http://www.tcnj.edu/~gruenfel/smtt_plan.html

The first ever Schuylkill Mile Time Trial running race!

     
VOLUNTEER LOCATIONS & TASK DESCRIPTIONS
  
 

I. Main Page
     A. Download Flyers
     B. Description
     C. New To Racing Tips
     D. Race Waiver
     E. Race Questions
     F. History
     G. Thank You List
     H. Contact Us
II. Photos, Maps, Directions
     A. Public Transportation
     B. Driving & Parking
     C. Course Photos & Maps
     D. Contact Us
III. Race Results
IV. Race Photos
V . Planning Page (for the
     SMTT Committee)
     A. Volunteer Locations
          & Task Descriptions
     B. Schedule Of Tasks
     C. Supplies Needed
     D. Pre-Race Tasks
     E. Contact Us

 

Download the flyer

in PDF format,
JPG format,
or the original
MS-Publisher.

Download the quick-reference flyer (4 per page)

in PDF format,
JPG format,
or the original
MS-Publisher.

NOTE: Please don't post these without permission.

  NOTE: The Start Timer and Finish Timer must each have a cell phone. Some photographers and Marshals would benefit from them, but it isn't necessary.

A. START
 1. Starter - Calls next bib# from Bib Start-Order Form, ensures correct bib# lines up, holds racer in place behind line until starter's watch indicates :10 seconds, starts racer
2. Start Timer - Logs exact start time on Registration Form or Timing Form, conveys exact start time to Finish Timer by cell phone
3+. (Additional registration help from marshals/photographers)

B. FINISH
1. Finisher - Notifies End Timer of impending finisher bib(s), punches exact finish time on timing machine, conveys exact finish time to Finish Timer
2. Finish Timer A - Receives exact start time from Start Timer by cell phone & logs it on Timing Form & Laptop (when available)
3. Finish Timer B - Receives exact finish time from Finisher, logs exact finish time on Timing Form & Laptop

C. PHOTOGRAPHERS
1. Start area, 100-200 meters out from start line
2. Middle area, near Race Street (double as Marshal)
3. Finish area, between finish line and Walnut Street Bridge (can double as Marshal if near Locust Street crossing or Walnut Street Bridge)

D. MARSHALS
1. Race Street (can double as Photographer)
2. Divergence ramp leading down near 3/4 mile
3. Convergence ramp leading up by Chestnut Street Bridge north side
4. Chestnut Street Bridge south side after convergence ramp- south side of bridge
5. Walnut Street Bridge & Schuylkill Banks hut

 Locations for the volunteers are listed in the Photos, Maps, Directions page. Please note that this is tentative.

 

 

Schedule Of Tasks

ONE WEEK OR MORE BEFORE RACE TASKS:
* Confirm two 5-gallon jugs for water
* Confirm timing machine
* Reserve 20-35 cones
* Confirm entry to Schuylkill Banks hut for table & chairs
* Confirm laptop computer
* Confirm video cameras (digital?) with tripod
* Have long outdoor electrical extension cord

TWO-SIX DAYS BEFORE RACE TASKS:
* Confirm Special Guest
* Have extra bags for trash & backup gear check
* Have safety Pins
* Have Sharpie-type thick permanent markers
* Have 300 five to eight ounce cups
* Have $5 & $10 bills for change
* Have 7 Clipboards or pocket binders
* Confirm digital watches or stopwatches for race officials
* Have posts/poles/signs to mark cones
* Have ribbon for cones
* Have duct tape for cones
* Have chalk to mark the course
* Have rubber bands and twist ties for certificates
* Have box of prizes
* Collect all volunteers names & cell phone numbers for distribution
* Set all volunteer assignments

ONE DAY BEFORE RACE TASKS:
* Print out all forms & copies
* Print & copy certificates + semi-fill them out
* Mark race bibs
* Chalk-mark the course every 1/4 mile, 100 meters to go, photographer locations, marshal locations, cone locations
* Staff pre-registration

RACE MORNING TASKS
* Synchronize timing watches
* Fill both 5-gallon jugs with water (1 to start, 1 to finish)
* Set out cones on the course including 1/4 mile markings with signs
* BRING TO START: race bibs, safety pins, 1 5-gallon jug of water, 150 cups, forms (except certificates), extra bags for trash & backup gear check, labels for backup gear check, $5 & $10 bills for change, 10 pens, 5 clipboards or pocket binders, (music)
* BRING TO FINISH: set up videocamera(s) & laptop computer with extension cord, 1 5-gallon jug of water, 150 cups, prizes, semi-filled certificates & rubber bands/twist ties, forms, timing machine, extra bags for trash & backup gear check, labels for backup gear check, 3 pens, 2 clipboards or pocket binders, (music), (binoculars), table & chairs (borrow from Schuylkill Banks hut)
* BRING TO VARIOUS LOCATIONS: 35 cones, posts/poles/signs (with cones) to mark 1/4 & 1/2 & 3/4 spots, ribbon to attach to cones + to mark the course, duct tape for ribbon/tape to cones, extra chalk to mark the course

TWENTY MINUTES BEFORE RACE START (8:40am)
* Announce "Last Minutes" for registration
* Registrations filled out completely
* Money collected
* Bibs assigned & distributed
* Bib Start-Order Worksheet filled
* All finish line and midpoint volunteers (photographers & marshals) in place and checked in with finish line via cell phone

TEN MINUTES BEFORE RACE START (8:50am)
* Have registrations filled out completely
* Start order assigned on Bib Start-Order Form
* Duplicate Bib Start-Order Form completed and posted on bench/tree
* Start line conveys to finish line Bib Start-Order Form info & finish line transfers to Call-Out Form
* Have finish line check in with start line via cell phone when ready
* Finish line starts the videorecorder
* Short announcements before race

POST RACE
* Bring all start items to finish
* Continue videotaping
* Quick speech of thank you while results are tabulated
* Re-introduce special guest, announce next year's date, announce other mile races & other races on the trail
* Awards
* Download photos to laptop computer
* Clean up

Supplies Needed

# Cost Item Location Status Who
1 $28 100 Race bibs (www.rainbowracing.com) Start Done - March Kevin
2 <$4           Safety Pins - 4 per racer (= 400) Start Done - April Kevin; Seth; Bennett; Steve; Mike
3 <$3           2-3 Sharpie-type thick permanent markers for bibs Start Done - March Kevin
4  -           Walking carts to transport supplies Start    
5   Two 5-gallon jugs for water 1 Start & 1 Finish Done - March Meg; Steve & Bennett
6  $6           300 five to eight ounce cups 150 Start & 150 Finish Done - Feb Sarah; Kevin
7  <$1 Paper towels or napkins Start & Finish Done Kevin
8  - Extra bags for trash & backup gear check Start & Finish Feb-April Kevin +
9  -           Labels for backup gear check bags Start & Finish Done Kevin
10  - $5 & $10 bills for change Start Done - April  
11 $4           20 Registration forms, 2 course photos sheets, 2 Prediction charts, Bib start order worksheet, 2 Bib start-order forms, Timing form, Scoring/Awards form Start April Kevin
12  -           13 Pens 10 Start & 3 Finish Done Kevin
13             7 Clipboards or pocket binders to fill out forms 5 Start & 2 Finish Done - March Kevin
14  - Cameras for each photographer Start & Finish & Intermediate   (each)
15  -           Digital watches or stopwatches Start & Finish - to synchronize   (each)
16  -           Cell phones Start & Finish & Intermediate   (each)
17  -           (Whistles for volunteers) Start & Finish & Intermediate late March  
18             (Music) Start & Finish & Intermediate late March  
19   20-35 Cones to mark the course & ensure racers don't run on dirt Start & Finish & Intermediate Done - Feb Mike; Erin
20 <$4           Posts/poles/signs/cardboard (at cones) to mark 1/4, 1/2, 3/4 spots Start & Finish & Intermediate April  
21 $1           Ribbon to attach to cones & mark the course Start & Finish & Intermediate Done - April  
22 $1           2 Rolls duct tape for ribbon/tape to cones & to secure electrical cords Start & Finish & Intermediate Done - Feb  
23  -           Scissors for tape Start Done Kevin
24 $1           Chalk to mark the ground Start & Finish & Intermediate Done - March Mike
25  -           2 tape measures Start & Finish Done - March Kevin
26  - Timing machine Finish Done - Feb Mike; (Lola)
27  -           Timing form Finish April Kevin
28  -           (Binoculars) Finish Done Kevin
29  -           Laptop computer to calculate times & awards (and to test backup timing software) Finish Done - Jan; (March) Seth; (Kevin)
30  -           Stationary video-camera (digital if possible) with internal stopwatch/clock with tripod Finish   Seth + digital needed
31  -           Long outdoor electrical extension cord Finish Done - Jan Seth (+ Joe)
32  -           Table & chairs Finish Done - Feb Erin
33 $10 100 Semi-filled certificates of completion Finish April Kevin
34  $1           100 rubber bands & twist ties to roll certificates Finish Done - Feb Kevin
35   Raffle numbers for remaining awards Finish    
36 $?? Box o' prizes Finish    
37   Special guest   Done - Jan Kevin

Pre-Race Tasks:

# Task Status Who
1 Conduct test run Done - Oct 2007 Kevin, Seth, Meg, Steve H & Naomi, Elizabeth St, Ben, Laura R, Gary, Wendy
2 Design race bib Done - Oct 2007 Kevin
3 Decide on the date + potential extreme weather date Done - Jan (April 6 & 13)
4 Get special guest Done - Jan Kevin + Stephanie
5 Get insurance as needed Done - March Joe
6 Get permit if needed Done - March Joe
7 Acquire race email (smtt@live.com) Done - Jan Kevin
8 Finish website Done - March Kevin
9 Check altitude at start (highest point), finish, divergence (lowest point) Done - Feb Kevin + Geoff; Joe
10 Complete & Distribute flyer ($)* Done - March Kevin
11 OPTIONAL - Record movie of the course (from bike) March  
12 Accurately wheel measure course: start, 1/4, 1/2, 3/4, end Done - March Kevin
13 Complete waiver Done - March Kevin + Seth
14 Finish forms: Registration, Timing, Start-order, Start-order worksheet, Call-out late March Kevin
15 Get sponsors for in-kind donations Feb-March ALL
16 OPTIONAL - Publicize to local politicians & press March  

* 10. Complete & Distribute Flyer: Limited Publicity to 4 Stores (boldface=done)(Rittenhouse Sports Specialties, Philadelphia Runner - Center City & University City, City Sports), 8 Clubs (Philly Runners, Northeast Road Runners Club, Fairmount Running Club, Frontrunners, Bryn Mawr Running Club, Philly Track Club, Wissahickon Wanderers, Polish Runners Club), 7 Others (Schuylkill River Park Alliance, Schuylkill River Development Corporation - Schuylkill Banks, Greater Philadelphia Tourism Marketing Corporation, Lloyd Hall, Schuylkill River Park Trail bulletin boards, Liberty Sports Magazine calendar, Runners' Advocate calendar)

Send comments & questions to Kevin.