Aid Station Planning Meeting

2015 Bank of America Chicago Marathon

August 12, 2015

Welcome to the 2015 Bank of America Chicago Marathon

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• What’s new in 2015? • Staff

- Brad Rogstad – Manager, Event Production & Logistics 312.446.0220 brad.rogstad@cemevent.com

- Melissa Ryder – Coordinator, Event Volunteer Program 773.849.8569 melissa.ryder@cemevent.com

- Matthew Perez – Coordinator, Aid Station Logistics matthew.perez@cemevent.com

• Table Top Exercise– Sept. 26 • Expand Roles/Responsibilities in EMOS1 • Forklift training certification

2015 updates

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• No major changes - Same course route & start time - Same time limit: 6 hour, 30 minutes - Security measures consistent

• Operations documents • chicagomarathon.com/aidstation##operations

- Aid Station ## = 01, 02, 03….20 • Medical team news • Emergency response plans • Weekend timeline • Fluids, cups & gel overview • Recycling & composting

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Operations overview

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Aid station set-up diagram

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• Runner arrival times

• Medical tent & ambulance

• Toilets

• Security/tables/forklift/ice/trailers

• Verticades

• Fire hydrant

• Gatorade tables

• Water tables

• DJ tent

• Volunteer check-in location

• Event phone numbers

• Zone Manager name & cell phone

• Medical lead name & phone number

• Location of emergency shelter

Semi diagram

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Supply lists

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Key Volunteer diagram

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Medical team breakdown

• Medical Services Coordinator – Medical Services roles are the roles that can provide medical care on race day

• MPTS Coordinator – MPTS is an acronym for the Medical Patient Tracking System. This system allows us a real time view of our patients being treated at all event medical facilities

• Medical Logistics Coordinator – this role provides logistical support to the medical team and is responsible for insuring that the medical tent is cleaned up prior to the end of the day

• Ham Radio Operator - Ham radio operators provide medical communication throughout all medical facilities on behalf of the medical team on race day

• Medical Course Dispatch Coordinator – New role added within Forward Command to communicate to Course Medical Delivery drivers and HAM Operators to do quality assurance

• Clean up verification - Course Dispatch will inform Aid Captains

that Medical tents are ready to close - Meet with Medical Captain for final tent

walkthrough - Aid Station Captains will allow medical

teams to check out and inform Course Dispatch so that we may inform drivers

• This ensures - Medical tent is properly cleaned (so you

don’t have to!) - Medical tent is free of

unattended/suspicious packages - Aid Station volunteers know when medical

teams are off-site

Medical tent clean-up

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• Evacuation shelters for participants and/or volunteers - Will share these locations with you

individually. Will also put on set-up map. • Course route diversion

- Shamrock Shuffle 2013 • Pre-planned half-marathon (inclement

weather) - Runners will return to Grant Park after Aid

Station 9 (turn east on Jackson from Franklin)

• Course evacuation / event cancellation - Hold runners at the aid stations

Emergency response planning

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• Race week - Call DJ, fork lift driver and Medical Captain to introduce yourself and

coordinate - Confirm as needed with group leaders & key volunteers

• Saturday

- (2) Semi-trailers dropped - Ice chest - Tables - Forklift - Off-duty police officer overnight Will provide name & phone number

- Hydrant cap installed and turned on by CFD

General timeline of events

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• Early Sunday - Toilets dropped - Captain and Key Volunteers arrive – hand out key volunteer vests - Fork lift driver arrives - Move ice chest to medical tent - Ham Radio operators arrive to Medical Tent - Medical supplies delivered to Medical Tent - Zone Manager arrives (radios & any last minute items) - Traffic equipment set - Unload trucks and setup tables, stage product - DJ Tent and Medical Tent set up - DJ arrives - General volunteers arrive, begin checking in (verify ID, wristband and issuing

event credential and uniform)

General timeline of events

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• Pre-race - Medical team and ambulance arrive - Streets close (approx. 30 min-1 hour before first wheelchair) - Advance vehicles driving course - Dispose of recycling waste before race start (recycling trucks will come

through) - Public address to volunteers (script provided)

• During race - Immediate advance vehicles & bike marshals - First wheelchair - Lead male athletes - Lead female athletes - 40,000 runners - Break down early tables as they are depleted - Rake up cups and begin preparing clean-up during the race - Communicate with Co-Captain, Zone Manager & Forward Command on

status levels (mobile app & via radio)

General timeline of events

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• Post-race - Official End Vehicle passes through at 6 hr 30 min pace (clock on roof) - Use rakes, shovels and trash bags to clean up remaining cups - Move any tables & pallets onto the sidewalk - Discard of any open cases of product – water, Gatorade, cups. Recycling and

trash trucks will come through once or twice – might stay at station all day too.

- Restack unopened product onto pallets and reload onto trailer (try to consolidate everything onto one trailer)

- Check-in with medical team, do a walk-through of medical area together to make sure it is properly cleaned and give OK to Forward Command that they can be dismissed

- Medical supplies reclaimed by medical supply delivery team - Stack all traffic equipment together in one place - Leave Saturday equipment (tables, ice chest, forklift) where it was delivered

near semi-trailers – do not block access for drivers to pick up trailers - Check out with Zone Manager, return radio, when finished.

General timeline of events

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• Water - All Roundy’s (4 gallons / case) - Almost all new water

• Water cups - 9 oz. Bank of America branded (red) - 2,400 per case, 27 cases per station (1

pallet) • Gatorade

- 1.5 pallets concentrate (about 80 cases) - 5:1 mixing ratio

• Gatorade cups - 7 oz. Gatorade branded (green) - 2,000 per case, 27 cases per station (1

pallet)

Fluids and cups

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• Report Aid Station’s supply level every 15 minutes • Things to report (open for discussion)

- # of pallets of water - tables of water in use - tables of Gatorade in use

• Volunteer needs to be comfortable with technology • Need to be willing to use their own phones • Official job description on Operations webpage with all

other Key Volunteer job descriptions

Fluid Status Supervisor / ‘volunteer texter’

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• PowerGel - Aid Station 13 Gel Flavors – some are caffeinated Set up

• G Series Pro Carb Energy Chews - Aid Station 09 – before Gatorade fluids 2 different flavors – orange and fruit punch 12 tables total / 6 each side of the street / 3 for each flavor

- Chews are easy to chew and swallow gummy chews that provide 31 grams of carbohydrate energy when consumed prior to and during exercise to help endurance athletes continue to perform at a high level

• Bananas at 15, 16, 17 & 18

Gel and Food

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• Recycling - Working with City/Streets & Sanitation to confirm services for this year (Republic in

2014) - Collect empty plastic jugs in cardboard boxes and stack - PowerGel packaging collected and sent to TerraCycle to be recycled

• Composting - Water and Gatorade cups are NOT compostable in 2015 - Stations providing bananas (15, 16, 17 & 18) may compost – to be confirmed by the

Production Meeting • Trash

- Department of Streets and Sanitation – trucks look very similar!

Recycling and composting

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• All policies are consistent with those of the 2014 event • Volunteers must register online

- All volunteers must register by Monday, October 5, or they will not be allowed to volunteer for the event. No ‘walk-on’/unregistered volunteers accepted the day of the event.

• Do not bring personal belongings - Volunteers are strongly discouraged from bringing personal belongings to the event. Gear check

will be required for belongings that cannot be carried in a volunteer’s pockets. If gear is not checked the volunteer MUST keep their belongings on them at all times.

• Wear your event volunteer uniform - Your event volunteer uniform and credential must be worn and visible at all times so that event

officials, participants, spectators and other volunteers can easily identify you as an event volunteer. Volunteers MUST wear the 2015 event issued uniform and should NOT wear the uniform of any year prior. How can you tell the difference? New logos – marathon and AA – and white accents.

• Bring an ID - Volunteers will be required to provide identification at check-in in order to volunteer. School IDs

accepted. Course volunteers will be ID verified, wristbanded and checked in online so Captains, check-in teams and race officials have an up-to-date list of volunteers, on site, across the event, as well as a historical record of attendance.

Event security - volunteer policies

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• Volunteer requirement and guidelines - All items mentioned on last page are from the volunteer guidelines - Volunteers are encouraged (on three occasions) to review guidelines at

chicagomarathon.com/volunteerguidelines • Volunteer webpages – event safety section

- Each and every volunteer plays an important role in making the Bank of America Chicago Marathon a safe, world-class experience for participants, spectators and fellow volunteers. Closer to the event, volunteers will be given more information on how they can help us achieve this goal. Your cooperation is appreciated and expected. In the meantime, please review our volunteer guidelines and requirements.

• Volunteer registration waiver - All volunteers must agree to this waiver to proceed with registration

• Final communications - Captains and Group Leaders to reiterate policies and expectations in final email on

Tuesday, Oct. 6

Event security - setting volunteers’ expectations

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• To facilitate security policy, ‘Gear check will be required for belongings that cannot be carried in a volunteer’s pockets’ the Gear Check Supervisor has been introduced

• Key Volunteer position – Gear Check Supervisor - Roles and responsibilities detailed in Key Volunteer

job descriptions on operations webpage • Notification of volunteers at various points

- Discouraged from bringing personal belongings Leave in car, leave in bus, do not bring, etc.

- Gear check will be available and use is encouraged • Race day priorities

- Individuals cannot be forced to check their bags - If they choose not to check their bag they must keep it on them at ALL times - Avoid event disruption

• Benefits - Avoid losing items - Avoid theft of items - Avoid unattended bags on ground/route that can disrupt event

Volunteer gear check

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• Volunteer webpage – general volunteers - chicagomarathon.com/aidstation##volunteers – Aid Station ## here

• Operations webpage - Key Volunteers and Group Leaders - chicagomarathon.com/aidstation##operations – Aid Station ## here

• Volunteer registration – see assignment document - Volunteers click on group logo/name on volunteer webpage to access registration - Volunteers log in to existing account or create a new account - Continue to use the custom-built volunteer registration system - Log-in – ALL system users – once registered for 2015 event chicagomarathon.com/volunteerlogin or cemevent.com/login

• Registration system assistance - Webpages replace the former registration tutorials (PowerPoints) - Volunteer registration FAQ’s chicagomarathon.com/volunteerregistrationfaqs

- Group Leader registration FAQ’s chicagomarathon.com/groupleaderregistrationfaqs

Volunteers information and registration

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• More concise ‘My Team’ dashboard • Added shift status • ‘Add to calendar’ function • ‘Cancel my job’ • ‘Service hours form’

Volunteer registration system updates

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Key Volunteer reassignment - Captains are enabled

to reassign the Key Volunteer positions within the system under the ‘My Team’ module

- Select a Key Volunteers name and scroll to ‘Aid Station Position’ module

- Click the edit symbol in the upper right, select from drop down menu and save the changed position

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Volunteer registration system updates

• View your previous volunteers - Visit your My Team tab - Scroll to Past Events - Export list “Volunteer Roster”

• Communicate with your past volunteers - Visit your Communicate tab - Scroll to Past Events - Select event and audience to communicate to

• View attendance - Export report in ‘My Team’ tab - See column AK for check in stamp

• Registration reminder to all volunteers - Reminder of commitment - Maintain contact with early registrants – 1/3 volunteers registered 5 weeks

before event - Early September distribution by CEM

Volunteer recruitment

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• In 2013 mobile/electronic volunteer check in was first used across the event

• Advantages of mobile volunteer check-in - Up-to-date, live records - Simple, consistent record keeping

• Only view your aid station • Necessary tools

- 2-3 adult volunteers who own smart phones with an internet connection and are willing to use them for about 1-2 hours (regular rates apply )

- Tablets, with Wi-Fi, can also be used - ALWAYS print paper back up copies of list of

volunteers in case wireless isn’t working (including emergency contact) ‘Volunteer roster’ is a premade check-in list

Mobile volunteer check-in

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Mobile volunteer check-in review

• Mobile check in credentials to be provided at the Event Production Meeting

• Every station has a unique URL and QR code to access check in

• Enter volunteer account email and password to access check-in – any registered volunteer

• Check-in’s page - All volunteers and key information

• Search field - Name, email or phone

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Mobile volunteer check-in review

• Check-in volunteers - Search volunteer’s name - Tap on your name or info - Check mark appears

• Check-in count - Tap refresh arrows - Number will update

• Landscape orientation - Allows search by Job or Group i.e.

key volunteer, noble street

• Function enabled one day before and two weeks after shift date

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• My Team tab reporting of check-in information - XLS (column AG/AK) or CSV report - Individual volunteer profile - Check-In sheet – hard copy

• Attendance record handout - 2014 check ins

Check-in timestamps

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• Suggested volunteer check in team - Volunteer Check-In Coordinator Manage following team and operations

- Mobile Check-In Volunteers Using mobile devices to check in

volunteers 2 to 3 individuals

- Mobile Check-In Assistant ID Check and wristbanding volunteers 2 to 3 individuals

- Uniform distribution Distribute credential, jacket and hat IF

volunteer is wristbanded (i.e. checked in) 2 individuals

- Assignments/volunteer distribution - Gear Check Supervisor Supervisor to manage process

Your volunteer check-in team

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1. Captain feedback form (if not submitted online already) - Operations - Captain merchandise

2. Station Jacket breakdown 3. Volunteer Groups feedback form 4. Key Volunteer diagram

- Confirm positions by September 1

Next steps… Event Production Meeting

- Saturday, September 26 - De La Salle Institute 10 a.m. General Event Overview 11 a.m. Course breakout 12 p.m. Lunch served 12:30 p.m. Table Top Exercise with City of Chicago

What to return to Melissa or Matthew:

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Thank you!

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