Thank you for registering to Volunteer at Bike MS!
Enclosed in this packet: 1. General Information: The Basics & Lodging 2. Volunteer Check-In & Arrival Times 3. Job Descriptions 4. Creature Comforts 5. Driving Directions to Start & Finish (NOT in this packet)
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General Information for ALL Volunteers: The Basics**
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Let’s get rolling! It’s time to prepare for our Bike MS Ride. Thank you for dedicating your time in ensuring that our 500+ cyclists will have a fun, safe weekend of riding and helping in the fight against MS! We’ve provided the following guidelines to ensure a smooth ride and assist you in your activities: 1. Arrive On Time! Our experience shows that cyclists are enthusiastic about getting an early start. Arriving at your assigned location at the assigned time will help us be prepared ahead of time to send them on their way! 2. Know Your Job! With so many activities and tasks being performed all at once, it is important for things to run smoothly for everyone. Be confident about your assignments on both days, your locations, times, etc.! Review this information ahead of time, so if you have any questions you can ask before the weekend of the event. 3. Be Flexible! We understand that you may have requested a specific job. However, you may be reassigned or asked to pitch in on a new job at a moment’s notice. We appreciate your willingness to help where needed. 4. Be Cheerful and Supportive! The cyclists have a great time during the event and you deserve to as well! Show us your smile! Help us express our appreciation to the cyclist’s by cheering them on and supplying words of encouragement. Even the basic “Thanks!” and “You can do it!” keep the cyclists pedaling! 5. Wear Your Volunteer Shirt! This is the only way the cyclists will be able to identify someone who can help them. You will receive your shirt and wrist band for food at Volunteer Check-In. 6. Meals. . .Yum! You are welcome to enjoy dinner Saturday night in the President’s Ballroom at the Double Tree Hotel in Williamsburg. Your wrist band gets you food, so remember to wear your wristband all weekend (you will receive this at Volunteer Check-In)! Also join us for food at the Windsor Castle Park in Smithfield after your volunteer position closes on Sunday. 7. Never Drive on the Bike Route! We will provide alternate routes both to your assignment and to the ride endpoints. The route is designed along lightly traveled country roads; therefore, we want to show consideration to the residents and avoid undue vehicle congestion around our cyclists.
MOST IMPORTANTLY – HAVE FUN!!
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REMEMBER: Bike MS goes on RAIN OR SHINE! We still need your help regardless of the weather!! In the case of inclement weather, please report to the following locations for instructions: Saturday (Smithfield) -report to the Volunteer Tent at Windsor Castle Park in Smithfield Saturday (Richmond) – report to the Volunteer Tent at Varina High School (7053 Messer Rd., Henrico, VA 23231) Sunday (Smithfield) - report to Boykins Tavern (17146 Monument Circle, Isle of Wight, Virginia) Sunday (Richmond) – report to Stone Brewery (4401 Williamsburg Avenue, Richmond, VA 23231)
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Lodging**
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All Volunteers are responsible for their own lodging. There are many options in the below list. This list is only containing places we’ve already spoken with and/or arranged special rates. You are free to stay wherever you’d like though.
Friday Night Richmond Hotel: Hampton Inn Richmond Airport – 421 International Center Drive, Sandston, VA 23150 Guaranteed rate of $112 per night plus 13.3% tax through May 19, 2017 for a double queen or single king room. Rate includes hot breakfast bar. Reservations taken by phone: (804) 226-1888 requesting a reservation with the Bike MS Group or online at www.richmondairport.hamptoninn.com . Click on “Add special rate codes” and enter “BMS” in the group field.
Smithfield Hotel: Hampton Inn Smithfield – 200 Vincents Crossing, Smithfield, VA 23430 The guaranteed rate for a standard king or queen room is $109 plus tax and the king or queen suite is $119 plus tax though May 2, 2017. Reservations taken by phone (757) 365-4760 requesting a reservation with Bike MS with special rate code “BikeMS.
Saturday Night If you prefer a Hotel: Double Tree Hotel - 50 Kingsmill Road, Williamsburg, VA 23185 Guaranteed rate of $139 plus taxes through May 2, 2017 - **SOLD OUT!!** Holiday Inn Express Williamsburg Busch Gardens – 480 McLaws Circle, Williamsburg, VA 23185 Guaranteed rate of $139 per night plus taxes until May 2, 2017. Rate includes Deluxe Continental Breakfast. Reservations taken by phone, 757-220-1100. Reference Bike MS 2017 Comfort Inn Williamsburg Gateway – 331 Bypass Road, Williamsburg, VA 23185 The guaranteed rate for rooms with two queen beds is $109.95 per night, plus tax until May 2, 2017. Rate includes Deluxe Continental Breakfast. Reservations taken by phone, 757-253-1166. Reference Bike MS 2017 Country Inn & Suites Historic – 400 Bypass Road, Williamsburg, VA 23185 The guaranteed rate for a room with 2 Queen Beds is $119.95 per night, plus tax until May 2, 2017. Rate includes Deluxe Continental Breakfast. Reservations made by calling 757-259-7990. Reference Bike MS 2017
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**Volunteer
Check-In & Arrival Times**
General Check In: Sign the waiver; receive a t-shirt and a food wristband Smithfield - Saturday Only Volunteers (Unless told otherwise) and Full Weekend Volunteers need to Check-In at Windsor Castle, Smithfield, VA: Registration Volunteers 5:30 am All Other Volunteers 6:00 am (unless told otherwise) Richmond - Saturday Only Volunteers (Unless told otherwise) and Full Weekend Volunteers need to Check-In at Varina High School (7053 Messer Rd., Henrico, VA 23231): Registration Volunteers 5:30 am All other Volunteers 6:00am (unless told otherwise) Sunday Only Volunteers need to Check-In at the Information Booth inside the Double Tree Hotel in Williamsburg, VA. All Volunteers 6:00 am
--------------------------------------------------------Specific Job Arrival Times: After you have checked-in and receive your Volunteer goodies, please report to your assigned position by the following times: Rest Stop & Lunch Volunteers - Smithfield Saturday Times: Rest Stop Red Rest Stop Pink (40 mile route only) Rest Stop Orange Rest Stop Yellow (Lunch) Rest Stop Green Rest Stop Blue Rest Stop Purple Finish Line (Williamsburg)
7:00 am – 10:00 am 7:00 am – 9:30 am 7:15 am – 11:00 am 7:15 am – 12:00 pm 7:45 am – 2:30 pm 7:45am – 3:00 pm 8:15 am – 3:30pm 10:00 am – 5:30 pm
Sunday Times:** Rest Stop Purple Rest Stop Blue Rest Stop Green Rest Stop Yellow (Lunch) Rest Stop Orange Rest Stop Pink Rest Stop Red Finish Line (Smithfield)
6:45 am – 10:00 am 7:30 am – 1:00 pm 8:30 am – 2:00 pm 7:30 am – 2:30 pm 8:30 am – 3:00 pm 7:30am – 12:30pm 9:00 am – 3:30 pm 9:00am – 5:30pm
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Rest Stop & Lunch Volunteers - Richmond Saturday Times: Rest Stop Red Rest Stop Orange Century Loop Rest Stop Rest Stop Yellow (Lunch) Rest Stop Green Rest Stop Blue Finish Line (Williamsburg) Sunday Times:** Rest Stop Blue Rest Stop Green Rest Stop Yellow(Lunch) Century Loop Rest Stop Rest Stop Orange Rest Stop Red Finish Line (Richmond)
7:30 am – 9:30 am 8:00 am – 11:00 am 8:15 am – 10:30 am 9:00 am – 2:30 pm 9:30 am – 3:30 pm 10:00 am – 4:00 pm 9:00 am – 5:30 pm
6:45 am – 8:45 pm 7:15 am – 10:15 am 8:15 am – 1:30 pm 11:00 am – 3:00 pm 8:45 am – 2:30 pm 9:15 am – 3:00 pm 9:00am – 5:30pm
Rest Stop Volunteers – One Day Williamsburg Ride Saturday Times: Rest Stop 1 Rest Stop 2
10:00 am – 3:00 pm 10:00 am – 3:00 am
**If you are returning to Smithfield/Richmond from Williamsburg, or going to a Rest Stop or Lunch, PLEASE come by the Information Booth inside the Double Tree Hotel first to see if we have any cyclists needing rides. Finish Line Volunteers (Saturday) Saturday (The back parking lot of the Double Tree Hotel in Williamsburg) & Sunday (Windsor Castle Park in Smithfield) 1st Shift 8:30 am 2nd Shift 1:00 pm Finish Line Volunteers Smithfield (Sunday) – Sunday Only at Windsor Castle Park in Smithfield 1st Shift 9:00 am – 1:30 pm 2nd Shift 1:00 pm – 5:30 pm (Continued)
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Finish Line Volunteers Richmond (Sunday) – Sunday Only at Varina High School 1st Shift 9:00 am – 1:30 pm 2nd Shift 1:00 pm – 5:30 pm
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Creature Comforts for the Weekend**
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Things you might want to bring along: A small cooler with your favorite drinks and snacks Comfortable Lawn Chair Book or Magazine (for those quiet times) Sunscreen Insect Repellent Decorations for your Rest Stop or Volunteer Area – Have fun and express yourself as you help celebrate the 2nd Colonial Crossroads Bike MS Ride!
Job Descriptions**
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Finish Line - Saturday at Double Tree Hotel in Williamsburg & Sunday at Windsor Castle Park in Smithfield / Varina High School (7053 Messer Rd., Henrico, VA 23231) Richmond Responsibilities: The Finish Line must be manned until the last Cyclist is in. The last cyclist is just as important as the first. This may mean your group will be there until 5:30 PM. Please plan accordingly. To assure that ALL cyclists are cheered and congratulated as they come across the line. Hand each cyclist a cold, wet towel. At Sunday’s Finish you will also give them a Bike MS Medal! Procedures: Position yourselves at the designated Finish Line near the MS arch in the back of the DoubleTree in Williamsburg on Saturday or near the MS arch at Windsor Castle in Smithfield / near the MS arch at Stone Brewery in Richmond on Sunday. May need to have people on both sides of the entrance. Cheer, clap, congratulate and thank. Hand them a cold, wet towel that has been kept in the cooler with iced water. Replenish the cooler with ice and water adding towels as needed. On Sunday, also hand them a Bike Medal to put around their neck. Please bag or box all trash as needed. (continued)
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All riders must be in by 5 p.m. HOWEVER, there are always stragglers. The Finish Line must be manned until you receive the official word that the last cyclist has arrived.
Rest Stop & Lunch Volunteers: Responsibilities: Serve food, water, and Gatorade to cyclists Provide smiles, cheer, and encouragement to cyclists Check the porta-johns to replenish toilet paper periodically Keep rest stop area clean; leave the area in as good or better condition as found Water/Gatorade: Fill riders water bottles as they arrive (Only open water bottles as needed) Encourage riders to drink; they can have as much to drink as they like Food: Cover tables with plastic drop clothes Place food items out as needed (see instructions below)
Lunch Stop Only: Prepare Peanut Butter & Jelly Sandwiches in advance of cyclists arrival Place other food items out as needed Clean Up: Bag all trash for pick-up. A supply truck will arrive following the last cyclist to take away all trash. Once the last rider goes by/leaves your rest stop load up the supplies back into the UPS truck and lock it up. If you are going to the day’s end point, please make your car available to transport tired cyclists, if needed. Food Instructions Here are some specific instructions regarding the food items in each stop. Bananas (if you have them) Cut in half and place in aluminum pans. Cut only as needed (cut bananas must be trashed, uncut can be used later). Oranges (if you have them) Cut into QUARTERS and place in aluminum pans. Cut as needed (uncut oranges can be used later) Cereal Bars, Rice Krispies, Cookies, Crackers, Etc. (if you have them) Open boxes and pour wrapped item into pans. Cyclists help themselves. Open as needed. Trail Mix, Cheez-its and Chex Mix, Etc. (if you have them) Open boxes/bags and pour into Soufflé/small Dixie Cups. Cyclists help themselves.
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Important Note Regarding Medical Attention: EMTs will be available at the rest stop and/or on the road (stopping by frequently). They will have radio contact with the chapter staff and SAG vehicles. Volunteers are NOT, under any circumstances, to provide medical assistance to cyclists. This includes the dispensing of medications, pain relievers or other services.
Support and Gear (SAG) Vehicle Drivers: Responsibilities: Pick up tired cyclists and transport them to the next rest stop, the lunch stop, or the ride endpoint, at their request. Assist cyclists requiring mechanical help as much as possible, or transport cyclists to the next rest stop where a cycle mechanic can assist them. Help monitor the bike route, watching for unsafe practices by cyclists and reminding cyclists to obey the rules of the road and the ride. Procedures: SAGs will move almost continuously with the pack. You will be assigned an approximate area of the pack to cover, subject to change as the pack spreads out. Give cyclists ample room as you SLOWLY pass them, keeping an eye out for those needing help. If you see cyclists stopped along the route, slow down to determine if they are resting or need help. Often, cyclists will flag you down for a ride to the next rest stop, or the one after that. This is fine – we don’t want anyone over-doing it, and if this short break helps, that’s great. If a Cyclist Wants to Stop for the Day:
This procedure is designed to keep the maximum number of SAG vehicles on the road throughout the day. If it is prior to the lunch stop, take them to the lunch stop. From here, they can catch a ride on the larger support trucks to the day’s finish. They will have to wait there until lunch closes down, but they can relax until then. If it is after lunch take them to the finish, or to the rest stop where the large supply truck is stopped. If you take them to the supply truck, they can then catch a ride with that truck.
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