Double Trouble - 5K & 10K Volunteer Registration

Aid Station 1

October 10, 2026

7:30 am CDT - 11:00 am CDT (At least 7 more needed)

Details

Hand out water and Gatorade, pick up cups, bag trash and encourage/cheer on runners.
Runners from both races will pass this aid station outbound and return on both courses.
First 5K racer expected runner around 8:05 AM.
First 10K racer expected runner around 9:00 AM.

Location

Map can be found on race website

Aid Station 2

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October 10, 2026

8:30 am CDT - 10:00 am CDT (At least 7 more needed)

Details

Hand out water and Gatorade, pick up cups, bag trash and encourage/cheer on runners.
Runners from the 10k race will pass this aid station outbound and return.
First 10K racer expected runner around 9:10 AM.

Location

Map can be found on race website

Deliver Aid Station Supplies High Priority

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October 10, 2026

6:30 am CDT - 8:00 am CDT (At least 2 more needed)

Details

Deliver table, cups, pitchers, water, and sports drink to aid stations

Location

Aid stations 1 and 2 on course

Course Marshal 5K & 10K (Position 1)

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October 10, 2026

7:30 am CDT - 11:00 am CDT (At least 1 more needed)

Details

Direct runners in both the 5K & 10K - outbound and returning to finish line

Location

Horseshoe Trail E & Catfish Ln (aka "top of the hill") - approx. .2 mile from trail head of regular weekend route

Course Marshal 5K & 10K (Position 2)

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October 10, 2026

7:30 am CDT - 11:00 am CDT (At least 1 more needed)

Details

Direct runners in both the 5K & 10K - outbound and returning to finish line

Location

Horseshoe Trail E & Boathouse Dr (aka "bottom of the hill") - approx. 1/4 mile from trail head of regular weekend route

Course Marshal 5K & 10K (Position 3)

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October 10, 2026

7:45 am CDT - 10:45 am CDT (At least 1 more needed)

Details

Direct runners in both the 5K & 10K - outbound and returning to finish

Location

Horseshoe Trail at C. Shane Wilbanks Trail split (at drinking fountain prior to the regular weekend route first water stop)

Course Marshal 5K (Position 4) and 10K (Position 5)

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October 10, 2026

7:45 am CDT - 8:30 am CDT (At least 1 more needed)

Details

Direct 5K and 10K runners to make a U-turn

Location

At the 5K turn around on C. Shane Wilbanks trail near the parking lot and the 10K turn around on Snakey Lane.

Course Marshal 10K (Position 4)

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October 10, 2026

8:50 am CDT - 10:30 am CDT (At least 1 more needed)

Details

Direct 10K runners coming up C. Shane Wilbanks trail to turn down Snakey Ln. and head toward 10K turnaround. Runners returning on Snakey Ln from 10K turnaround need to head down C. Shane Wilbanks trail back to finish line.

Location

At regular weekend route second water stop (C. Shane Wilbanks trail at Snakey Lane)

Finish Line/Timing Chip Removal

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October 10, 2026

8:00 am CDT - 11:00 am CDT (At least 6 more needed)

Details

Remove timing chips from runners' shoes and cheering on runners

Location

Finish line

Food Prep

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October 10, 2026

6:30 am CDT - 10:00 am CDT (At least 2 more needed)

Details

Prep food & beverages (for racers), set-up and replenish, as needed

Location

Clubhouse

5K Lead Bike

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October 10, 2026

7:30 am CDT - 8:45 am CDT (At least 1 more needed)

Details

Guide lead runner on 5K course

10K Lead Bike

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October 10, 2026

8:30 am CDT - 10:30 am CDT (At least 1 more needed)

Details

Guide lead runner on 10K course

Packet Pick-up - Tuesday High Priority

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October 6, 2026

4:30 pm CDT - 6:30 pm CDT (At least 2 more needed)

Details

Pass out packets (race giveaway and bibs) to pre-registered racers and those registering on-site (via Run Signup).
Packet pickup starts at 4:00 but first shift please be there at 3:30 to be ready to start handing out packets at 4:00 (runners line up early!).

We will check in racers using “RaceDay Checkin” app on your personal phone. Please download this app before you arrive.

Location

Hop and Sting Brewing Co.
906 Jean Street
Grapevine, TX 76051

Packet Pick-up - Thursday

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October 8, 2026

4:00 pm CDT - 5:30 pm CDT (At least 2 more needed)

5:30 pm CDT - 6:30 pm CDT (At least 2 more needed)

Details

Pass out packets (race giveaway and bibs) to pre-registered racers and those registering on-site (via Run Signup).

We will check in racers using “RaceDay Checkin” app on your personal phone. Please download this app before you arrive.

Location

Trailhead Running Supply
2600 Lakeside Parkway, Suite 140
Flower Mound, TX 75022

Packet Pick-up - Friday

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October 9, 2026

12:00 pm CDT - 2:00 pm CDT (At least 2 more needed)

2:00 pm CDT - 4:00 pm CDT (At least 2 more needed)

Details

Pass out packets (race giveaway and bibs) to pre-registered racers and those registering on-site (via Run Signup).

We will check in racers using “RaceDay Checkin” app on your personal phone. Please download this app before you arrive.

Location

Bear Creek Running Co., 121 Rufe Snow Dr #103, Keller

Race Clean-up

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October 10, 2026

10:00 am CDT - 12:00 pm CDT (At least 10 more needed)

Details

General race clean up of Clubhouse area. Collecting food items to discard, race debris, and picking up miscellaneous items. Moving club items back to the clubhouse and shed and general breakdown of the race after awards.

Bib Distribution for Pre-Registered Runners

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October 10, 2026

6:00 am CDT - 8:30 am CDT (At least 2 more needed)

Location

Grass area next to clubhouse

Chip Distribution for Pre-Registered Runners

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October 10, 2026

6:00 am CDT - 8:30 am CDT (At least 4 more needed)

Location

Grass area next to clubhouse

Shirt distribution

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October 10, 2026

6:00 am CDT - 8:30 am CDT (At least 2 more needed)

Details

Distribute shirts to pre-registered runners

Location

Grassy area next to clubhouse

Race Day Registration

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October 10, 2026

6:00 am CDT - 8:30 am CDT (At least 1 more needed)

Details

Assist Race Day registrants, distribute bibs, and direct to chip table

Location

Front of clubhouse

General Race Set-Up

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October 10, 2026

6:00 am CDT - 7:30 am CDT (At least 10 more needed)

Details

Assist with setting up tables and tents. This includes setting up areas for race registration and volunteer check in area,

Location

Clubhouse

Awards Set-up/Distribution

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October 10, 2026

8:30 am CDT - 11:00 am CDT (At least 1 more needed)

Details

Set up table and organize awards for award presentation

Location

Grass area next to clubhouse

Club Info Table

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October 10, 2026

8:00 am CDT - 11:00 am CDT (At least 1 more needed)

Details

Provide participants information about RAW.

Floater - Race Day

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October 10, 2026

6:00 am CDT - 10:30 am CDT (At least 1 more needed)

Details

Help fill in with tasks as needed

Location

Clubhouse

Sound System Set-up and Emcee

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October 10, 2026

6:00 am CDT - 11:00 am CDT (At least 1 more needed)

Details

Set up sound system, microphone, and speakers. Make general announcements and announce award winners.

Location

Clubhouse

Timing High Priority

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October 10, 2026

6:00 am CDT - 10:00 am CDT (At least 2 more needed)

Details

Data entry race registration and posting of race results. Ensure set-up of timing system, movement of mats, and finalize results.

Location

Clubhouse

Traffic/Parking

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October 10, 2026

6:00 am CDT - 8:45 am CDT (At least 6 more needed)

Details

Direct cars to parking lots(s) and specific parking spots

Race Volunteer Coordinator High Priority

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At least 1 more volunteer needed.

Details

Strategically recruit, place, communicate with, and check in the ~80+ race day volunteers to ensure every critical operational post is fully staffed.

Pre-Race Setup: Design the volunteer registration matrix on RunSignup. Allocate exact headcounts to Course, Logistics, and Festival areas based on historic data.

Roster Management: Monitor sign-up sheets weekly, target lagging areas (e.g., typically Course Marshals or Chip Collectors fill slowest), and reassign club members to balance the load.

Stakeholder Alignment: Sync regularly with the Race Director and Course Director to ensure specific zone needs (like a bilingual marshal or heavy lifters for setup) are met.

Race Day Command: Own the Volunteer Check-In Tent. Manage the "Standby List" to rapidly plug holes left by race-morning no-shows.

Location

Clubhouse

Race Director High Priority

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At least 1 more volunteer needed.

Details

Total event oversight, risk management, and administrative execution.
Compliance: Secure permits with the City of Grapevine and align with Lake Grapevine park rangers.

Financials: Approve budgets, monitor RunSignup price tier increases, and coordinate the 30% donation payout to the selected charity.

Vendor Management: Command high-level vendor relationships (IPICO timing contract, apparel printing deadlines, permit offices).

Incident Commander: Acts as the absolute final authority on race day for medical emergencies, weather delays, or course closures.

Race Volunteer Coordinator Assistant (s) High Priority

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At least 1 more volunteer needed.

Details

Assistant A (Check-In & Floater):

Race Morning: Owns the physical check-in roster sheets, hands out volunteer t-shirts, and ensures everyone signs the club liability waiver.

In-Race: Acts as a mobile supervisor. Walks the event area/clubhouse grounds to check whether the PPU or Chip Collection teams need water, bathroom breaks, or extra hands, and reports back to the VC.

Assistant B (Communications & Digital):

Pre-Race: Drafts and schedules the automated reminder emails through RunSignup containing arrival times, parking maps for Oak Grove Soccer Complex, and job descriptions.

Race Morning: Monitors the club phone/inbox for last-minute "I'm running late" or "I can't make it" messages, feeding live updates to the VC to adjust assignments on the fly.

Assistant Race Director

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At least 1 more volunteer needed.

Details

Operational Shadow: Must attend all production meetings and be fully capable of stepping into the head RD role in an emergency.

Vendor Logistics Coordinator:

Pre-Race: Handles the tactical execution of vendors—confirming delivery times for port-a-potties, verifying the final t-shirt inventory counts, and picking up the timing equipment from storage.

Race Morning: Greets the timing company on-site, ensures they have the power/tables needed near the clubhouse finish mat, and confirms the PA system is functional.

Customer Service Lead: Manages the "Solutions Table" next to Packet Pick-Up on race morning. Handles angry runners, bib issues, event transfers (5K to 10K or vice-versa), and last-minute disputes so the RD isn't distracted by individual registration errors.