Bank of America Shamrock Shuffle Aid station breakout
Welcome Introductions Updates Aid Station training function Pallet jacks back on the semi-trailers post-race Champion Logistics Salt Trucks Supply form Snacks (400 pieces per aid station)
Race day communications Radio: primary communications Course Command Dispatch and status checks Runner field updates Aid Station Operations Captain Tim Bimmerle Aid Station 1 Captain Carlos Jaramillo Co-Captain Rigo Barajas Phone Course Command Race Support 312.500.8901 Medical and emergency response Medical emergency 312.781.6408 or 911 Ham Radio operators at medical stations Aid Station 2 Captain Khit Masoud Co-Captain Valerie Outman
Race morning Remember your keys for the locks Tim will deliver radios T-shirts and credentials on semi-trailers 36 cones Traffic control cones at every aid station to direct vehicles towards middle lanes Also use when unloading semi to create a protected lane for forklift Please restack in one place post-race, on the corner Arrival of DJ & medical teams
Blade sign bases New pole (3 sections) Gatorade approximately half the flags New poles fit into old base remove the insert & turn the screw Old base & old pole (4 sections) All other flags
Signs Flags/teardrop flags EAS, Gatorade, water, medical Signs on sticks Volunteer check-in Aid station ahead Toilets (2) with arrows Table skirts Gatorade & water Attach before beginning to pour fluids Please remove staples if used
Fluids Reminder In 2018, we reduced the number of tables, cases of cups and cases of water delivered to aid stations. It is critical to fill all tables 4 layers high with this reduction. Water 13 skids 36 cases/pallet 4 gallons/case 26 tables for serving water Pour until 4 layers high on all tables 7 skids of water = 21,500 servings We need to recollect the pallets to return to the CEM warehouse after the race Gatorade 20 serving tables for Gatorade, 10 mixing tables Pour until 4 layers high on all tables 7 oz. cups 4 gallons/case 44 Gatorade concentrate cases = 22,500 servings using 6 skids of water Mixing ratio 5 gallons water 1 gallon Gatorade
Cups Water 28,800 cups total 12 cases 2400 cups/case 100 cups/sleeve 9 oz. cups Gatorade 24,000 cups total 12 cases 2000 cups/case 100 cups/sleeve 7 oz. cups
Tents DJ tent (all 10x10) All DJs are required to bring a generator Extension cords in your supply bin if there is a nearby power source 6 foot tables rather than 8 foot, so easy to distinguish from fluid tables Medical tent 10x20 at both aid stations Ham radio operations in tents medical communication EAS flag Tables and chairs for tents provided by Lakeshore Athletic Services (same company putting up tents)
General clean up Move tables and pallets to sidewalk first thing message from Police and Streets & Sanitation Pallet jacks on semi-trailers Tables: stack evenly and LAS will recollect post-race Restacking unopened cases Make sure they are not hanging over the side of the pallet Wrap them tightly
Sustainability Stretch wrap recycling Place all stretch wrap in a clear trash bag Keep separate from other bags and place on the semi Recycling Plastic gallon jugs (Kroger) Dry cardboard and dry stacking sheets Waste Red water cups & green Gatorade cups Wet stacking sheets Food wrappers, plastic cutlery, plastic bags, gel wrappers & coffee cups Republic services (trash and recycling) Aid Station 1: 7:00 7:30 a.m.; 8:15 10:30 a.m. Aid Station 2: 7:45 8:00 a.m.; 10:45 12:00 p.m.
Medical tent clean up Medical teams will not be transported until medical tent is clean Course Dispatch will inform Aid Station Captains that medical tents are ready to close Medical tent review with Aid Station Captain and Medical Captain Aid Station Captains will report to Course Dispatch that medical teams can check out This ensures: Medical tent is properly cleaned Medical tent is free of unattended/suspicious packages Aid station volunteers know when medical teams are off-site Call medical captains race week to touch base and coordinate
Aid station operations webpage Resource for aid station operations information shamrockshuffle.com/aidstationoperations Key volunteers Registration link Role descriptions Race day checklist General volunteers Volunteer policies Volunteer account Volunteer group registration Operations Course map Aid Station Dropbox Aid Station Dropbox Important documents, diagrams and information needed for race day Ability to download and share documents Do not have to have Dropbox account to access
Aid station volunteer webpage Resource for aid station volunteer information shamrockshuffle.com/aidstationvolunteers Button with registration link for each station New volunteer groups can apply Aid Station Captain contact information Volunteer policies Volunteer FAQs
Volunteer recruitment Recruitment update View on your handout or online Keep recruiting! Registration deadline Monday, March 18, 11:59 p.m. Registration system Log in to view your team, shamrockshuffle.com/volunteerlogin or cemevent.com/login Volunteer group donation See webpage for qualifications and paperwork, shamrockshuffle.com/volunteergroupdonations Service hours verification Aid Station Captains can sign service hours forms onsite Volunteers who checked-in will be able to download their service hours verification form through their volunteer account at shamrockshuffle.com/volunteerlogin after the event
Volunteer communications Race week confirmation email Captains are responsible for sending a race week confirmation email to ALL aid station key volunteers, group leaders and volunteers. This can be done through the online registration system. Send Tuesday, March 19 The email should include the following details: Aid station volunteer check-in location Volunteer check-in/check-out time and check-in requirements Transportation suggestions and parking options (if available) Preparation tips Cell phone number for on-site contact Motivation to get them excited for a great event! Group leader email Group leaders are encouraged to send an email to their group including group specific information, i.e. transportation
Mobile volunteer check-in Mobile volunteer check-in cards Each station has unique mobile volunteer check-in cards Credential only gives access to your station s volunteers Accessing mobile volunteer check-in Open mobile check-in by: Typing URL Scanning QR Code Log in to your volunteer registration system account with your registration email and password
Mobile volunteer check-in Checking-in volunteers 1. Open Mobile Check-In by typing in URL or scanning QR code. 2. Log in to your Volunteer Registration System Account with your email and password. 3. Use search field to search by a volunteer s name, email or mobile phone number. Partial searches suffice i.e. je for jeff. Turn phone horizontally to view job and group search field. 4. Tap on a volunteer s name to check them in. To uncheck a volunteer, tap them again. 5. Tap circular arrows at the upper right hand corner to update check in total. Tips Know your Volunteer Registration System Account email address and password. Charge your phone to 100% event morning. Scan the QR code using a smartphone camera or an app, such as i-nigma. Reminders Only check-in volunteers who have presented a form of identification that matches their registration. Do not check-in volunteers that are not present. Support Volunteer phone 773.599.0418
Safety program overview The focus of the Safety Program is to protect the health and safety of the event. This includes: Environmental Safety Guidelines for the safe usage of forklifts and golf carts Stop signs at major intersections with heavy traffic Site Safety Assessments Personnel Safety Managers (and designees) responsible for the safety of event staff, volunteers, vendors, and others in their areas Forklifts and golf carts are operated in a safe manner All personnel wear high visibility vests on the event site. Reporting unsafe conditions or behaviors: Contact the Aid Station Captain to make them aware of the situation Aid Station Captain resolve the issue or escalate, as needed If need to escalate, contact Brad Rogstad Follow-up until resolved
Course evacuation plan If told to evacuate, there is a designated shelter* at each aid station. Ensure event staff and volunteers are notified (e.g. bullhorns, DJ, EAS flags, etc.) *Use your best judgement and go to the safest location
Race week preparedness actions All area leads will be provided emergency preparedness documents to review with staff Area managers: Conduct a safety, evacuation and communications briefing for event staff and volunteers in your area at the beginning of every shift Everyone: Review Hands only CPR Stop the Bleed Certification (training available race week) Monitor weather and dress accordingly Be aware of surroundings and report anything suspicious
Questions Brad Rogstad Course Manager brad.rogstad@cemevent.com 312.446.0220 Nicole Lockwood Volunteer Coordinator nicole.lockwood@cemevent.com 773.849.8569
Thank you