July 14

WWR Captains and Volunteers,

The purpose of this email is two-fold. First, it is to begin the process of introducing the volunteers to the information available to make their time during the Wild West Relay effective but also comfortable and enjoyable. The second is to let everyone know the timeline of what will be happening starting next week.

But first, thanks to all of you volunteering whether it be for a team or for a non-profit organization. Over $21,000 has been raised this year that will be distributed to the participating non-profits.

Please make sure all your volunteers (team volunteers and members of the non-profit groups) receive this information. This email is just being sent to the team captains, volunteers that have been entered in the database and to the primary non-profit group contact. If your team selected the non-profit volunteer option, you are all set and this is just FYI.

Volunteer Information

The Volunteer Handbook is now updated and available. There are links on the Volunteer Information pages to download the handbook, or you can click here. It is very important for each volunteer to review this material.

All volunteers should become familiar with the information available on the Wild West Relay website. Just look for the green Volunteer Information menu button on the left and it will direct you to the different pages. The most important page is Exchange Information. This page has the information on which exchanges will be staffed by the non-profit groups, and which will be available for the team supplied volunteers to select. The reporting and estimated departure times are also listed, as well as how many volunteers will be assigned to each location. This number will be in flux as I keep working on the jigsaw puzzle of staffing all the exchanges. There is also a link on this page which will take you to the basic information - including directions - for that location.

Expectations

In the past, we"ve been pretty lenient on how and what volunteers did during their time at an exchange. A great majority took great pride in their exchange and ran it very smoothly and professionally. But every once in a while, we would come across volunteers sitting in chairs reading books, standing in groups talking, sitting in their car, or really just taking up space rather than following the instructions of how the exchange was to be run. They were, after all, volunteers. However, in the past year, there have been two fatalities during another company's long distance relay races, and not quite as serious but still important, we are on probation for a critical exchange because the volunteers there did not follow important instructions.

So, out of necessity for the safety of all the participants and for the continuation of the relay (my livelihood), I'm sure you'll understand that emphasis will be placed on volunteers following the instructions for their exchange and fulfilling their responsibilities. There is no reason why teams/organizations who are not fulfilling their responsibilities should receive the same benefits (teams allowed to participate and the donations that organizations receive) as the volunteers that are. Penalties for volunteers not fulfilling their duties will include teams being disqualified and the donations to organizations being reduced and not being invited back next year.

Timeline

Team Registration closes this Friday so now the numbers of volunteers at each exchange can be finalized. Towards the end of next week, the online exchange selection process for the team supplied volunteers will happen. At least 24 hour notice will be given for the day and time the process will go live. An email will be sent that will include detailed instructions on how the process will work. Remember, it is first come, first serve, so being prepared is important if you have a time/area in mind. Only volunteers who are in the database will be able to select their exchange assignment.

The volunteer shirts will be ordered on Tuesday for all volunteers entered in the database (team and non-profits).

Race Day

Here is what you can expect on race day. When you arrive, the equipment will be in one of the portable toilets. The supplies, including the Exchange Notebook, will be in the garbage can. All volunteers should review the notebook as it will have updates. The notebook has a map on how the exchange is to be set up and where the volunteers should be positioning themselves, as well as the volunteers responsibilities.

A staff person we call the Zone Coordinator will be meeting the volunteers at each exchange. The ZC will check you in and then go over the set up of the exchange and your race marshal responsibilities.

If your exchange assignment is later in the race, it is very likely that you won't be that busy as most of the teams are not real fast, but we do need to be there for them. That is why there are less volunteers assigned to the first shifts.

Volunteers need to stay at the exchange until they are relieved by the second shift, or by the sweep truck. Volunteers should prepare for the sweep truck by sweeping the area for trash and by collecting all the equipment and gathering it together. The sweep truck will be checking to make sure all the equipment left at the exchange is there to be picked up.

Summary

Every year I hear back from the runners how great the volunteers were, and from many volunteers, how much fun they had. I very much want this to continue. However, if you have any problems with any runner (yelling back at you, swearing at you), I need you to do two things. First, get the bib number of the person doing this and then as soon as possible, getting word to me with exactly what happened and the team responsible. I will take care of it from there. This is very rare, but I do want you to know I have your back.

Thanks again for being involved in this very fun race. Let me know if you have any questions.

Paul
Race Director