Date: Monday August 19, 2019
Subject: Superior Fall Trail Race 2019 Volunteer Email 3
Hello Faithful Volunteers!
[ I realize that this is a LONG email with a lot of information but please know that it is all very important – it will likely take you around 10 minutes to get through this email and the links provided – if you do not review this email, you will be pretty lost come race weekend! ]
We would like to officially welcome you to and thank you all for signing up to volunteer for the 29th Annual Superior 100, 50 and 26.2 mile trail races September 6 & 7, 2019! Superior was founded in 1991, it is one of the original ten 100 mile races in the country (there are nearly 200 now) and because of you it is one of the best organized, best staffed and most well reputed trail / ultra races in the country! Between the 3 race distances we are super excited to be hosting runners from 34 states, 6 countries and 166 Minnesota cities! So far we have about 280 volunteers registered helping fill over 500 volunteer positions! We will need and expect about another 25 volunteers to sign up in the next 10 days or so.
This is the last big email with most of the important information you will need! HAM Radio, Runner Tracking, Marking and Sweeping, Medical, Equipment and Supply, Finish Line / Area, Monday Cleanup volunteers, and those that require help with lodging should be on the lookout for additional emails specific those positions in the next week or so.
Preliminary volunteer assignments have been made and they are available to view HERE https://www.superiorfalltrailrace.com/volunteer-assignments/ – you should search and sort both by last name and volunteer position (you can use the search box and can click on header rows to sort), please note that many of you have more than one assignment / job – please let us know if we have gotten anything wrong, assigned you to too much or if you want to do more / take on additional assignments! Please note that to account for the highest traffic times at certain aid stations we have many of you working several aid stations (i.e. one person may work one aid station on Friday and three different aid stations on Saturday). If you are really a glutton for punishment, we always need more help later in the day / evening on Saturday at the finish line and on Monday at our home in the Twin Cities for cleanup – let us know if you are interested! Many of you are assigned at aid stations for very long durations, the idea is that you will work with your aid station captain and fellow volunteers to take breaks, naps etc., you can pitch a tent nearby, crash in the car or, while not ideal can even go off-site if needed – think of this as an overnight camping trip with very little sleep! Volunteers are assigned to Volunteer Jobs – after you take a look at what you have been assigned to, you can learn more about your job HERE https://www.superiorfalltrailrace.com/volunteer-jobs/ please keep in mind that as we get closer to the race we will have more volunteers signing up and needs might change so there is a (very slight) chance that you could be reassigned, so please check the list of assignments around 10 days before the race.
Aid Station Captains:
All aid station captains (and anyone else that has time) should read THIS https://www.superiorfalltrailrace.com/as-captains-section/
Obviously during the busy times / when the aid stations are slammed captains will be hands on helping runners, filling water bottles etc. but the primary job that aid station captains are responsible to do is to manage the aid station and other aid station volunteers – this includes making sure long duration volunteers are getting some rest, keeping an eye on volunteer / spectator parking (making sure it is safe / people are parking in the designated places or on one side of the road only), making sure there are volunteers safely helping at the road crossings, making sure volunteers and crews are staying out of the road, working with the HAM Radio operators and generally overseeing the big picture at the aid station – in essence it is a management position, let your helpers do the smaller (albeit very important tasks) normally associated with working an aid station. You in essence are my / the race directors surrogate at your aid station and we need your help focusing on the big picture.
Captains, take a look at who you have been assigned, if you feel you need more help feel free to recruit (and have anyone you recruit sign up on the website) or let us know and we will look for more help. For those of you that did not do most of your own recruiting we will put you in direct touch with the other volunteers at your aid station prior to the race via email.
Road Crossings, Parking and Traffic Control – VERY IMPORTANT:
For aid stations with road crossings and parking issues we have made specific assignments for parking and traffic control leaders, but ask that aid station captains work with these leads and all of the volunteers at the aid station to rotate ALL volunteers in and out of these positions throughout the day. This is one of the most critical volunteer positions we have as it is the interfacing between runners and roads / drivers and spectators and crews and roads that constitute the most dangerous aspect of the entire event. That said, it is not always the most fun position in the world, so if everyone takes a turn, it spreads the load out nicely. We are making a huge push again this year to see to it that spectators and crews are not hanging out on / standing or sitting on roads – please help us! Remember that at road crossings we do not stop cars to let runners pass, we stop runners and let them pass when there is no traffic. You will want to review the page HERE https://www.superiorfalltrailrace.com/wp-content/uploads/Superior-Fall-Trail-Race-Crew-Directions-V1-Revised-8-27-17-708PM.pdf that applies to your aid station
*TIME SENSITIVE Volunteer Lodging (If Needed, Please Sign Up Via Link Below):
We have some communal type lodging available at the Finish / Caribou Highlands for those that need it. Complete details about this lodging can be found HERE https://www.superiorfalltrailrace.com/volunteer-lodging/ If after reading you decide you need a place to stay at any point during the weekend we ask that you please follow this link and indicate to us when / signup HERE https://forms.gle/yDytQGHfp8PXXHEY6 – if you need lodging please indicate this to us AS SOON AS POSSIBLE!
Trail Markers and Trail Sweepers Specific:
Your names are on the volunteer assignment page but specific volunteer assignments for these positions will be made and emailed to you within the next week or so – generally speaking markers will all need to be available to meet at Caribou Highlands on Thursday Sept 8th at 6:30 AM and be available until evening. Sweepers, the idea is that you are available for multiple sections on both Friday, Friday-Overnight and Saturday until the finish – some of you will be helping in other capacities as well (aid stations prior to a sweep). We are looking pretty good for markers and sweepers – please note that at this time we are only taking on new markers and sweepers that feel they are interested in making a long-term multi-year commitment to marking and sweeping – if you feel you might be interested in this in the future, please let us know.
HAM Radio Operators Specific:
Your information is on the volunteer assignment page but specific volunteer assignments for these positions are made by the HAM Radio Coordinators Rick and Jayne Johnson and emailed to you, so if you have assignment specific questions please contact Rick or Jayne. Thank you for taking the time to sign up on the website so we have your up to date emergency contact information, shirt sizes etc!
Important Links To Review:
Please review everything you can at https://www.superiorfalltrailrace.com/ in addition to the following links – this makes you the best resource possible for runners and other volunteers!
Overall the plan is coming together nicely, we will be adding some more volunteers and will be making tweaks to assignments over the next week. Keep an eye on the volunteer assignments page for changes and at a minimum look for one final email from me with info about any revised volunteer assignments and communal lodging information / instructions for those that sign up. In the meantime, should you have any questions please feel free to email, Facebook message, text or call me!