Date: Thursday August 24, 2023
Subject: Superior Fall Trail Race Volunteer Communication 2 2023
[ This is the BIG one, the main volunteer email. I realize that this is a very 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 information and the links provided – if you do not review this email, you will be pretty lost come race weekend. Volunteer Email 1 was a recruitment email so if you did not see that one, you did not miss anything. ]
We would like to welcome you to, and thank you for signing up to volunteer for the Superior 100, 50 and 26.2 mile trail races on September 8 & 9, 2023. Superior was founded in 1991, it is one of the original ten 100 mile trail races in the country (there are well over 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. We have about 315 volunteers signed up to help, and expect around another 25 between now and race day. We have 942 registered runners coming from 3 countries, 35 states and 196 Minnesota cities: 100MI = 276, 50MI = 225, 26.2M = 441.
This email contains most of the important information that you will need. HAM Radio, Runner Tracking, Marking and Sweeping, Medical, Equipment and Supply, Timing, Monday Cleanup volunteers, and those that require help with lodging should be on the lookout for additional emails specific to those positions over the next week or so.
Volunteer assignments have been made and they are available to review 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. I have been known to make some assumptions, take some liberties and make some mistakes, so please reach out if anything does not work for you / needs to be adjusted. 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 fine tune the schedule, take breaks, naps etc., you can pitch a tent nearby, crash in the car, or while not as ideal, can 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 again the week of the race.
We Still Need Volunteer Help in the Following Areas:
Let us know if you can / would like to help.
• Parking help at Caribou Highlands on Saturday from 3:15AM until 7:15AM
• Monday cleanup help in the Twin Cities.
Aid Station Captains:
All aid station captains (and anyone else that would like) should read THIS https://www.superiorfalltrailrace.com/as-captains-section/
During the busy times / when the aid stations are slammed captains may 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. Our aid station captains are in essence my / the race directors surrogate at your aid station and will be 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 https://www.superiorfalltrailrace.com/volunteer-signup/ ) or let us know and we will look for more help. Aid station volunteers, be on the lookout for an email from your aid station captain sometime before the race – captains I will have contact info to you in the next couple of days.
Road Crossings, Parking and Traffic Control – VERY IMPORTANT:
For aid stations with road crossings and parking issues aid station captains will assign and rotate volunteers in and out of these positions throughout the day – if this is something you have experience with, think you would be good at, or enjoy doing, please let your aid station captain know. 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 everyone’s favorite position, 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 be polite but assertive! 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-and-Spectator-Guide-8-25-22-250PM-CST.pdf that applies to your aid station – the info-graphics show exactly where course marshals are required (at all times) for your aid station.
*TIME SENSITIVE Volunteer Lodging (If Needed, Please Read then Sign Up Via the Link Below):
We have always tried to provide communal lodging for our volunteers in need, so that volunteering would not be costly or prohibitive for anyone. In the Covid / post-Covid era we are trying to keep units from being crowded. As a result, we have far less capacity than years past. We are asking that wherever possible, volunteers who are not working 3 or 4 days (those volunteers will be given priority for obvious reasons) look for their own arrangements. If you like camping, there are many affordable options in the area, if you have friends or family who are running, perhaps you could share some space. See what you can do. Ultimately we will do everything in our power to make sure you have a place to crash if you need it, but we want to be upfront about the concerns, considerations and limitations. Please do not let lodging issues be a reason that you do not come and volunteer, if you need lodging, sign up. Please let me know if you have any questions. 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/3DJgEWc2DcPZGia8A – 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 week – generally speaking markers will all need to be available to meet at Caribou Highlands on Thursday Sept 7 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 we typically only take on new markers and sweepers that are interested in making a long-term commitment to marking and sweeping – if you feel you might be interested in this in the future, please let us know, we would love to have you.
HAM Radio Operators Specific:
Your names are on the volunteer assignment page but specific volunteer assignments for these positions are made and communicated to you by the HAM Radio Coordinators, Rick and Jayne Johnson. If you have assignment specific requests, questions or concerns, please contact Rick or Jayne. Thank you for taking the time to sign up on the website so we have your up to date contact / emergency contact information.
The Tettegouche reroute remains in effect. Race start time reverts back to 8:00AM this year, but cutoffs at Tettegouche, County 6 and Finland remain extended by 10 minutes. Complete details HERE https://www.superiorfalltrailrace.com/superior-100-tettegouche-reroute-and-logistics/
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!
If you are working at an aid station your beanie (this year’s giveaway) https://www.superiorfalltrailrace.com/2023-race-beanie/ will be sent out in the aid station bins. If you are working positions other than aid stations and will be at any of the pre-race(s) or at the finish, please pick up your own hat at the same location we sell merchandise – tell the folks that you are a volunteer and need to pick up your beanie. Anyone else, who is remote and we will not see at these areas, reach out and we will make arrangements.
See you at the finish!?
Please join us on Saturday / after your shift is done at Caribou Highlands and take in the atmosphere, watch runners finish and have some food with us, we will be serving Chili.
The overall the plan is coming together nicely, we will be adding some more volunteers and will be making tweaks to assignments over the next 10(ish) days. Should you have any questions please feel free to email me. We look forward to seeing you in just over two weeks!