June 8

GMR Captains & Volunteers,

This email is going to all the Captains and to the volunteers and their email addresses entered in the database as of 2:30 PM MDT. I would strongly suggest that Captain's make sure their volunteers have this information (and your database password) to prevent snafu's tomorrow. Again, for those of you who selected the "Non-Profit Volunteers" option, you do not need to do anything, you are all set. You are receiving this just so you know what is going on.

CORRECTION - Tomorrow at 10:30 AM EDT, the online volunteer selection process will go live. The link that you will need to go to is here.

The testing of the process will continue until this evening when I will close access to the database and clean out all the practice selections, so there will be a clean slate for you to start out with tomorrow.

To review, the information you will need to carry out your responsibilities is available on the GMR website under the Volunteers menu tab on the left, including the Volunteers Handbook that is available for download. Please review this material before the relay. Volunteers will also receive on last email before the race to help you out so please check your email in box.

Here are the Online Selection Instructions again:

1. To log in, go to http://www.timberlineevents.com/registration/volunteers/slot_login.php You will need the database password - your team captain should have this.
2. Select "Green Mountain Relay" from the "Choose An Event" drop down box
3. Select your team name from the "Team Name" drop down box and then enter your database password into the "Password" box.
4. This will take you to the Assignment page. YOU MUST HAVE VOLUNTEERS listed in the database to be able to proceed. I noticed that there are still several teams that selected the "Will Supply Volunteers" option that have not listed all their volunteers in the database. You can still enter volunteers by clicking on this link. An exchange assignment can not be selected if there is not a volunteer listed. If your team does not completely fill the volunteer option you committed to, your team will not be able to start. At this time, there are no additional non-profit volunteers available.
5. You can make volunteer additions or changes by clicking the Edit Volunteer Information link (now fixed)
6. You can review the Exchange information by clicking the GMR Exchange Information link
7. In order to have coverage at all exchanges, only two volunteers are assigned to many of the exchanges. It is the busier exchanges that have 3 to assist the vans with parking.
8. There are two ways to assign your volunteers to an exchange:
   • Individually - click the Assign link next to the volunteer's name - a drop down box will appear - select the desired exchange and then you MUST click the Assign button for it to be confirmed. You will then see the location listed in the Assignment column next to the volunteers name. Repeat for each of your volunteers.
   • The Click here to assign first two volunteers to same assignment at once link will ONLY assign the top two volunteers to the same exchange. Again, a drop down box will appear - select the desired exchange and then you MUST click the Assign button for it to be confirmed. You will then see the location listed in the Assignment column next to the volunteers name. You then need to follow the previous step for your third volunteer's assignment.
9. Each line of the Exchange information includes the location, the reporting time, the estimated exchange closing time, and the number of volunteer spots available. If the exchange is NOT LISTED, then the exchange is either being staffed by a non-profit group, or the volunteers slots have already been filled.
10. VERY IMPORTANT - when this process goes live, it is based on FIRST COME, FIRST SERVED so if someone selects the same assignment as you but clicks Assign first, you will have to repeat the process for a different exchange. Your volunteer's assignment is only confirmed if it is listed in the Assignment column. So please have a couple of exchanges in mind. In the past, most people are online exactly when the process opens, so if you have a particular location in mind, I suggest that you be prepared. Unfortunately, there is no flexibility if you do not get the exchange you wanted as there are exactly the number of exchange assignments as there are team supplied volunteers.
11. I will be at my desk monitoring the process for about a half hour just in case.

Any last minute questions, please contact me today/this evening. Thanks very much,

Paul
Race Director