Exchange 00b Start
Reporting Time:
Estimated Closing Time:
Location: Budweiser Tour Center parking lot
Directions:
From I-25: Take I-25 to Mountain Vista Drive - Exit 271. Then:
From Downtown Fort Collins: head east on Mulberry St (Hwy 14) to I-25. Go north on I-25 to the next exit, Mountain Vista Drive, Exit 271. Then:
From Exit 271: Turn west onto Larimer County Road 50 and then an immediate right (north) onto the Frontage Road (Busch Drive ) on the west side of I-25. The start is less than 1 mile on the left in the parking lot of the Budweiser Tour Center.
Volunteer Parking: The relay start area is going to be on the south end of the parking lot. Volunteers need to park in the grass field next to the parking lot.
Unique to this Exchange:
Volunteers must be able to lift 35 pounds.
Staffing - six non-profit volunteers to assist with the checking in of the race participants; up to six volunteers to be parking monitors.
Parking Monitors:
P1 - separates relay vans from personal autos. Personal autos are directed to the grass field to the south of the paved parking lot to park their vehicles, however, allow visitors to the Tour Center through and instruct them to park in the spaces close to the building
P2 - directs vans to go right or left based on communications of P3 and P4
P3 & P4 - directs vans where to park; keeps vans in the two eastern rows of the parking lot; can go one more row west ONLY IF the other two rows are full. Actively direct vans where to park - DO NOT LET VANS PARK WHERE EVER THEY WANT. You are in charge
If avaialable, P5 - in directs private vehicles where to enter grass field and points to P6
If avaialable, P6 - directs vehicles where to park utilizing space efficiently (not wasting space)
Volunteers will assist with the setup of the start area.
Exchange Notes:
This is the start for the Wild West Relay. Teams will be coming and going from 4:00 AM until 12:00 PM. Since we are guests of the Budweiser Tour Center, it is very important the relay vehicles park at the east end of the lot (towards the entrance and I_25) to save the spaces close to the visitor center for their guests. ALL vehicles that are parking at the start for the weekend MUST be directed to park on the green lawn south of the Tour Center parking lot. Any relay vehicles left in the paved parking lot will be towed.
Volunteers will assist the staff with the set-up and take-down of the start area, checking in the teams as they show up, directing the relay vans to parking, and keeping the area clean.
There are three different tasks unique to the start, plus parking monitors, that will be needed:
1. Collecting Waivers, Substitution Forms, and Substitution payment (2 people) - you will be provided with a notebook that has each team on a separate page. On the page will be a list of all the runners AND volunteers for their team as they entered it into the GMR database before it closed. Your responsibility will be check off each individual waiver received with the team list. If a name is different, a Substitution Form is required to be filled out as well as to collect payment (cash/check) for $10. If there is Substitution Form is needed, there is a $10 fee, no exceptions!!! The check MUST be made out to "Timberline Events LLC." Staple the cash/checks to the substitution form and place in the Substitution Form folder. If any waivers are missing, the team can not start.
Some teams may have an invoice paper clipped to their fold. ALL invoices must be paid before the team is checked in. Again, staple the team's check to the invoice and place it in the Substitution Form folder.
Place all signed waivers in the team's folder.
2. Safety Check (2 people) - your responsibility is to make sure that each team has ALL the required equipment:
2 flashlights or headlamps
6 reflective vests
2 flashing red LED lights
One sign per van: "CAUTION-RUNNER ON ROAD" (minimum 17 x 22 inches) to be attached to the rear of each teams two vehicles. These can be hand made but they must be legible - one sign for Ultra Teams; be careful, some teams try to get by with signs that are smaller than required. Also, some teams will tell you that the sign is already on the back of their van. Please go take a look at it if you have time. If you stand 30 feet from the sign and can not read it, the team must come up with a replacement.
1 First Aid kits per vehicle - one kit for Ultra Teams
1 copy of the Relay Handbook and Map book per vehicle
1 Trash bag per vehicle
3. Distribute Team T-Shirts (2 people) - You will have a notebook with a sheet listing of each team member’s name and the tech shirt size they ordered.
a. Find the bag that corresponds to the team.
b. Open the bag with the captain and check each shirt. You need to make sure there is the correct number of each style and size. The volunteers might be listed on this sheet, but they will get their shirts at their volunteer location.
c. Pull any shirts of people that are no longer on their team (ex: they have made a substitution) unless the substitute will wear the same sized shirt. Place any pulled shirts in the extra shirts box (please keep shirts clean).
d. Once you have checked all the shirts, please have the captain sign the sheet. This is them confirming that no shirts are missing and are correct. There is also a copy of the size sheet in the bag so the captain can distribute the right shirt to each member of his or her team. If they are missing any shirts, fill out a missing shirt form and have them take it to the merchandise tent. **
e. Send them to Packet Pickup.
**If there are team additions, their substitution form is their shirt order their shirt will be mailed to them after the relay.
**If there are people wanting to switch tech shirt sizes they will need to do so at the merchandise table. There will be a very limited quantity of extra shirts that can be exchanged out.
4. Parking - proProactively direct relay vehicles to specific parking spaces utilizing the red flags provided. Relay vans ONLY should be directed to park in the Budweiser Tour Center parking lot as shown on the exchange map. Non relay vehciles should be directed to park in the grass field to the south of the paved parking lot.
At the end of your shift, walk around the parking lot to police the area and collect any trash.
|
