VOLUNTEER BRIEFING NOTES

Agenda• New Additions

• Course Layouts

• Race Schedule & Timing

• Road Closure

• First Aid Responders

• Event Set Up

• Marquee Stalls

• Family Activity Area

• Sponsors Marketing

• Waste Disposal

• Equipment

• Volunteer Requirements

• Parking

New Additions

• Course Route Modifications to have the Club more central to the event so runners will come past a few times and make it a good spectator spot.

• Addition of a Half Marathon event to allow people to challenge themselves past 10 km, and make it worthwhile for people to travel further to participate

• Increasing Event atmosphere to keep spectators and family engaged and entertained with Marquee stalls and family activity area

• Corporate / Clubs Challenge to get more people active and willing to challenge themselves as a team. Some healthy rivalry helps

• U10 Rug Rat Relay Trial Event from school requests we are trialing a way to get younger participants involved in a safe way

KID ZONE

SURF TO SURF FUN RUN LAYOUT

LEGEND5km

10km

21km

PA

T

Toilets

Announcer

Team Meeting Area

Medical Aid

5km Course

10km Course

21km Course

2nd lap for 21km run

T

SURF TO SURF FUN RUN START/FINISH LAYOUT

Finishers Chute with

Bunting

Course Layouts - 5km Run

• Start running south on RHS of road• Turn at Williams St (Hungry Hollow)• Run back past SLSC and around Symmonds St

roundabout• Run up past lighthouse and down 1st left

(Bennett Way)• Run onto footpath at end of Bennett Way• Follow footpath back up past lighthouse and

back onto Ocean Dr• Run inside roundabout on RHS and into Back

Beach Carpark to Finish Chute

Course Layouts - Turnaround 5km Run5 KM RUN TURNAROUND POINT

WITCHES HATS Road Marshall

5KM RUN WILLIAM ST

TURNAROUND

SIGN

SPONSOR VEHICLE

Timing Mat

OCEAN DR

Chalk Writing

RU

N

5 K

M

TUR

N

Course Layouts - 10km Run

• Start running south on RHS of road• Turn just before maidens carpark• Run back past SLSC and around Symmonds St

roundabout• Run up past lighthouse and down 1st left

(Bennett Way)• Run onto footpath at end of Bennett Way• Follow footpath back up past lighthouse and

back onto Ocean Dr• Run inside roundabout on RHS and into Back

Beach Carpark to Finish Chute

Course Layouts - Turnaround 10km Run

10 KM TURNAROUND POINT WITCHES HATS

10KM RUN Road Marshall

TURNAROUND

SIGN

SPONSOR VEHICLE

Timing Mat

OCEAN DR

3.77km from start line 40m back from middle of Carpark entrance Nudist Beach Carpark

Chalk Writing Entry

10

KM

RU

N

TUR

N

Course Layouts - 21.1km Half Marathon

• Start running south on RHS of road• Turn just past maidens carpark near top of the

hill• Run back past SLSC and around Symmonds St

roundabout• Run up past lighthouse and down 1st left

(Bennett Way)• Run onto footpath at end of Bennett Way• Follow footpath back up past lighthouse and

back onto Ocean Dr• Run inside roundabout on RHS and stay on

the road past the start line for Lap 2.• At the end of lap 2 turn into Back Beach

Carpark to Finish Chute

Course Layouts - Turnaround 21.1km Run Lap

21.1 KM LAP TURNAROUND POINTMinga Ct

WITCHES HATS

10KM RUN Road Marshall

TURNAROUND opposite Minga Ct and just past first brown roofed house

SIGN

BUNBURY NISSAN

Timing Mat

VEHICLE

OCEAN DR

Maidens Carpark 230m back from middle of Carpark entrance 4.04km from start line

Entry

Chalk Writing

HA

LFM

AR

ATH

ON

LAP

TUR

N

RU

N

Course Layouts - 5km Walk

• Start walking south on RHS of road• Stay to the right to allow room for Half Marathon runners

to pass on the left • Turn at top of hill just before Seaview Apartments• Walk back past SLSC and right around Symmonds St

roundabout • Turn into Back Beach Carpark to Finish Chute

Course Layouts - Turnaround 5km Walk

5 KM WALK TURNAROUND POINTWITCHES HATS

10KM RUN Road Marshall SeaView Apartments

TURNAROUND

SIGN

Sponsor Vehicle

OCEAN DR

2.07 km from start line 40m from start of SeaView Apartments Driveway

Chalk Writing Opposite House Driveway

5 KM

WA

LK

TUR

N

Course Layouts - Northern TurnaroundNORTHERN TURNAROUND POINT

WITCHES HATS

Road Marshall BAUDIN TCE

TURNAROUND

SIGN

Sponsor Vehicle

SAMUEL WRIGHT ST

Timing Mat

BAUDIN TCE

Footpath

Course Layouts - Aid Station LayoutsAID STATION LAYOUT DESIGN

WITCHES HATS Aid Station Personnel

AID STATION AHEAD

SIGN

OCEAN DR

Aid Station 1 Stockley Rd Intersection - Water only - All competitors - 6-8 personnel

Aid Station 2 Adjacent to toilet block between Mangles St and Hastie St - Water, Gels and Endura - 10km and half marathon only - 4-6 personnel

Aid Station 3 Adjacent to Runners Club - Water and Endura - All competitors - 6-8 personnel

Equipment

Water Containers

Endura Containers

Cups

Gels

Aid Station Personnel

Table 1 Table 2

Course Layouts - U10 Relay Trial Event

Each lap is 1.8kmStart and finish at road entrance to SC

Race Schedule

• Race Day Schedule• Road Closure Set Up = start at 7:30, Road Closed by 8am

• Aid Stations & Turnarounds set up preparation from 6:30, on course 8:00-8:30

• Marquee Areas and Activity Area Set up = 6:30 – 7:30 am

• Half Marathon Briefing = 8:15 am, Race Start = 8:25 am (after confirmation of road closed)

• 10 km Run Briefing = 8:30 am, Race Start = 8:35 am

• 5 km Run Briefing = 8:40 am, Race Start = 8:45 am

• 5 km Walk Briefing = 8:50 am, Race Start = 8:55 am

• First race finisher expected approx. :

• Rug Rats Relay Briefing = 9:50 am, Race Start = 10:00 am

• Expected Last finisher approx.: 11:00 am

• Road Reopened approx. 11:15 (progressively from 11:00 am Southern End)

• Presentations between 11:15- 11:30 am

• Event Stalls and Activity Closed and Pack up = 1pm

Road Closure

• Road Closures set up and taken down by CoB staff only.

• Set up will start at 7:30 am and roads will be closed by approx. 8:15 ready for a 8:20 start

• Aid Stations and Turnarounds need to be in place by 8:15

• Once the tail bike goes through, each turn around and aid station can pack up gear into Ute and return to SLSC southern carpark helping others on the way

• CoB staff will reopen roads progressively as they deem safe to do so and they will remove road closure signs.

• Road Marshalls to stay until directed by CoB staff

• All roads to be open by 11:30 at the very latest

First Aid Response

• Dr. Adam Coulson will be managing this area

• Tent set up near Start / Finish Line with 2 x First Aid Responders

• Treatment area set up in SC hall

• CoBSLSC vehicle nearby SC for Dr Adam to attend incidents

• 2 x 1 first Aid responder with First Aid Kit and Defib at either end of course

• Mobile First Aid responder (bike) also on course

• Each marshall and First Aid responder on course will have a phone and phone list including Ambulance details and a communication priority flow chart to ensure the right responder is called for the right situation

• Set up 6:30 – 7:30am

Event Set Up• Start Finish Area including arch, bunting, PA, HotFM, Bluechip

• Sound System (Totally Sound)

• Timing Mats at Start/Finish and 4 x Turnarounds

• Hydration Station at Finish Line

• Bins Event area and aid stations

• Signs including - Team Meeting Area Activities and Marquees

• Toilets

• Marquees & Activity Areas

• Sponsors Signs

• First Aid Tent and treatment area

• 3 x Aid Stations

• CoB SLSC Coffee Stall

Marquee Stalls• Vendors

• CoB SLSC • Bunbury Tri Club• Koombana Physio• Podiatry WA• The Running Centre• Eaton Community Pharmacy• CoB SLSC Coffee Stall• MAD Cycles• Bunsen Burgers• Anton Bratwurst• Fit4Life• FreJac Bakery• Muzzas Donuts• Sweet & Tempting• Hello Summer• Wagon Box• Leonie O’MaraSupport Requirements• Sand Bags

Activity Area

• Activities• Bubble Soccer,

• Bouncy Castle

• Boogie Bounce,

• Face Painting

Sponsors Marketing

• Flags along Start / Finish Chute

• Aid Stations• AS#1 at Stockley Rd – Westpac (TBC)

• AS#3 adj to toilets b/w Mangles & Hastie – The Running Centre

• AS#3 opp Runners Club – Eaton Community Pharmacy

• Sponsors Vehicles at turnarounds• Shirtman 21.1km turn around

• Phil Best Plumbing 10 km turnaround

• ?? 5km run Turnaround

• Bunbury Nissan 5km Walk Turnaround

• Northern Turnaround

NB All Volunteers to get lots of photos to share

Waste Disposal

• Bins• Event Area – Large and some Wheelie Bins

• Aid Stations – 1 Wheelie Bin at each end?

Run Course Equipment Requirements• Each Turnarounds (x5) –

• Sponsor Vehicle to mark area and help set up and pack gear away

• 1 x Timing Mats

• 10 x Witches Hat

• 1 x Chalk for road marking

• Correct Distance Sign and pickets

• Each Aid Station (x 3) –• 2 x Tables,

• Water and Endura Containers,

• 2000 Cups (AS#1&3 and Finish), 1000 Cups AS#2 plus 100 gels

• 4 x Witches Hats (1 at each end per side)

• 1 x Wheelie Bin

• Portable sound system for some tunes

1 x Shower set up by PB Plumbing ocean carpark near Mangles St

Start / Finish Equipment Requirements• 1 x Timing Mats

• 10 x Tall Witches Hat each side of chute with bunting tied between back past speed hump

• 1 x Chalk for road marking for start direction, 5km Walk TA, Rug Rats relay, etc

• Team area, Activities, Marquees, Volunteer Area Sign and pickets

• Tent & Tables for First Aid, PA and CoBSLSC juniors and coffee stalls

• 2xTables, 2000 Cups and Water and Endura Containers for finish line

• Hydration Station Set up for refills etc

• Wheelie Bins and larger bins at key locations

• Bluechip area set up with ipad etc

• PA tent set up with totally sound gear and mics

• Hot FM area set up

• Toilets set up facing ocean if not too windy so doesn’t open into finishing chute

• First Aid Room set up for treatment as required

• Coffee

• Sand bags for tends, mats etc as required

Volunteers

• Please add your details to the list before you go and take a hand out

• Meeting on the day at location or at Surf Club Tent about 6:o0 am

Area Leader Comments

Marquee Area Craig Read Smith 0409 448 342

Family Fun Area Heather Freeman 0409 115 094

Volunteers Todd Haffner 0418 949 698

CoB SLSC Marquee Todd / Lee

Finish Line Support Denise Duncan

Prizes / Awards / Presentation Lorraine Crook 0413 817 630

Catering TBA

Athlete Management James Blackburn 0429 911 034

Emergency Services / First Aid Dr Adam Coulson 0408 871 848

Rug Rats Relay TBA

Turnarounds

Aid Stations

Race Day Marshalling

John Barton 0417 958 886

Event Tracking, Results, MC and

CommunicationsCaroline Cousins 0418 954 678

Bib Collection Caroline Cousins 0418 954 678

Road Closures Neil Dyer (CoB) 0418 588 159

Parking

• Carpark South of Club and Grass area - Cannot leave during event• Stalls and Activity Vehicles

• CoBSLSC 4WD

• Carpark Across Road from Club (next to Tennis Courts) - Cannot leave during event• Surf to Surf Volunteer parking

• Rocky Point Carpark Across Road from Runners Club - Cannot leave during event• Surf to Surf Volunteer parking

Where possible volunteers should park in these areas to free up parking outside of closed areas for event participants