June 17

WWR Captains & Volunteers,

This email is going to all Captains and to the volunteers and their email addresses that were entered in the database as of 4:00 PM today. I noticed that some volunteers have the captain's email address, so it is your responsibility to forward this information. If you selected the "Non Profit Option" - you do not need to do anything, but there is other relay related information at the bottom of this email.

The online volunteer selection process will go live at 2:00 PM MDT tomorrow, July 18th. All assignments that were in place during the testing/getting aquatinted period were deleted so everyone will be starting from scratch at 2:00 PM. The link that you will need to go to is http://www.timberlineevents.com/registration/volunteers/slot_login.php. It is currently disabled so you will get a "Not Found" message. I have a way to see if anyone "hacks" into the system and assigns their volunteers early. If you do this, I will delete all your volunteers so you will have the penalty of having to reenter your volunteers before you can pick your assignment. Play fair!

Detailed Exchange Information is now online. Click here or you can access via the Exchange Information menu button on the WWR website. There have been a few changes, so please review in advance.

If you want to change your volunteer option to non-profit volunteers, as posted on the web site, the donation for 12-person teams is $720 and $360 for Ultra teams. The donation is high as we've had non-profits lined up for months and now we'll have to find more, we'll donate more to their organization for signing up short notice and, more than likely, working individually with other volunteers.

Online Assignment Selection Instructions:

1. To log in, go to http://www.timberlineevents.com/registration/volunteers/slot_login.php
2. Select "Wild West 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 any volunteers in the database. If your team does not completely fill the volunteer option you committed to, your team will not be able to start. You can still add volunteers here but you can't edit current volunteers. You can do that tomorrow when you log in, but make your exchange selection first.
5. You can review the Exchange information by clicking the WWR Exchange Information link but I suggest you do that now (see above).
6. 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 all volunteers to same assignment at once link will try to assign all your 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. If all your volunteers ARE NOT assigned to the same exchange, it is because there were not enough slots available. The drop down box will tell you how many spots are still available at that moment - someone else could be selecting that exchange while you are looking.
   • If your selection DOES NOT APPEAR next to the volunteers name, then your selection was NOT SUCCESSFUL (i.e. someone else beat you to the punch). Repeat the process.
7. 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.
8. 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.
9. I will be available via email if you have problems, but if you are not getting the exchange you selected, it is because it was already taken.
10. As there are many teams who have not entered all there volunteers, there are still more spots to be assigned BUT I will be making that determination. Most are in the middle of the night Walden area. I just don't want to get caught short if a team flakes out as all teams will suffer.
11. Finally, there is an old saying - snooze, you lose. :-) Last year, many teams were online at the moment the process went live, so share this email and your log in information BEFORE tomorrow. The fact you were in a meeting and couldn't do this, or you didn't check your email is an excuse that won't get any sympathy. Sorry.

Please send me any questions BEFORE the process goes live. IF there are major problems (it went smoothly last year once a bug was fixed, and it went smoothly for the June Green Mountain Relay), then we'll reschedule and start from scratch. Technology isn't perfect.

Now that this is done, I'll be finishing the start times and should have them for you by tomorrow at the latest (provided no emergencies). Thanks for your patience!

Also, after four years of trying, I just received permission to use a Division of Wildlife parking lot for Exchange 8 on a one-year trial basis. My map maker is producing the new leg maps, but in short, Leg 8 will be .5 - .6 miles longer, and Leg 9 will be .5 - .6 miles shorter. The old Exchange 8 always made me nervous as it was rather exposed. The Division of Wildlife parking lot will get runners and vehicles off Red Feather Lakes Rd thus being much safer.

Thanks very much,

Paul
Race Director