VOLUNTEERS MEETINGMay 11, 2013 Scarborough – May 12, 2013 Dixie

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Overview

• Background• Program • Volunteer Tasks and Assignments• Questions

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Background

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Background• Fauja Singh ran his last race in Toronto October 2012• His wish with his age was that others would be inspired and would take up

running or any activity to keep themselves busy and healthy• He appreciated all those who turned out but few actually got active and

ran or walked• Those that came, he did share his experience, that running has kept him

alive, it has allowed him to see the world, gave him a chance to meet wonderful people all over the world, gave him a focus when he was in despair, kept his body healthy and Waheguru blessed him with some world records

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GGSCF Involvement• Were introduced to Fauja Singh by STWM Race Director in 2003• We have supported him on every visit he has made since• We are honoured to host him and we share him with everyone as he

belongs to the world not just the GGSCF• To leave a legacy we have started this new initiative “Inspirational Steps”• A lot of thought has gone behind this event so ask questions there is a lot

of history

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Objectives of Inspirational Steps• Challenge individuals to run/walk “further or faster that they have ever gone

before”, the goal is to beat yourself• Promote exercise & healthy living • Build character/discipline/courage in participants• Have fun and provide competition for those that want to compete• Promote volunteering, develop organizational and leadership skills within the

community• Unite the community in spirit and strength• Celebrate, honour and remember those who have and continue to inspire us

to take steps in all aspects of our lives - Not just Fauja Singh, but our Gurus, our Sahibzadas, our martyrs, our mother, our father, our brothers/sisters, our children, friends

• Sikh Community – we are Guru Gobind Singh’s Children some of us need help to remember this, before God we are all equal

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Program

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Details of Event

• Sunday May 19th Victoria Day - long weekend Monday to recover for those doing personal bests

• Event Management Plan – rules & structure of event

• Web site – has full details www.ggscf.com • Participants - $15/person, under 13 years olds have to be accompanied

by a participating adult, have to be over 18 years age to run 21Km + distance. Can donate to the GGSCF to help support children we sponsor (tax receipts available) but not the primary focus, this is to get people active in the community and have a event they can all participate in while having fun

• Volunteers – minimum age 16 years * some exceptions

• Fauja Singh has retired but will be here to start the event and give awards

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Route

Start

Dixie Malton5km

Rexdale12km

Ramgharia21km

Scarborough42km

Participants

Volunteers

65xx

10xx

25xx

50

5xx

525

Time 9:00am 9:30am 10:00am

Run/Walk on sidewalk following rules of the road as if a pedestrian, so stopping at intersections/lights etc. NO STOPPING TRAFFIC

10:00am 11:00am

11:00am12:30noon

1:00pm3:00pm+

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No Plastic Water Bottles

8:00amRegistration

Community Unity

Organizations supporting/participating:• Sikhs in the City • Ontario Khalsa Darbar - Dixie• Sri Guru Singh Sabha - Malton• Sikh Spiritual Centre - Rexdale• North York Gurdwara• Ramgharia Sikh Society• Gursikh Sabha Canada - Scarborough• Guru Nanak Mission Centre• Sikh Heritage CentreThis we hope is the start for more to join, time will tell

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Registration

• Deadline: Monday May 6th, 2013• ABSOLUTELY NO REGISTRATION

ON THE DAY OF THE EVENT• Easiest way - Register On-line both for Participants and

Volunteers – we save trees and litter

• Problems with Communications

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Program Dixie Gurdwara

• 7:30am – Keep volunteers set up• 8:00am – Registration• 8:30am – O’ Canada• 8:35am – Ardas• 8:40am – Fauja Singh Words of Wisdom• 8:45am – Dixie Gurdwara Speech• 8:50am - GGSCF Speech • 8:55am – Warm up• 9:00am – START

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Program Finishing Gurdwaras

• X:XX – Ready for finishers/ Shabad/ Timer• Announce/ applaud finishers• Speech GGSCF• Speech local Gurdwara representative• Fauja Singh – give out awards/pictures• Move to next Gurdwara• Shuttle bus service• Water stop• Clean up

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Volunteer Assignments

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Volunteer Tasks

• Road Marshalls• Water stops• Gurdwara Site Coordinators• Timers• Registration• Escort Fauja Singh• Photos and Video• Transportation• Event Coordinator – Emergencies/Cancellation• Media

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Expectations

• Detail instructions (Tuesday) – read them email/web site• Turn up on time – we are a “go” for all weather conditions• Bring a water bottle (not a plastic one), sun screen, umbrella • First thing get kit at Dixie - will have a bag to keep your things• Put on T-shirt (GGSCF preferred – if no size then “IS” T-shirt)• Emergency numbers in race kit• Read instructions• Follow coordinators instructions

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Why we are there- our Purpose

• Help with the event• Safety of the participants and yourself• Encourage the participants – young and old• Show Guru-ji’s spirit in you• Be fair and firm• Keep focus• “Give of yourself rather than be a taker”

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Road Marshalls

• Most volunteers needed for this – help participants across road or keep them on the route where we change direction

• Must wear “traffic vest”• CANNOT stop traffic• PARTICANTS must be on SIDEWALK• Work in “twos” unless we need to single people out• Cross yourself carefully and keep yourself visible• Support participants – shout, scream, clap etc.

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Water Stops

• Three teams • Vehicle – table, cups, garbage bags, water, Gatorade• Locations

– Dixie – Malton = one midway– Malton – Malton – Rexdale = one midway– Rexdale = – Rexdale – North York = midway– North York– After North York = every 3 km– Keele – Half marathon – After Keele – Few runners every 3km (no table) + Electrolytes

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Gurdwara Site Coordinators

• Manage program at the site • Mange logistics/layout• Manage stage• Manage registration/awards• Coordinate with Gurdwara representatives

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Timers

• Keep start time• Have 3 stop watches• Electronic display – at end finish location• Record – bib number and time at each finish location

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Registration

• List of all participants• Record of who took part – participants and volunteers• Collect $15 fee• Collect donations• Give out race kits – bag, T-shirt, bib/pins, • NO REGISTRATION ON DAY – NO VOLUNTEERS ON DAY

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Escort Fauja Singh

• Transport Fauja Singh • Keep him to schedule – speech is focused and timely• Make sure he gets something to eat and drink• Manage pictures off stage• Manage pictures on stage• Focus on “participants” during event• Positive projection of him• Translation enhancement and focus

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Photos and Video

• Starting (2)• Along the way (4)• Finish (3)• Awards (1 priority)• Goal – all participants picture with Fauja Singh –award• Goal – all volunteers to get a picture

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Transportation – Pre-start

• 7:00am – Bus leaves Scarborough for Dixie• 7:30am – Bus leaves Rexdale – Malton for Dixie• 8:00am – Registration• Split duty of buses– Shuttle Bus– Volunteer Bus

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Transportation - Shuttle

Start

Dixie Malton5km

Rexdale12km

Ramgharia21km

Scarborough42km

Time 9:00am 9:30am 10:00am

10:00am 11:00am

11:00am12:30noon

1:00pm3:00pm

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Shuttle to Dixie for those parked there at start

Scarborough people to move forward

Event Coordinator

• In charge of start of race• Can cancel the event• Deal with any emergencies/accidents• Know location of first last participant• Any unforeseen issues• Has two nurses/first aiders

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Media

• Talk to them explain what we are doing and why• Keep POSITIVE – say good things• Talk about who inspired you • Media tends to seek negative news so be careful• Think of something to say – 30 seconds

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Task Coordinators• Maninder/Harjot = Road Marshalls• Renu, Avneet, Sandy = Water stops• Sunny (Dixie), Jasmin (Malton), Prableen (Rexdale), Amandeep

(Ramgarhia), Kundan (Scarborough) = Gurdwara Site Coordinators• Sarpreet = Timers• Amanjit = Registration• Hardev = Escort Fauja Singh• Jagdeep/Jasjit = Photos and Video• Nimratvir/Mandeep = Transportation Shuttle• Ranbir = Event Coordinator• Sunny/Le = Media

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Post Event

• Thank you• Feedback on website very important – helps us in the future• Monthly meetings• Other events

– Canada Day Parade, Race Against Racism, Senior’s Trip, Fun Day, Annual Run, STWM Run, CN Tower Stair Climb, Buses at Nagar Kirtan, Food Drives, Building Bridges, Guru Nanak Education Assistance Program etc.

• Support over 300 children in developing countries• If you like helping please come out and join us in the future

too.

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Questions?

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