesperson for IRONMAN and it s brands. We ask that when posting online that you state that your views expressed are your own. However, we do encourage sharing by tagging official IRONMAN sites, hashtags etc. to share the experience. You can also share your experiences on our Facebook page on: Facebook:/IM703Edinburgh Webs ite: ironman.com/70.3edinburgh After Your Shift: Send Us Your Feedback: Holyrood Park Bike Course: Top roundabout on Queens Drive where cyclists head onto the high road toward Dunsappie Loch Bike dismount area Holyrood Park Run Course: Between top roundabouts on Queens Drive leading down to Holyrood Park Road Queens Drive just beyond Holyrood Gait/Dynamic Earth Once your shift is over we encourage volunteers to continue to be involved with the event by doing any extra where you can, but also to enjoy your time with IRONMAN. Volunteers are more than welcome to watch the race at different points and cheer on the athletes as they pass. We hope that you enjoy your time with IRONMAN and have been inspired to stay involved and to join in either as an athlete or by volunteering with us again in the future. The IRONMAN team are always looking to improve our races each season and to do this we need to ensure we acquire as much feedback as possible with each race. After the race, we will send you a feedback form in which we encourage you to tell us about your experience as a volunteer. Whether it is about your volunteer position; the race itself or any other matter; we look forward to receiving your feedback.
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10 THANK YOU! To all of our volunteers, who are helping make yet another IRONMAN UK an amazing event. The event would not be possible without the support of our volunteers THANK YOU!
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