Curtis Invite 2023

Descriptions of Responsibilities for Volunteers

*Please arrive at the Chambers Properties Central Meadow by 8:15 am (unless listed below as earlier) to receive instructions and enjoy some complimentary bagels, juice, etc.

Meet Director (Ben Mangrum) –arrive at 5:30 am (when the gates open), oversee everything and make sure everything is happening

Starter, Clerk of the Course (Scott Wangen, Kurt Shevalier) Report to Ben Mangrum when you arrive—give athletes 10 minute warning before each race, call athletes to starting line 4 minutes before each race, arrange athletes to have two people at front, give race instructions using megaphone, instruct athletes to double-check timing chip on shoe is securely attached, hand out zip ties to athletes to secure timing chips as necessary, answer questions about course, start race with starting gun/starting sensors for FinishLynx system, communicate via walkie-talkie about progress of previous race to estimate start time of next race. Communicate with DJ/Announcer to turn music off during start line instructions.

Results Operator (Rob Whitacre)—operate finish line clock, process results, communicate with computer attendants about results and updated athlete numbers.

Computer Attendant/Scoring Table (Nick Coughran, Chimei Chao-Carpenter) Report to Ben Mangrum when you arrive—Arrive at 7:00am.  Assist Rob Whitacre with his timing system.  Assist with setup before meet and take-down after meet has concluded.  Tasks may include updating new athlete numbers (mostly for community race) into the computer system, assisting Rob with identifying runners on camera/computer system and processing race results.

Announcer/DJ (Steve Pielak, Andres Moorman) Report to Michelle Pielak when you arrive—announce important information to crowd/athletes, comment about teams and individuals before/during/after race, announce race results during awards ceremony, communicate with Mile Mark Clock Operator and Starter via walkie-talkie about race progress at mile mark, play music during races, but not during start line instructions.  MC/announce the results during the awards ceremony at the end of the meet.

Mile Mark Clock Operator (Brian Jacobsen) Report to Ben Mangrum when you arrive—start clock at beginning of each race via walkie talkie communication with Clerk of the Course.

Head Logistics Official (Michelle Pielak): arrive at 6:30 am, oversee meet logistics, including registration table, volunteer/coach food area, course setup and supervision during races, awards ceremony

Registration Table (Julie Mangrum, Lynn Tucker) Report to Michelle Pielak when you arrive—arrive at 7:00 am, greet coaches as they arrive and give them team packets, extra pins or course maps (if necessary), information about course, check with them about payment of registration fees and write down their status on the paid teams list, oversee signup of open race entrants (use sign-up sheets, write down bib number, periodically bring to computer attendants for entry into computer), collect payments from coaches or  from open athletes in a cash box (fee for community 5k waived for coaches).

Food Table Attendant (Maureen Esparza) Report to Michelle Pielak when you arrive--arrive at 7:45 am, organize and staff the food table near the registration table for volunteers and coaches.   Deliver food to volunteers who are not able to leave their positions during the meet.

Food Truck Coordinator (Sherida Bird)  Report to Ben Mangrum when you arrive--arrive at 7:00, direct food trucks and apparel truck as they arrive through the south gate to their designated set-up locations, assist with their needs and setup.  

Course Marshals (Emily Bosh, Yoshino Kretchmar--at major turn as runners cross road heading toward central meadow; Francis Reynolds, Ben Jacot--at entrance to central meadow as runners enter and exit the meadow; Bob Kellington, Dima Serafimovici--in between the start-line meadow and the driving range; Robert Wangen--near start line at major turn as runners cross road coming from the central meadow)--Report to Michelle Pielak when you arrive—monitor course at strategic locations, direct athletes towards correct pathways during race, prevent spectator traffic from blocking runners during the race, stop vehicle traffic during race crossing time (with stop signs).  Use a megaphone if needed to direct spectators out of path of runners as they approach.  We may relocate to different locations as needed when it becomes apparent.

Head Finish Line Official (Joe McInelly, Dan Kaiser): arrive at 6:45 am, oversee and instruct all finish line volunteers, ensure runners run past finish line and into corral (don't direct them left/right, just straight ahead and out of 10-yard camera zone), support timing chip collection and re-organization back into the boxes.  Post results as they are completed and printed.

Timing Chip Distribution/Gate Keepers (Maxim Serafimovici, Jennifer Odom, Brian Casey, Veronique White, Roger White, Becky Welliver) Report to Joe McInelly or Dan Kaiser when you arrive——Arrive at 7:30, set up next to registration tent, distribute timing chips to athletes according to their competitor number before the meet starts.  In distributing the chips, the chip number that will be written on each chip will correspond with the bib number on the athlete.  So bib #45 gets chip #45. Bib #2496 gets chip #2496 and so forth. It is imperative that the chips are installed zip tied to the laces so they lay flat on top of the laces.  Each chip has two holes to run the zip tie through. If you have time during races, stand at the exit from the finish area and check runners as they leave the finish area to ensure their timing chip has already been removed.  Runners ARE NOT allowed to leave the corral until their chip is removed.  During down time, organize returned timing chips and put them back into their boxes.

Timing Chip Installers/Collection (Dan Kaiser, Charley Pepin, Tiffany Roderick, Dan Kaiser, Megan Fivecoat, Vanessa Simpson, Erica McInelly, Yariela Poureetezadi, Sandra Wangen, Elisabeth Wangen, Pat Wangen, Leslie Akins, Lerena Kelly) Report to Joe McInelly or Dan Kaiser when you arrive—Assist with distributing timing chips to athletes according to their competitor number before the meet starts, assist athletes with installation onto shoes.  At finish line, each station / staff will have a bucket and some cable cutters to cut off the zip tie from runner's shoes after crossing the finish line.  Chips are removed from EVERY runner and placed in the buckets. Runners ARE NOT allowed to leave the corral until their chip is removed.   After each race is complete, bring buckets of timing chips back to the Timing Chip Distribution tables to be reorganized and put back into the boxes.  Hand out top finisher's ribbons for the youth and open race (top 5 males, top 5 females) and JV Top 7 races (top 10 boys and girls). 

Golf Cart Driver (Brock VanRavenswaay, Casey Fivecoat) Report to Joe McInelly when you arrive—help drive golf cart during races (trail the final runners in each race through the course), be available to transport injured runners to athletic trainer near the finish line or deliver loads of meet supplies during the meet, communicate with Mile Mark Clock Operator (Brian Jacobsen) and Starter (Scott Wangen or Kurt Shevalier) via walkie-talkie to notify Mile Mark Clock Operator what moment each race starts so they can start the clock.