July 10

WWR Captains & Volunteers,

This email is going to the Captains of the teams that selected the "Will Supply Volunteers" option and to the volunteers and their email addresses entered in the database (I noticed that some volunteers have the captain's email address, so it is your responsibility to forward this information).

The success of the relay greatly depends on the Volunteers - so thank you very much for working with your team. Many volunteers have told me how much fun they had being involved with the relay. As you are so important for the success of the relay, it is critical that you follow through with your commitment to volunteer and to show up on time. Failure to do this will cause your team to receive time penalties, be disqualified, or be prevented from even starting.

The information you will need to carry out your responsibilities is available on the WWR 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. You will also receive a couple of instructional emails to help you out before the relay, so please check your email in box.

To prevent problems with the selection process of the location the volunteers will staff during the Wild West Relay, you may TEST the process from now until Wednesday July 16th. If there are no problems, I will open the selection process for real on Friday (time to be announced) so check for emails Thursday afternoon/evening.

All selections made during the testing time will be cleared before reopening it for real on Friday.

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.
5. You can make volunteer additions or changes by clicking the Edit Volunteer Information link
6. You can review the Exchange information by clicking the WWR Exchange Information menu button on the WWR home page
7. 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.
8. 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 been filled.
9. 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.
10. Feel free to play with the process so you are completely familiar with it by next Friday. Please let me know if you have any questions BEFORE the process goes live. Last year, many folks logged in at the exact time the process went live so exchanges went fast.

Thanks very much,

Paul
Race Director