   Who we are     Our roles   What we do/don’t do     Events     Facility management
   Our events:     Mud Runs     Adventure Race     Mountain Bike Race     Triathlon     Climbing competitions   Our...
 Determine logistics  ▪ Date  ▪ Time  ▪ Course  ▪ Budget Determine “flavor of event”  ▪ Why do it?  ▪ Why different?  ▪ ...
   Contact stakeholders for discovery     Various organizations (police, fire, parameditcs,      SAR, city, county, harb...
   File permits     Different organizations working with eachother     Altering the course to meet needs     Altering ...
Category                      2010       2011          EstimatedSalesEvent Registration                                   ...
   Website!! – www.morrobaytri.com   Paid       Adwords/Facebook       Print       Radio       TV       Booth     ...
MB Tri           Left to Spend              -2850         Print                 SLO Life                 Triathlon        ...
   TBID/VCB   Interested groups   “Greening Things”   Knowing the right people= Tweaking your event to be better and b...
   Developing an operations plan     Useful for figuring everything out yourself     Useful for sharing with stakeholde...
Introduction:The Morro Bay Triathlon has an Olympic and sprint distance triathlons with a kayakalternative to the swim sec...
ACCOUNTABILITY OF PARTICIPANTSAccountability of all participants (that is, a tracking system) at key times and locationsis...
ACCOUNTABILITY OF PARTICIPANTSAccountability of all participants (that is, a tracking system) at key times and locationsis...
THE SWIMThe Swim is a 1.5K and 750M out and back course that starts and finishes at Mother’sbeach. We will be doing a wate...
WatercraftSix one- person kayaks or paddle boards equipped with throw able personal flotationdevice and emergency whistle....
Swim RescueA swimmer in distress will be identified by watercraft personnel. Watercraft personnelwill sound their personal...
BIKE COURSEUpon completion of the swim section, participants will head into the TA andtransition for the cycling section. ...
In order to warn motorists of bicyclists on the road, CHP will be stationed alongHWY 1 and Yerba Buena St on ramp13th stre...
Bike Aid StationThere will be 1 bike Aid Station located at the Sea West roadTurnaround The aid station consists of two ve...
RUN COURSEThe run course is a 6.2 and 3.1 mile out and back beach run that will be marked withred arrows attached to woode...
Run Aid StationsIn accordance with USAT standards we will have an aid station every 1.5 miles.Aid station one will be loca...
PREVENTIONPart of any safety plan should first be prevention. Education of the event participants:Educating in rules of th...
Signage will be posted on the:        Morro Bay website        Local bike shops        Morro Bay restaurants and hotels   ...
HelmetsUSA triathlon sanctioning rules require all participants to wearapproved helmets during the entire bicycle portion....
Self supportMost triathletes are self-supporting. USAT rules prohibit triathletes from acceptingsupport of any kind from o...
EMERGENCY MEDICAL SUPPORTTrained emergency medical personnel will be placed at thefollowing locations:At each of the Aid S...
EMERGENCY MEDICAL SUPPORTTrained emergency medical personnel will be placed at thefollowing locations:At each of the Aid S...
TRANSITION AREAThe Transition area is located at Coleman Park and is the epicenter of the event. Inthe map below Blue=Swim...
FINISH LINEWe will need four volunteers at the finish line. Two will be passing out finisher bottlesand wet towels as race...
VENUEEz-Upsmust be anchored to the ground using four 3-foot sections of rebar pounded into theground then saran wrapped to...
Sponsor Expo:Expo booths will be set up 7:00am and will be located on the outside of the transitionarea. All expo booths m...
Beer Garden:Our beer garden is for participants and spectators who are 21 and over. The beergarden will be in a fenced off...
Beer Garden:Our beer garden is for participants and spectators who are 21 and over. The beergarden will be in a fenced off...
PRIZES:Places are determined by the fastest time in each age category. 1 st, 2nd and 3rd place beer mugs will begiven in e...
TIMING:We will be working with SB Timing this year who will be chip timing the event. We willhave Swim, bike and run split...
The majority of participants will pre-register however we will be holding Saturdayregistration. Saturday Registration hold...
If the participant is pre-registered check in will take place in the following six-stepprocessFilling out the Waiver (On S...
The Registration area can become a very hectic place. It is the assistant’s job to helpdirect participants to the proper l...
Event Schedule                                                                          Schedule is Subject to Change     ...
   Determine Staff Needs     How much time do we need for tasks     Available employees and particular skills     Dete...
2011 MORRO BAY TRI                                                                  VOLUNTEER POSITIONSTask             Lo...
   Build out/Expo management   Registration       Waivers       Reg forms       Goody bags       Reg information    ...
   Post Results   Survey   Google Analytics   Lessons Learned   Clean Up   Accounting     Pay charity   Lie around...
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
All Out Events - Events from Start to Finish
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All Out Events - Events from Start to Finish

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All Out Events - Events from Start to Finish

  1. 1.  Who we are  Our roles What we do/don’t do  Events  Facility management
  2. 2.  Our events:  Mud Runs  Adventure Race  Mountain Bike Race  Triathlon  Climbing competitions Our Facility  Margarita Adventures
  3. 3.  Determine logistics ▪ Date ▪ Time ▪ Course ▪ Budget Determine “flavor of event” ▪ Why do it? ▪ Why different? ▪ What goals?
  4. 4.  Contact stakeholders for discovery  Various organizations (police, fire, parameditcs, SAR, city, county, harbor patrol, CHP)  Work with ECO SLO  Work with local interested groups  Work with sponsors (if you have any)
  5. 5.  File permits  Different organizations working with eachother  Altering the course to meet needs  Altering date
  6. 6. Category 2010 2011 EstimatedSalesEvent Registration 19093 25343 42000Sponsorship 1500 Total 20593 25343 42000ExpensesAdvertising and Promotion 2252.19 1640.72 4729.93Advertising and Promotion: Prizes 527.44 606.81 3500Business Licenses and Permits 4211 3513 4500Charitable Contributions 1200Insurance Expense:Event Liability Insurance 600 800Meals and Entertainment 1253.15Non-Employee Compensation 6720 5220 8500Postage and Delivery 300Printing and Reproduction 274.95 300Rent Expense 401.87 600Supplies:Event Supplies 676.22 881.63 2000Travel ExpenseOverhead 2450.31 7533.73 9832.86 Total 18767.1 19995.9 36262.8 Net Income 1825.87 5347.11 5737.21
  7. 7.  Website!! – www.morrobaytri.com Paid  Adwords/Facebook  Print  Radio  TV  Booth  Posters Owned  Content on website  Newsletter  Books  Clinics/training groups Earned  Word of mouth  Viral
  8. 8. MB Tri Left to Spend -2850 Print SLO Life Triathlon 1500 Posters 300 Poster Distrib 300 Rack Cards 500 Web Tri Find 300 Facebook Active Booth Hollywood Half 600 PR Moon Catcher SLO Marathon email blast 200 SB Tri 400 Goleta Tri 300 Strawberry Fields 350
  9. 9.  TBID/VCB Interested groups “Greening Things” Knowing the right people= Tweaking your event to be better and better
  10. 10.  Developing an operations plan  Useful for figuring everything out yourself  Useful for sharing with stakeholders  Useful for training staff
  11. 11. Introduction:The Morro Bay Triathlon has an Olympic and sprint distance triathlons with a kayakalternative to the swim section. The event takes place in Morro Bay, HWY 1, and oncounty roads on Sunday June 5th from 9:00am to 3:00pm. The majority of our set upwill take place Saturday, beginning at 6:00am. These tasks will be separated intodifferent categories each with their own volunteers. These includeSwim CourseKayak CourseBike CourseRun CourseTransition AreaFinish LineCommunications Festival AreaOperationsRegistrationTimingMedical
  12. 12. ACCOUNTABILITY OF PARTICIPANTSAccountability of all participants (that is, a tracking system) at key times and locationsis one of the most important aspects of a safety plan. Accountability will beaccomplished by:Computerized timing systemEach triathlete will wear a computerized timing chip which will be scanned 6 timesduring the triathlon:At start of swim (starting line)At end of swimAt start of bicycle courseAt end of bicycle courseAt start of runAt end of run (finish line)The “transition accountability officer” will know which participant (by bib number andname) has not returned for each leg of the triathlon by referring to the computerizedtiming system.Event personnel following the last individual in each leg of the transition.Accountability and safety will be addressed in detail for each individual event leg ofthe triathlon (swim, bicycle, and run).
  13. 13. ACCOUNTABILITY OF PARTICIPANTSAccountability of all participants (that is, a tracking system) at key times and locationsis one of the most important aspects of a safety plan. Accountability will beaccomplished by:Computerized timing systemEach triathlete will wear a computerized timing chip which will be scanned 6 timesduring the triathlon:At start of swim (starting line)At end of swimAt start of bicycle courseAt end of bicycle courseAt start of runAt end of run (finish line)The “transition accountability officer” will know which participant (by bib number andname) has not returned for each leg of the triathlon by referring to the computerizedtiming system.Event personnel following the last individual in each leg of the transition.Accountability and safety will be addressed in detail for each individual event leg ofthe triathlon (swim, bicycle, and run).
  14. 14. THE SWIMThe Swim is a 1.5K and 750M out and back course that starts and finishes at Mother’sbeach. We will be doing a water start to reduce the number of foot injuries onsubmerged rocks. Turns will be marked using the Cal Poly Triathlon Club buoys andwill be placed the morning of via boat. To ensure accurate distances, buoys will be setusing a GPS device with the locations pre-programmed. Morro Bay Harbor patrol isresponsible for monitoring and regulating boat traffic during the event.HypothermiaThe water temperature on June 5 is expected to be in the low to mid 50’s, dependingon weather conditions during the spring. According to USAT regulations for this watertemperature and length of swim (1 mile), wetsuits are optional. Therefore, wetsuitswill be recommended to all participants, but not required.AccountabilityAll swimmers will be required to wear a swim cap provided by the event. The color willbe neon blue for easy recognition.
  15. 15. WatercraftSix one- person kayaks or paddle boards equipped with throw able personal flotationdevice and emergency whistle.One or two person rowboat and/or motorized boat; 1 or 2; equipped with 2 throwable personal flotation devices and emergency whistle.At least four of the watercraft volunteers will be USLA certified.A swimmer can at any time call for assistance from watercraft volunteers to rest whileholding onto a stationary watercraft without any penalty. Triathletes will beencouraged to seek assistance from watercraft without any penalty.Watercraft will be evenly spaced along the swim course.Once the last swimmer has passed a watercraft, that watercraft will move towardsthe middle of the pack of swimmers.At the start of the swim, one watercraft will stay immediately behind and follow thelast swimmer.
  16. 16. Swim RescueA swimmer in distress will be identified by watercraft personnel. Watercraft personnelwill sound their personal emergency whistle to attract the two closest watercraft, thetwo watercraft and row (or motor) boat will move to assist the caller. Once the boatmeets the caller, the 2 other watercraft will return to their previous position.Watercraft personnel will evaluate the condition of the distressed swimmer andinitiate appropriate aid from the boat and/or transport swimmer to Medical Officer atMedical Headquarters.Wave startsDepending on the total number of participants there will be more than one wavestart. Each wave will consist of approximately 60 swimmers. This will preventswimmers from bumping into each other, and allow watercraft safety personnel tosee individual swimmers in a line, and not in a less individually identifiable clump ofsplashing swimmers.Design of swim courseOut and back to keep swimmers closer to shore.Morro Bay is a relatively dangerous body of water in that it is affected by tides,waves, wind and gets traffic from motorized watercraft. Morro Bay Harbor patrol isresponsible for controlling boat traffic during the event.The swim course is well marked with large buoysThe swim exit is well marked and easily visible.
  17. 17. BIKE COURSEUpon completion of the swim section, participants will head into the TA andtransition for the cycling section. Bike traffic would originate from Coleman Drive andproceed as described below. The bike course will be marked using cones, removablespray chalk and volunteers:Start on Embarcadero heading towards downtownTurn left on Beach St (a short but steep hill)Turn left on Main St and under HWY 1Head north on Main st bike pathTurn left onto HWY 1 at Yerba Buena StTurn Left at Sea West roadHead South on HWY 1Exit at North Ocean AveNorth Ocean Ave becomes South Ocean AveMerge onto HWY 1 SouthExit at the HWY 41 off rampCross Atascadero road and enter the bike pathMerge onto Main StTurn right on Beach st (Carful of the steep downhill)Turn right on EmbarcaderoTurn right into the Bike/Run TAThe sprint course will turn at the 13th street off ramp in Cayucos
  18. 18. In order to warn motorists of bicyclists on the road, CHP will be stationed alongHWY 1 and Yerba Buena St on ramp13th street off ramp in CayucosSea West roadNorth Ocean AveSouth Ocean Ave and HWY 1HWY 1 South and HWY 41 off rampOrange cones will be placed at all turns and backed up with removable spray chalk.After the last bicyclist goes through the course, the cones will then be removed.There will be an Event Safety Marshal (the “sweep”) on a motorcycle following thelast bicyclist throughout the length of the bicycle course. This “sweep” ensures thatno one is left behind on the course and identifies the last bicyclist to the CourseMarshals and safety and support station personnel.Bicyclists are required to stay to the right of all traffic cones and obey all traffic rules,thereby allowing safe movement of vehicles.To serve as a safety warning and inform motorists of the presence of bicyclists on theroad we will be placing EVENT IN PROGRESS signs at all intersections:
  19. 19. Bike Aid StationThere will be 1 bike Aid Station located at the Sea West roadTurnaround The aid station consists of two vehiclesWaterHEED (electrolyte drink)Emergency carbohydrates.Phone contact with Medical HeadquartersTransport to Medical Headquarters
  20. 20. RUN COURSEThe run course is a 6.2 and 3.1 mile out and back beach run that will be marked withred arrows attached to wooden garden stakes, cones and course marshals at criticalintersections.Head north out of the transition area on the Embarcadero dirt extensionFollow the course marking and cross the creekContinue north on EmbarcaderoEmbarcadero becomes Atascadero RdFollow course markers and skirt Morro Bay High School to the westContinue on boardwalk through Cloisters Community ParkCross Azure St and head north on Sandalwood AveLeft on Java StRight on Beachcomber StLeft on Toro LnFollow the course marking at the end of Toro Lane until you get to the turnaroundpointHead south on the beach towards Morro RockCross Embarcadero and head south to the finishThe Sprint turns left at Azure St and heads south on the beach.
  21. 21. Run Aid StationsIn accordance with USAT standards we will have an aid station every 1.5 miles.Aid station one will be located at the Azure St parking lotAid Station two will be located on the beach at the turn around point just north ofNorth Point Natural Area.Aid station three will be located on the beach just west of Azure StThe run course Aid Stations will provide:WaterHEED (electrolyte drink)Emergency carbohydrateRadio or phone contact with Medical HeadquartersTransport to Medical Headquarters (by walking to parked cars at road turn off)Aid stations and course markings will be set up morning of and removed immediatelyfollowing the event.
  22. 22. PREVENTIONPart of any safety plan should first be prevention. Education of the event participants:Educating in rules of the road. Participants will be made aware of the open course onthe website, in the race rules and during the race briefing.Warning signs of potential hazards on the course.Event participants themselves act as course safety “marshals” reporting any injuriesof their fellow triathletes and course marshals.Participants having prior knowledge of the bicycle course prevent surprises.Participants can have knowledge of what to expect of the course: Course maps will be available on the event website and at the information booth. Encouraging participants to pre-ride the bicycle course during the weeks prior to the triathlon The course route will be clearly “marked,” and with Course Marshals at all intersections Participants choosing to drop out of the triathlon must check in to the nearest Support Station to allow for accountability. Educating other users. Two weeks prior to the triathlon, signage will be posted and maintained to inform the public of the upcoming event.
  23. 23. Signage will be posted on the: Morro Bay website Local bike shops Morro Bay restaurants and hotels Morro Bay Parks and RecSignage will include the following information: Date and time of the event Map highlighting the roads and trails utilized for the course Purpose of the triathlon Contact information (Event Director home phone number) Acknowledgement of permit by the City of Morro Bay, San Luis Obispo County, California State Parks and Cal Trans. Signage will be 8 ½ inch by 11 inches.
  24. 24. HelmetsUSA triathlon sanctioning rules require all participants to wearapproved helmets during the entire bicycle portion. Helmets must be worn andbuckled before leaving the transition area at Coleman Park and kept on until reentryinto the transition area. Failure to wear approved helmet results in immediatedisqualification.Safety TalkA “safety talk” given by the Race Director is a routine procedure prior to all triathlons.At this time all safety rules are reviewed, and any other special concerns arerepeated. All triathletes are required to be present and attentive during thisapproximately 10 minute safety talk. Other special concerns reviewed at this timeinclude environmental issues, and special City, County and State regulations.
  25. 25. Self supportMost triathletes are self-supporting. USAT rules prohibit triathletes from acceptingsupport of any kind from other triathletes or spectators. Self reliance is alwayspracticed (except in emergency/injury situations).Participants will be encouraged to carry with them:Water bottles. Most triathletes carry at least 1 water bottle on their bicycle and/orwear a hydration system on their back.Carbohydrate. Most triathletes carry energy bars and gels. NOTE: Leaving anyequipment or materials on a bicycle course results in immediate disqualification fromthe triathlon (USAT rule). That is, no water bottles, inner tubes, inflation devices, orfood wrappers can be left on the course. However, these items can accidentally fallonto the course. The “sweep” will pick up any materials found along the way.
  26. 26. EMERGENCY MEDICAL SUPPORTTrained emergency medical personnel will be placed at thefollowing locations:At each of the Aid StationsFinish LineMedical Headquarters at Colman ParkThe Aid Stations will provide: Assessment of injured Basic First Aid and Life Support Communication to Medical Headquarters for further instruction by Chief Medical Officer Activation of EMS through radio or cell phone contact Transport of injured to location determined by the Chief Medical OfficerThe participating triathletes themselves will report to personnel atSupport Stations of any injuries seen on the trail (providing the injured or potentiallyinjured triathlete’s bicycle number (same as the triathletes Identification Numberentered on the computer).Advance notice to local Fire Departments of planned eventAdvance notice to local Hospitals of planned event
  27. 27. EMERGENCY MEDICAL SUPPORTTrained emergency medical personnel will be placed at thefollowing locations:At each of the Aid StationsFinish LineMedical Headquarters at Colman ParkThe Aid Stations will provide: Assessment of injured Basic First Aid and Life Support Communication to Medical Headquarters for further instructionCOMMUNICATIONS: Officer be located in the Command Post. Their job is to log by Chief Medical The Communications manager will ActivationParticipant whereaboutsradio or cell phone contact • of EMS through • DNF’s Transport Medical issuesto location determined by the Chief • of injured Medical Officerthe Manifest and log book Using When using radios check if it’s on, select the appropriate channel and push the PTT button. Hold the PTT bThe participating triathletes themselves will report to personnel atSupport Stations of any injuries seen on the trail (providing the injured or potentiallyinjured triathlete’s bicycle number (same as the triathletes Identification Numberentered on the computer).Advance notice to local Fire Departments of planned event Water will be on Venue will be onAdvance notice to local Hospitals of planned event COURSE Marine 71 Rx 151.820 QT/DQT Dec 82.5 Rx 156.575 Tx 151.820 QT/DQT Enc 82.5 Tx 156.575
  28. 28. TRANSITION AREAThe Transition area is located at Coleman Park and is the epicenter of the event. Inthe map below Blue=Swim, Black=Bike and Red=Run. The transition area opensSunday at 6:00am at this time participants will be able to place their equipment insidetransition. The TA is laid out so no location is more advantageous than another.At TA Check in volunteers will inspect the followingHelmetsBar ends plugsBike plate (race number) is affixed securely to the front of the bike No non-participants are allowed in the TA After the race participants must show that there bike plate and bib matchup.
  29. 29. FINISH LINEWe will need four volunteers at the finish line. Two will be passing out finisher bottlesand wet towels as racers cross the finish line. And the other two will be collectingtiming chips. It is also their responsibility to keep the finish line clean and free of trashor items that should not belong there.
  30. 30. VENUEEz-Upsmust be anchored to the ground using four 3-foot sections of rebar pounded into theground then saran wrapped to the EZ UP. For this you will needSaran wrapZip TiesFour 3-foot rebar sectionsSledge hammerParking:Participant Parking will be first come first serve in the parking lot located next toMorro Rock. No participant or volunteer parking is allowed in the Coleman Parkparking area. No parking signs will be placed 72 hours before hand on both sides ofthe Embarcadero from the south end of the Harbor Walk to the East end of ColemanPark. All trolley stops must remain clear at all times. Arraignments for barricadefencing, traffic signs and equipment will be made no later than 10 days prior to theevent.
  31. 31. Sponsor Expo:Expo booths will be set up 7:00am and will be located on the outside of the transitionarea. All expo booths must comply with the Tent and Canopy Guidelines. We ask thatfood vendors use reusable, paper or recyclable containers for food service in order toreduce waste. All cold cups should be corn biased. See the Transition Area map for theexpo layout. Finish Line Food:A food tent will be located by the finish line supplying participants withWaterFruitHouse of Bread goodiesJuiceFollowing the race there will be a several food vendors offering up organic and orlocally sourced and sustainable lunch food. Food will be served out of vendors tentson the existing picnic tables
  32. 32. Beer Garden:Our beer garden is for participants and spectators who are 21 and over. The beergarden will be in a fenced off 20’x30’ area with the entrance guarded by a ID checker.No alcohol will be allowed outside this area. All persons inside must have a brightlycolored wristband.Servers will be located behind a table under an Ez-Up shelter. We will be getting awine and beer license through the ABC. Multiple garbage/recycling bins will beprovided and must be regularly emptied in the three yard dumpsters that the parkprovides in order to keep things looking clean. No smoking is permitted.MC:The MC is responsible for announcing the finisher’s names and times when possibleand sponsorship promotion interjected randomly throughout. The MC will beprovided a list of sponsors with short ads. The MC will also be responsible forannouncing updates, raffle winners and race information when prompted by racemanagement.
  33. 33. Beer Garden:Our beer garden is for participants and spectators who are 21 and over. The beergarden will be in a fenced off 20’x30’ area with the entrance guarded by a ID checker.No alcohol will be allowed outside this area. All persons inside must have a brightlycolored wristband.Servers will be located behind a table under an Ez-Up shelter. We will be getting awine and beer license through the ABC. Multiple garbage/recycling bins will beprovided and must be regularly emptied in the three yard dumpsters that the parkprovides in order to keep things looking clean. No smoking is permitted.MC:The MC is responsible for announcing the finisher’s names and times when possibleand sponsorship promotion interjected randomly throughout. The MC will beprovided a list of sponsors with short ads. The MC will also be responsible forannouncing updates, raffle winners and race information when prompted by racemanagement.
  34. 34. PRIZES:Places are determined by the fastest time in each age category. 1 st, 2nd and 3rd place beer mugs will begiven in each category the categories include the following in the men and woman categories, for boththe Olympic and Sprint.Prizes will also include awards for•Elite (not in Sprint) Men Women•Kayak Male Female•Relay (not in Spirnt) Men Women Co-EdTiming, race director and MC will work in unison to present the prizes as soon as possible following therace conclusion. 14 & under 45-49 15-17 50-54 18-19 55-59 20-24 60-64 25-29 65-69 30-34 70-74 35-39 75-79 40-44 80-84 and 85+
  35. 35. TIMING:We will be working with SB Timing this year who will be chip timing the event. We willhave Swim, bike and run splits and will have results generated by category andoverall. Awards are scheduled for Sunday 1:00pm.REGISTRATION/CHECK IN:One of the most important areas of the race exists in the events smoothregistration/check in process. This is also an essential element in timing. We will haveregistration and check in onSaturday 11:00am to 5:00pm (Tognazzini’s Restaurant)Sunday 6:00am to 7:30am (Coleman Park)The Registration team will be the made up of four team members. Before the racebegins the team will be working on Check in/Registration. One will be working thepre-registration table, one will be working at the day of registration and USAT licensetable and one will act as an assistant and information person. After Registration iscomplete two members will move to timing.
  36. 36. The majority of participants will pre-register however we will be holding Saturdayregistration. Saturday Registration holds a few additional challenges but it is veryimportant that participant information be entered accurately. In order to do this wewill be dividing registration into two tables to help handle a rush more effectively.One table will be designated a pre-registered table and the other will be Day ofRegistration. Waivers, USAT licenses, registration forms and pens will be located on asatellite table. Each table should have one person. The Day of Registration table willalso serve as the casher for USAT licenses.
  37. 37. If the participant is pre-registered check in will take place in the following six-stepprocessFilling out the Waiver (On Satellite table)Buying a USAT day license $10 (the majority of participants have pre-purchased aUSAT license, confirm using the registration spreadsheet)Checking in with pre-registered tableReceiving race bibReceiving a Timing chip (from SB Timing)Receiving a race bag (including T-shirt)If the participant is not pre-registered, registration will take place using the followingeight-step process.Completing the registration form (On Satellite table)Completing the waiver (On Satellite table)Pay Casher $115 cash or check made out to ALL OUT EVENTSBuying a USAT day license $10 (no fee if racer has an annual license)Entering of participants information (Bib, Name, Age, Gender, Address, Email)Receiving race bib (Enter the bib number in participants entry form)Receiving timing chip (from SB Timing)Receiving a race bag (including T-shirt)
  38. 38. The Registration area can become a very hectic place. It is the assistant’s job to helpdirect participants to the proper locations and tables. There will also be signs directingracers.2011 USAT PACKET PICKUP GUIDEEvent sanctioning and insurance compliance require every participant of a USATriathlon sanctioned event to be a member of USA Triathlon and to present a photoID. NO PHOTO ID, NO RACE, NO EXCEPTIONS. Event materials, timing chips, racenumbers, schwag, etc. should not be given to the athlete until membership andphoto ID requirements have been met.Every participant is regarded as an individual for membership purposes. This includeseach participant of a relay team.
  39. 39. Event Schedule Schedule is Subject to Change Saturday June 4 Event Site9:00am-6:00pm Build TA (bike racks, fencing, banners, chutes, booths Colman Park9:00am-6:00pm Set Up Finish Line Colman Park1:00pm to 5:00pm Check In and packet pick up Tognazzinis6:00pm-8:00pm Pre-Race clinic and Pasta Feed Tognazzinis5:00pm Bike Course Marking Course Sunday June 5 Event Site Colman Park4:00am Final Venue set up4:00am TIMELINE Bike Course Marking Colman Park Colman Park5:30am Volunteers at Check In, Bike Check, body marking Colman Park6:00am Swim Marking Colman Park6:00am Run Course Marking6:00am Set up Timing Colman Park Colman Park6:00am Kayak Marking6:00am Check in, bike check, body marking & packet pick up Colman Park6:00-7:30am TA is Open Colman Park6:00-7:30am Kayak Staging Open Mothers Beach Colman Park7:00am Volunteers on course Colman Park7:00am Set up Bike Aid Station Colman Park7:00am Set up Run Aid Stations Colman Park7:00am Sponsor Booths Mothers Beach7:45am Swim Volunteers on course7:45am Race Briefing Colman Park Colman Park8:00am Volunteers at Bike Aid Station9:00am Volunteers at Run Aid Stations Colman Park9:00am Finish Line Food8:00am Wave 1 START Mothers Beach8:05am Wave 2 START Mothers Beach Mothers Beach8:10am Wave 3 START Mothers Beach8:15am Olympic and Sprint Kayak START Mothers Beach8:30am SPRINT WAVE 1 (Male 39 and Under) Mothers Beach8:35am SPRINT WAVE 2 (Female and Relay teams) Mothers Beach8:40am SPRINT WAVE 3 (Male 40 and up) Colman Park8:20am Wave 1 1st Place Swim Colman Park9:20am Wave 1 1st Place Biker Colman Park10:00am Wave 1 1st Place Finisher Colman Park9:00am Last Place Swim Colman Park11:00am Last Place Bike Colman Park1:00pm Last Place Finish Colman Park1:00pm After Party, Food & Awards
  40. 40.  Determine Staff Needs  How much time do we need for tasks  Available employees and particular skills  Determine Volunteer Needs ▪ Contact groups way ahead of time ▪ Form on website ▪ Dedicated volunteer manager
  41. 41. 2011 MORRO BAY TRI VOLUNTEER POSITIONSTask Location Volunteer Name Volunteer Phone # Volunteer Email Day/Time SundayADMINISTRATIONCheck In/Reg tognazzinis Jasmine 8054419930 jasminestarrdavison@gmail.com 1pm-5pmCheck In/Reg tognazzinis Joanie 805-895-0895 805joanie@gmail.com 1pm-5pmCheck In/Reg tognazzinis kim silva 805-528-0600 Krsilva2u@aol.com 1pm-5pmCheck In/Reg Compound Long Nguyen 805-481-1688 dragon93433@yahoo.com 5:30am-8amCheck In/Reg Compound Emily Nelson 805-459-2152 nelsonemily@mac.com 5:30am-8amCheck In/Reg Compound 5:30am-8amTiming Erin 805-610-9985 poloswim@charter.netSWIM COURSEPaddle Board Bay Loren Davis 559-999-9984 lodavis@calpoly.edu 7:30am-10:30Paddle Board Bay Erin 805-610-9985 poloswim@charter.net 7:30am-10:30Paddle Board Bay Josh Printup 805-471-3797 freddieparrot@sbcglobal.net 7:30am-10:30Paddle Board Bay Nick Bryden bryden@usc.edu 7:30am-10:30Paddle Board Bay Coach K 7:30am-10:30Paddle Board Bay 7:30am-10:30Power Boat Bay 7:30am-10:30Beach Mothers Beach 7:30am-10:30Beach Mothers Beach 7:30am-10:30BIKE COURSERoad Crossing Main/San Jacinto Susan Bersuch 805-588-5191 susan.bersuch@yahoo.com 8am-12pm or endRoad Crossing HWY 1/Yerba Buena Erin Hadley (949) 422-9573 edspeaks@gmail.com 8am-12pm or endRoad Crossing HWY 1/South Ocean Karen Wheeler 805-995-0464 camcasskarlee@sbcglobal.net 8am-12pm or endRoad Crossing HWY 1/North Ocean Ave Bill DuMong 805-712-6632 billsalooking@yahoo.com 8am-12pm or endRoad Crossing HWY 1/ HWY 41 Off Ramp Ryan Tarver 805-234-6494 rtarver@gmail.com 8am-12pm or endRoad Crossing Main/Beach Gillian 8am-12pm or endRoad Crossing Beach/Embarcadero Gillian 8am-12pm or endRoad Crossing TA Sheree 458-8320 sheree@deragons.com 8am-12pm or endRUN COURSERoad Crossing TA 9:30am-endRoad Crossing End of Embarcadero Sam Myerson 818-430-0101 s.myerson1@gmail.com 9:30am-endRoad Crossing Azure St Kathryns Mother 9:30am-endRoad Crossing Sandelwood/Java Amber Crespin 8058352271 abcthurman1@gmail.comRoad Crossing End of Toro Nina Sahlin nbsahlin@hotmail.comRoad Crossing Beach Exit Area by the Rock Kathyrn Wallace 8056100657 knwallac@clunet.eduRoad Crossing Colman Dr Crossing Cecil Johnson 805 787 0352 johnson-cecil@att.netAID STATIONSBIKE HWY 1/South Ocean Ave George Birk 595-7124 slogeorge@gmail.com 8:30am-12pm or end HWY 1/Sea West Rd GillianRUN Azure St Steve Webster 805-226-6861 swebster121@gmail.com 9:30am-end Run Turnaround (Dog Beach) Bob Clunie (805) 909-0185 moonstonebob@gmail.com 9:30am-end Beach west of Azure St James Conroy, MD 6416605493 pairodocs@mchsi.com 9:30am-end TA Karen Wheeler unstaffed Finish Richard Hendrick 805-451-0224 sbsunset81@gmail.com 9:30am-end
  42. 42.  Build out/Expo management Registration  Waivers  Reg forms  Goody bags  Reg information  Bib #s Event briefing Waves of participants Master of Ceremonies Roaming safety leads Volunteer coordinator Timing Ceremonies/Festival Clean up
  43. 43.  Post Results Survey Google Analytics Lessons Learned Clean Up Accounting  Pay charity Lie around for a week Do it all again

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