VOLUNTEER HANDBOOK Contents Page 2
Introduction
Page 3
Mud Run At‐A‐Glance
Page 4
Getting Started
Page 5‐7
Volunteer Position Descriptions
Page 7
Key Contacts
Page 8
Volunteer Perks
Page 8
Rules of the Road
Page 9
Copy of Volunteer Release Form
Page 10
Event Map
Page 11‐12 Course Map & Obstacles Page 13
Getting There: Map
Page 13
Getting There: Directions
Page 14‐16 FAQs Page 17
Partner Information
Page 18
Volunteer Parking Pass (print and place in driver’s side BACK windshield)
Volunteer Handbook 2011 Mud Run | April 16, 2011 1
In t r o d u c t i o n Thank you for volunteering at The 2011 Mud Run! Every year in the spring and fall, the Greater Columbia Marine Foundation hosts the largest Mud Run in North America. The race attracts thousands of people from all over the Southeast and beyond. The Greater Columbia Marine Foundation, a 501(c)3 nonprofit organization, sponsors the event bi‐annually to raise money to support Marines and their families from the Columbia area who have been wounded or killed while serving on active duty. Profits from the race are also used to support several local college scholarships named after Marines killed serving their country and local events which promote the Marine Corps in the community. By volunteering, you become the face of the Mud Run, the Greater Columbia Marine Foundation, COR | Columbia Opportunity Resource, the volunteer forces behind the event, as well as the many other groups and teams that make the annual event a huge success and a vital asset to our community. We have compiled the following information to help you become an instant Mud Run expert. Read it over, bring it with you for reference and use it to help make your experience – and that of the runners – AWESOME! Thank you again for sharing your time to make the 2011 Mud Run the best ever!
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At‐A‐Glance
Date: Saturday, April 16, 2011 (First Start Time: 7:30 AM)
Location: The Leatherneck (Exit 125 on I‐26) 1215 Valley Ridge Road Gaston, SC 29053
Cost: $140 / Team of 4
Web site: http://usmcmudrun.org
General Information: Every year in September the Greater Columbia Marine Foundation hosts the largest Mud Run in North America. The race attracts thousands of people from all over the Southeast and beyond. The Ultimate Challenge Mud Run is a 5.2 mile all‐terrain race conducted on dirt roads, improved and unimproved trails through the training area. These trails include mud holes, walls, trenches and other obstacles that require swimming, crawling, climbing and jumping. Teams of 4 compete to complete the 34 obstacles using teamwork, determination and creativity. Some people come to compete, but many come just to complete! In the Fall of 2010, 3,600 teams competed, which Made this Mud Run the largest in North America. Following the success of that event, organizers decided to hold two per year and cap the number of teams at 2,400 per event. THIS IS OFFICIALLY THE LARGEST MUD RUN IN NORTH AMERICA.
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Getting Started Dress for success
All volunteers MUST WEAR THE OFFICIAL Mud Run t‐ shirt (provided when you check in). Wear comfortable slacks/shorts and tennis shoes. Other items to consider: hat, sunscreen, insect repellent, rain gear if appropriate.
Arrive early
Please to report to volunteer check‐in tent at 6 a.m. and 12 p.m., one hour before your shift. Early arrivals receive first selection of shift assignments. If you are volunteering with a friend, please check‐in together (and early!) so that we may assign you as a pair. Arriving early will allow enough time to get to your station, meet your captain and your co‐workers, familiarize yourself with the set‐up and get any last minute instructions. In order to arrive early, you need to be sure to . . .
Allow plenty of time for traffic, parking, walking, check‐in, etc.
The Leatherneck, the Mud Run’s new location, is located in Sandy Run, about 25‐30 minutes south of downtown Columbia, so you’ll want to be sure to allow ample time to make your way there. With more than 12,000 people converging on The Leatherneck, you’ll want to allow sufficient time to park upon arrival.
Carpooling is highly encouraged
Meet‐up locations for parking, carpooling and caravanning: We will be emailing volunteers carpool/caravan opportunities later this week. Parking Pass: Don’t forget to print and place the pass on your dashboard so you’ll have convenient access to the volunteer parking area. Otherwise, you’ll be asked to park in the main lot.
1st STOP: Volunteer Check in SEE MAP FOR LOCATION Report to the volunteer check‐in station one hour prior to your shift (6 a.m. and 12 p.m.) to pick up your t‐shirt & shift assignment.
2nd STOP: Volunteer Station After checking in, report to your assigned location. Once all of your team has arrived at the location, your team captain will go over instructions, answer any questions and you’ll be set to go!
Volunteer Support
In addition to your shift captain, COR volunteer captains will be checking in periodically to see that everything is running smoothly or respond to any needs you may have. Members of the event planning team will also be available to assist you througout the day with questions/concerns.
Water & Snacks will be provided throughout the day.
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Volunteer Position Descriptions This gives you an idea of what you’ll be doing as a volunteer.
Registration Tent:
Waivers: Collect four signed waivers from each team. If they do not have a waiver with them or said they mailed it in, we will have extra blank ones that they MUST sign before getting all info. If they are under the age of 18 they should have brought a signed, notarized waiver. Your captain will help you deal with any problems that arise.
Numbering teams: You will number ALL four participants with their team number with a permanent marker on both arms and should be placed vertical on the arms. If the participants are wearing a shirt, place it vertical on forearm but MUST be visible. Timing Chip Pick Up: Once teams have been numbered, you will give each team two (2) timing chips. Two members of the team MUST wear these when competing on the right or left hip. Team members wearing the timing chips must safety pin all four corners. You will also be responsible for making sure the teams are in the correct category – Open Coed, Open Male, Open Female, JROTC, Homeland Heroes, Military, or Corporate. Allergies: Anyone who has an allergy to certain medications, bee stings, etc. will come to you for you to write on the INSIDE of their forearm a code provided by the medical team.
Key Valet/Information Tent:
We will have zip lock bags, index cards and folders to place teams’ keys in. The participants must fill out the index card with name and number to be reached at race in case of an emergency. They will place index card in zip lock bag along with keys and filed by last name in the folders provided. NOTE: Accept only keys – no bags, cameras, phones, shirts, etc.
Info Tent: you will have a cheat sheet of all activities and maps for day of. There will be a map kiosk in the main areas to which you may direct people.
Food Station @ Finish Line: We will have oranges that need to be quartered. Whole bananas that just need to be pulled apart from bunches unless we start running low we will need to cut in half. We will have granola bars that will just go into bins as all the food will go in bins. You will be responsible for making sure we are stocked at all times and in charge of mixing PowerAde and replenishing cups. The station for cutting and housing all fruit will be at the Volunteer Tent.
Start Line:
You will be responsible for getting teams lined up in numerical order in the team Chute. Teams go off every 20 seconds and you’re responsible for counting down and sending teams out.
Water stops: Hand out water to participants as needed. Fill water cups from water Buffalo and place on table and make sure area is clean of cups not making it into the trashcan. Volunteer Handbook 2011 Mud Run | April 16, 2011 5
Finish Line: Continue to keep the lanes clear that they can see their time on the other side of the timing tent for your viewing. Keep teams moving from finish line area through finish line chute – photography, first aid, food, water, etc. Avoid bottleneck at the finish line.
T‐Shirt Tent: One member of each team will pick up shirts for entire team. There will be a check in tent in front of the T‐ shirt tent where they will get what they pre‐registered for and then proceed to one of the eight lanes to get shirts. Odd numbers on one side of tent and even numbers on opposite side. At this time they MUST get shirt sizes they registered for and if they need to switch out direct them to the T‐Shirt exchange tent and we will try and accommodate them there. Each team member will also receive a race bag to be picked up when leaving the t‐shirt area.
Showers/Changing Tents: Your job is keeping these areas moving smoothly and clean.. Changing Tents are also provided separately for men and women and are clearly marked. Please check inside the tents often for discarded clothes and trash.
Mud Pit: Your job is to patrol the Mud Pit area for trash and recyclables. Please take full receptacles to the garbage truck that will be located near the parking area. A few people will work with the gate entrance staff and ID check staff to assist.
Sound Helper: Work with the Sound Manager directly to ensure sound runs smoothly and backstage at the Mud Pit area.
Pollywog: Registration: Check‐in pre‐registered participants and give them their shirts. Register kids for $10 each and give them shirts as requested if they are available. Shirts are only for kids that register and are not for sale. Pre‐registered participants are the only ones guaranteed to get their requested shirts. At the beginning of the day, a number of shirts should be pulled for those who have already registered and kept separate.
VIP Area: Make sure everyone in this area has a RED VIP wristband on or a Volunteer shirt. Please keep the area clean and restock drinks and snacks as needed. SMILE and BE HAPPY! If someone tries to gain access without a wristband, please be polite, but firm and refer them to the volunteer captain or a member of the event staff. Assist vendor with keeping area clean including restocking toilet paper, shampoo, etc. YOU WILL NOT BE ASKED/REQUIRED to handle any waste!
Vendor Area: Designated to assist vendors as needed to make sure they are all good!
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Volunteer Tent: Throughout the day, assist Volunteers that come through to eat lunch or dinner and make sure they are good to go. Check in for Volunteers: This will be a station for all VOLS to check in and we would check them off the list and give them the appropriate size t Shirt and ticket for lunch or dinner. Greet media and distribute maps to them. Man lost and found/lost child area.
Trash Patrol/Recycling: Pick up trash throughout the entire area. Your team captain will be Steve Ard and will instruct you on how to make this run smoothly all day. Ensure that recyclables are deposited to the proper trash containers throughout the day.
Volunteer Captains: Volunteer captains will be at each station or tent and can be recognized by neon “Captain” stickers on the front and back of their t‐shirts. Captains will oversee each station’s operations and assist with any questions or problems. Captains will make sure everyone receives a break and will fill in as needed. They will be checking in with you regularly to make sure you have the tools and information you need. Unsure about something? Ask your captain! They are your resource and will be in touch with the volunteer key contacts throughout the day.
Key Contacts:
Katherine Swartz Executive Director Columbia Opportunity Resource katherine.swartz@ourcor.org Office: 803.733.1123 Cell: 803.979.4097
Nancye Bailey Carolina Event Consultants/USMC Foundation mudrun@carolinaeventconsultants.com Cell: 803.238.7438 Alica Buffun Carolina Event Consultants alicia@carolinaeventconsultants.com Cell: 803.429.7763
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Volunteer Perks
FREE event T‐shirt
FREE breakfast, lunch or dinner depending upon your volunteer shift
FREE drinks and snacks
Take your picture at the official Mud Run photo station
Meet like‐minded people and make new friends
An amazing not‐to‐be forgotten experience
Rules of the Road
Read the Volunteer Handbook. Provide GREAT customer service! Keep your booth space clean and organized. Be flexible! An important aspect of volunteering is that you are a member of a team of volunteers, all collaborating to deliver the right sort of atmosphere, the right sort of experience. Always be helpful & informative. Take care of your colleagues. Be a good neighbor and help out other volunteers when needed. Be alert to any potential safety issues and notify a staff person immediately. Volunteers may enjoy the vendor area before or after their shifts. Please note: alcohol consumption is expressly prohibited while volunteering.
Have fun! You will be part of an amazing experience that makes a significant difference to the lives of so many Columbians and South Carolinians
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Volunteer Release Form 2011 Mud Run V o l u n t e e r s Whereas, The Greater Columbia Marine Foundation, hereinafter described as GCMF, has for sixteen years sponsored what is commonly known and designated as the USMC Ultimate Challenge Run and Pollywog Kids Race; and Whereas, the GCMF is organized for charitable and eleemosynary purposes and requires as a condition of participating that the undersigned participant, in consideration of permission to enter this activity, does hereby, for myself, my heirs, executors, administrators, personal representatives, assigns, and anyone entitled to act on my behalf, irrevocably release and forever discharge the GCMF, Carolina Event Consultants, Columbia Opportunity Resource, its officers, agents, servants, associated partners and employees; sponsors; the Culler family, the owners of the property; promoters; managers; inspectors; officials; volunteers of the road race; and any and every other person participating in the race from any and all claims for damages for injury or liability of any kind, illnesses alleged to result from the race, or damages of any and every kind suffered by me as a result of my participating in or travel to or from this event and further agrees to indemnify and hold harmless those released for costs, attorneys fees, or other expenses should I or any person for or on my behalf file a legal action against GCMF or any of those described in this document. I also give permission to the GCMF for the full, free and unconditional use of my name and photograph in connection with this event in any type media, written account, broadcast or telecast of this event from beginning to end for any legitimate purpose. Additionally; ____________________________________________ I understand that as a volunteer, I am an important resource to the success of the Mud Run and the enjoyment of Mud Run participants. I will read and understand the contents of the volunteer guide and agree to abide by the rules and guidelines set forth for volunteering. I understand that failure to abide by the event rules and guidelines will result in removal from the event and no invitation to the volunteer party. I agree to show up for my volunteer shift on time and, if I must cancel, I will notify the Volunteer Coordinator as soon as possible by email to volunteer@ourcor.org. By signing below, I agree to the above:
Signature
Date
Print Name
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Event Map
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Course Map
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Course Info
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Getting There ‐ MAP
Getting There ‐ Directions FROM 1‐26 ‐ COLUMBIA
FROM I‐77
Take I‐26 East towards Charleston Take EXIT 115/US321 toward Gaston Follow US321 to Gaston Turn left onto SC 65 (Mack Street) in Gaston Follow Mack Street to the intersection of Pine Plain Road Once on Pine Plain Road, turn left onto SC31 Follow SC31 to Valley Ridge Road Turn right onto Valley Ridge Road Follow Valley Ridge road to site and VOLUNTEER ENTRANCE
Take I‐77 South to Columbia Take exit 1/US 231 toward Gaston Follow US321 to Gaston Turn left onto SC 65 (Mack Street) in Gaston Follow Mack Street to the intersection of Pine Plain Road Once on Pine Plain Road, turn left onto SC31 Follow SC31 to Valley Ridge Road Turn right onto Valley Ridge Road Follow Valley Ridge road to site and VOLUNTEER ENTRANCE
FROM I‐26‐ CHARLESTON Take I‐26 West towards Columbia Take EXIT 115/US321 toward Gaston Follow US321 to Gaston Turn left onto SC 65 (Mack Street) in Gaston Follow Mack Street to the intersection of Pine Plain Road Once on Pine Plain Road, turn left onto SC31 Follow SC31 to Valley Ridge Road Turn right onto Valley Ridge Road Follow Valley Ridge road to site and VOLUNTEER ENTRANCE
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FAQS How Do I Get there? Please refer to the map and directions in this guide. Where do I park? The field for volunteer parking will be marked as you arrive. You will receive a parking pass that you must print off and put on your dash the day of the event. Please refer to the event map on page 6 of this guide. Where do I report when I arrive? You will report to the Volunteer VIP tent that is marked with a big banner. Please refer to the event map on page 6 of this guide. What do I wear? It is usually a very hot day so shorts are recommended, but you are welcome to wear pants. Please wear sturdy, comfortable shoes, e.g. tennis shoes. DO NOT wear sandals or flip flops. Volunteers must wear the Volunteer t‐ shirt, which you will receive upon check in. Will I get muddy? The Leatherneck is a working farm and you will be working in open fields with dirt at a Mud Run event, so you might get dirty. If you would like to change we do have changing tents for your use. What do I need to bring? You might want to bring Insect repellent, sunscreen and sunglasses. There will be a Mud Run merchandise tent, so you might bring a small amount of cash or ATM card with you. Consider wrapping either in a plastic baggie so they are not destroyed by mud. Water, snacks, breakfast & lunch will be provided for volunteers. If you have any unique dietary or nutritional needs, please feel free to bring your own snacks and such, although there will vegetarian and gluten‐free choices. What should I NOT bring? Do not bring purses, wallets or key chains. Bring only your car key, ATM card/cash (for Mud Run merchandise). We discourage cell phones and cameras because they may become damaged. If you bring any items, please insert them into a plastic baggie to avoid damage. Please DO NOT BRING ANYTHING OF VALUE. There will not be a place to store valuable and the event is not responsible for any lost, stolen or damaged valuables. What are the volunteer shifts? All Day; 6AM – 1 PM; 8 AM‐ 3PM; Noon – 7 PM Can I choose my shift? Yes, until a shift is fully staffed.
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What kind of work will volunteers be doing? Volunteers will be assigned to any number of tasks from checking people in to picking up trash. Examples include: Parking x Registration x Key Valet x Info x Start Line x Course Volunteers x Water Stops x Finish Line x Food Tent x T‐Shirt Distribution x Shower Area x Changing Area x Pollywog Race x VIP Area x Mud Pit x Vendor Support x Bag Stuffers x Trash Patrol x Recycling Can I choose my Assignment? You may request an assignment upon check‐in. Assignments are first‐arrived, first reserved. An effort will be made to accommodate your request, we cannot guarantee that will be your assignment. Flexibility is of paramount importance. Please be prepared to be assigned to any duty. Can I be assigned with my friend? Yes, if you check‐in early and together. Again, first arrived, first reserved. Can I volunteer with a group? Yes, IF YOU INDICATED YOUR GROUP when you registered. Volunteers who do not list a group will not be paired with the group. I can’t work an entire shift, but would love to help. Can I Help? Yes, simply let us know when you can work and we’ll put you to work! Is there an age minimum or maximum required to volunteer? We recommend 18 as a general rule, but do have minors who volunteer, especially with scout troops and the like. Volunteers under the age of 18 must have a consent form signed by a parent or guardian. I am limited in my physical ability/mobility. Is there any way I can be helpful? Yes, simply let us know what your limitations are and we’ll put you to work! Can I volunteer and also run? Absolutely, IF you are already registered to run as registration is full. We ask that you volunteer in the AM shift and run in the afternoon. What if I need a restroom or a rest break? Volunteers have access to the VIP restroom area, which includes restroom trailers, changing areas and showers. Keep in mind, port‐a‐johns may be closer and more convenient for a quick nature break. Please make sure your post is covered and your captain is aware you are leaving before taking a break. Be considerate of fellow volunteers while on break.
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Can I register & Volunteer on Site? No, volunteers must be pre‐registered online by Noon, Friday, April 15, exceptions only for USMC foundation partners! What if it rains? This is a rain or shine event. Please check the weather and e‐mail updates from us and bring rain gear accordingly.
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Partners Columbia Opportunity Resource (COR) is a dynamic volunteer driven community development organization focused on engaging and connecting a new generation of Columbians to make our community a better place to live, learn, play and prosper. COR is an all‐ stakeholder organization (ASO), reliant on a new generation of leaders, the wisdom of current leaders, partnership organizations and area municipalities to effectively serve and impact the community.
The Greater Columbia Marine Foundation is organized to promote the value of the United States Marine Corps within the Greater Columbia area through its leadership and actions. The Foundation activities will provide the state with a greater awareness of the presence of Marine Corps organizations and promote the important functions these organizations serve relative to the social and economic welfare of the Greater Columbia area and when feasible South Carolina. The Foundation will also promote and support the quality of life of all Marines, active and retired, and their families, thus placing into action our standard of "Marines taking care of our own." Carolina Event Consultants is a full‐service event management firm located in Columbia, SC. The CEC Team is comprised of experienced, knowledgable and creative individuals who are dedicated to making each and every event a success. The CEC Team is poised to attend to every detail and to meet and overcome any challenges in a timely and professional manner. CEC is proud to have strong reltationships with vendors throughout the event industry who are ready to partner with CEC to fulfill the needs of each client.
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Volunteer Parking Pass
Print and place in the driver’s side BACK windshield.
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