2015 fun run job descriptions · determine marketing pieces for the event: design, printing,...

2015 Fun Run

Job Descriptions

2015 Event Director: Tracy Timmons

2015 Fun Run Job Descriptions Table of Contents

TEAM PAGE

Race Directors 2

Primary Contact 3

Pre-event Activities 4

Pre-race Publicity 5

Pre-Registration and Bag Stuffing 6

Early Registration Pick-up 7

Registration Data Entry & Filing 8

Volunteer Coordinator 8

Marketing Committee 9

Photographers 10

Set-Up 11

Booths 13

Banners 14

Race Registration Table 14

Timing Table Assistant 15

Timing Chip Assistants 15

Route 16

Entertainment 17

Toddler Trot 17

Start/Finish 18

Finish Line Cheering 19

Finish Ceremony 19

Barbeque 20

Awards 20

Clean-Up 21

Post-Event Clean-up 21

Steering Committee 22

RACE DIRECTORS 2 Volunteers Team Leader: Marci Dye and Bill Foisy

Responsible for the route Event setup (not booths) Race logistics

Announcing winners Engaging the timing company The race supplies

Awards

PRIMARY CONTACT 55 Volunteers Team Leader: Caitie Owen

Attend all required Fun Run meetings or arrange for someone to attend

Report back to the organization you are representing with: 1. Information shared from the meeting

2. The next actions the charity should take

3. Pertinent dates and deadlines 4. New opportunities available to the charity outside of the Fun Run

5. Be the liaison to fulfilling volunteer hour requirements. Bring completed volunteer hours to each meeting.

Nonprofit organizations are now responsible for tracking their volunteer hours

committed to the Fun Run on a monthly basis and submitted to the Foundation. A

minimum guideline for volunteers hours, based on the size of the organization, will be

tracked as part of the incentive of the Match fund. Volunteerism is a critical component of

keeping the Match fund high for all organization’s benefit.

Volunteer hours include time spent:

On any of the position descriptions;

Attending Fun Run planning sessions;

Creating the Active Fundraising Page

Setting up and attending to your booth on event day.

Volunteer hours DO NOT INCLUDE time spent on:

Fundraising activities to solicit donations that benefit your charity exclusively;

Charitable organizations earn their match incentive percentage based on this formula:

20% for each of the following:

Attendance & participation in the Fun Run Kickoff Meeting May 14, 2015, Complete Active fundraising page by June 11, 2015

Must provide a minimum of 31 total documented event volunteer hours,

updated & submitted each month, in writing to RLACF. Attendance and participation in the Fun Run charities meeting on July 16th,

2015 A booth with a representative, present on the day of the event 7:30-11:00.

PRE-EVENT ACTIVITIES 6 Volunteers Team Leader: Catie Owen

Visit every business on Broadway where road will be closed to notify them of the road closure and attend July City Council Meeting

Obtain necessary forms from City Council to obtain event permit and deposit form. Find our fee for each Arrange for event insurance through US Track & Field.

Sponsor Packets Letter to the state for the road closure

PRE-RACE PUBLICITY TEAM 6 volunteers

Team Leader: Distribute registration forms and posters to businesses in Red Lodge, Billings, Roberts, Joliet, Fromberg, Bridger, and Belfry.

Consider Cody and other outlying areas. Bozeman has not been effective. Arrange for the needed supplies to do so: tape & tacks. Coordinate all volunteers to begin the mass distribution on August 1. Arrange for volunteers to refresh supplies at the same locations on August 15th.

Billings Distribution Included: 1. Granite – West End 2. Walgreens – Zimm &Grand 3. Albertsons – Zimm & Grand

4. Albertsons – 511 Central 5. Albertsons – Grand & 12

6. Beartooth Crossfit 7. Ski Station 8. Target – Central

9. WalMart - King 10.Big Bear

11.Bonanza Health 12.Lucky’s Market 13.Sports Authority

14.Base Camp 15.Avg. Joes

16.BAC 17.Fitness 19 18.City Brew – Downtown

19.City Brew – King 20.City Brew - 17th

21.Starbucks – 24th 22.Off the Leaf 23.Natural Grocers

24.Downtown post board – 2nd and Broadway 25.Eagle Mount – Window

26.Good Earth 27.Rock Creek 28.Mall

29.YMCA 30.Granite – Heights

31.Anytime Fitness – DT 32.Curves

Pre-Registration and Bag Stuffing Team

17 volunteers

Team Leader: Jo Ann Eder

Prepare bibs with stickers of names, gender, ages. Need stickers, obtain registration names from Fun Run Coordinator. Attach 4 safety pins per bib. Place bibs

into registration packets. Obtain t-shirts from Coordinator. They should be available by August 15th.

Organize all supplies/envelopes. Will need tables, markers, boxes, participant labels, t-shirts (folded by size), “freebies”, and prepared bibs.

Obtain list of registrants, printed on labels, from Fun Run Coordinator. Labels shall contain last name, first name, t-shirt size, event, age, and sex. Fill and alphabetize envelopes, file in boxes.

Prepare early in the week prior to the run, then each day thereafter. Obtain stuffers for the registration packets from

director. Should include (at least) survey form, Thank You notes, event rules and procedures. Schedule work day to fold all t-shirts.

Schedule another work day to prepare registration packets. Fun Run Coordinator to provide all of the “stuffers”.

EARLY REGISTRATION PICK UP 6 Volunteers Team Leader:

Help people complete registration and donation forms Create new packets as additional registrations are received

Thursday, Aug 28

Volunteer 1 Volunteer 2

9:00am-12:00pm

12:00 - 3:00pm

3:00pm - 6:00pm

Friday, Aug 29

Volunteer 1 Volunteer 2

9:00am-12:00pm

12:00 - 3:00pm

3:00pm - 6:00pm

REGISTRATION DATA ENTRY & FILING 4 Volunteers Team Leader:

Enter participant data into online registrations vendor (data

entry can be done remotely)

File participant registrations alphabetical order by last name,

separate by donation only, participant or unsigned

Schedule is once a week May – June, three times a week in

July, and daily in August

VOLUNTEER COORDINATOR 1 Volunteer

Team Leader: Pat Corbe

Track all organizations volunteer hours

Acquire team leader’s supply lists and supplies as needed ex. cups, bottled water for lunch, paint Create a spreadsheet for tracking, update monthly and

submit to ED Enter volunteer hours by person into the donor management program Create a form for charities to list volunteer hours for

each month Review and revise mission and vision organization statements

Create a book of current Board of Director’s lists

MARKETING COMMITTEE Unlimited volunteers—all nonprofits!

Team Leader: Tracy Timmons

Committee begins work in March of every year. Determine marketing pieces for the event: design,

printing, distribution Determine artwork for the t-shirts Determine other venues of advertisement

Arrange for radio and TV promotion Determine how to reach community-minded match donors.

Arrange for giveaways for registration packets and drawings. Consider a silent auction. Arrange for appropriate banners Arrange for publications and ads with newspapers and

websites. Arrange for race results to be published in the paper. Arrange for sponsors and match donors to be

recognized with large ad in CCN prior to the awards banquet. Arrange for announcement article post awards meeting

with amounts for each organization.

PHOTOGRAPHERS 5 volunteers

Team Leader:

We need event photographers at the following sites during the event: Gazebo area for awards, emcee, BBQ, and drawing

winners;

Start line; Along the route; Finish line;

In the park, including the charity booths/activities. We are looking for action photos that “tell” a story and capture the “essence” of the event.

Upload pictures to the Google Drive by creating a new folder with your name and site description by the end of the event day.

Login:RLACFvolunteer

Password: funrun2014

Set-up Team

Team Leader:

Responsible Nonprofit

✔ Fun Run Set-Up Team Responsibilities

Power and Sprinklers in Lions Park

BRTA - Contact John Gilligan (446-1601), Lions Club, to insure that power is on for Saturday morning registration and that sprinklers are turned off

on Friday.

Porta-Potties

BRTA - Check with Debra Kline (425-3963), Carbon County Arts Guild, who

obtains porta-potties (five) from company in Absarokee.

BRTA - Setup next to permanent restroom.

BRTA - Signs noting sponsorship put on porta-potties by Debra Kline.

Large Dumpsters

BRTA - Check with Debra Kline to make sure she obtains two dumpsters from

Allied Waste.

BRTA - Locate one next to permanent restroom and other on Hauser/sidewalk

before finish line.

BRTA - Signs noting sponsorship put on dumpsters by Debra Kline.

Water

NP2* - Call Leon, Red Lodge Beverage (446-2040), to supply 40 cases of water. Donated.

NP2 - Set-up three troughs along sidewalk near Gazebo, three troughs at finish line. Obtain troughs in advance from Sara Ewald (425-1364).

NP2 - NP2 Volunteer1** 425-3806 to pickup and deliver 40 cases of water;

unload half at Gazebo and half at finish line. Water delivery by 7:00 a.m. at latest.

NP2

- Bring knife to cut plastic on cases of water, load into troughs, replenish during event.

NP2 - One volunteer during the event to replenish fruit and water is

sufficient. Extra people are needed for setup and cleanup.

NP2 - Return troughs to Sara Ewald’s hanger at airport (first on left going up

hill on White).

Ice

NP2 - Shawn at IGA (307-689-3954) responsible for ice, talk to him in

advance so it can be prepared.

NP2 - Confirm in advance delivery by Lynn Engum (404-583-8767) and her

helpers. Ice will be in boxes. Unload half at Gazebo and half at finish line, load into troughs, replenish during event.

NP2 - Lyle Zimmerman (591-9506) helped last year at site with water and

ice.

Fruit

NP2 - Talk to Leah, head of produce at IGA 446-2684, a couple of weeks in advance to reserve bananas and oranges--two cases each. Either pay for

this and get reimbursed by RLACF or arrange for RLACF to pay. In 2014, $100.

NP2 - NP2 Volunteer1 (425-3806) to pick up fruit from IGA on Friday. Cut

oranges and put in cooler. Separate bananas.

NP2 - Set-up table at finish line for bananas and oranges. Get table and

possibly, chairs from Fire Department. Chairs are only needed if volunteer(s) want to sit. NP2 Volunteer1 to bring tablecloth.

NP2 - Help NP2 Volunteer1 carry cooler to table when she arrives.

NP2 - Make sure there is a trash can readily accessible for fruit disposal. Plastic gloves good idea.

NP2 - Return table and chairs to Fire Department.

Trash

BRTA - Extra trashcans and liners in Carbon County Arts Guild shed. Put

around park, especially at finish line and Gazebo where lunch is served. If key needed, get from Debra Kline (425-3963). Do this on Friday

instead of Saturday morning.

BRTA - Empty all trashcans, permanent and temporary, into trash bins located

along Hauser or by restrooms (preferably by restrooms).

BRTA - Return portable trashcans to Arts Guild shed.

BRTA - Pick up plastic and cardboard from water and ice. *NP2 is a non-profit other than BRTA **NP2 Volunteer1 is a volunteer with NP2 that will coordinate setup activities for NP2. In 2014, that was Red Lodge Farmers’ Market and Janet Peterson.

BOOTHS TEAM 4 volunteers

Team Leader: Karen Hoiness & Betty Hecker

Nonprofits will be expected to have booths at Lions Park to promote their organization and its mission.

Booths may offer free baked goods, lemonade, fruits, etc. Organizations must provide their own tables. Organizations cannot fundraise or accept donations at their booth. Encourage organizations to have a banner or some other identifier at their booth. Encourage them to tell their story through the use of photos, props, hand-outs, give-a-ways and personal contact.

Electricity is not available. Announcements of future events, including fundraisers and the solicitations of new volunteers are permissible.

Each organization will be allotted a minimum space of ____X_____ for the booth. If a larger space is required, the organization should notify the booth team leader at least two weeks prior to the event, so accommodations can be made in the layout.

Canvas shelter, tables and chairs, easels or other display racks are encouraged.

Set up for booths is to begin at 6:30 a.m. and must be completed by 7:30 a.m. on the morning of the Fun Run so the area can be cleared of delivery vehicles in advance of the race.

Take down and clean-up should be completed within one hour following completion of the day’s events.

For profit booths are being invited to the event this year and will be intermingled with the charitable booths. A written master plan should be created with a copy to the Fun Run Director.

Consider marking the park the evening before the event.

Day of Run; be present to direct organizations to their booth area. Remark the booth lines that have been erased by Fun Run traffic for the Arts Fair. Ensure that booths with animals remove their waste appropriately.

BANNERS TEAM 4 volunteers

Team Leader:

Hang remaining banners at Chamber of Commerce, Lions Park Gazebo, and identify two other areas that

they can be hung. Take down all banners by the Monday immediately following the event and return to Fun Run Director.

RACE REGISTRATION TABLE TEAM 20 volunteers

Team Leader: Maryvette LaBrie

Gather race day supplies for registration area: Cash boxes with $100.00 each x 5 cash boxes, laminated signs, registration forms, pens, bibs, prefilled race

packets. Tables and chairs for registration area to be formed in a complete circle. T-shirts inside the circle.

Handing out route maps. Register participants and hand out bib assignments as needed. These folks will need to check in with the

timing company to facilitate inputting of bib numbers. Sell previous year t-shirts. Close registration for 5k and 10k by 8:30 at the latest.

After that, registrants will not be timed. Meet with the timing company and train the volunteers on the evening prior to the event. Arrange for enclosed truck/trailer to haul to race day location.

TIMING TABLE ASSISTANT 1 volunteer

Team Leader:

Assign bib numbers and enter into the computer for the 10K race on event day. The Timing company will provide the computer and training on event day to perform this task.

TIMING CHIP ASSISTANTS 3 Volunteers

Team Leader:

9:25am – 10:45am cut off timing tags from tennis shoes

ROUTE TEAM 45 Volunteers

Team Leader: Jim Avent & Asano Otsu

Responsible for:

Monitoring entire course (photos of volunteer locations at intersections) Orange safety vests & hand held stop signs, Cones and

candles for each corner. Cones and candles can be borrowed from Skip at the County Shop. 2 way radios (Fire Dept.)

Ambulance at Start/Finish EMS on bikes, quads, etc. (2) (Talk to Aaron) Arrange for Sweep vehicle (can be on quads) (3)

Arrange for law enforcement to be lead car for runners.

Entertainment Team 2 volunteers

Team Leader:

Arrange for Pippi the Clown (We pay her for two hours, verify the rate.)

Consider finding other talents to be displayed during the event: mimes, jugglers, face painting, etc. Arrange for someone to wear the moose costume.

Boys and Girls Club have supplied Dylan in the past, otherwise Jeff Ewelt has also volunteered. All forms of entertainment should be scheduled to

begin around 9:30 and conclude around 10:30, (whenever the awards ceremony starts).

Toddler Trot TEAM 6 volunteers

Team Leader:

Decide on age categories Prepare “ribbons” or awards for every finisher

Determine course distance for different ages Organize “races” on Fun Run Day (preferably after adult races have been run) Need paint for starting

line, surveyor ribbon for finish, whistle. Can also do obstacle course, relays, etc.

START/FINISH TEAM 6 volunteers

Team Leader: Bill Foisy & Marci Dye

Start run. Need stop watches and starter pistol, megaphone and a way to lift speaker. Monitor competitive runners as they finish:

clipboards & pencils Signs. (Race Parking) Signs for start/finish. (Need rope, ladders, paint) (Banner type.) Signs for race

in progress, on wooden stakes (2" x 1/4" lath) and borrow sandwich boards and directional signs (Beartooth Events) Need washable paint for street

marking. Chutes—need cones and candles (get approval from Skip Boyer at City), flagging, paint. Ensure that first aid folks stay at the finish areas.

Arrange for prizes for each category: Overall winner for 5k and 10k, male and female in each;1st, 2nd and 3rd place prizes of each age

division, overall, as listed:12 and under, 13-18, 19-29, 30-39, 40-49, 50-59, 60+

FINISH LINE CHEERING 15 volunteers

Team Leader:

Arrive at finish line at 9:25am Begin cheering, words of encouragement and success as runners reach the finish line; assist them in their

final “push” for their event Best! Whistles & clappers are encouraged

FINISH CEREMONY TEAM 2 volunteers

Team Leader: Tracy Timmons

Contact FM 99 The Mountain to ensure that they will

do a live remote for us. Provide them with the following: List of sponsors, charitable organizations, mission statements, number of people registered,

money generated so far, vendor booths available to purchase items, toddler trot activities, schedule of events, drawing results, free lunch, any specials local

businesses are providing, and timing results as they come in. Need two tables to be placed on Gazebo to display prizes.

Arrange for photos of prize recipients. Arrange for stories to be shared as build up to awards. Display area at gazebo for finish results.

BARBEQUE 2 volunteers (plus Lions Club Cooks)15 total Team Leader: Merv Coleman (Lions Club)

Need grills, paper supplies, condiments, beverages, tables, burgers, and chips. Arrange for a sponsor at a cost of approximately

$1,000.00 to purchase burgers, condiments, and paper products. Arrange for donation of items. In the past, Pizza

Co donated the buns, Pepsi donated the bottled water, Ice is purchased from Beartooth Market.

Approximate how many bags will be needed?

Awards

Team Leader:

Bill Zander (awards distribution) and others to help Bill Foisy and Marci Dye (announcers). Keep eyes open about results sheets from timer at

finish line to announcers and board at Gazebo for posting. Coordinate with Competitive Timing the issue about

first name/last name on printouts; maybe handled better in registration.

CLEAN UP TEAM 20 volunteers

Team Leader: Deborah Kline

Clean up and removal of trash from entire park area. (Need rakes, garbage bags, trucks, shovels) Recycle Group—borrow recycling barrels from CCRC. Make signs. Need gloves. (These will need to be

returned.)

POST-EVENT CLEANUP 4 volunteers

Team Leader:

Breakdown cardboard boxes

Alphabetize remaining race packets

Sort remaining T-Shirts by size

Process surveys into a consolidated spreadsheet

Steering Committee: 10 Volunteers

Committee work begins in September, immediately following the event.

Team Leader: Tracy Timmons Post event meeting to discuss what worked and areas of improvement.

Review participant survey results. Review program policy to ensure continuity. Provide recommendations for improvement

Comment on areas of strength.

2015 fun run job descriptions · determine marketing pieces for the event: design, printing,...

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