Volunteer Information Guide

Thank you to all of you for volunteering to support the Thunder Races Harrold Odell trail race series. A race like this would not be possible without a fantastic team of willing volunteers.

Below is further information about volunteering on the day, a volunteer rosta, as well as information about each of the roles. Each of the race participants has already received their race pack and we have included a link to this pack. Please familiarise yourselves with this information and let us know if you have any concerns with your allocated role or timings.

Note that some volunteers have more than one role, so ensure that you know how to get from one role to the next.

www.thunderraces.co.uk/participant-information-pack

Arrival time:

Please arrive at Race HQ 45 minutes prior to the first call time shown on the volunteer timing rosta below. This will ensure that there is enough time to brief you and for you to get to your allocated station and set it up. Some of the roles require a 10 to 15 minute drive to reach, so please allow plenty of time.

What3words:

Please download the What3words app to your mobile phone. You will need this to get exact directions to your volunteering location(s).

Weather and clothing:

Ensure that you check the weather forecast and dress accordingly for a March race. You may need a waterproof, hat and gloves! We have had a lot of rain recently and it is likely to be wet under foot, so wellies or walking boots are recommended.

Communications:

You will need to bring a fully charged mobile phone with the Race Director – Sarah - 07824 323 893 and Safety Officer – Robin - 07411 067 106 saved onto it. You should also save down the number for the onsite Medical Lead – Ben - 07351 423 763. The fastest way to get in touch with everyone on the day will be via Whatsapp. We have set up a Whatsapp group to be able to stay on touch on the day. If you have not already been added to this group, please send us your mobile number before race day and we will add you.

Runner drop outs:

Should anybody need to drop out at your marshal point, please contact the medical lead on 07351 423 763 if a medical need, or if a non emergency, add a message in the WhatsApp chat so that we know the runner has left the race.

Health and Safety:

All volunteers must wear a high viz vest at all times. These will be available from Race HQ on the day. Incidents and issues should be reported to the safety officer as soon as possible by calling 07411 067 106. Accidents should be reported to the Medical team lead asap by calling 07351 423 763

Emergency procedures:

A briefing on emergency procedures will be provided on arrival on race day. Full details of our emergency procedures can be found in out event management document

Volunteer timings rosta:

Volunteer Role Notes

Car Park Marshall

What3Words - printer.remedy.flattery

Please find either Robin or Sarah at registration on arrival and we will issue you with a hi-viz vest.
Locate yourself at the entrance to the main car park and direct cars to the overflow car park first. When this is full, cars can be parked along the left hand side of the road on the way up to the overflow car park.
Once the overflow car park and road leading up to it are full, the main carpark can be used until that is full. At that point, cars should be directed to park in the surround roads.
Cars should not be parked so they block access to the park in the event of an emergency.
Please welcome runners and direct them to the registration tent once they have parked their cars.

Registration:

What3Words - thrusters.joys.hacking

Please find either Robin or Sarah at registration on arrival and we will issue you with a hi-viz vest.
Please welcome runners to registration. Issue runner race numbers and safety pins according to the master participant list provided and ask them to complete the emergency contact information on the reverse of their bib. The timing chips are affixed to the race numbers.
The participant list contain the names of all runners for all distances and will be sorted alphabetically by surname. Highlight which runners have arrived on your list. Some runners will also be collecting running buffs. This will also be marked on the start list in yellow.

Bagdrop:

What3Words – thrusters.joys.hacking

Please find either Robin or Sarah at registration on arrival and we will issue you with a hi-viz vest.
Runners have been advised that there is no official bagdrop and that all bags should be left in their cars. If a runner does want to leave a bag/belongings at the start and does not have a car, they should have attached a label with their race to the item, which can then be placed in the bell tent behind registration. Bag labels and marker pens will be available at bag drop. All bags and possessions are left entirely at the owners risk.

Tail Runners:

Please find either Robin or Sarah at registration on arrival and we will provide a final race day briefing and provide you with course demarking materials.
Tail runners should head out approximately 30 minutes after the last runner has left the start area. Stay behind the last runner, judging the situation. Runners may actively want encouragement and somebody to run with them, but they may also want a bit of distance and to do their own thing.
Please snip and collect any small laminated yellow arrows which have been placed out on the course, as well as the purple, green and red/white stripped tape that will be tied onto trees, bushes an posts every 70 to 80 meters. These can be stored in the bag provided and handed in at the next aid station as you pass through to prevent carrying too many at any one time.

Lakeside direction marshal1:

What3Words – tulip.fetching.tabloid

On arrival to your location please could you add the message Lakeside direction marshal 1in location to the WhatsApp group.
Please act as a visual presence to direct runners to follow the footpath to the right through the gap in the hedge.
Warn pedestrians and walkers of oncoming runners.
You may well be asked questions about the race by members of the public.

Odell road crossing marshal 1:

What3Words – weary.lifted.fail

On arrival to your location please could you add the message Odell Road crossing marshal 1 in location to the WhatsApp group.
Please act as a visual presence to any motor vehicles that there is a race going ahead and ensure that as runners come out onto the road they are doing so safely.
All 50km, 25km and 10km runners will cross the road on the way out and 10km runners will also come back across this road on their return to the finish.
You may well be asked questions about the race by members of the public.

Water Station 1:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Note that there are two parts to this role.

Part 1 - Foot bridge repair

Valley Farm footbridge What3Words - polygraph.pocketed.rectangular

On your way to Water Station1, you will need to drive up the drive at Valley Farm and place 3 sheets of timber across the broken slats on the wooden footbridge. The owner of the farm - Lyndsey - will have unlocked the gate and will be waiting for you.
The wooden boards on the bridge will be collected later in the day – after 3:30pm

Part 2 - Foot bridge repair

Once you have laid the boards on the footbridge, drive to the parking location for water station 1 and then walk up to the water station location and set it up.

Water station parking What3Words – thickened.blubber.sage

Water station What3Words - await.comment.firming

On arrival to your location please could you add the message Water Station 1 in location to the WhatsApp group.
A table, cups and water containers will be provided, along with a bag for any rubbish. The water station will need to be set up for the 10km runners ONLY who are the last group of runner on this part of the course. The 50km and 25km runners should not use this station, so please encourage them to keep moving on to their first aid station.
Please pre fill cups with water for the 10k runners to help themselves.
Important - check off the numbers of the runners as they pass through the station and check that all runners have passed through the station by the time the tail runner arrives.
Add the message Last runners through at Water Station 1 in the WhatsApp after the tail runner has past through the station. Once the tail runner has left the station, please pack up the station and return to Race HQ.

Aid Station 1:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Aid Station 1 What3Words – deeper.trespass.jeering

Please collect a hi-viz vest from Race HQ before you depart.
On arrival to your location please could you add the message Aid Station 1 in location to the WhatsApp group.
A table should be set up with water barrels, gels, electroytes and the food items that you have been given.
Important - check off the numbers of the runners on the runners list provided as they pass through the station and check that all runners have passed through the station by the time the tail runner arrives.
The race has been advertised as a cupless event so runners should bring their own cups and bottles for filling. However, there will undoubtedly be some who forget! If anybody asks, please let them have a cup from the aid station box under the table. Please keep the water barrels topped up for runners throughout the duration of your role.
Runners may ask you for help with undoing their bottles, filling up their cups, etc.
When there is a lull, please keep on top of any rubbish and ensure that the area remains tidy. The Aid station should be closed down once the Tail Runner has passed through and you should return to Race HQ.
Please add the message Last runners past Aid Station 1 in the WhatsApp group after the Tail Runner has been through.

Aid Station 2:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Aid Station 2 What3Words – kinder.pacifist.voucher

Please collect a hi-viz vest from Race HQ before you depart.
On arrival to your location please could you add the message Aid Station 2 in location to the WhatsApp group.
A table should be set up with water barrels, gels, electroytes and the foot items that you have been given.
Important - check off the numbers of the runners on the runners list provided as they pass through the station and check that all runners have passed through the station by the time the tail runner arrives.
The race has been advertised as a cupless event so runners should bring their own cups and bottles for filling. However, there will undoubtedly be some who forget! If anybody asks, please let them have a cup from the aid station box under the table. Please keep the water barrels topped up for runners throughout the duration of your role.
Runners may ask you for help with undoing their bottles, filling up their cups, etc.
When there is a lull, please keep on top of any rubbish and ensure that the area remains tidy. The Aid station should be closed down once the Tail Runner has passed through and you should return to Race HQ.
Please add the message Last runners past Aid Station 2 in the WhatsApp group after the Tail Runner has been through.

Aid Station 3:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Aid Station 3 What3Words – foremost.dummy.tougher

Please collect a hi-viz vest from Race HQ before you depart.
On arrival to your location please could you add the message Aid Station 3 in location to the WhatsApp group.
A table should be set up with water barrels, gels, electroytes and the foot items that you have been given.
Important - check off the numbers of the runners on the runners list provided as they pass through the station and check that all runners have passed through the station by the time the tail runner arrives.
The race has been advertised as a cupless event so runners should bring their own cups and bottles for filling. However, there will undoubtedly be some who forget! If anybody asks, please let them have a cup from the aid station box under the table. Please keep the water barrels topped up for runners throughout the duration of your role.
Runners may ask you for help with undoing their bottles, filling up their cups, etc.
When there is a lull, please keep on top of any rubbish and ensure that the area remains tidy. The Aid station should be closed down once the Tail Runner has passed through and you should return to Race HQ.
Please add the message Last runners past Aid Station 3 in the WhatsApp group after the Tail Runner has been through.

Aid Station 4:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Aid Station 4 What3Words – fingernails.withdrew.endearing

Please collect a hi-viz vest from Race HQ before you depart.
On arrival to your location please could you add the message Aid Station 4 in location to the WhatsApp group.
A table should be set up with water barrels, gels, electrolytes and the foot items that you have been given.
Important - check off the numbers of the runners on the runners list provided as they pass through the station and check that all runners have passed through the station by the time the tail runner arrives.
The race has been advertised as a cupless event so runners should bring their own cups and bottles for filling. However, there will undoubtedly be some who forget! If anybody asks, please let them have a cup from the aid station box under the table. Please keep the water barrels topped up for runners throughout the duration of your role.
Runners may ask you for help with undoing their bottles, filling up their cups, etc.
When there is a lull, please keep on top of any rubbish and ensure that the area remains tidy. The Aid station should be closed down once the Tail Runner has passed through and you should return to Race HQ.
Please add the message Last runners past Aid Station 4 in the WhatsApp group after the Tail Runner has been through.

Fire Station road crossing marshal:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Fire Station road crossing What3Words – distanced.petition.quiet

On arrival to your location please could you add the message Fire Station Road Crossing in location to the WhatsApp group
You should collect a Hi Viz vest from Race HQ before you depart.
Please be a visual presence to traffic that an event is going ahead. You do not have authority to stop the traffic, but please help runners cross when it is safe to do so.
Add the message Last runners through Fire Station Road Crossing in the WhatsApp group after the Tail Runner has been through.

Harrold bridge road crossing marshal(s):

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Harrold bridge road crossing What3Words – chuckling.directors.straying

On arrival to your location please could you add the message Harrold Bridge road crossing in location to the WhatsApp group
You should collect a Hi Viz vest from Race HQ before you depart.
Please be a visual presence to traffic that an event is going ahead. You do not have authority to stop the traffic, but please help runners cross when it is safe to do so.
Add the message Last runners through Harrold Bridge road crossing in the WhatsApp group after the Tail Runner has been through.

Finish line medal crew:

Please come to Race HQ at the start of your shift and find either Robin or Sarah at registration on arrival at Race HQ and we will provide a final brief / issue you with a hi-viz vest.

Finish line medal crew What3Words – fruitcake.fishnet.august

At the finish, runners will be directed across the finish line and will be able to collect their medals and giveaways. At the end of this finish line please present them with their medal. I always think it’s a nice touch to have a medal put round your neck once you’ve finished a race!

There are three different types of medals – 10k, 25k and 50k. Please check that the medal you are giving each runner is the correct one. Their bib will indicate the distance they have run that day.

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