Thank you 2020 Bank of America Shamrock Shuffle - Aid station breakout - Chicago Event ...
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2020 Bank of America
Shamrock Shuffle
Thank you
Aid station breakout
Welcome Introductions Updates • Pallet jacks back on the semi-trailers post-race • Champion Logistics • Salt Trucks • Supply form • Snacks (300 pieces per aid station)
Race day communications
Radio: primary communications Phone
• Course Command • Course Command
• Dispatch and status checks • Race Support 312.500.8901
• Runner field updates Medical and emergency response
• Aid Station Operations Captain – Tim Bimmerle • Medical emergency 312.781.6408 or 911
• Aid Station 1 • Ham Radio operators at medical stations
• Captain – Carlos Jaramillo
• Co-Captain – Maggie Jimenez
• Aid Station 2
• Captain – Khit Masoud
• Co-Captain – Nancy Miller
Race morning Remember your keys for the locks Tim will deliver radios ID vests, T-shirts, credentials and snacks on semi-trailers • 36” cones • Traffic control cones at every aid station to direct vehicles towards middle lanes • Also use when unloading semi to create a protected lane for forklift • Please restack in one place post-race, on the corner Arrival of DJ and medical teams
Signs Flags/teardrop flags • EAS, Gatorade, water and medical Signs on sticks • Volunteer check-in • Aid station ahead • Toilets (2) with arrows Table skirts • Gatorade and water • Attach before beginning to pour fluids • Please remove staples if used
Fluids Reminder Gatorade • In 2018, we reduced the number of tables, cases of • 20 serving tables for Gatorade, 10 mixing tables cups and cases of water delivered to aid stations. It is critical to fill all tables 4 layers high with this • Pour until 4 layers high on all tables reduction. • 7 oz. cups Water • 4 gallons/case • 7 skids • 44 Gatorade concentrate cases = 22,500 servings • 48 cases/pallet using 3 skids of water • 6 gallons/case Mixing ratio • 26 tables for serving water • 5 gallons water • Pour until 4 layers high on all tables • 1-gallon Gatorade • 4 skids of water = 24,500 servings using a 5-ounce • BMR to update based on new gallon water pour • We need to recollect the pallets to return to the CEM warehouse after the race
Cups Water • 28,000 cups total • 14 cases • 2400 cups/case • 100 cups/sleeve • 7 oz. cups Gatorade • 24,000 cups total • 12 cases • 2000 cups/case • 100 cups/sleeve • 7 oz. cups
Tents • DJ tent (all 10x10) • All DJs are required to bring a generator • Extension cords in your supply bin if there is a nearby power source • 6-foot tables rather than 8 foot, so easy to distinguish from fluid tables • Medical tent • 10x20 at both aid stations • Ham radio operations in tents – medical communication • EAS flag • Tables and chairs for tents provided by Lakeshore Athletic Services (same company putting up tents)
General clean up • Move tables and pallets to sidewalk first thing – message from Police and Streets & Sanitation • Pallet jacks on semi-trailers • Tables: stack evenly and LAS will recollect post-race • Restacking unopened cases • Make sure they are not hanging over the side of the pallet • Wrap them tightly
Sustainability
Stretch wrap recycling • Waste (trash) – clear bag
• Place all stretch wrap in a clear trash bag • Food wrappers, plastic cutlery, plastic bags, gel
wrappers & coffee cups
• Keep separate from other bags and place on the semi
end of race • Full Gatorade jugs
Recycling – blue bag • Gloves
• Plastic gallon jugs (place empty jugs in blue bags) • Hand warmers
• Dry cardboard (boxes) • Stretch wrap – see below
Composting – green bag Republic Services (trash and recycling – trucks are
labeled)
• Bank of America branded water cups & green
Gatorade cups • Aid Station 1: 7:00 – 7:30 a.m.; 8:15 – 10:30 a.m.
• Wet stacking sheets • Aid Station 2: 7:45 – 8:00 a.m.; 10:45 – 12:00 p.m.
• Compost Truck – 16 ft box truck
• Staged at 1st aid station
• Move to 2nd aid station after 1st aid station materials
loadedMedical tent clean up • Medical teams will not be transported until medical tent is clean • Course Dispatch will inform Aid Station Captains that medical tents are ready to close • Medical tent review with Aid Station Captain and Medical Captain • Aid Station Captains will report to Course Dispatch that medical teams can check out This ensures: • Medical tent is properly cleaned • Medical tent is free of unattended/suspicious packages • Aid station volunteers know when medical teams are off-site Call medical captains race week to touch base and coordinate
Aid station operations webpage
Resource for aid station operations information Operations
• shamrockshuffle.com/aidstationoperations • Course map
Key volunteers • Aid Station Dropbox
• Registration link Aid Station Dropbox
• Role descriptions • Important documents, diagrams and information
needed for race day
• Race day checklist
• Ability to download and share documents
General volunteers
• Do not have to have Dropbox account to access
• Volunteer policies
• Volunteer account
• Volunteer group registrationVolunteer recruitment
Recruitment update Volunteer group donation
• Log in to view your team, • See webpage for qualifications
shamrockshuffle.com/volunteerlogin or shamrockshuffle.com/volunteergroupdonations
cemevent.com/login
• Samantha will reach out to all group leaders post-
• Keep recruiting! event with qualification status and required
paperwork
Registration deadline
Service hours verification
• Sunday, March 15, 2020 at 11:59 p.m.
• Aid Station Captains can sign service hours forms
onsite
• Volunteers who checked-in will be able to download
their service hours verification form through their
volunteer account at
shamrockshuffle.com/volunteerlogin after the eventVolunteer communications
• Race week confirmation email
• Captains are responsible for sending a race week confirmation email to ALL aid station key volunteers, group
leaders and volunteers. This can be done through the online registration system.
• Send Tuesday, March 17
• The email should include the following details:
• Aid station volunteer check-in location
• Volunteer check-in/check-out time and check-in requirements
• Transportation suggestions and parking options (if available)
• Preparation tips
• Cell phone number for on-site contact
• Motivation to get them excited for a great event!
• Group leader email
• Group leaders are encouraged to send an email to their group including group specific information, i.e.
transportationMobile volunteer check-in
Mobile volunteer check-in cards
• Each station has unique mobile volunteer check-in
cards
• Credential only gives access to your station’s
volunteers
Accessing mobile volunteer check-in
• Open mobile check-in by:
• Typing URL
• Scanning QR Code
• Log in to your volunteer registration system account
with your registration email and passwordMobile volunteer check-in
Checking-in volunteers Tips
• 1. Open Mobile Check-In by typing in URL or scanning • Know your Volunteer Registration System Account
QR code. email address and password.
• 2. Log in to your Volunteer Registration System • Charge your phone to 100% event morning.
Account with your email and password.
• Scan the QR code using a smartphone camera or an
• 3. Use search field to search by a volunteer’s name, app, such as i-nigma.
email or mobile phone number. Partial searches
suffice i.e. “je” for “jeff”. Turn phone horizontally to Reminders
view job and group search field. • Only check-in volunteers who have presented a form
• 4. Tap on a volunteer’s name to check them in. To of identification that matches their registration.
“uncheck” a volunteer, tap them again. • Do not check-in volunteers that are not present.
• 5. Tap circular arrows at the upper right-hand corner Support
to update check in total.
• Volunteer phone 773.599.0418Aid Station Captain Mailing
• Captains will receive the following items race week in a UPS package
to the address listed in your volunteer account. We will include your
email address for tracking updates.
• Uniforms and credentials*
• Captain
• Co-Captain
• Forklift Driver
• Yellow keys
• Mobile check-in cards
• Parking placards/tickets if applicable
• Dunkin’ Donuts gift cards
• Documents in two-pocket folder
• Laminated CAD drawing
• Safety briefing
• Scripts for your DJ (EAS and Stop & Hold)
• *Aid Station DJs will receive their uniforms and credentials from
Greg Gray of Attic Music CompanySafety program overview
• The focus of the Safety Program is to protect the health and safety of the event. This includes:
• Environmental Safety
• Guidelines for the safe usage of forklifts and golf carts
• Stop signs at major intersections with heavy traffic
• Site Safety Assessments
• Personnel Safety
• Managers (and designees) responsible for the safety of event staff, volunteers, vendors, and others in their
areas
• Forklifts and golf carts are operated in a safe manner
• All personnel wear high visibility vests on the event site.
• Reporting unsafe conditions or behaviors:
• Contact the Aid Station Captain to make them aware of the situation
• Aid Station Captain resolve the issue or escalate, as needed
• If need to escalate, contact Brad Rogstad
• Follow-up until resolvedCourse evacuation plan
• If told to evacuate, there is a designated shelter* at each aid station.
• Ensure event staff and volunteers are notified (e.g. bullhorns, DJ, EAS
flags, etc.)
*Use your best judgement and go to the safest location
5KRace week preparedness actions All area leads will be provided emergency preparedness documents to review with staff Area managers: • Conduct a safety, evacuation and communications briefing for event staff and volunteers in your area at the beginning of every shift Everyone: • Review Hands only CPR • Stop the Bleed Certification (training available race week) • Monitor weather and dress accordingly • Be aware of surroundings and report anything suspicious
Questions Brad Rogstad | Course Manager • brad.rogstad@cemevent.com • 312.446.0220 Nicole Lockwood | Volunteer Program Manager • nicole.lockwood@cemevent.com • 773.849.8569 Samantha Furlong | Volunteer Program Coordinator • samantha.furlong@cemevent.com • 312.909.3819
Thank you
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