Volunteer Guide 10 th September 2017
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 Thank You 14 Welcome Welcome to the IRONMAN team and the sixth race of the IRONMAN UK & Ireland Calendar for 2017. We are thrilled to be bringing such a well-loved race for another exciting year; we also hope that you are equally as energised about carrying on this sporting legacy for both IRONMAN and the community of Pembrokshire. We have been inspired by the support the race 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 you 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 & 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 UK come alive. We look forward to creating a memorable race with you and hope to see you again next year. Lisa Dent Race Director
BEFORE YOUR VOLUNTEER SHIFT What you need to know: Race Venues & How To Get There Main Event Sites: Five Arches, South Parade, Tenby SA70 7DT Rectory Car Park, Tenby, SA70 7EA South Cliff Street, Tenby, SA70 7EE De Valence Pavilion, Upper Frog Street, Tenby, SA70 7JD North Bench, Tenby, SA70 7JD Esplanade, Tenby, SA70 7DU What Is At Each Venue?: Registration and Expo Five Arches, South Parade, Tenby SA70 7DT Transition Rectory Car Park, Tenby, SA70 7EA IRONKIDS South Cliff Street, Tenby, SA70 7EE Race Briefings De Valence Pavilion, Upper Frog Street, Tenby, SA70 7JD Park and Ride Carew Airfield, SA70 8SX Swim Start North Bench, Tenby, SA70 7JD Finish Line Esplanade, Tenby, SA70 7DU BUS SCHEDULE First bus from Carew to Tenby 04:30 (Athlete Priority) First bus from Tenby to Saundersfoot 09:00 First bus from Carew to Saundersfoot 09:30 Last bus from Tenby to Saundersfoot 05:30 Last bus from Saundersfoot to Tenby 18:00 Last bus from Saundersfoot to Carew 18:00 Last bus from Tenby to Carew 00:00 Tenby The Green Car Park, note during peak bike times, buses may drop off and pick up next to the petrol station to avoid crossing the bike course. Saundersfoot Regency Hall Car Park, Milford Street PARK & RIDE It is strongly recommended that spectators use the park & ride service from Carew Airfield on Race Day. Athletes and Volunteers can also use this and travel free. Please ensure you are wearing your t-shirt so that you can travel free. Spectators can purchase advance tickets from Registration in the Five Arches, Tenby 09:00-17:00 Thursday 15 th, Friday 16 th and Saturday 17 th. Adult - 5 Children (3-14 years old) - 3 and Children (2 and under) Free. The ticket covers all journeys on Sunday. The service can only accept Guide Dogs. PARKING Please note there is no parking in the immediate vicinity of the Five Arches or Rectory Car Park, please use the car parks listed below. North Beach Car Park 300 spaces. North Beach car park Is the ideal location for those coming to Tenby who do not need their car on race day. Parking tickets can be purchased for multiple days. Note there is no vehicle access to North Beach Car Park 11:30-00:30 on Race Day Multi-Storey, Park Road, SA70 7LS 700 spaces. The largest car park in town and short walk from the Athlete Village. Note the height restriction apply. Salterns, Tenby, SA70 7LS 312 Spaces Station Road, Tenby, SA70 7JY 84 Spaces The Green, Tenby, SA70 8ES 135 Spaces South Beach, Tenby, SA70 7EL 164 Spaces 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 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: Five Arches Rachel Jackson - 07546431974 In an emergency please call 0333 0111 759 Website: ironman.com/wales Facebook:/IRONMANWales Twitter: @IRONMAN_Wales
Volunteer FAQ & Information What are the race start and finish times? IRONMAN UK will start at 06.55 at North Beach and will conclude at 00.15 on the Esplanade; the Athlete Village will close at 00.30 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. Your Volunteer Coordinator for race week and race weekend is Rachel Jackson 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 Co-ordinator 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. Thursday, 7 th September 15.00 19.00 15.00 19.00 17.00 17.00 10.00 11.30 15.00 16.30 17.00 18.00 Athlete & IRONKIDS Registration, Five Arches EXPO & Official IRONMAN Merchandise Store, Five Arches Friday 8 th September Athlete & IRONKIDS Registration, Five Arches EXPO & Official IRONMAN Merchandise Store, Five Arches Official swim Practice 1, North Beach Athlete Briefing One, De Valence Pavilion, Upper Frog St. Race Briefing Two, De Valence Pavilion, Upper Frog St. Saturday 9 th September 08.00 13.00 08.00 17.00 08.00 09.30 15.00 15.00 17.00 11.00 12.00 17.15 18.15 18.00 19.00 Athlete & IRONKIDS Registration, Five Arches EXPO & Official IRONMAN Merchandise Store, Five Arches Official Swim Practice 2, North Beach Transition opens for Bike and Red Bag Check In, Rectory Car Park IRONKIDS Wales, Rectory Car Park Race Briefing Three, De Valence Pavilion, Upper Frog St. Race Briefing Four, De Valence Pavilion, Upper Frog St. Ironprayer, Deer Park Baptist Church Sunday 16th July 2017 05.00 06.20 06.55 07.00 21.00 18.00 00.15 14.00 10.30 09.30 Transition Opens, Rectory Car Park IRONMAN Wales Pro start, North Beach IRONMAN Wales Age Group Rolling Start, North Beach EXPO & Official IRONMAN Merchandise Store, Five Arches Transition opens for Bike & Bag collection, Rectory Car Park Monday 17th July 2017 Finisher Merchandise, Five Arches On-site registration for IRONMAN UK 2018, Five Arches World championship Qualification Results Posted, Five Arches 11.00 14.00 Kona Slot Allocation & Roll Down Awards Ceremony, De Valence Pavilion, Upper Frog St
During Your Volunteer Shift What Questions Will Athletes Ask You? Athlete FAQ: BIKE - 112 miles; 2 loops. Athletes will have 10 hours 30 minutes after their start time to complete the bike course. Can athletes ride mountain bikes? No athletes can ride road bikes or triathlon bikes only. Can I pump my bike tyres before Athlete FAQ: RUN - Course distance is 26.2 miles; 4 laps. The cut-off times will be 17 hours from the athletes start time How do lap bands work? Athlete FAQ: SWIM -2.4 miles; 2 loops What is the cut-off time for the swim? Entry to the second lap will be closed 1 hour 15 minutes after the last start. Any athlete who takes longer than 2 hours 20 minutes to complete the swim course will be withdrawn from the event. The bike exit will close 2 hours and 30 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 off 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 swim 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 18.8c (65f) or colder. Race Organisers will make this call on Race Day. The following intermediate cut offs will apply for athlete safety and to ensure that roads can be re-opened to the schedule agreed with the authorities: 14.45 Tenby 15.20 Lamphey 16.46 Narberth 17.25 Saundersfoot 17.45 Bike Finish Athletes failing to make the cut off with 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 a 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. the race? Yes however there are a limited amount of track pumps will be provided. Are there feed stations on the Bike Course? Yes - The bike course has 4 feed stations with 2 visit each, with 8 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 course. Littering outside of these zones will result in an automatic DQ Is there a place for Personal Needs on the Bike Course? There will be a Personal Needs Zone located at New Hedges Feed Station on the bike course. These bags need to be left at T1 on race day morning and will be transported to the bike course. If an athlete requires a personal needs bag for the bike course they would need to request one on the athletes requirements form and collect it in registration however, these will also be available on the day. There will be 4 laps on the run course and you will collect 4 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? There will be a self-supported Personal Needs Zone located at the Paragon, just down the hill from the Imperial Hotel on the run course; it is in this zone that spectators can hand out items to athletes. This must be within this designated zone only. Outside of this zone the support of spectators and handing items to athletes is not permitted and will result in a black card for outside assistance. Are there food stations on the Run Course? Yes- there are four feed stations on the course, with 8 opportunities to utilise these feed stations. When will I see my results? Results will be available live on www.ironman.com 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.
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 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 digression 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 be 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 at the Athlete Services desk in the Registration Marquee. I have finished the race; can I collect my bags early? No - transition 2 will open for collection of bags and bikes at 18.00. You will need to present your wristband with your corresponding number to collect your items. It is recommended that you check you have all your items before you leave transition. Transition closes at 00.15 on Sunday. 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? Yes -There will be a self-supported Personal Needs Zone located at Bark Street on the run course; it is in this zone that spectators can hand out items to athletes. This must be within this designated zone only. Outside of this zone the support of spectators and handing items to athletes is not permitted and will result in a black card for outside assistance. Feed Station Info There will be four Feed Stations on the bike course, one in Angle, Lamphey, Narberth and Twycross with two opportunities to visit each 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 at Lady Park Out, New Hedges and Lady Park In, with four opportunities to pass each station. At feed stations on the Run course, athletes can expect: PowerBar Gels Blackcurrant or Lemon & Lime Cola Bananas PowerBar Isoactive Isotonic Sports Drink - Orange Savoury snacks 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. Drink from these food 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 as littering. There is no littering allowed apart from designated litter zones, any littering outside of these zones will results in DQ.
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 Macron Stadium on Monday morning. Results may also be provisionally posted online at www.ironman.com 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 co-ordinator 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: www.facebook.com/ironman-volunteers-uk-and- Ireland After Your Shift: 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. Send Us Your Feedback: 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.
THANK YOU! To all of our volunteers, who are helping make yet another IRONMAN UK an amazing event. he event would not be possible without the support of our volunteers THANK YOU!