Sanitarium Weet-Bix Kids TRYathlon Melbourne, Catani Gardens, Sunday 9 th March Volunteer HELP TEAM Manual

Transcription

1 Sanitarium Weet-Bix Kids TRYathlon Melbourne, Catani Gardens, Sunday 9 th March 2014 Volunteer HELP TEAM Manual

2 Welcome and Thank You We believe that inside every child there is a champion. Thank you for helping kids to feel like little champions by giving a hand at the 2014 Weet-Bix Kids TRYathlon. If you are volunteering for the first time, you are in for a very memorable experience. If you are volunteering again I have no doubt that the happy face of a child with their Kids TRYathlon medal is firmly printed in your memory and you want to be part of something BIG again. So welcome, we know you will help to make it the best experience for the kids! Brett Lee National Kids TRYathlon Patron, Cricket Champion and Weet-Bix Kid The volunteer HELP TEAM provide essential assistance to ensure that every child and their families do have the best experience in the world as they participate in the completion of a triathlon course on Event Day. Every role is important and the kids are most important. Everyone on the core Event Day team would like to sincerely thank you for volunteering your time to help out with the Weet-Bix Kids TRYathlon Program. Nick Munting Kids TRYathlon Series Manager 2

3 General Event Information Summary The 2014 Weet-Bix Kids TRYathlon comes to Catani Gardens, Melbourne, for yet another sold out event, the 5th event in this year s national program. Sanitarium s vision is to lead, inspire and resource the genuine experience of happy, healthy living in our community by conducting and providing a world class big event sporting experience. The Kids TRYathlon mission is to build a TRYathlon program that any kid, anywhere in Australia, can participate in. The philosophy of the Kids TRYathlon is that inside every child there is a champion. It doesn't matter if they don't usually get involved in sporting activities. We want them to give it a try and keep TRYing and feel what it s like to be a champion and how much fun an active lifestyle can be. The triathlon format is made up of three parts: the swim leg, the bike leg and the run. Participants are placed into two different age groups, the younger kids covering less distance than the older kids, as outlined below. Kids TRYathlon is designed to be challenging yet safe and achievable. Every child is rewarded equally for his or her achievements - placings and times are not kept. For many kids it will be their first experience with the sport of triathlon and the first time they have been part of something so big. As a volunteer you will play a very important role in helping the kids and their families enjoy the event. You too will be rewarded with a great feeling of satisfaction knowing that you have assisted the kids to have an awesome time in a safe and friendly environment. As a volunteer we welcome you again to a growing family of those who assist in making the Weet-Bix Kid s TRYathlon day memorable and positive and a whole lot of fun. Event & Date Location Event Manager Race Director Volunteer Manager Information Manager Sanctioned by Event Website Volunteer Contact 2014 Weet-Bix Kids TRYathlon Melbourne Sunday 9 th March 2014 Catani Gardens, Melbourne David Martin Nick Munting Luvu Afemui Christine Hannan Triathlon Australia & Tri VIC Luvu Afemui Event Weekend weet-bixvolunteer@x-tri.com.au 3

4 Event Day Schedule (times will change to suit each venue) Important Volunteer times Time Occurrence Location 5:45am Event Site Opens for volunteers 6:00am Volunteers sign in / collect kit Check In tent 6:00am Volunteer breakfast Check In Tent 6.20am Volunteer Manager briefing for Outside Check In Tent HELP TEAM volunteers 6.40am HELP TEAM Leaders briefing to each HELP TEAM Around Check In tent where you see the sign with your first task on it Second task Once first task is completed HELP TEAM leader Meeting point advised 12:30pm Transition Pull Down Transition 1:00pm Pack Down Site Event Day times Time Occurrence Location 7:00am Check in / Transition opens Check In tent 7:00am Body, bike and helmet Numbering area numbering starts 7.00am to 8.30am Bikes into transition Transition 8.20am Announce year olds to go to pool 8:35am Transition Closes Transition 8:45am Older Kids Event Briefing Briefing area 8.50am Briefing 11,12 year olds Briefing area 9.00am EVENT START year olds Swim Start 9.30am 7-8 Younger kids Event Briefing Briefing area 9.40am Last Wave age Swim Area 9.45am EVENT START 7-8 year olds Swim Start 10.15am 9-10 kids Event Briefing Briefing area 10.30am EVENT START 9-10 year olds Swim Start 11.30am Last wave 9 yrs Swim Area 12.00pm Last competitor arrives at Finish N.B Times may be subject to change Finish Line 4

5 Event Distances Junior Kids 7-10 years race - 100m Swim / 3 km Bike Ride / 500m Run Senior Kids years race - 200m Swim / 6km Bike Ride / 1km Run Course Descriptions Check In The Check In area is of the utmost importance. The morning of the event each participant must Check In to notify us that they are at the event site to participate in the course. This is important for safety, sanctioning and other reasons. There are two different options for check in and approaching patrons will be directed to the relevant end of the Check In tent: 1. Scanner Check In - Most participants should have received their event kit prior to the event. Each child is scanned and given a swim cap as they walk through the Check In tent with their bikes and family. 2. Manual Check In - for those who did not receive their event kits. They will approach the table in the Manual section to have their eticket scanned in and pick up their event kit and swim cap. The HELP TEAM in this area is mostly Sanitarium staff volunteers working as a team under the direction of a Scanning Check In HELP TEAM leader and a Manual Check In HELP TEAM leader. Swim The swim is the first leg of the triathlon. Generally the swim is a Pool Swim in a 50m pool and in some cases an open water swim. The pool / open water will be marked off with small swim buoys dependant on the length of the event swim e.g there will be no lane ropes for all of the swims, however, there will be buoys in place for participants to swim around. Younger participants will swim corner to corner for approximately 100m, older participants will be required to swim to each buoy and then turn around and swim to the next buoy to complete a Z shape and approximately 200m. All participants will exit via the ramp. Waves for swim starts - Participants start the swim in waves - they are broken down by age and gender. There is a marshal that keeps each group together until their start. Bike The bike course is the second leg of the triathlon. The two distances are approx 3km and 6 km on closed roads and/or bike paths. Run The run is the third and final leg of the triathlon. The distances are approx 500m and 1km and set around the venue to make it spectator friendly for the friends and families of the participants. Transition The Transition is where the participants keep all equipment needed for the day, all bikes are racked here and this is where they come to change from one leg to another. T1 (Transition 1) is from swim to bike T2 (transition 2) is from bike to run Transition is for participants, volunteers and officials only. No parents are allowed to enter at all during the race, under any circumstances. Volunteers are to monitor this to ensure it stays a safe place for all of the kids. 5

6 Volunteer Task Summaries You will receive more information regarding your specific task closer to the event and will be briefed on the day by your HELP TEAM leader Role Meet and Greet Check In Manual Check In Scanner Information Crowd Control/Rovers Breakfast Numbering Team Leader Transition Swim Age Group Marshal Swim Marshal Bike Marshal Run Marshal Event runner Finish Line Role Description Welcome participants and their families to the event with a warm welcoming smile and a friendly attitude If participant has not received their kit for some reason - confirming the registration of participants by checking off the child s name and giving them their swim cap Confirming the registration of participants by scanning them and giving them their swim cap Most participants Give information on venue and procedures assist with general information. Lost and found Lost parents/kids Will be roaming around the course as information and to help keep spectators from interfering with participants Assist with breakfast tent as required to ensure a streamlined approach to serving Breakfast, monitor and restock as needed With texta provided, write participant number as briefed(in a downward direction) eg: Brief volunteers on specific roles Answer volunteer questions Manage volunteers Marshal participants through transition. Provide advice and assistance to participants prior to event start. Keep parents and spectators out of transition during the race. Pull down racks at completion of event Hold age group sign, gather participants in age group ready for their swim start Marshal parents and kids in and around the swim leg; keep parents back from participant areas Marshal participants around bike course Keep spectators off course Marshal participants around run course Keep spectators off course Available to do odd tasks / relieve other volunteers Medals and certificates to participants, Help keep participants moving through to have photo then onto recovery. Assist any tired participants. 6

7 What do you need to do as a volunteer? 1. Wake Up What I hear you say! Yes, make sure you wake up. Remember to set your alarm and remember to hit AM not PM the night before. REMEMBER TO LOOK AT THE TIME THAT YOU SHOULD BE ARRIVING AT THE EVENT SITE. 2. Travel to the venue It is best to take public transport if it is available to lessen the demand on car parking for participants. If you must come by car, try to car pool with other volunteers. 3. Arrive Car drivers please see below for parking details. 4. Sign In Go to the Information and Meeting Point tent. Here you will sign in on the Volunteers list and be provided the following: 1x Red HELP TEAM t-shirt 1x Red HELP TEAM cap 1x Brita bottle to fill with water 1x Red backpack to keep your things in 1x FAQ sheet This will allow you to answer any questions any participants may have. 5. Have Breakfast To make sure you have a healthy breakfast that will keep you happy for the remainder of your shift, we will provide you with a breakfast of Weet-Bix cereal, milk and honey at the Check In tent 7. Briefing / Meet your Team Leader Once you have finished your breakfast the Volunteer Manager will give you a general event briefing and point you in the direction of your HELP TEAM leader. They will be wearing a royal blue polo with the words HELP TEAM leader on it. Your HELP TEAM Leader will then brief you on your exact first task for the day. They will then take you to your position to commence marshalling or fulfilling your role as a friendly volunteer and make sure you are ok with what you are going to do. 8. Do not move from your position Children s safety at the event should be everyone s number one priority. Unless urgent circumstances require you to do so, please do not move from your position until your HELP TEAM leader gives you the OK. Your positioning is vital in ensuring every participant is safe and the event runs smoothly. 9. Food and drinks Every volunteer is offered a free breakfast of Weet-Bix cereal before the Volunteer Manager briefing. You will also be provided with a snack and water bottle to take on course with you. 10. Smoking As this is a sporting event for children and Sanitarium s mission is to promote a healthy lifestyle to the participants, there is a NO SMOKING policy whilst you are acting as a volunteer. 11. Event Finish Once the event finishes please stay with us to assist with pack up and allow us to thank you and to acknowledge how important you all are to making this event possible. 12. Enjoy your event The most important instruction we can give is please enjoy your day and always know that if you need to ask a question our HELP TEAM leaders are there to help. 7

8 Parking There are local car parks close to the venue. Please obey local parking regulations and signs. Map The map below shows the event site and surrounding areas. Car parks are also indicated. 8

9 Frequently Asked Questions- Volunteers: Where do I check in on race day? You will sign in at the Information tent a 6x3 blue tent marked with an Information flag. What time should I arrive for my shift? Please arrive at the venue with sufficient time to park and be at the Sign In point by 6am. You will then be offered free Weet-Bix breakfast before your briefing at 6.20am. Do you require training or orientation to volunteer? Yes and No. You will receive a written briefing and information before the event and you will be given a verbal briefing on the day of the event; you will also have an experienced HELP TEAM Leader to report to on event day for anything further you may need. What types of volunteer positions are available? There are a number of different positions available. Please see the volunteer tasks section of this booklet for further information. What are the benefits of volunteering? In addition to giving back to your community you can expect a great day! You ll be surrounded by incredible young participants and volunteers, and be a part of helping shape the future of the sport and encouraging children to get active. You will also receive an event volunteer T-shirt and cap. Sun cream will be available and a water bottle to fill. Don t forget you could be assisting future sporting champions on the first day of their sporting life! Do I need to bring food or will it be provided? We will make sure that you ve had your Weet-Bix to help start the day at with a free breakfast before briefing. If you have any special requirements or think you may get hungry while on course, feel free to bring some snacks along; it is also a good idea to bring an extra bottle of water, especially if it is a warm day. Do I need to have any specific qualifications to volunteer? No. Anyone with a willing, helpful spirit and a positive attitude is encouraged to volunteer! What is the minimum age to volunteer? We require that Race Day Volunteers are a minimum of 16 years old for security and safety reasons. We also have to encourage 7-15 years olds to participate in the event, so limit volunteers to above 15 years of age. Where do I park? Information will be posted on this website before the event. What should I wear on race day? It is advised that you dress in layers that will allow you to add or remove clothing as necessary as it can be cooler in the morning and heat up to a warm day. You will be provided with a cap and a t-shirt that should remain visible whenever possible. 9

10 What should I bring with me on race day? The following list includes some recommendations of things you may want to bring along with you: A jacket, (esp. for early morning shifts), mobile phone, sun cream, sunglasses, any additional snacks or drinks you d like while on course, noisemakers such as cowbells, whistles etc. and, of course, a big smile, with lots of cheering! Can I bring a friend? You can! Please encourage your friends and family to come along. You can sign them up via this website: You can also just bring your friend along on the day a place will always be found for them. Once again a very big thank you for volunteering, if you have any further event day questions that have not been covered, you can contact Luvu Afemui on: or weet-bixvolunteer@x-tri.com.au. 10

11 Volunteer Code of Conduct This code exists to ensure that volunteer HELP TEAM members represent the Sanitarium Weet-Bix Kids TRYathlon in a positive manner to all attendees of the Weet-Bix Kids TRYathlon. Please respect and observe these general guidelines: Every volunteer must focus on the interests of the people attending - firstly, children / TRYathletes, secondly, participants parents and family members and thirdly, other attendees including sponsors, officials and fellow volunteers. 1. Maintain safety and act safely Children s safety at the event must be everyone s number one priority all volunteers must use their initiative in order to ensure this happens. Keep an eye out for anyone acting in a suspicious or predatory manner and report any such observations immediately to your Team Leader. Be aware of what is happening around you and assist all visitors to act safely and to be safe. Please assist in keeping members of the public off the course and out of briefing, transition and other no go areas. Direct children who have lost their parents and parents who have lost their children to the Meeting Point/Information Tent. 2. Be cheerful, friendly, courteous and considerate of others Do not use inappropriate language or swearing Make an extra effort to answer questions and assist where necessary. Questions you cannot answer can be referred to your Team Leader or the Information tent. Questions from reporters or anyone connected with the press or news media must be referred to the Team Leader in the Information tent. Respect, encourage and appreciate your fellow volunteers 3. Promote a supportive and fun environment. Encourage participants and assist kids and their carers to have a relaxed and fun time. Encourage and applaud the participants as they make their way around the course to the finish line. Treat every child as a Champion. Be conscious some children may have special needs, so please assist and co-operate as much as possible to ensure those children have an enjoyable event. Take pride in what we do 4. Obey the instructions and direction of your TEAM LEADER, the Event Course Director and officials. When you are allocated a volunteer role you must continue to do it to the best of your ability until you have been asked to do something else. 5. Everyone wearing a crew or HELP TEAM T-shirt must acquaint themselves with the basic information provided regarding the Weet-Bix Kids TRYathlon distances, location of toilets and First Aid, Information boards and tent, basic layout of course to enable them to clearly communicate to interested parties. 6. There is a no smoking policy whilst acting as a volunteer. 7. Stay hydrated and apply sunscreen provided. Remember to drink plenty of water you will receive a bottle to fill and refill when you sign in for the day. 11

12 Radio Protocol The volunteers and event management personnel issued with a radio are to use the following protocol: Sending a Message 1. Their name (e.g John ) x 2 then: This is (your name) - Come in. If no response, call again, say their name 3 times) 2. Once response has been made, state your message clearly and BRIEFLY, followed by over, so that the recipient knows you have finished speaking. If there is no response to your original call: 1. If there is no response after part 1 above, state Nothing heard and your name then over. 2. If the message is important: their call sign x 2 + this is (your name) respond immediately please. Receiving a message: 1. Press button, then state your name and Receiving. 2. Remove your finger form the button and listen to message until the sender says over. 3. Respond to their statement followed by over 4. When your reach the end of the conversation, state your name sign plus out. If you are unable to speak at that moment: 1. State your name then receiving standby 5. Out Then contact the person trying to reach you when you are available. Radio Tips: To avoid clogging the channel, communications should be kept to a minimum and restricted to short, specific messages. Using the radio is a 5 step process as follows: 1. Think about what you want to say 2. Listen for airways to be clear 3. Press PTT button 4. Breathe then speak 5. Release button ALL RADIOS MUST BE RETURNED AT THE END OF THE SHIFT. All volunteers and Event Management workforce must sign-in and sign-out their radios at the beginning and end of their shifts. Only those volunteers who have radios allocated to them (team leaders) may use radios throughout the event. 12