Aid id St Stat ation ion Pla lanni nning ng Me Meet eting - - PowerPoint PPT Presentation

2013 Bank of America Chicago Marathon August 8, 2013

Aid id St Stat ation ion Pla lanni nning ng Me Meet eting ing

Welcom lcome

• 2012 Highlights Video
• Welcome & Introduction from Carey
• What’s New in 2013?
• New Jacket color in 2013!

– navy vs. royal blue – American Airlines logo on the back

2

Operations : Overview & What’s New

• No Major Changes

– Same Course Route – Same Start Corrals & Times – Same Time Limit: 6 hour, 30 minute pace

• Morning announcement scripts
• New medical team check-out

procedure

• Working on expanded course route

emergency response plans

3

Operations: erations: Medical ical Tent t Clean an-Up Up

• Course Dispatch will inform Aid Captains

that Medical tents are ready to close

• Medical tent review with Aid Captain and

Medical Captain

• Aid Station Captains will report to Course

Dispatch that medical teams can check

• ut
• This ensures:

– Medical tent is properly cleaned (so you don’t have to!) – Medical tent is free of unattended/suspicious packages – Aid Station volunteers know when medical teams are off-site

4

Operations: erations: Em Emergency rgency Re Response

• nse Plan

anning ning

• Developing more comprehensive plans – possible situations:

– Course route diversion – Course evacuation / event cancellation – Pre-planned half-marathon (inclement weather) – Evacuation shelters for participants and/or volunteers

• Full table-top exercise with Chicago Police on September 9.

5

Operations: erations: Eq Equipm pment ent an and Supplie plies

• Tables and Table Carts

– Tables will not be on LaGrou trailers. – Tables will be delivered to the station on carts Saturday afternoon, staged by the LaGrou trailers, forklift, ice chest and security. – Table carts will still be provided for use race morning. Post-race, tables should be restacked on carts for pick up. – Do not put tables back on the trailer!

• Other

– Extra batteries for bullhorns – Arrows for toilet signs – Snacks for volunteers (TBD) – Additional rakes and shovels – Plywood in Zone Manager trucks – Extra propane staged at Marathon Warehouse

6

Operations: erations: Fluids ds an and Cups

• Water

– All Roundy’s (4 gallons / case) – No Hinckley Springs – Almost all new water

• Water Cups

– 9 oz. Bank of America branded (red) – 2,400 per case, 27 cases per station (1 pallet)

• Gatorade

– 1.5 pallets concentrate (about 80 cases) – 5:1 mixing ratio

• Gatorade Cups

– 12 oz. Gatorade branded (green) – 2,000 per case, 27 cases per station (1 pallet)

7

Operations: erations: Ge Gel an and Food

• PowerGel

– Aid Station 13 Gel – replacing Clif SHOT

• Flavors
• Set up
• G Series Pro Carb Energy Chews

– Aid Station 09 – before Gatorade fluids

• 2 different flavors – orange and fruit punch
• 12 tables total / 6 each side of the street / 3 for each flavor

– Chews are easy to chew and swallow gummy chews that provide 31 grams of carbohydrate energy when consumed prior to and during exercise to help endurance athletes continue to perform at a high level

• Bananas moving back to Aid Station 18 from

Aid Station 19

8

Operations: erations: Vo Volunt nteer eer Texte ter/Form r/Form Submitte mitter

• Report Aid Station’s supply level every 15 minutes
• Things to report (open for discussion)

– # of pallets of water – layers of water – layers of Gatorade

• Volunteer needs to be comfortable with technology
• Need to be willing to use their own phones
• Please have your volunteers name, number, and email to Dave by

Monday, September 2, 2013

– David Waskowski

• Email: david.waskowski@cemevent.com
• Cell: 312.446.3746

9

Operations: erations: Re Recycling cling an and Compo posting sting

• Recycling

– Will work out issues from 2012 when we changed from Streets & Sans to private hauler – Collect empty plastic jugs in cardboard boxes and stack – Recycling and garbage trucks will stop by pre-race and post-race

• Composting

– Continue with Aid Stations that have participated in past – Expanding participation – Looking for volunteers to join efforts!

• Let April know if you’d like to learn more about, or participate in efforts

10

2011 Aid Station compostable material collection pilot

Ev Event t Security: urity: Ge General eral

• Across the Event

– Increased levels of accreditation

• All credentials orders submitted on Friday, August 9

– Limiting access points – Screening – New Security Procedures

• Chicago Police Deputy Chief Steve Georges will speak at the Production

Meeting (Saturday, Sep. 28 @ De La Salle) to address these issues specifically

11

Ev Event t Security: urity: Vo Volunt nteer eer Policie cies

• Volunte

unteers s must re registe ister onl nline

– All volunteers must register by Monday, October 7, or they will not be allowed to volunteer for the event. No ‘walk-on’ volunteers the day of the event.

• Do no

not bring g perso sonal l belong

• ngings

gs

– Volunteers are strongly discouraged from bringing personal belongings to the event. Gear check will be available for belongings that cannot be carried in a volunteer’s pockets. If gear is not checked the volunteer MUST keep their belongings on them at all times.

• Wea

ear your r event volunt nteer er uni nifor

• rm

– Volunteers MUST wear the 2013 event issued uniform and credential so that event officials, participants, spectators and other volunteers can easily identify you as an event volunteer. Do NOT wear the uniform of any year prior.

• Live

ve Volunt nteer eer Check ck-In In

– Volunteers will be ID’d , wristbanded and checked in online so race officials have an up-to-date list of volunteers on site across the event.

12

Vo Volunte unteers: ers: Setting ting Ex Expecta ctations tions

• Volunteer Guidelines

– First 3 items mentioned on last page are from guidelines – Volunteers are encouraged to review before registering www.chicagomarathon.com/volunteerguidelines

• Volunteer Webpages

– Each and every volunteer plays an important role in making the Bank of America Chicago Marathon a safe and world-class experience for participants, spectators and fellow volunteers. Closer to the event, volunteers will be provided with more information on how they can help us achieve this goal. Your cooperation is appreciated and expected.

• Event Policy Waiver

– All volunteers must agree to this waiver to proceed with registration.

• Final Communications

– Reiterate policies and expectations

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• Volunteers Webpage

www.chicagomarathon.com/aidstation##volunteers – Aid Station ## here – Volunteer Registration Tutorial www.chicagomarathon.com/registrationtutorial

• Key Volunteers and Group Leaders

www.chicagomarathon.com/aidstation##operations – Aid Station ## here – Group Leader Registration Tutorial www.chicagomarathon.com/groupleaderregistrationtutorial

• Continue to use the custom-built volunteer registration system (Y2)
• Volunteer System Log-In – ALL System Users

– All existing users can access their account by visiting either, www.chicagomarathon.com/volunteerlogin

• r cemevent.com/login

– Enter registration email and account password – Forgot your password? The system can re-set it for you

Vo Volunte unteers: ers: Information

• rmation an

and Re Regi gistra stratio tion n

14

Vo Volunte unteers: ers: Ge Gear ar Check ck

• New Key Volunteer Position – Gear Check Supervisor

– Roles and responsibilities

• Notification/expectation at various points

– Discouraged from bringing personal belongings – Gear check will be available and is encouraged

• Race Day Priorities

– Individuals cannot t be forced to check their bags – If they choose not to check their bag they must t keep it on them at ALL times

• Benefits

– Avoid losing items – Avoid theft of items – Avoid unattended bags on ground/route that can disrupt event

15

Tags will be similar and branded

Vo Volunte unteers: ers: Re Regi gistra stratio tion n System tem Update ates

• View your 2012 Team

– My Team tab – Scroll to ‘Past Events’ – Export list – Check-In timestamp

16

• Cancel a Volunteer

– My Team tab – Click on volunteer – Click ‘Cancel this form’

Vo Volunte unteers: ers: Introdu roduction ction to Li Live ve Check-In In

• Advantages of Live Volunteer Check-In

– Up-to-date, live record

• Who is on-site? Who was late? How many

volunteers from group ABC are here?

– Simple, consistent record keeping – Future service hours function

• Visibility Settings

– Demo - Course volunteers – Race Day - Only your Aid Station

• Necessary Tools

– 2-3 adult volunteers who own Smart Phones with an internet connection and are willing to use them for about 1-2hours (regular rates apply ) Tablets, with Wi-Fi, can also be used. – ALWAYS print paper back up copies of list of volunteers in case wireless isn’t working. Include emergency contact on these as well.

17

Vo Volunte unteers: ers: Li Live ve Check ck-In In Demons monstrati tration

• n
• On Your Smart Phone

– Visit: www.chicagomarathon.com/

checkintest

– Enter: Your account information

• r

Test account information:

april.janssen@bankofamerica.com

Password: 2013bacm

• Check-In’s Page

– All volunteers and key information

• Search Field

– Name, email or phone

18

Mobile Check In Home Page Check In Page

Vo Volunte unteers: ers: Li Live ve Check ck-In In Demons monstrati tration

• n continu

tinued ed

• Check-In Volunteers

Capta tains ins Only ly – Search your name – Tap on your name or info – Check mark appears

• Check-In Count

Every ryon

• ne

– Tap refresh arrows – Number will update – Captain’s uncheck yourself – Now it’s your Co Co-Captain’s turn to try checking you in and out

19

Vo Volunte unteers: ers: Li Live ve Check ck-In In Demons monstrati tration

• n continu

tinued ed

• Landscape Orientation

– Allows search by Job or Group

• Captain and Co-Captain try it
• ut by group name search
• Questions?

20

Search by Key Volunteer Search by Group

Vo Volunte unteer: er: Check ck-In In Update ates s on Your r Accoun unt

• My Team tab reporting of check-in information

– Check-In Sheet – Individual Volunteer – Report

21

Vo Volunte unteer: er: Li Live ve Check ck In - Things gs to Re Remembe ember

• Unique Check In Link

– Every station will have a unique Live Volunteer Check-In link – Link to be provided at Production Meeting

• Example, www.chicagomarathon.com/aidstation27checkin
• Disabling the Check In’s Function soon (1 week)

– Will only be enabled 1 day before event and 2 weeks after

22

Vo Volunte unteers: ers: Your r Vo Volunt nteer eer Check-In In Team am

• Your NEW Volunteer Check In Team - Suggested

– Volunteer Check-In Coordinator

• Manage following team and operations

– Live Check-In Volunteers

• Using mobile devices to check in volunteers
• 2 to 3 individuals

– Live Check-In Assistant

• ID Check and Wristbanding volunteers
• 2-3 individuals

– Distribute Uniforms

• Distribute credential, jacket and hat
• 2+ individuals

– Assignments/Volunteer Distribution – Gear Check Supervisor

• Supervisor to manage process
• Assistants (1-2) are recommended

23

Vo Volunte unteers: ers: Feedbac dback k Forms s etc.

• Volunteer Form

– Volunteer breakdown, limit and jackets – Additional groups – Other

• DJ Form

– 2012 feedback and 2013 request Return forms to CEM TODAY

• Event Production Meeting

– Saturday, September 28 – De La Salle High School – Tentatively 9 am – 12 pm

Now it is time to… Kick Off Volunteer Recruitment!

24

Than ank k you!

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