Grace Race Duties for each Area, Just click on the link.

  #Awards #Clean up #Communication #Donuts #Finish Line #Fruit #Glenn's Race Service #Medical  #Pace Car   #P.A. System #Porta John #Pre-Race Packets #Race Announcer #Race Director #Race Results #Race Results #Registration #Registration Money #Security #Split Calls   #Student Sign-Up  #Tables #Tee Shirts #Tent Set - up #Tent Take Down #Traffic #Walk For Life #Water on Finish Line #Water on Garnett 

Awards    Custom Craft was hired to make all plaques and medallions.  
                 

    1.  Bringing  the awards to the Grace Race.
    2.  Set up the awards on the Awards table and help with distribution of the awards 
            during the post-race ceremony.
    3.  Have another volunteer at the awards table to Collect tax forms from the money winners 
            and give the forms &  information to Grace Accounting Dept on Monday.
    4.  Collect all left over awards and store for recycling next year.

Clean Up  - The person in charge of the clean-up&nbsssssp; has the responsibility of :

     1.  Have a meeting with your clean -up volunteers to discuss and assign duties.
    2.  Clean up duties include breaking down tables, loading water containers, tables, coolers 
        and other misc. items on the trailer.
    3.  Picking up all cups from the Garnett Street water table.  The Garnett water table volunteers 
        could be asked to do this as the last runners go past.
    4.  Collect cones using the golf cart.  After the last racer has finished go pick up cones.
    5.  Police the entire Grace Race area and pick up trash.
    6.  Bag all trash and take to Grace and dispose in trash containers.

   Communication   - The person in charge of the communication  has the responsibility of :

We did a post race de-briefing in Operations and are making adjustments to some shorfalls in our performance.

OPERATIONS DROPPED BALLS AND CHANGES

Traffic control arrived late, next year by 7:30.

Communications were distributed late, next year by 7:30

This year we used a deputy to lead the race and break off by the other park entrances to block traffic till the end of the race when he brought up the rear. Next year we will have an additional officer who will block park entrances before the race begins, last officer will cruise the race course ten minutes before the race and return to starting line to lead out the racers.

The officer leading the racers will have one of our radios so we can get current status of lead runners. The officer guarding the park entrances will follow in the last racers accompanied by the officers who blocked 111th and 121st, they will be driving abreast to create a rolling road block behind the last racers, when they reach the maintenance entrance, the officers will be dismissed.

We will use two separate channels on our radios next year, race volunteers on one channel, traffic control on the other.

We will have an instructional briefing for all persons carrying radios prior to the race to adress unnecessary radio traffic, protocol for changing channels, radio protocol.

Use of buses to shuttle was unnecessary once we were given permission to park on grass.

We will set barricades in ditches at the intersections to be controlled at 7:30 am with signs attached saying "PARK CLOSED 8:50AM TO 11AM FOR 5K RACE". We must do a better job informing non race people that they may be trapped in the park during race time.

 Donuts/Cookies/Snacks  -    The person in charge of the snacks  has the responsibility of :

    1.  Buy 2 dozen donuts for race volunteers.

    2.   Bring napkins and wet ones to wipe sticky employee hands.

    3.   Bring  a trash bag as well for easy clean up.

    4.  Turn in the receipt for reimbursement to school accountant.

    5.  Albertsons at 101st and Elm at 7 a.m., buy two boxes of the assorted donuts for $5.49 
        which are at the front of the store and 2 boxes of glaze which I believe were $3.49 per box.

    Finish Line    -  The person in charge of the finish line  has the responsibility of :

    Fruit   -   The person in charge of the fruit  has the responsibility of :

    Glen's Race Service  -  The person in charge of the Race Service  has the responsibility of :

    Medical   - The person in charge of the Medical p;;; has the responsibility of :

   Pace Car    The person in charge of the Pace Car  has the responsibility of :

    1.  Driver needs a CDL license.  

    2.  Drive the course before the race and look for the split call markers.

    3.  Meet with the split callers before the race and go over details.

    4.  Position pace car in front police squad car after the Walk For Life participants go by.
            The police car pulls off before the turn around.

    5.  Drop off split callers and wait at the turn around for the last runner.   
         Set up a cone at the turn around.

    6.  Follow the last runner to the finish line.

    P. A. System -  The person in charge of the P. A. SSystem  has the responsibility of :

    Porta John - The person in charge of the Porta John  has the responsibility of :

    1.  Making sure the porta-johns are ordered for delivery on the Friday before the day of the race.

    2.  836-8657 fax 835-3762  Fax map of park and highlight where to deliver porta-johns.

    3.  4 delivered $ 230.00

    Pre- Race Packets  -  The person in charge of the Pre- Race Packets  has the responsibility of :

    1

    Race Announcer  -    The person in charge of the Race Announcer  has the responsibility of :

    1.  Pre-viewing the race announcements 

    2.  Use megaphone to announce start times starting @ 8:30 am  and keep making 
            announcements all the way through the start of the 5K race.

    3.  

    Race Director Duties:  The Grace Race Director has several duties. 

   1.  Call the different vendors and secure their services. 

   2.  Organize the volunteer flow chart by recruiting volunteers.

   3.  Direct the Race Day activities.   Set up to Clean up and put away.

    Race Results  -  The person in charge of the Race RResults  has the responsibility of :

    Registration  -  The person in charge of the Registtration Money  has the responsibility of :

    I would like a time to meet in advance with the persons helping with registration for a overall practise of what to do and where to sign etc. of the forms. Maybe a better place for the walk for life persons table where they will be seen. And a sign for the nurse. That's really all I thought of. I think you did a awesome job!!!!! thank you, Christy

I was signed-up to do 5Km registration. I remembered from last year that we had a separate table, away from the registration tables, used for contestants to fill-in their registration forms. They then take the completed form to the registration desk with their money. I attended to the table for registration forms.

    Registration Money -   The person in charge of the Registration Money  has the responsibility of :

    1.  Registration money: Withdraw money from the fundraiser savings account and 
        set up 4 to 5 cash boxes. (one for the Walk for Life, one for shirts, a couple for the race)

    2.  Be responsible for getting the cash boxes from the school to the race site.

    3.  Supervise the collection of the money by the registration volunteers.

    4.  Be responsible for getting the money back to the school and into the safe for counting 
         and depositing on Monday.

    5.  Pull out and redeposit the amount you withdrew from the fundraiser savings account
         first thing on Monday morning.

    Security  -  The person in charge of the Securiittty  has the responsibility of :

    Split Calls  -  The person in charge of the Split CCCalls has the responsibility of :

    Student Sign-Up   -  The person in charge of the Student Sign-Up  has the responsibility of :

    1.  Make rosters of students from each participating classroom in elementary

    2.  Make a Student sign up poster.

    3.  Work the Sign-up table during the race.

    4.  Tabulate the signups and turn in the winner to School Accountant, he will cut the check
         to the pizza company

    5.  2002 winner  was a tie with Mrs. Karen Wilson and Mrs. Drennan's classes.  

           In 2002,  183 students actually checked in, K4-5th grade students.

    Tables  -  The person in charge of the Tabless&&  has the responsibility of :

    Tent Set - up -  The person in charge of the Tent -Set -Up has the responsibility of :

    Tent Take Down  -  The person in charge of the Tent -Take- Down has the responsibility of :

    Tee Shirts  -   The person in charge of the TTTee Shirts  has the responsibility of :

    1.  Ordering the Grace Race Tee Shirts  from the number of pre-orders.

    2.  Ordering Yellow Volunteer Tee Shirts  10 2X Large, 25 X Large, 20 Large.   

    3.  Ordered last year from the Tee shirt Guy. He had ordered and then Tom Penrose 
        cut the order down because he did not want a large amount left over. The number 
        for the Tee shirt Guy is 836-7525. We did do two preorders with flyers that we sent 
        home with the students.

    4.  I believe that we paid around $4.60 for short sleeve shirts and I am not sure about 
        the long sleeve shirts.

    I think that I would go ahead and send home pre-order forms twice. That way the bulk of the
   T-shirts would be sold. I would look at the number of t-shirts that were ordered the last order 
   and up the AS and AM short sleeve by 10. Thanks! Marla

    Traffic  -  The person in charge of the Traffiicc  has the responsibility of :

    Walk For Life  -  The person in charge of the Walk For Life  has the responsibility of :

    1.  Getting together before the walk with all the volunteers  for Walk For Life and discuss 
            positions and responsibilities.  This meeting should be no later than 8:00 am
            See map for walk route.

    2.  The walk for life starts 15 minutes before the 5K race.  See map for walk route.

    3.  It's important to have the walkers up around the bend of Garnett St. before the 5K starts 
        and to hold the fast walkers from getting back on the road before the 
        5K runners have passed.  Then make sure that all walkers have finished before the 
        5K runners have returned.

    4.  Once walkers have finished then have all walk volunteers cheer the 5K runners as they finish.

OTHER ITEMS

Walk for Life walkers not aware of the course to take, some took wrong path.

Lack of water cups on the course. (often happens)

Need to educate everyone that the entire park is closed during the race so we have no discussion about "just one exception".

I believe it prudent to move the walk for life off of any portion of the 5K race course. The walking course attendants were ineffective in controlling walkers who wandered freely onto the main course as the 5K race gun sounded. Using traffic control folks, we were able to move walkers off race course just in time.

We should work harder to discourage people who cannot run the 5K race. We observed people who were winded from running before they reached Garnett, they walk most of the race and unnecessarily delay the end of the race. One possible solution to this would be to make a "end of race time" and pick up all remaining stragglers on the course at that time.

We should give the nurse mobility so she can go to injured runners on the track. This would mean using an extra nurse and issuing a golf cart and medical bag with cell phone to summon 911.

    Water on Garnett  -  The person in charge of the Water on Garnett  has the responsibility of :

    Water on Finish Line  -  The person in charge of the Water on Finish Line has the responsibility of :