Volunteers

Race Day Registration (Arrival time: 6am)

This area handles the runners who have NOT previously registered for the race. They are paying their entry fee the morning of the event.

1. Take completed entry form from participant. Check to see that it is filled out completely and signed. Please make sure it is legible. The fields of “Last Name”, “First Name”, “Age” and “Sex” are very important.
2. Take payment for the entry fee.
a. Payment can be made with check or cash. We cannot take credit or debit cards.
b. Checks are made payable to the name of the race (or possibly the charity).
c. The entry fee is determined either by the race the participant is registering for or the age of the participant. Please check the race entry form for the actual amount.
3. Issue a number to the participant by writing the race number prominently on the race entry form, and handing the race number to the race participant.
4. Ask the participant to complete the bottom portion of the race number before the race begins. This is best done at the tables away from the registration area, where other runners are completing entry forms to register for the race.
5. If you are issuing more than one race number at a time, process each one separately. It is essential that we specifically know which number was assigned to each individual participant. Take the time to write the runners first name on each number that you are issuing to a group of runners, and point out to them when you hand it back that it is specifically for that runner.
6. Place the completed entry form in a stack of registered participants.
7. Place the money for the entry fee in a cash box or give it to the person designated to collect the entry fees.

Key Questions the Runners will have:
• When do I get my T-shirt?
• Where does the race start?
• What times do the races start?
• Where are the restrooms/port-a-jons?

Race Number Pick-up(Arrival time: 6am)

This area handles the runners who have registered for the race online or by mail in advance of the race, and who just need to pick-up the race number that is assigned to them for the race.

1. Participants will pick-up the race number that is pre-assigned to them by their last name.
a. Runners may pick-up a race number for another participant, if they know their name.
b. Runners cannot run in place of another runner who has registered. If someone asks, please direct him/her to talk to the person managing the area.
2. Ask the participant for their last name and first name.
3. Flip through the stack of race numbers to find the appropriate runners number.
4. Verify the spelling of their last name if there is any question you have the correct person’s race number or if you cannot locate their race number.
a. If you are missing a race number for a woman, ask if they possibly have a hyphenated last name they could have used when they registered.
5. If the information on the number is incorrect, direct the runner to talk with the person managing the area to get it corrected.
6. If the race number cannot be found for that runner, direct the runner to talk with the person managing the area.
a. Determine how the person registered for the race.
i. Active.com:
1. Did they bring their e-mail confirmation with them? If yes, look at the name and see if it is spelled correctly, or if the first and last names are in the correct order.
2. Look them up on the list of Active.com registrants. If they are not on the list, they probably did not register correctly.
3. In general, if they are not on the list, then we would ask them if they can pay to register for the race again (at the early registration fee), and if they find out they have paid twice for the race, then we will refund the 2nd entry fee.
4. If they do not have a way to pay the entry fee at the race, then have them complete a new registration form, note at the top something like “lost – Active.com”, and issue them a new race number. Ask the runner to check his records, and if they find out they did not register correctly on Active.com, to send the race a check.
ii. Mailed in entry fee and check:
1. When did they mail in the entry form? If it is recently, it probably did not make it to the race on time.
2. Look for their name on the alpha lists of all participants. There will be lists in alphabetic order by last name and by first name. Check both, in case the number is misfiled because their handwriting could not be read.
3. In general, if they are not on the list, then we would ask them if they can pay to register for the race again (at the early registration fee), and if they find out they have paid twice for the race, then we will refund the 2nd entry fee.
4. If they do not have a way to pay the entry fee at the race, then have them complete a new registration form, note at the top something like “lost – Mail”, and issue them a new race number. Ask the runner to check his records, and if they find out they did not register for this race, to send the race a check.
5. If someone has made the attempt to get to the race early on a Saturday morning, we want them to leave the race with a good impression on how we handle this situation.

Key Questions the Runners will have:
• When do I get my T-shirt?
• Where does the race start?
• What times do the races start?
• Where are the restrooms/port-a-jons?

Finish Line Workers (Arrival time: 7am)

These workers are assisting at the finish line with collecting the race results for each of the participants at the race. In general, someone from the finish line management company will instruct the workers what their jobs are.

1. Have the workers at the finish line about 15 to 20 minutes before the start of the first race.
a. There may be jobs to do, such as separating the finish cards or getting the timers started for the races.
2. The people in charge of the race timing will instruct the volunteers with their responsibilities either before or after the start of the race.
a. In the meantime, keep the group of volunteers together, so they are available as soon as they are needed.
3. Volunteers will be used for several jobs, such as:
a. Finish Line Timers
b. Select Timers – folks who can operate a 10 key keypad are perfect for this job
(but not required)
c. Finish Card Distributors
d. Spindlers
e. People Movers
f. Announcer
g. Race or Sex Separators

Race Results(Arrival time: 6am)

These volunteers will be assisting the race management team tabulating the results for the races.

1. Volunteers will assist the race management team organize the finish cards for the three races.
2. Finish cards will be turned in on the Ronald Reagan Parkway, adjacent to the starting line for the 10K and Half Marathon.

T-Shirt Distributors

These workers are handing out the race T-shirts, and possibly goodie bags, after the race finishes to the runners.

1. Runners will come to the T-shirt area to pick-up their T-shirt by size.
2. ONLY runners with a race number may receive a T-shirt.
3. Draw a black line (or other color) with a permanent majic marker through their race number (signifying they have received a T-Shirt), and hand the runner the size T-shirt they are asking for, along with a “goodie bag” if appropriate at the race.
4. NO RACE NUMBER, NO T-SHIRT.
5. If you are going to run out of T-shirt in general or just a specific size.
a. Determine from the race directors if the race is willing to re-order T-shirt if necessary.
b. If the race is running out of a specific size, see if you can bump the runner to another size.
c. If the race is going to re-order T-shirt, then mark the persons race number and make lists by T-shirt size of the participant’s race number.
i. Shirts will be mailed to the participants within about 2 weeks of the race.
6. If someone wants to buy an extra T-shirt, then ask him/her to check back to see what supplies are left after everyone has received their shirt. In general, if a race sells extra shirts, they should consider selling them for no less than the early registration fee.

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Course Water Station Workers (Arrival time: 7am)

These workers are responsible for distributing water to the runners along the route and cleaning up the road after the runners pass.

1. All of the supplies necessary for the water station will be delivered to the water station by race staff.
2. Volunteers should be at the water station no later than 30 minutes before the start of the first race.
3. Volunteers will pour cups of water about 2/3 full, and cover the entire table(s) with cups pushed closely together.
4. As the lead runners pass, volunteers may elect to hand out water at either end of the tables.
a. Volunteers SHOULD NEVER WORK in front of the tables.
b. Water may be handed to the runners in a couple of methods:
i. Balancing cups in the palm of your hand, and letting the runners snatch the cup off of the volunteer’s hand.
ii. Or, by holding the rim of the cup and letting the runner grab it from the volunteer’s hand.
5. The majority of the runners will help themselves to water from the tables as they pass.
6. Depending on the temperature and the length of the race, runners will usually take 1 cup, possibly 2, each as they pass.
7. The water station will only be passed by the runners once.
8. After the runner’s have passed the water station, volunteers should rake up the cups for as far as they go, and get them into trash cans and trash bags.
a. Volunteers should never begin raking up the cups while there is a heavy volume of runners passing the water station. The handle of the rake can become dangerous.
9. Volunteers should begin to break down the water station when it is obvious the most of the runners/walkers have passed. Please make sure there are always cups of water available while runners/walkers are on the course.
10. Breakdown consists of cleaning up the trash and folding up the tables.
11. Volunteers should remain at the water station until the support vehicles arrive at the water station to pick-up the supplies.
12. Once the volunteers are done at the water station, they are free to depart or return to the race site.

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Mile Split Callers (Arrival time: 7am)

These volunteers will be calling out times at the mile marks along the route as the runners pass.

1. Mile split callers can either use their own running stopwatch or the race will provide them with a stopwatch to do this job.
2. A coordinator will need to have a vehicle large enough to transport these mile split volunteers to the appropriate locations.
3. The vehicle should be staged about 100 yards in front of the starting line of the race at least 15 minutes before the start of the first race.
4. All volunteers will be loaded into this vehicle at least 5 minutes before the start of the race.
5. As the race begins, all of the mile split volunteers will start their stopwatches.
a. The race starts with a shoot from a starters pistol, an air horn blast or the dropping of the starter’s arm.
b. The race would also start if the runners break from the starting line, even if none of the above is observed.
6. Volunteers will be dropped at the appropriate mile mark locations.
7. As the runners pass, the volunteers should audibly call out the time on the watch. (i.e. – 5:20, 5:21, 5:22, 5:23, etc.)
8. The coordinator for these volunteers should circle back around the course to pick-up these volunteers, or the race support vehicles following the last runners can pick-up the volunteers.
9. The volunteers should make sure they return the stopwatches provided by the race to the mile split coordinator or to the finish line.

Water at the Finish Area (Arrival time: 7am)

These workers will be handling the water distribution for the runners after the race.

1. Water should be readily available for the race participants near the finish line.
2. If cups are being used, the volunteers should make sure there are always cups of water available for consumption. Cups are poured about 2/3 full.
3. If bottles of water are used, the volunteers should make sure bottles are always available for distribution.
a. In addition, volunteers should keep a watchful eye on the water to insure that participants are respecting that more participants will need water, and therefore there is not enough water for them to take large quantities just for themselves.
4. Additional responsibility will be for fluid replacement beverage if available.
5. Volunteers should assist with the clean-up of the area after the race is complete.

Post Race Refreshments (Arrival time: 7am)

These workers will be handling the food distribution for the runners after the race.

1. Food should be spread out on the tables to make it easy for runners to help themselves to the items they would like.
2. Volunteers can keep individual items stocked on top of the tables as they become depleted.
3. Volunteers should also assist with insuring that the runners do not over indulge helping themselves to the food.

Turn-around Monitors (Arrival time: 7am)

These volunteers are responsible for making sure the runners run the correct route for the 5K, 10K and Half Marathon.

1. Volunteers need to make sure runners know where the turn-around points for the respective races are located.
2. Each of the races (5K, 10K and Half Marathon) is out and back from the Snellville end of the Ronald Reagan Parkway.
3. Volunteers will audibly announce the respective locations.
4. During the first race - 8:00 am – 10K and Half Marathon
i. 5K Turn-around – nobody turns
ii. 10K Turn-around – only 10K folks turn, half marathon runners continue straight
iii. Half Marathon Turn-around – everybody turns
5. During the second race – 8:30 am – 5K
i. 5K Turn-around – everybody turns

Parking(Arrival time: 5:30am)

These volunteers will help get the runners parked in the appropriate areas and exclude parking from others.

1. Parking volunteers need to be in place by about 6:00 am.
2. The race staff will provide each parking volunteer with an orange safety vest, so they are visible to the traffic in the early morning hours.
3. Volunteers need to know how race participants will get to the registration and race number pick-up areas for the race from their location.
4. Parking volunteers will be used at Presidential Market to keep volunteers from parking immediately in front of the stores.
5. Parking volunteers will be used at the Emory Eastside Medical Buildings to make sure parking at the hospital and the building that has Saturday hours remains available.
6. Parking volunteers are need in place until about 8:30 am, or until the lots are full.
7. Volunteers need to make sure they return the safety vests to the parking coordinator or to the finish line before departing from the race.