June 18th
Dear GMR Volunteers,
Thank you very much for volunteering for the Green Mountain Relay, whether if be in support of your friend's team, or as a person helping out the fund raising efforts for a Vermont non-profit organization. Either way, we appreciate you taking time out of your busy life to be a part of the GMR. The relay could not happen without your efforts.
This is the fourth year of the GMR - it has grown from 21 teams and around 225 runners in 2006, to 51 teams and close to 540 runners this year. Donations have gone from around $5,000 in 2006 to over $11,000 this year!
This is a brief email to emphasize some important details to help you out during your shift.
Please follow this time schedule for when to report to your exchange locations. That can be found by clicking here.
You can click on the link for your exchange to get the specific details about your exchange (directions and responsibilities). There is also more information on the GMR website:
General Volunteer Information
You can also download the volunteer handbook by clicking here - please read this information before showing up so that you know what to expect.
There are a couple of things that I would like to emphasize. Most volunteers are surprised at how much fun they have - volunteers feed off the fun and energy that the runners are having. MOST of the runners are friendly and thank you for coming out and supporting the race. However, if you run into any team or runner who does not follow your instructions, please let me know or make a note on the Exchange time sheet. There will be a staff phone list in the notebook of information you will find with your equipment.
When you first arrive:
When you arrive at your exchange, you can start organizing the equipment. Look next to or inside one of the portable toilets. You will find a trash can and traffic posts called "looper tubes." Inside the trash can, you will find trash bags (remember where you store the extras for when you need them), safety vests (for most of the night exchanges - I made a mistake and ran out for which I apologize), your t-shirts, a clipboard, and a notebook. The notebook has all the information you will need. Inside the front cover of the notebook is the time sheet for your exchange with the teams listed by the Bib #. There is also a map of the next leg, a map of how the exchange should be set up, and notes about the exchange that informs you or your responsibilities as well as what is unique about your exchange. Please review this material so your tasks will be easier for you. A GMR Zone Coordinator will meet you when you arrive or should arriver before the first runner shows up. The coordinator will help you set up the exchange if you haven't done os, go over the exchange and your responsibilities, and to answer any questions you may have.
When will the first runner show up?
The earlier your exchange assignment is in the race, the more likely a runner will show up close to the half hour after your report time. BUT... all of the timing on the runners is dependent on how accurate the pace information the team submitted, so the first runner could be early, or he/she could be late.
As a wave of runners starts every 30 minutes (from 6:30 AM to 11:30 AM), runners will show up in bunches for the first several exchanges. As the race progresses, runners will start showing up more consistently. By the middle of the race, the activity at the exchange will resemble a bell curve - slow at first, then busy, then slowing down again as the faster teams who started later, start catching up and passing the slower teams that started earlier.
By the last third of the race, runners will start spreading out again though some may come is small bunches.
If your assignment is the first shift at a Van Exchange - your reporting time is much earlier than when the first runner arrives. The reason is team's resting vans may show up early to preposition themselves, to get something to eat or to rest. As all van exchanges are on private property (town or business), it is necessary to have volunteers there to meet the runners.
When is my shift over?
If your exchange has two shifts, the second shift is scheduled to arrived 15 minutes before your shift is over. Take this time to
share with them what they need to know about the exchange.
The estimated closing time on the exchange is based on when the last runner is scheduled to arrive - the further into the race, the more this time is padded. So if the team's paces were accurate, you could be finished well before the posted time. But you will know for sure two ways - either your Exchange Time Sheet is filled up, or the sweep truck (following the last team) will arrive. To be positive, please wait until the sweep truck arrives. You can prepare for the truck by collecting all the equipment together in preparation for the truck's arrival. Also, sweep the area for trash, and tie off all trash bags and place with all the equipment.
Van Exchanges (Exchanges 6, 12, 18, 24, 30)
In addition to the normal equipment, a table, water coolers, and water jugs will be left. This is for the Cytomax Energy Drink that we are supplying for the runners. The exchange maps in the Exchange notebook will designate where to set these tables up. This year, due to the expected cool, wet weather, we are asking you NOT to mix the Cytomax in the cooler, but rather to set the Cytomax container next to the water jugs to allow the runners to make their own.
Also being supplied at the Van Exchanges is, in addition to garbage cans, will be hanger stands and blue garbage bags for recycling plastic bottles and aluminum cans. So please keep an eye on them so that they don't overflow. Ask the runners for help if need be.
Volunteer T-Shirts
The zone coordinator will have your shirts to distribute to you. For those of you on the second shift, the first shift will have your shirts.
Dealing With the Runners
If you have any runners who are not following any of your instructions or shows any disrespect, please make a note of their team number and any other information you can collect. Make a note of the incident on the Exchange Time Sheet, or if more serious, contact one of the Staff (list of cell phone numbers will be in the Exchange Notebook).
Thanks very much again for the time you are giving supporting your friends, family, or your non-profit organization. I hope you have fun.
Paul Vanderheiden
Race Director
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