Volunteer Instructions
THANKSGIVING DAY
Set-up: 6:30am @ Sherwood High School Stadium
Race Start: 9:00am Walk & 9:05 Run
Clean-up: We begin as soon as the race starts and wrap-up around 11:00am.
Set-up: 6:30am @ Sherwood High School Stadium
Race Start: 9:00am Walk & 9:05 Run
Clean-up: We begin as soon as the race starts and wrap-up around 11:00am.
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Volunteer T-SHIRT PICKUP
When: Sunday before Thanksgiving at the Sherwood High School Stadium
What: We will provide you with your shirt and training info for your area. Volunteer check-in times are based on volunteer position: 3:00 - Course Volunteer Check-in (15 min) 3:15-3:30 - All Other Volunteer Check-in (15 min) PLEASE NOTE ~ If you have not volunteered with us before and cannot make this meeting please make sure to check in to the Sponsor & Volunteer Booth in the Sherwood H.S. stadium between 7-7:45 am on Thanksgiving (or earlier please if you are on a set up team). BONUS ~ As our way of thanking YOU for giving your time, the first 50 volunteers to pickup their t-shirts will receive a Columbia Employee Store pass for you and 4 guests! 
AUCTION/COMMUNITY RELATIONS
Community Awareness* – PRE-Thanksgiving - Starts 10/1 Distribute and post banners/signs to promote event. Prize Drawing Donations* – PRE-Thanksgiving - Starts 10/1 Procure raffle donations and create raffle package/s. Course Setup* – 6:00–8:30am
Work with Course Directors before the run/walk on Thanksgiving morning to set-up course markers/signage. Stadium Setup* – 6:45–7:45am
•Set-up tables and tents/awnings in stadium area for these stations: Registration, Sponsors/Volunteer. •Hang Platinum sponsor banners on the fence by the start/finish line with zip ties. •Place kid's signs on course or by start/finish with yard sign holders, or zip tie to gate area. Supplies located in front of Concessions: tables, tents, table cloths, zip ties, banners, tape, stakes CONCESSIONS/REFRESHMENT AREA – 7:00–11:00am
-Secure food & drink donations starting in mid-October
-Setup and organize refreshment /concessions area in the stadium on Thanksgiving -Cut fruit and other donated product into bite size pieces -Display for participants; manage booth pre-race. -All garbage and recycle materials need to be loaded into truck and taken to Helping Hands food bank dumpsters at United Methodist Church (by Stella Olsen Park). NOTE: This area is reserved every year for returning volunteers in the Bishop/Ford/Kern group - we are grateful for all you do every year to secure donations and make this area run so smoothly! :) Food Donations* – 7:15–9:00am
This volunteer position is located at the FOOD DONATIONS TRUCK located in front of the Stadium. After set-up (see info bel0w), please warmly welcome participants to Give n’ Gobble. Remember to say "Happy Thanksgiving!"and help collect their food donations, then give them a ticket that they can use to get their free Give n' Gobble shirt in the stadium. Friendly Reminder, you are the first smiley face they will see and we want to start their Thanksgiving off with a smile :) Shirts are not included with registration, they are “Give n’ Get” to help increase food donations. To receive a FREE shirt each participant is expected to donate “a bag of nonperishable food items.” (We are hoping for at least 3 items per shirt.) SHIRTS ARE ALSO AVAILABLE FOR SALE FOR ONLY $10. (Feel to be flexible if it seems challenging for a family to donate enough food items for all their shirts. Just explain that the goal is to raise money for the food bank. So anything they can do to help is much appreciated.) Set-up supplies located in front of Concessions: Zip Ties, Tickets for Shirts, Food Donations Banner (please hang at the top of back truck opening so participants can easily see when crowds arrive). IMPORTANT NOTE: This event is ONLINE REGISTRATION ONLY because we sell out every year and our course size is limited to keep this a fun & safe event. * Indicates volunteer position that are before or after the event, allowing for participation in the walk/run. Please keep in mind, for early positions we will need you in your spots until right before the start, but no worries your individual timed start doesn’t begin until you cross over the timer at the start line.
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Greeter/Visor Distribution* – 7:15–9:15am
-Welcome participants as they walk through the front gate of the Sherwood High School Stadium to the Give n’ Gobble by smiling and saying “Happy Thanksgiving!” -Offer visors to anyone who would like one, especially kids... helps if you have one on! :) -Gently ask: “Do you guys have your bib numbers already?” If not, please let them know there are separate areas for Individuals and Families/Teams to help the lines move faster ***If they registered through one of our sponsors their bib numbers will be in the VIP Sponsor Booth. If they did not pre-register online, please let them know “This year we offered advance online registration only because we sell our every year. (If you have anyone who needs help send them to the SPONSOR/VOLUNTEER BOOTH) -Direct anyone that still has food donations in hand back to the truck in front of the stadium to get a ticket which will allow them to get their shirt once they have their bib # -Direct volunteers & sponsors to the Sponsor/Volunteer tent, if they have questions Sponsor VIP/Volunteer Booth – 7:15–9:15am
SPONSORS -Volunteers in this area help our sponsors, who are our VIPs, we couldn’t host this event with out their support, so please make them feel welcome and appreciated. -Sponsors may have pre-registered, or in rare cases need a new registration. -PRE-REG - Ask them the name of the business that sponsored their reg and look up on reg list and find sponsor packet- Ask if they picking up everyone’s in group or just one bib#? Mark off accordingly who picked up. Then give them a VIP T-shirt (VIP shirts are only available in adult sizes, we have youth sizes in participant colored shirts - please ensure you have a supply in your booth). -NEW REG - Help sponsors register using their complimentary entries (verify on sponsor report, how many free registrations they are eligible for, then help them complete the online reg form and assign a new bib/race # - Distribute sponsor t-shirts. VOLUNTEERS -Be familiar with volunteer positions and responsibilities in advance. -Please help check-in volunteers; direct to job area; distribute volunteer t-shirts. Bib# Pick-up* – 7:15–9:00am
Help participants who registered online pick-up their bib/race number. They will line up by INDIVIDUAL or FAMILY/TEAM registration. BIB PICK-UP STEPS -Ask for their last name and look up their bib number. -Call out bib number to your "runner" or find the bib number in packages arranged by numerical order on the back table. -Verify their info, give them their bib. -Mark off their name. Family packets are arranged alphabetically by last name on back table and all bib #s are included in their packet. (Some families registered a team name too, so you can check their team name if you can’t find it by their last name.) Please check off their name when they pick-up. --------------------------------------- WHAT HAPPENS IF THEY SAY THEY REGISTERED BUT THEY AREN’T ON THE LIST?Ask if they could have registered under another option (individual, family, team) or another name? Or did they get a FREE registration promo code from a sponsor? Then check other lists for their name. Sponsor Bibs are only available in the Sponsor Booth at the event. Still can’t find them? Make a note on the change form and help them get manually registered at the kiosk. --------------------------------------- FYI - "GIVE n’ GET " SHIRTS--- Each registered participant who donates a bag of food will receive a ticket for a FREE dri-fit shirt. They drop off their food donation and get their tickets in the shirt area. They will need to show their bib and give their ticket to the T-shirt Volunteers. (First come first served, sizes and quantities are limited.) T-Shirt Distribution* – 7:15–9:00am
EACH PARTICIPANT MUST HAVE BOTH A BIB# AND A TICKET TO GET A FREE SHIRT. Collect t-shirt tickets, verify race bib # and distribute requested size/color t-shirt. SHIRTS MAY ALSO BE PURCHASED FOR $10 each. REMINDER: Shirts are not included with registration, they are “Give n’ Get” to help increase food donations. To receive a FREE shirt each participant is asked to donate “a bag of nonperishable food items.” (We are hoping for at least 3 items per shirt.) They donate their food and get their ticket at the truck in front of the stadium. FYI, some times people come in the back way thru the track and don’t see the huge truck out front :) Start & Finish Line – 7:00–11:00am
-Set-up Start/Finish area cones and signs -Help runners/walkers finish race in the correct shoot (walk or run) -SMILE, cheer them one, and help them celebrate their accomplishment! :) -Help clean-up area Run/Walk Course – 8:45–10:30am
**Please see separate info sheet provided by Race Director for more info for each particular location b/c there are 19 spots on the run courses and 12 spots on the walk course - details are also provided in signup.com for each position** -Cheer on participants. -Keep participants on course and safe. -Feel free to decorate or have music at your "tailgate station" -Have fun! :) Stadium Closing Team– 9:30–11:00am
-Fold up and put away: tables, tents, signs, take down balloon arch, pack materials - load into trucks. -We should leave the stadium as clean as when we go there :) Course Tear-Down* – 10:00-11:00am
-Work with Course Directors to collect cones and signs from the course and bring to the finish line. -Ensure all participants are safely off the course. |
THANK YOU SO MUCH!!
We couldn’t do this amazing community event without all of your help! :)
We couldn’t do this amazing community event without all of your help! :)
