Volunteer Detail
PACKET PICKUP
Those working Friday, packet pickup is from 5PM to 7PM @ Hillsborough YMCA. Please plan on arriving by 4:40 PM
Those working Saturday, packet pickup is from 6:30AM to 7:30AM @ Hillsborough YMCA, but will go right up until the race start at 8 AM because people are always running late. Please arrive at 6:15 AM so we are ready for the crowds.
We will be inside the gym at the YMCA.
In advance of your arrival, please go to the app store and search RunSignUp and download the app RACEDay CheckIn. It has a green logo. I have had several people wait to do this onsite when they arrive to volunteer and run into all sorts of issues remembering their apple ID, etc. Please, please do it in advance and reach out with any issues.
Once the app is downloaded, there is a Find Your Race search box. Search HOP. (it will not appear until 6/1)
You will be prompted with a password which is case sensitive, it’s Courtney2026!
After entering the password, the database of participants will load to your phone. You do not need to do anything further. I’ll show you how to use it when you get there.
We are doing dynamic bib assignment which means we have not assigned bibs to participants in advance of the race. You’ll remember the old days of printed spreadsheets in alphabetical order, finding the name, finding the bib. Now they just get assigned the next bib in your pile and we type that bib number right into the phone. It’s critical that if one person is picking up multiple bibs that we write their names on the back so they don’t get mixed up and mess up scoring.
Half of us will be working participant check in, the other half shirt distribution. Participants will get their bib and the person checking them in will yell back to the shirt picker the size they need. They must take the shirt size that they registered for.
We plan on having race day registration but will be online only so participants will automatically appear in your app.
We order shirts in advance of the race so we expect to be low on inventory. If someone registers and does not get a shirt, it’s not a mistake. They cannot exchange sizes until after the race.
COURSE MARSHALS
You will be assigned to a location on the course before race day. Please be in place by 7:45 AM and text me the crossroads at 908-872-0217 upon your arrival. I will be ensuring all marshals are in location before starting the race. Please DO NOT send just “Hi I’m here” as I’ll have no idea who you are. Again, text something like “Amy, Conover / Peterson”.
In advance of your arrival, please see your crossroads and reference the course map here. Those stationed at Peterson and Conover should pay close attention as these roads cross in more than one area of the neighborhood.
When possible, please park out of the way of the race participants on side roads near your location.
Please wear visible clothing and a safety vest if you have one.
The roads are not closed to traffic in the neighborhood, but community members will be reminded of the race by variable message boards and a Nixle alert. Remind any motorists to proceed slowly or ideally wait until there is a safe break in participants to proceed. It is not your job to enforce traffic, simply inform them. Do not throw yourself in front of any vehicles!
Encourage participants by cheering when you can.
Water is just past mile 2.
Please bring your cell phone. Call 911 for any emergencies and then Courtney Newman @ 908-872-0217 as soon as you can. It’s not your job to determine what is an emergency so if there is a medical concern, please call for help. For all non-emergency situations, please call Courtney.
The course will be marked with arrows. There will also be a lead bike to guide the runners. Simply direct the runners the direction that the lead bike goes.
I expect participants to run between 5- and 20-minute miles so you can determine your estimated work time based on your location on the course. For those very early in the race, you may be able to see the last participant and can leave your post when they pass. For all others, please use your best judgment.
FINISH LINE
Please arrive by 7:30 at the Municipal Building.
General Safety: Your job is to keep people moving through the finish line chute and out of the way of incoming runners. People love to stop and celebrate when they hit that line. Keep them moving. You may need to be forceful.
Monitor Refreshments: We have the refreshments in the sponsor area to ensure people visit the race sponsors. Just walk around and ensure only those with race bibs are taking the food and that no one is stocking up for next week’s lunches. You may need to be forceful but hopefully not. We don’t want people attending that event eating the food for our race participants.
Provide Water: You can greet finishers with fresh water but please stand back from the finish line, so they come to you.
WATER STOP
Please arrive at 27 Peterson Drive by 7:15 and begin to set up the water station. Prior to your arrival we will drop off 4 tables, 6 garbage cans, gallons of water and 500 cups.
Please look at the course map and park off the course. Lane and Lewis would be good parking places.
Set up the tables and pour cups about 2/3 full and hand them to participants. It’s a good idea to prefill the table with cups of water before the participants arrive. The first participant should come by around 8:10 and the last around 8:45. Not everyone will take water. Be sure not to get in the way of runners but be on the side with your arm out offering cups of water.
You will also be provided garbage cans and bags. Please place them further up to give the participants distance to drink before disposing of their cups. Remind participants that garbage cans are up ahead in hopes that they use them. Inevitably some will throw them to the side. When possible, please pick any dropped cups that could cause another participant to trip. This should be done only if you don’t get in the way of the participants.
Please keep the area around your table neat. After the race, be sure your area is clean of litter. You’ll want to walk about 50 feet up the road and check both sides of the road, lawns, etc. The last thing we want is the YMCA to receive complaints about trash in the neighborhood.
Encourage participants with some cheering - one mile to go!
When the last participant has passed, break down your tables and stack your garbage. A truck will be there later to pick it up. You do not need to wait.
Please bring your cell phone. Call 911 for any emergencies and then Courtney Newman @ 908-872-0217 as soon as you can. It’s not your job to determine what is an emergency so if there is a medical concern, please call for help. For all non-emergency situations, please call Courtney.
AWARDS
Please arrive by 8:40 and start organizing the awards if it is not done so already. The awards ceremony starts at 8:50. Once verified, I’m okay giving out awards to those who need to leave sooner than our awards ceremony.
The Hoppy Award will be provided to the Hillsborough School with the most participants.
We have 1st, 2nd and 3rd Overall Male, Female and Nonbinary awards. These participants will get an award (glass of some type).
Age group awards (glasses) are top 3 (male / female): 8 and under, 9 to 11, 12 to 14, 15 to 90… all the way to 90+.
The finishing times of registered teams will be added together to compete for top Mom/Son, Mom/Daughter, Dad/Son, Dad/Daughter awards. Each team gets 2 glasses.
CLEAN UP
After the awards ceremony which starts at 8:50 and goes until 9:10, this is an all-hands-on deck effort to break down the race site and return everything to the YMCA. Please meet at the Municipal Building near the finish line at 9 AM and be ready to go. Parking in the area will be limited at this time.
