Race Duties and Volunteers Needed for Races:

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Week Prior to Race Date:

• Send e-mail or text to Board members and Coaches to begin coordination ​for race day

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Advanced Advance Set-up: (A few days prior)

[Parking Coordinator, Treasurer, Race Coordinator]

• Notify school of traffic pattern so they can announce two days beforehand

• Find out price of admission from UHS

• Arrange for ambulance on race day

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Advance Set-up: (Do as much as possible by the day before the race.)

[5 Volunteers]

• Use the mower to highlight the course. Supplement with orange flags/ribbons

• ​S​et the Start/Finish line and the adjacent fields

• Mark course hazards with paint. Paint directional arrows where needed.

• Prepare parking receipts (Middle School Invitational only)

• Prepare Race Team Packets (pins, numbers, course map, etc.)-Coaches do this

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Race Day Set-up: (Arrive 3 hours before the race--2 p.m. in the past)

[10 Volunteers, 2 of which are specifically for course marking]

• Set the rest of the course markings (1 and 2 mile markers, front yard turn pennants, admission signs, traffic signs, place belting across front driveway, get trash cans and bags from school, erect cones in parking lot for handicap parking.)

• Erect Tents

  • One for team on the infield​

  • Concessions - near Start/Finish Line

• Set up timing system

• Set up PA system if applicable

• Run extension cords for timing, PA and/or concessions

• Finish Line Table, Water, Cups

  • UHS Trainers to provide for HS meet​

  • Parents provide for MS meets

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Traffic Control: (Arrive 2 hours before race--3 p.m. in the past)

[6 Volunteers HS/8 Volunteers MS]

• Traffic patterns change on race day. A map will be sent ahead of the races but basically all traffic will exit the right side of the school.

• Vehicles only allowed in field to drop off tents, etc.

• NO PARKING at Start/Finish field or along road overlooking field. NO PARKING in the grass or lot adjacent to admissions collection area. Ask them to move or make an announcement via PA

• Need 1 adult to direct traffic at intersection in front of school

• Need 1 adult for MS meets before admissions to form two traffic lines

• Need 1 adult to direct traffic on parking lot side of admissions

• Need 2 people (HS)/4 people (MS) to direct traffic in parking lot 

• Need 1 adult and 1 assistant during races directing traffic at the front driveway crossing

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Registration: (Arrive 2 hours before race--3 p.m. in the past)

[3 Volunteers]

• 1 Person to pass out team packets, pick box assignments and answer questions - locate at Concession stand

• 2 People to stand as door guards for both school entrances--remind athletes no spikes in building and give directions to restrooms

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Admissions: (Arrive 1 1/2 hours before race--3:30 p.m. in the past)

[6 Volunteers or see below 3 HS/5 MS]

• Treasurer will provide change

• Collect money along UHS adjacent to the Start/Finish field

• UHS sets prices for HS meets and they will have someone overseeing

• Parent's group is responsible for MS meet prices and the collection ($5 adults and $3 kids)

• Form two traffic lines and pass out receipts when traffic requires

• Need 3 adults (HS)/5 adults (MS)

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Concession Stand: 

[Concessions Coordinator, 2 Volunteers]

• Coordinator sets menu/prices and arranges for supplies

• Work with Treasurer for start up money and purchasing supplies

• Start selling 1 1/2 hours before race

• Store leftover supplies

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T-Shirts:

[T-Shirt Coordinator, 1 Volunteer]

• ​Set up table for display

• Print and hang signage for t-shirts ($15 per shirt)

• Get start up $$ from treasurer (in the past $150 in $5 bills)

• We accept checks (made out to UHS Cross Country Parents Group) and PayPal UHSRun@gmail.com

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Race:

[18 Volunteers; 10 Spotters, 8 for Finish Line Duties]

• ATV operator--per insurance only designated drivers (Adam Frohnapfel)

• Timing and computer system (check with Ed)

• Spotters--need 7-10 for HS/HS Athletes for MS

• Finish line chute handlers, and timing back-ups--need 8 people

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Awards:

• Coaches decide what is needed and order

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Tear Down/Clean Up:

[10 Volunteers]

• Need one person to make sure everything is properly stored in shed

• Course markings, admission signs, etc. taken down and properly stored

• Tents, tables, etc. taken down and stored

• Timing, PA system taken down

• Garbage cans emptied and trash put in school dumpsters. Cans go back in school

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Finances:

[Treasurer]

• Keep track of start-up funds

• Count monies after meet (concessions, t-shirts, admissions)

• Coordinate with UHS if necessary 

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