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Race Across the Spectrum: 5K for Autism 2017

Sat July 15, 2017 Brentwood, TN 37027 US Directions

Friday volunteers

Friday Evening Set-up

July 14, 2017

Details

Friday 4pm-8pm: Gordon will direct setting up 3 small 10x10 tents at the pavilion with cinder blocks, set out mile markers, chalk mark race course, set up picnic tables, set up 2 water tents with cinder blocks, hang banners (take ladders), hang registration sign line OVERHEAD, set up big easel, stage rental truck, and be there for big tent and potty drop offs. PLEASE REMEMBER TO TAPE DOWN LAMINATED MAPS/SIGNS ON PAVILION AND BIG TENT TABLES TO ELIMINATE CONFUSION ABOUT WHO GOES WHERE ON THE MORNING OF. THANKS!!

Location

Brentwood's Crockett Park at the pavilion.

Friday pickups with the rental truck

July 14, 2017

Details

• Meet at BCA around noon
• You may need to drive so we all can get back to BCA from the park
• Depart The Brown Center about 2pm
• When we get to OSLC we will load 25 tables on one side of the truck so we can off-load quickly on Saturday morning for set-up
• We will be heading straight down to the park to set up
• The work that needs to be done Friday evening:
• Set up the tables
• Put up the big banner and any 6’ banners of sponsors (bring ladders)
• Put up the OVERHEAD ROPE UP FOR THE SIGNS to be hung Saturday (bring tools). Ask Gordon for explanation
• Put up the water station tents with the tables, chairs and boxes under them
• Mark the course with flags, chalk, and markers
• Go to pick up the t-shirts and bibs from Sports Seasons
• Gordon will take you back to your car if needed

Location

BCA in Berry Hill, OSLC on Franklin Rd, and Brentwood's Crockett Park

Prepare the Z Team packets

July 13, 2017

Details

Arrive at The Brown Center for Autism at the address of 2702 Greystone Road, Nashville, Tn 37204 about 1:45pm. Check in with Juli, Nicole, or Gordon for further instructions.
Basically you will be rolling up the correct size t-shirt and rubber-banding the racing bib around it to form a nice little packet with the bib number/name showing.

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Pick-up Food at the Walmart Store Friday Afternoon

July 14, 2017

Details

• _______--take the food list and check for payment
• Arrive at Walmart no later than 4pm
Walmart—Cool Springs--Go to see the produce department manager inside. Probably Manager - Jim Jackson or Tanoe (sounds like canoe)
• He will direct you where to go to pick-up the food
• ________- you will be the contact person and bring payment for the food
• ________- make sure you check the fruit well for bruising/mold and correct counts per the list
• ________- make sure all muffin boxes are closed well and sealed so not to get stale
• ________ - load your vehicles evenly
• ________ - take the food back to your homes and bring everything inside to prevent heat/humidity damage
• ________ - again check all boxes are sealed
• On Saturday morning please arrive by 5:00am with the food to start setting up
• When you pull into the tent area go around to the back of the tent and back your vehicle in. You may assist with unloading your boxes there (see map). Food boxes will be stored under refreshment tables and pulled out as tables need restocking.
• That is the end of your pick up job
• Thanks for volunteering!!!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Pre-Race Day Packet Pickup (10:30am to 2pm)

July 14, 2017

Details

• Pre-race packet pick-up folks will meet at Sport Seasons no later than 10:30am on Friday, 7/15
Sport Seasons:
539 Cool Springs Boulevard, STE 120 (near PF Changs)
Franklin, TN 37067 (615) 778-1638
• Gordon will bring 3 tables to set up at Sport Seasons.
• 2 tables will be for Packet Pick-up & Walk-up Registrations (_____&_____).
1 table will hold all T-shirts (_____).

• Runners will line up in lines to either pick up their pre-registered bib, shirt, etc…OR, to request to register on the spot that day with ______.
• Locate their name on the list, and out to the right of their name you will find their bib number and T-shirt size
• Ask _____ to locate a T-shirt in their registered size and hand to you
• Provide runner with their assigned bib, t-shirt & 4 safety pins
• Please clearly check off in RED ink PRE-REGISTERED runners who have picked up their packets at this time.
• Ask runner to fill out the small colored slip so they will be entered in Doorprize Drawing on Race Day
• Walk up Registrations: _____.
• All walk up registrations will need to pay on site, using the Square (instructions below) AND fill out a registration form.
• USING THE SQUARE:
• You will have the cash box labeled “Race Day Registration.” In this cash box will be a starting bank of $200.
• Turn the iPad on.
• The password to log on the iPad is 2702.
• If available at Sport Seasons, connect the iPad to WIFI. This will help validate purchases of the Square. It’s not required but it does protect the Center.
• To connect to WIFI, choose Productivity
• Choose Settings
• Choose Wifi
• Choose the name of the Wifi Network
• Enter Password
• Choose Join
• Then backup by pressing the button on the side, front of the screen twice, but not in rapid succession
• Plug the Square into the iPad.
• Choose the “Register” icon on the first page of the iPad.
• This main page is your cash register. You have cash buttons called (please read entirely, as there are some instructions next to each button as to when to use them):
• Adult Race Reg: $40.00
• Child Race Reg: $15
• 2XL/3XL: $5; If a person needs a 2XL or 3XL ADDED to their Registration; this is an extra $5.
• Donation
• Sportek Tee: $10-We will NOT be selling extra shirts at PACKET PICKUP. If someone wants to purchase another shirt, the time to do so is after the race at the T-Shirt Sales table.
• To ring someone in, choose what they would like to order. Their order will populate to the right of the screen.
• If you accidentally enter something you didn’t mean to, swipe left over the item that was accidentally entered, and choose “Delete.”
• For donations, choose “Donation,” a 10-keypad will pop up. Type in the amount they would like to donate. Then choose the plus sign. This will be added to their order.
• When all of the item in the order are complete, choose “Charge.”
• Choose the correct payment method.
• For cash, choose the exact amount listed that you accepted from the customer, or choose “Custom” to enter the amount you received.
• If using the “Custom” button, enter the amount and choose “Tender”
• Your change amount will be listed at the top of the screen.
• Put the cash in the Cash box, and give the customer the appropriate Cash.
• For a credit card transaction, swipe the card using the Square swiper.
• If the swiper will not read, you may manually enter the card number using the 10-key pad.
• Turn the iPad around and allow the user to sign with their finger.
• We also accept checks, you can find this payment method listed under “Other Payment Method.”
• We always prefer checks or cash over Square credit card payments, as the Square card reader takes a percentage of each sale.
• AT THE END OF THE TRANSACTION, it will give the user the opportunity to text or email their receipt. Allow the customer to enter this information in.
• If you accidentally get off of the Main Register screen, choose the circled 1 at the bottom of the screen.
• At the end of packet pickup, the iPad will need to be charged. Please turn off the iPad and plug it in with the charger provided.

• Your Materials (_____, _____, & _____) will bring):
· BCA black tablecloths to cover the front Packet- Pick up table
· Alphabetized pre- registration lists on clipboard
· Pre-registered Race bibs with attached chips
. Safety Pin Box
· Red ink pens
. “TAKE ONE” Sign
· Boxes of T-shirts of all sizes.
· IPAD
. Additional bibs and pre-numbered blank registration forms for Walk-ups
. Cashbox, iPad, and Square for swiping credit cards for Walk-up Registrations
. Ink pens
. Clip boards for Walk-up registrations



IMPORTANT NOTES
1). ***It is IMPERATIVE that Pre-registered Race Bibs remain in correct sequence and that newly registered Walk-up forms remain in correct sequence
2). ***Be sure to give Pre-registered Participants the T-shirt type and size they registered for—T-shirt order was placed based on the type and size shirt participants selected and last minute mind-changes will skew our order numbers. (HENCE, THEY MUST TAKE THE SIZE THEY REGISTERED FOR)
3). At the end of Packet Pick-up, )_____ will bring back cash, new registrations, and ipads
4). Make sure all remaining bibs are in order and accounted for, as well as new registration forms and otherwise leave area set up for second packet pick up at 4pm

Location

SPORT SEASONS (NEW LOCATION) at 539 COOL SPRINGS BLVD, STE 120, FRANKLIN, TN 37067

Pre-Race Day Packet Pickup (3:30pm to 7pm)

July 14, 2017

Details

Packet pick-up folks will meet at Sport Seasons no later than 3:30pm on Friday 7/15
Sport Seasons:
539 Cool Springs Boulevard, STE 120 (near PF Changs)
Franklin, TN 37067
(615) 778-1638
• Gordon will bring 3 tables and chairs to set up at Sport Seasons.
• 2 tables will be for Packet Pick-up & Walk-up Registrations (_____&_____).
1 table will hold all T-shirts (_____)
• Runners will line up in lines to either pick up their pre-registered bib, shirt, etc…OR, to request to register on the spot that day with ______.
• Locate their name on the list, and out to the right of their name you will find their bib number and T-shirt size
• Ask _____ to locate a T-shirt in their registered size and type only and hand to you
• Provide runner with their assigned bib, t-shirt & 4 safety pins
• Please clearly check off in RED ink PRE-REGISTERED runners who have picked up their packets at this time.
• Ask runner to fill out the small colored slip so they will be entered in Doorprize Drawing on Race Day
• Walk up Registrations: _____.
• All walk up registrations will need to pay on site, using the Square (instructions below) AND fill out a registration form.
• USING THE SQUARE:
• You will have the cash box labeled “Race Day Registration.” In this cash box will be a starting bank of $200.
• Turn the iPad on.
• The password to log on the iPad is 2702.
• If available at Sport Seasons, connect the iPad to WIFI. This will help validate purchases of the Square. It’s not required but it does protect the Center.
• To connect to WIFI, choose Productivity
• Choose Settings
• Choose Wifi
• Choose the name of the Wifi Network
• Enter Password
• Choose Join
• Then backup by pressing the button on the side, front of the screen twice, but not in rapid succession
• Plug the Square into the iPad.
• Choose the “Register” icon on the first page of the iPad.
• This main page is your cash register. You have cash buttons called (please read entirely, as there are some instructions next to each button as to when to use them):
• Adult Race Reg: $40.00
• Child Race Reg: $15
• 2XL/3XL: $5; If a person needs a 2XL or 3XL ADDED to their Registration; this is an extra $5.
• Donation
• Sportek Tee: $10-We will not be selling extra shirts at PACKET PICKUP. If someone wants to purchase another shirt, the time to do so is after the race at the T-Shirt Sales table.
• To ring someone in, choose what they would like to order. Their order will populate to the right of the screen.
• If you accidentally enter something you didn’t mean to, swipe left over the item that was accidentally entered, and choose “Delete.”
• For donations, choose “Donation,” a 10-keypad will pop up. Type in the amount they would like to donate. Then choose the plus sign. This will be added to their order.
• When all of the item in the order are complete, choose “Charge.”
• Choose the correct payment method.
• For cash, choose the exact amount listed that you accepted from the customer, or choose “Custom” to enter the amount you received.
• If using the “Custom” button, enter the amount and choose “Tender”
• Your change amount will be listed at the top of the screen.
• Put the cash in the Cash box, and give the customer the appropriate Cash.
• For a credit card transaction, swipe the card using the Square swiper.
• If the swiper will not read, you may manually enter the card number using the 10-key pad.
• Turn the iPad around and allow the user to sign with their finger.
• We also accept checks, you can find this payment method listed under “Other Payment Method.”
• We always prefer checks or cash over Square credit card payments, as the Square card reader takes a percentage of each sale.
• AT THE END OF THE TRANSACTION, it will give the user the opportunity to text or email their receipt. Allow the customer to enter this information in.
• If you accidentally get off of the Main Register screen, choose the circled 1 at the bottom of the screen.
• At the end of packet pickup, the iPad will need to be charged. Please turn off the iPad and plug it in with the charger provided.

• Your Materials (_____, _____, & _____) will bring):
· BCA black tablecloths to cover the front Packet- Pick up table
· Alphabetized pre- registration lists on clipboard
· Pre-registered Race bibs with attached chips
. Safety Pin Box
· Red ink pens
. “TAKE ONE” Sign
· Boxes of T-shirts of all sizes.
· IPAD
. Additional bibs and pre-numbered blank registration forms for Walk-ups
. Cashbox, iPad, and Square for swiping credit cards for Walk-up Registrations
. Ink pens
. Clip boards for Walk-up registrations


IMPORTANT NOTES
1). ***It is IMPERATIVE that Pre-registered Race Bibs remain in correct sequence and that newly registered Walk-up forms remain in correct sequence
2). ***Be sure to give Pre-registered Participants the T-shirt type and size they registered for—T-shirt order was placed based on the type and size shirt participants selected and last minute mind-changes will skew our order numbers. (HENCE, THEY MUST TAKE THE SIZE THEY REGISTERED FOR)
3). At the end of Packet Pick-up, )_____ will bring back cash, new registrations, and ipads
4). Make sure all remaining bibs are in order and accounted for, as well as new registration forms and otherwise leave area set up for second packet pick up at 4pm

Location

SPORT SEASONS (NEW LOCATION) at 539 COOL SPRINGS BLVD, STE 120, FRANKLIN, TN 37067

Other Tasks

Awards Setup & Assistants

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Award set up: At 6:30am, begin setting out award mugs and trophies on display under the main pavilion at the Awards table DIRECTLY under the big Race banner. At 8:10, go to race timing to get winner data from the race timing staff and get it to Juli ASAP.
Award Assistant:
● Awards Assistant volunteer will need to be at their post at 7:45 at the table at the front of the pavilion
● Set up at the table with the accordion style prize awards envelope
● Gordon will hand you the correct prizes as Juli announces them
● As winners come forward (in threes) verify you are giving them the correct award and direct them to line up off to your right for a professional award as a category group to get their picture taken.
● Be ready to receive the next award because it does go fast.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Balloon Dedication

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Arrive at the park no later than 5:30am
● Your table is located under the BLUE Information tent ● _________ will be transporting the materials (except the helium tank—which will be on big Uhaul truck)
● Unpack your materials immediately—balloons, string, clamp/weight to hold balloon bouquet
● Begin filling balloons as soon as you are set up, and fill as many as you are able to fill before time to head to the Starting Line with the balloons at 6:40am (at least 75 FILLED BALLOONS or more is best—the more the better)
Fill & set aside some extra balloons for kiddos who become upset that we let all the balloons go :)
● The children will meet you at the starting line by 6:45am
● There has been some concern by participants of the children standing in the middle of the road for Balloon Release for fear of fastest runners mowing them over. So once you have gathered the children, situate yourselves just off to the side of the road for release at starting siren.
● After release, bring children back to the information tent for parent pickup, or their parents will pick them up as they pass to join them in the run.
● Pack up all Balloon Dedication materials into original boxes and break down your table after Balloon release. You may leave these items under the Information Tent for loading by guys after the race

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Balloon Release

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● You will need to be at the front of the crowd at the Starting Line by 6:45am to allow time for the kiddos to adjust to the excitement
● You will be meeting BCA Team members at the Start Line. They will be bringing all the balloons for the release and will assist you with the Balloon Release.
● Staff will be bringing a large number of balloons to wrangle, so at least one parent/caregiver of each child needs to stay until the end of the Balloon Release to assist with their child, as well as be there to “resume ownership” of your child once the runners take off. We don’t want any misplaced children
● This year’s Balloon Release will have the children standing off to one side of the road in order to ensure their safety once the runners blast across the Start Line
● If you are also running in the race, PLEASE NOTE THAT YOU CANNOT STAND IN THE BALLOON RELEASE AREA WEARING A RACE BIB WITH CHIP (it interferes with the timing equipment and the race start CANNOT start until all chipped bibs are standing BEHIND the start line)
● If you want to run AND be with your child for balloon release, please leave your bib with someone standing behind the start line.
● This is a wonderful and memorable photo opp for your child. There will be a professional photographer there, but feel free to capture your own candid shots.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Corral Controllers

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

This is a short 20 minute job and if you need more explanation, please see Gordon Liske prior to 6:45. You will be in teams of two and hold one end of the rope to "corral" your particular group of people. As one group takes off running you will "walk your group up to the starting line and when the group of runners that left already starts to thin out you may release your rope to the ground. After everyone has departed the finish line please reel your rope in and put near the blue registration tent.

Materials:
Ropes
Signs

Meet Gordon at the blue volunteer/information tent by no later 6:45am.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Course Monitors

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

6:00 - 8:30: Will be stationed along the course anywhere there is a turn or area of possible confusion, and to cheer and flag runners in the correct direction. THIS IS A HALLMARK OF OUR RACE--Happy Course Monitors :). You will receive specific instructions at Volunteer Check-in depending your course monitor numbers 1-11.

Materials:
Orange Flags
Chair (Optional)
Cell Phone

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

First Aid Tent

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Arrive to set up between 5:00 & 5:30.
● The tent will be under the extra-large shade tree beside the large flagpole
● You will 3 chairs, a large fan, table, & First Aid Banner (hang banner on front of your table)
● Supplies needed: Ice chest with ice, ice packs, water bottles, blood pressure cuff, thermometer and covers, bandaids, antibiotic ointment, vinyl exam gloves, Benadryl, aloe gel and other basic first aid items.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Easel Assistant

You must be 18 or older to volunteer for this task.

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

5:30 - 8:30
1) Before the race, retrieve the easel from the Uhaul truck if it hasn't been placed already in the middle of the road,
2) Immediately attach the two bins to the ends of the easel that hold the race bib safety pins
2). stand by Easel and direct runners to check lists for bib #.
3). IMPORTANT, at 6:40am, please move easel over to grass beside Information Tent as runners line up
4). Between 7:30 and 8:00am, get Race Results (from Timing Captain), and Post Results. Answer any questions regarding the postings.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Finish Line Support

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

• The Start/Finish line location is near the pavilion (they are one and the same).
• Offer each person that crosses the finish line a bottle of water and provide SMILES and encouragement as runners cross the finish line.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!
• Direct them to the refreshment area.

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Information Booth

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Arrive at the park no later than 5:00am
● 10X10 tent will have been set up the evening prior
● There will three tables in a U-shaped configuration—two for “Participant Information” (JULI ), one for Balloon Dedication (different group). These will be labeled.
● Please arrive back at Information Tent by 5:50am when runners begin arriving
es from Information Tent, Race Day registration and T-shirt Sales need to be returned TO NICOLE.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Juli's Helper

July 15, 2017

Details

Saturday, July 16th from 5am to 8am.

Meet Juli at the Information tent (or find her) and go wherever she needs you to.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Kids Activities

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

• Arrive no later than 5:30 AM (location maps attached).
• Earlier set of volunteers will inflate all three large Inflatables for you
• Children will likely begin trickling in around 5:45 -6:00am.
• Simply keep the numbers inside the inflatable units within accepted standards listed on equipment
• Monitor horse play that is too rough,
• You may begin breakdown of area around 9:00am.
• Inflatables will be loaded by other volunteers onto a trailer.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Lead Bike

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Saturday morning 6:30 - 7:30am: Lead the race from start to finish

Race starts at 7am and you should be done by 7:20pm and go get some refreshments and see Gordon before you leave. Thank you!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Loading Truck/ Clean up

July 15, 2017

Details

Sat. Morning 8:30 - 10:30, Pitch in and help load truck and clean up

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Photography

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

_Emily April Allen is responsible for: ”Volunteers at Work” Photos (setting up, serving participants), National Anthem (6:50am by DJ Booth), photos of Balloon Release, Start of Race, Random Candid shots along race course and at Kids Bounce House∙ Stay aware of times for National Anthem, balloon release, race start, etc… so you don’t miss these.
_____ responsible for:—Random Candid Shots (until 6:10), Team Photos (6:10-6:40), Finish Line and Award Ceremony Photos.

I would recommend arriving by 5:50am to get a feel for areas along the periphery of the course you might like to shoot. Team photos are scheduled to be taken over in the Volunteer Parking area (see site map) from 6:10am-6:40am. The DJ will announce for Teams to come over to you several times as well.
You are both professionals with a good sense of what to capture, so the Race Day schedule is posted below, and I will email you both a general site map so you know key locations to be (start/finish line, Awards, etc…)
∙ Please let us know when you are able to upload your photos to the Brown Center FB group and send us files as runners often request Team photos.
Race Day Schedule
5:15am Volunteer Check-in Opens
6:00am Registration & Raffle Opens
6:10am Team Pictures (meet photographer in Volunteer Parking area)
6:40am Runners Begin Line-up
6:45am Walkers & Strollers Line-up
6:45am Special Announcements
6:50am National Anthem performed by Logan Blade & Ben Liske
6:55am Prayer
7:00am Balloon Release and RACE BEGINS
8:00am Awards

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 8:30am)

Pre-registration (day of race)

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Arrive at the park no later than 5:00am—it cannot be over-stressed that your role is critical, and your area must be carefully set up and ready to go by 6:00am
● _________________is responsible for transporting your BLUE preregistration tub, placing you at your stations, and handing off all needed materials at 5:00am.
● Materials to be handed off include: 3 blue tubs with holes for door prize tickets (one to be placed between each station), clipboards, a set of pens, and stack of bibs.
● Pre-registration volunteers will each receive an assigned clipboard with the numbers listed above that contains a pavilion map, printed list of assigned bib #s with corresponding names, a bib #s sign, and a stack of door prize tickets.
● Volunteers will be given a stack of bibs that correspond to their assigned clipboard.
● The banner hanging crew will be hanging a thin rope around the registration area for you to attach our sign indicating to runners which pre-registered bib numbers your line will be serving. Please make sure your sign is in place and visible.
● If the amount of runners signed up is lower than 625 then their will be no bibs assigned to #6 clip board and the volunteer assigned to that clipboard should assist those working the T-shirt table.
● Pre Registered runners will begin to arrive and line up.
● When they arrive ask for their number, confirm their name, and mark them off the list using your pen.
● Ask for shirt size and call out T-shirt size to the volunteers working the T-shirt table which will be located immediately behind you.
● While the T-shirt is being delivered give the runner a door prize tickets with pen and say “If you will put your name, age, and gender on the back of this ticket, and place it in the blue container your name may be drawn to receive a prize after the race.”
● Deliver T-shirt and say “Safety pins are located at the large easel on the way to the start line”
● *point to easel* “Thank you for support and enjoy the race”
● Process runners as efficiently as possible so that everyone can make it to the start line on time—however, make sure read lists carefully and pay attention to necessary details.
● Registration can get a little hectic, but please remember, above all--be polite and friendly (even when the runner may not be). The upbeat nature and friendliness of our volunteers has been consistently praised in our post-race survey ! 
● If you encounter a problem, ask your Captain, ________, for assistance.
● Pre-registration closes at 7:00.
● _______will collect all pre-registration materials and place them back into the blue preregistration bin. This will need to be done quickly so that the awards can be set up.
2016 “Race Across the Spectrum” Volunteer Instructions
● If you do not have another assignment give your volunteer lanyard to Bruce at the Volunteer Check-In table
**Common Troubleshooting Issues:
● Problem: The Runner does not know their bib number
● Solution: direct runner to the large easel where they can locate the number
● Problem: someone’s name is on the pre-registered list, but their bib number is missing or is assigned to another name
● Solution: reassure them that they are taken care of, ask Race Day registration CAPTAIN, Mitch Davis, to re-register them with a new bib number at no cost. Ask participant to step over to Race Day Registration and apologize for inconvenience
● Problem: runner requests additional t-shirt(s)
● Solution: let them know that an extra shirts left over after registration closes will be made available for purchase beside the Pavilion
● Problem: runner requests a different size t-shirt than they registered for.
● Solution: let them know you are happy to do so if the requested size is available

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Race Day Registration

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Sat morning 5:00am - 7:00am: Set up, register those registering and paying the day of and break down right after the start of the race

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Refreshment Table

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

 Arrive at the park no later than 5:00am—it cannot be over-stressed that your role is very important and your area must be VERY attractively set up and ready to go by 6:00am
● Refreshments will be unloaded near your tables at the back of the big white tent
● There will be two identical refreshment lines (with 3 tables each, for total of 6 tables)
● There will be 4 Water Barrels (2 at end of food lines, and 2 at front entrance of big tent)
● Arrange your tables and Water Barrels as shown on Tent Map provided
● __Jan Burns___ will set up and work one side, and __Wendy_____ will set up and work the other side. ____________________ will float and support with replenishing after 7am as well.
● Please make both food lines set up similarly, and continually replenish
● _____________ and __________________ will be responsible for filling the 4 Water Barrels with ice and replenishing with bottles water and Sports Drinks throughout the race
● Additional food and beverage are to be stored under your tables and pulled out as needed to replenish
● Do not break down boxes until after the race since there are often leftovers to be dispersed among any volunteers who want them to take home
● Begin breakdown and clean up of your area at 8:30am

***SPECIAL NOTE: Two years ago, runners complained of “a LONG food line”. This is why we have TWO identical Food Lines and this has been a HUGE success!. Captain WENDY needs to be posted at the diagonal tables closest to crowd to keep an eye on runners as they enter tent, motion them toward shortest line, and let them know there are TWO lines. We will be announcing this via email and live by the DJ, but crowds tend to need additional direction or they won’t notice there are two lines. We have also purposely positioned the food at the back of the tent so runners can be under cover from sun/rain, as well as visit the vendor booths while they wait in line ☺

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Registration Runner

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

 Arrive at the park no later than 5:30am—it cannot be over-stressed that your role is CRUCIAL, and you must be ready to LITERALLY RUN by 6:00am 
 There will be 4 volunteers processing folks who are registering on Race Day (see Pavilion Map)
 Between each pair of volunteers, you will see a box labeled “Completed Race Forms” (total of three boxes to keep your eyes on)
 These volunteers will be incredibly focused on their task and it will be your job to continually collect the forms from each of these boxes as fast as you can as they are dropped into the boxes and carry them to the Race Timing Table behind you for data entry.
 As you collect forms, deposit them into the “Completed Race Forms” box with the Race Timing data entry person (usually under Best Times tent over by Coke machine)
 Take extra caution that no forms are dropped or smudged if possible
 Your job is finished at 7:00am, and you are free to move on to next assignment, assist others, or hang out at finish line to cheer finishers 

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Set-up crews

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Sat morning 5:00 - 6:00am: Table and chair set-up at registration pavilion and tents. Get list of where/how many tables and chairs from Bruce/Gordon.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

T-shirt Table (During Registration)

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Arrive at the park no later than 5:30am—it cannot be over-stressed that your role is very important, and you must be ready to LITERALLY RUN by 6:00am
● Per the Pavilion Map that you will be provided, you will notice that you have two 6 ft tables positioned in the very center of the Pavilion.
● THERE WILL BE SEPARATE TABLES FOR T-SHIRTS FOR PEOPLE REGISTERING ON RACE DAY & PEOPLE WHO ARE PRE-REGISTERED ● PRE-REGISTERED PEOPLE HAVE PRIORITY AND HAVE BEEN GUARANTEED A SHIRT ● RACE DAY REGISTRANTS CAN ONLY RECEIVE LEFT OVER SHIRTS. UNDER NO CIRCUMSTANCES DO YOU TAKE A SHIRT FROM THE PRE-REGISTERED TABLE FOR SOMEONE WHO REGISTERED RACE DAY UNLESS TOLD TO DO SO.
● Boxes of Race T-shirts will be stacked under these tables for you to unload and organize by size on your tables when you arrive. This will help you move more efficiently and quickly during registration.
● There are a total of 8 registration stations for Race Day and Preregistration). As they complete registrations, they will turn to you and request specific T-shirt SIZE to give to the runner in front of them.
● IMPORTANT: BE SURE TO GIVE RUNNERS ONLY THE SIZE THEY ORDERED, SWAPPING SIZES WILL CAUSE US TO RUN OUT.
● Your job is finished at 7:00am when registration closes
● Help move all remained shirts over to T-shirt sales table located with Nicole at Raffle Tent outside and to the left of the Pavilion.
Troubleshooting: Possible Problem: You may run out of shirts in a particular size. ● Solution: Let your Registration Volunteer know, and offer them a different size FROM THE RACE DAY REGISTRATION TABLE ONLY, and if desired by the participant

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Raffle, Door Prizes, & T-Shirt Sales Table

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Upon arriving at the park (preferably at 5am) look to find your tent, tables, chairs, & fan set up to the left of the registration tables.

RAFFLE
● Set up your raffle tickets and sign to be sold at $5 each or 5 for $20
● A cash box with $200 cash to begin with will be provided as well as an iPad and Square with credit card capabilities.
● Set up your white board easel with the prizes listed
● Set out your signs with shirt & mug prices on your table. (t-shirts will be available after the race starts
● Sell - sell - sell!!!
● Supplies - Ipad, easels, easel signs, square, signs, cashbox, raffle tickets, & raffle prizes

MUGS
● Set out the extra leftover mugs to sell for $10

T-SHIRT SALES
● Immediately following the beginning of the Race at 7:00 am all leftover shirts need to be moved outside the Pavilion area to tables to be sold at your tent
● All leftover T-shirts will be sold for $10.
● At 8:30am, remaining shirts need to be boxed up and placed in back of big Uhaul truck
● Be sure cashbox and iPad are also given directly to NICOLE

DOOR PRIZES
● At 7:00 sharp, immediately collect all six (6) “Doorprize Drawing” containers from the registration tables and station yourself at one of the cleared Pre-registration tables (on the right)
● Sort slips into “Men’s”, “Women’s”, and “Kids” based on the information on each slip. Slips should have Name, Gender, Age, and Bib Number fields completed on them. This makes Doorprizes better targeted to appropriate audience.
● You have a clipboard with a listing of all Doorprizes and their categories (Mens, Womens, etc..)
● Once these are sorted into appropriate category boxes, begin quickly drawing for each prize listed
● Very neatly print the Name and Bib # of each winner beside each prize listed on the whiteboard provided
● Cross off the name as they are picked up leaving the prize for extra marketing for the donors.
● Multiple announcements will be made for folks to come by your table to see if they won a prize
● Remain in this position to watch over Doorprizes and assist them in picking up their prizes
● Pack up any remaining prizes at 8:45am and give to Juli, Nicole, or Gordon
Materials:
● Easel/Whiteboard with prizes listed
● Door prizes
● Clipboard with which prizes go in each category
● Dry Erase marker

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Time Keeper Helpers

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Please be at Crockett Park no later than 6:15 am unless you have another volunteer role.
● The Timing company is Best Times, and the director is Steve.
● No later than 6:30 am, you need to be near the starting line where you will see Race Timing Station set up and receive instructions
● Steve will give you a 3 minute verbal explanation that is sufficient.
● Two of you _____ & _____ will simply loudly call out bib/time numbers as they cross the finish line
● Steve will need three of you to simply use a keypad and type in the bib numbers called out to you. (_____,_____,& _____)
● Your help is simply “back up timers”, very straightforward and simple role—so don’t sweat it. Its essentially just extra back up checks/balances on timing.

Important Note: The finish line and start line are within a few feet of one another, which makes timing much easier.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Unload Rental Truck

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Arrive at the park no later than 5:00am—it cannot be over-stressed that your role is critical, as everyone is dependent upon you unloading and getting their stuff to them
• Upon arrival go to the Uhaul Rental to unload tables, chairs, easel, water, and etc first thing
• Gordon Liske is your captain and will unlock the truck and be giving you direction as to where everything must go
• Unloading order is VERY IMPORTANT and should be in this order:
• t-shirts & bibs to registration.
• tables and chairs to the big tent to set up for food and sponsors.
• Helium tank to information tent.
• Get any other box that needs to get to the correct area and finally the smaller easels, water.
• After unloading, if you do not have a job please help at the food area to get water into barrels and on ice. Then please look for someone else who needs help. Thank You!'

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Volunteer Information

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Saturday 5:00 - 9:00 volunteer info. and check in
• Bruce is in charge of all Volunteer Instructions & Lanyards
. Arrive no later than 5:00 am. Set up immediately (get FIRST table off the truck)
• Volunteers will be arriving right away to receive their lanyard, volunteer instructions, and ask questions.
. Bruce's Helper will ask volunteer if they have already received their race shirt, check the list and make sure you give them the assigned shirt size
• Make yourself aware of the surroundings and have your maps ready so you can direct the volunteers to their spots.
. Be very prepared for course monitors and water station folks as they will each require VERY specific maps of their locations and how to get there
. Remain at your post throughout to receive volunteer lanyards as volunteers are leaving

Thank You!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Walmart Water station #1

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Water Station Volunteers: Water Station #1-
Water Station Volunteers: Water Station #2-
• Arrive no later than 6:00AM (earlier if you wish to hang business banners at your tent).
• Water station Tents will be erected the night before, and 6ft table and chairs will be delivered early morning.
• Please ice down all water that you bring in the provided ice coolers.
• Fill 50 cups of water at about 6:50 to be ready for the 7am start
• Runners will begin passing within just a few minutes after 7am start time
• Serious runners will not want to wait around and may not take any water, so please be on your toes with cups of water on hand at all times.
• Assign two people to hand each runner cups of water as they pass and rotate out volunteers with cups of water to have a flow of water always available.
• Assign one person to continually keep 50 cups of water filled until the runners/walkers start thinning out.
• Assign one person to pick up empty cups 50 ft down the trail as runners try to toss them into trash bins.
• You may begin breaking down your station as soon as you have confirmed that the last runner has passed your station around 7:45-8:00 for Water Station #1, and 8:15-8:30am for Water Station #2.
• Please ensure that all trash has been removed from your area and carried to appropriate receptacles or leave with the tent.
• If able please breakdown the table and tent to be picked up by Gordon. Thank you all!

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Walmart Water station #2

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

Water Station Volunteers: Water Station #1-
Water Station Volunteers: Water Station #2--
• Arrive no later than 6:00AM (earlier if you wish to hang business banners at your tent).
• Water station Tents will be erected the night before, and 6ft table and chairs will be delivered early morning.
• Please ice down all water that you bring in the provided ice coolers.
• Fill 50 cups of water at about 6:50 to be ready for the 7am start
• Runners will begin passing within just a few minutes after 7am start time
• Serious runners will not want to wait around and may not take any water, so please be on your toes with cups of water on hand at all times.
• Assign two people to hand each runner cups of water as they pass and rotate out volunteers with cups of water to have a flow of water always available.
• Assign one person to continually keep 50 cups of water filled until the runners/walkers start thinning out.
• Assign one person to pick up empty cups 50 ft down the trail as runners try to toss them into trash bins.
• You may begin breaking down your station as soon as you have confirmed that the last runner has passed your station around 7:45-8:00 for Water Station #1, and 8:15-8:30 for Water Station #2.
• Please ensure that all trash has been removed from your area and carried to appropriate receptacles or leave with the tent.
• If able please breakdown the table and tent to be picked up by Gordon. Thank you all!

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Gordon's Assistant

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Please arrive no later than 5:00 am.
● Meet Gordon at the Uhaul parked next to the Big Tents and he will direct you in what he needs help with.
. You will need to keep copies of the Tent Map and Site Map to be able to direct folks where to unload items
● You will need to keep a copy of the course map as they may be doing a lot of quick errands to areas of need.

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Parking

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● Parking volunteers must arrive no later than 5:00 am.
● Various volunteers will be arriving from 5:00am - 6:30am and should be directed down to Lot A at the Tennis Center Pavilion
● Race day participants typically start arriving before 5:30 am.
● It is suggested that you exchange phone numbers with one another, since you all won’t be together the entire time.
● Volunteers are allowed to park in the lot by the tennis pavilion, which is past Lot A, unless they arrive after the start line has been constructed or roughly around 6:30 am.
● There are 4 main parking areas for runners.
● After the Race begins, according to USATF regulations, no one can leave lots A, B, C because they are within the boundaries of an active race course.
● Important: Only Lot D will runners be allowed to exit before the Race is finished since Lot D has a back exit not attached to the race course. Due to the heavy amount of Walkers this race is expected to be over around 8:30.
● You should direct early arrivers to the closer Lots B and C (Lot A is for Volunteers or handicapped parking only), but inform any inquiring racers that Lot D is the only one they can exit from if they choose to leave before the entire race is complete.
● As each lot becomes full, block with barricades and move further back on Volunteer Pkwy to assist your Team Mates in handling traffic/runner questions. You will have orange cones and caution tape to help barricade and control the direction of traffic.
● Put up all barricades before Race starts by 6:55am.
● After the race begins, Lot D will be barricaded nearest the pavilion with the entrance left open and the ambulance will be stationed here also.
● At this position, traffic CAN turn left into Lot D to park, but there will be NO THROUGH TRAFFIC WHATSOEVER
● PARKING SECURITY GUARD #1 (and any others willing to stay) will remain stationed at this position at the Split Rail fence for the entire race to ensure the safety of our participants. Those stationed here, please bring a lawn chair, wear a ball cap and sunscreen ☺
● PARKING SECURITY GUARD #2 will need to remain stationed beside Volunteer Parking to insure NO cars attempt to leave between 6:55am and 8:30am (while race course is active)
● See map for more details involving this. You will receive a map and it will help you the most in understanding your instructions.
● REMEMBER: You are the first face people will see at the race so be excited and make them feel welcome.
● After 8:30, all barricades can come down and be put in the grass to be picked up by the large rental truck.
● PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service! Thank You!!!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

BCA Table Display

July 15, 2017

Details

VOLUNTEER CHECK-IN IS LOCATED UNDER THE BIG TENT (near refreshments and to left of main pavilion). PLEASE CHECK IN & PICK UP YOUR VOLUNTEER LANYARD, RACE SHIRT & WRITTEN INSTRUCTIONS/MAPS FROM BRUCE WHEN YOU ARRIVE.

● BCA table volunteer must arrive no later than 5:30 am.
● Set up at a table under the big tent according to the tent map
● Put out display board, event flyers, brochures, sign up sheets, business cards
● Answer questions, mingle with other non-profits and participants
● Break down at the end of the event between 9 and 9:30am

PLEASE BE SURE TO RETURN YOUR RACE LANYARD TO BRUCE AT THE VOLUNTEER CHECK-IN TABLE BEFORE YOU LEAVE. Thank you so much for your service!

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Inflatable setup

July 15, 2017

Details

Be at the park by 5:15am on Saturday July 16 and check in with the volunteer booth for last minute instructions. Go to the kid activity area behind the pavilion to begin setting up the inflatables to blow them up. I would set them up in a straight line or semi-circle. There will be a generator to get your power from on the trailer as well as extension cords. Set out the blowers to each inflatable, unfold the inflatable and hook up to the blower. They should inflate fairly quickly and it may blow up faster if you do one at a time. Make sure all cords and blowers or out of the way of children tripping over them. When everything is up and running smoothly just check periodically to make sure everything is okay.

At the end of the awards ceremony you can start the deflating process by unplugging the blowers and unhooking them from the units. They will deflate by themselves, just make sure they are free and clear to let the air out. Roll up the extension cords and put into the trailer along with the blowers.

Location

Brentwood's Crockett Park (Actual race time between 7am and 9am)

Assistant to Time Keeper

July 15, 2017

Details

At 7am move over to Timing Tent with Steve Stone's wife which is near the Coke Machine. There you will assist them in printing out labels of individual runners times as they come across the finish line.

Race Info Group/Teams Refund Policy
Event Info Find a Participant Volunteer
Corporate Challenge Racing Seriess Results Photos

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