Packet Pickup Volunteer Instructions
Thank you for volunteering to help with the packet pickup for the 2025 Women's Four Miler!
****NEW LOCATION****
Hillsdale Conference Center
550 Hillsdale Avenue
Charlottesville, VA 22901
THURSDAY, August 28th, 4PM to 7PM
- Please arrive at the Hillsdale Conference Center on time, as indicated above.
- Enter the building through the left-hand door and head straight back to the ballroom. There will be plenty of signage.
- Note that parking is somewhat limited in the conference center lot, but there is ample overflow parking at the Food Lion less than a block down the street.
- All other volunteers except those handing out bibs will receive further instructions at packet pickup.
- Those handing out bibs, PLEASE read below.
We are grateful to Hillsdale for donating this lovely space!
THOSE HANDING OUT BIBS: Please carefully read the instructions below, as the way we are handing out bibs has changed!
The Women's Four Miler will once again use dynamic bib assignment, which uses an app to assign a bib number to runners when they check in at bib pick up (instead of having bibs preprinted with labels that have the runner’s information). This system is newer to the W4M but not to many other races or our terrific race timing partners, Blue Ridge Timing. We think you’ll find this system to be very easy to use, and it will create a very positive experience for our runners. It’s quick and easy!
Last year, one volunteer did not complete the process correctly, resulting in approximately 50 runners not receiving their times. It is extremely important that the bib number the runner gets is the number assigned to them within the system. This is how times are associated with a runner.
Please carefully read the instructions below,
INSTRUCTIONS:
Before volunteering: download the RaceCheckin app on your phone or tablet and familiarize yourself with its features. Don’t worry—it’s really easy to use!
The password is 2025W4M! Please do not change any settings.
- When you come to packet pickup on Thursday, please bring your fully charged device (cell phone or tablet) on which you have downloaded the app, along with a charger (just in case!)
- Please arrive early so we can demonstrate the RaceCheckin app, if needed, and answer any questions.
- When you arrive, find a bib station with an open seat (we’ll have two volunteers per station), open your app, and select Charlottesville Women's Four Miler (under My Races) so you’ll be ready to start helping runners.
- You should be on the screen for Participants. Please do not change any other settings.
- Runners can come to any line to pick up their bibs.
- Unassigned bibs will be in piles in numerical order.
When you greet a runner:
- Type the runner's name in the search box.
- Alternatively, if they have a QR code, scan the code using the camera button next to the search box.
- Click on the person's name.
- IF multiple people have the same name, ensure you are selecting the correct person.
- Confirm that their age is correct on the screen; if not, assign their bibs and have them check in at the registration desk so we can correct the information.
- Click the 'Check In' box.
- Enter the number of the next bib on your pile.
- Click 'Assign Bib'.
- Confirm that the bib number you assigned is correct; if not, click the review button to go back and correct the bib number.
- Write the runner's name and shirt size on the provided label and attach the label to the bib.
- Click the 'Complete Check In' button.
- Once you click the 'Complete Check In' button, you will be taken back to the search menu.
- Confirm once again that the bib you assigned IS the bib you are handing the runner. If the numbers do not match, please send the runner to the registration desk with the bib number you intended to assign them so we can correct it. At this point, you can not fix it.
- Hand the bib to the runner, offer pins, and direct them to the shirt pickup stations.
- Clear the last runner's name from the search menu, and you are ready for the next runner.
