Volunteer Roles and Responsibilities
Baker Trail UltraChallenge Saturday, August 29, 2009
Where & When
These are the locations on the UltraChallenge route that need volunteers. Important: You may volunteer at a checkpoint for less than the entire time. For instance, you can be a Recorder at the finish from 2 PM to 5 PM.
| Aid Station | Cume Miles | AS Delta Miles | Relay Leg Miles | Opening Time | Cutoff Time |
|---|---|---|---|---|---|
| Start: Route 28 (map) | 0.0 | 6:00 AM | |||
| AS1: Zion Road (map) | 7.9 | 7.9 | 7:15 AM | ||
| AS2/CP: North Freedom (map) | 12.0 | 4.1 | 12.0 | 7:45 AM | 10:00 AM |
| AS3: Mount Tabor (map) | 15.7 | 3.7 | 8:00 AM | ||
| AS4: Route 839 (map) | 18.1 | 2.4 | 8:15 AM | ||
| AS5/CP: Eddyville (map) | 22.0 | 3.9 | 10.0 | 8:45 AM | 12:45 PM |
| AS6: Crossroads Road (map) | 25.4 | 3.4 | 9:15 AM | ||
| AS7/CP: Milton (map) | 29.0 | 3.6 | 7.0 | 9:30 AM | 2:45 PM |
| AS8: Dayton-Smicksburg Road (map) | 34.1 | 5.1 | 10:15 AM | ||
| AS9/CP: Sinktown Road (map) | 39.8 | 5.7 | 10.8 | 10:45 AM | 5:45 PM |
| AS10: Plumville (map) | 42.3 | 2.5 | 11:00 AM | ||
| AS11: Wells Road (map) | 45.7 | 3.4 | 11:30 AM | ||
| Finish: Smicksburg farm (map) | 50.1 | 4.4 | 10.3 | 12:00 AM | 8:30 PM |
Who & What
These are the key roles that we need volunteers to fill.
| Role | Description | Responsibilities | Requirements | Reports To |
|---|---|---|---|---|
| Checker | Check-in participants at the start. | Ask the participant for their name, find the corresponding identification tag, hand it to the participant and tell them to pin it on their right side at waist level. Also inform them that they should memorize the number on the tag so they will know they've been properly scanned at each checkpoint when the Checkpoint Recorder calls out that number. | Ability to handle up to 100 participants. | Checkpoint Supervisor |
| Registrar | Register and collect money from participants at the start. | Have the participant fill out the entry form, collect the entry fee, record their name on the numbered list, find the corresponding identification tag, hand it to the participant and tell them to pin it on their right side at waist level. Also inform them that they should memorize the number on the tag so they will know they've been properly scanned at each checkpoint when the Checkpoint Recorder calls out that number. | Ability to handle money and make change for up to 50 participants. | Checkpoint Supervisor |
| Recorder | Scan the ID tag of arriving participants. | Hold the ID tag scanner within one inch of the participant's ID tag. | Ability to handle lots of people. Participants may arrive in large groups so you must be able to handle surges effectively. | Checkpoint Supervisor |
| Recorder Caller | Call out the participant ID as it is scanned. | Watch the computer screen and call out the ID number of each tag that is scanned so the participant knows their tag was properly read. | Ability to handle lots of people. Participants may arrive in large groups so you must be able to handle surges effectively. | Checkpoint Supervisor |
| Water Marshal | Supply water to the checkpoint. | Continually monitor water supply at checkpoint. Replenish from nearby water source (location will be provided) as needed. | Ability to carry 5 gallon containers of water, and have own vehicle capable of transporting the containers. (The water sources are usually within one mile of the checkpoint, round trip). | Checkpoint Supervisor |
| Checkpoint Supervisor | Open and close the checkpoint and manage checkpoint operations. | Set up the checkpoint with materials provided (food, water containers, canopy, first aid kit, etc.). Ensure all checkpoint personnel have what they need and know what to do. Be aware of participants that may need medical assistance and be prepared to call for medical help. Close the checkpoint, clean up and transfer equipment and remaining food to other checkpoints. | Ability to direct others with clear instructions and expectations. Know how to give driving directions to other checkpoints. Own a vehicle to transport food and equipment. Must remain at checkpoint until trail sweeps arrive and all participants are accounted for. | Field Director |
| Logistics Marshal | Transport food, ice, equipment and participant gear as needed. | Know what food and equipment exists and where it's located. Keep checkpoints stocked with ice. Transport items between checkpoints as needed. Pick up participant gear at registration and checkpoints and deliver to finish. Purchase any critical items if necessary. | Ability to carry heavy items, and have own vehicle capable of transporting a lot of materials, preferably a van or pickup truck. Know how to quickly move between checkpoints, and the location of grocery and other stores. Mileage will be reimbursed. | Field Director |
| Volunteer Coordinator | Recruit and train volunteers. | Find volunteers to fill all positions listed here. Ensure each volunteer understands the responsiblities and can perform the required tasks. Work with the Executive Director to develop specific work instructions for each position. Lead the two volunteer meetings in June. Keep in contact with the volunteers to ensure they will fulfill their commitment. Follow up after the event and solicit feedback and suggestions on ways to improve the experience. | Effective communications skills. Access to email. | Executive Director |
| Tracking Marshal | Deploy and maintain computers and systems to track participants on Challenge day. | Set up each checkpoint with a laptop and identification system to track participants. Ensure volunteers understand how to use it, and how to manually update the database. Ensure computers have adequate power available and the devices are protected from the elements. Replace malfunctioning devices as required. Be able to find out where any participant may be given their name or tracking number. | Understand the participant tracking system. Troubleshoot Windows laptops. Own a vehicle. | Field Director |
| Field Director | Supervise all operations and volunteers on Challenge day. | Continuously communicate with checkpoint supervisors and the logistics marshal to ensure all volunteers are in place and performing as expected. Deploy traffic marshals as needed to direct participants along sensitive areas and unanticipated route changes. Travel along the trail throughout the day and monitor participants and volunteers. Resolve problems that arise, including reallocating volunteer resources, equipment and supplies. | Ability to direct others with clear instructions and expectations. Know how to give driving directions to checkpoints and various trail access points. Own a vehicle. Be aware of participants that may need medical assistance and be prepared to call for medical help. | Executive Director |
How
Contact Patty Brunner at (724) 325-3224 or volunteer2@rachelcarsontrails.org. Note: please put <notspam> at the beginning of your message subject.