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Meet Site

Detailed instructions for volunteers setting up the race course, including placing lights, course directions posts, flags, and other setup tasks.

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Meet Site

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  1. Meet Site

  2. Course Set Up A. Thursday (8:00 am to ????): • Placing lights towers on course: a. Four crews of 2 adults with strong backs b. Hook lights on utility cart, drive cart to designated areas, position lights on designated spots. Repeat this procedure 14 more times c. Bring gloves, long steel bar (if available) • Placing course directions posts on course: a. 2 crews of 3-4 volunteers. b. Using a stake pounder, pound metal stakes into the ground at the designated spots (16 walking strides apart) through out the course.

  3. Course set up (cont) B. Friday (6:00am to 3:00 pm) • String rope flags on posts that were pounded into position on Thursday. Pull the rope flags very tight and at hip-height. • Place U. S. Flag every 4th pole with masking tape or zip-ties • Place Skechers wind-flags at designated sports o the course • Places Red and yellow flags on pvc pipes and zip tie at the designated areas (start and finish) • Set up Starting line with snow fence and flags • Set up Finish line and Finish chute with snow fencing, decorative flags, etc. • Set up Check-in area • Set up Awards tables with alpha signs • Set up Results boards

  4. Course Monitors • Captains: Julie Flaiz-Windham, Louie Muniz • Coaches will assign families to one of the course monitor positions. These positions will be noted on the course map at the volunteer center. • WHS athletes and parents will supervise these positions on Friday night. • WHS parents, NHS parents and Northwood athletes will supervise these positions on Saturday night.

  5. Course Monitor Information • Wear the orange vests provided • Bring bull horns (if you have access to them). • Arrive 45 minutes before races start • Supervise/Patrol the area assigned at all times • Clear the running course as runners approach. • Keep spectators behind the roped area and off of the running course when runners are approaching. • Stop vehicle traffic and spectator traffic from crossing the running course when runners are approaching your assigned area. • Guide spectators to cross the running course when runners are not approaching. • Be firm but polite in your interaction with the spectators and coaches. • Allow spectators to cross from one point of the course to another only if it is safe and there is a big break between runners or no runners are approaching at all.

  6. Finish Line • Report to the finish line 30 minutes before the first medal race. • Finish line captains will provide finish line instructions. • As the runners cross the finish line, urge them to keep moving towards the end of the finish chute • Wear gloves as you might have to touch or help the runners. • Keep them moving forward in the finishing area/chute and urge them to exit the chute and clear the finish area as quickly as possible. • If a runner falls or is unable to move on their own, assist the medical staff in helping the athletes to move to the side of the finish area or to the medical table.

  7. Finish Line Water Station • Captain: Louie Muniz (Northwood): Delivers supplies- tables, chairs, cups, water, water boy with the batteries plugged in at all times, coolers • Finish Line Water Station is located at the end of the finishing chute (parking lot close to soccer field “5”) • Wear gloves to handle cups • Assist passing out Gatorade fluids as the runners exit the chute area. • Keep “Water Boy” (there will be at least two of them) filled with water at all times. As runners exit the chute, have 2/3 full cups of water ready for the runners to pick up. • Re-load after each race. Water is available on the back side of the bathrooms close by. • Keep the batteries charged throughout the night by plugging them in to a power source

  8. Course Water Station Procedure • Captain: Louie Muniz (Delivers supplies- tables, chairs, cups, water, water boy with the batteries plugged in at all times, coolers) • Located in area between soccer field 17 and 19. • Wear gloves • Fill cups about 2/3 full and place on table (pour water in the cooler first and then into cups) • Bring cardboard so that you can make 2-3 stack high • As runners come by, allow them to take water as needed. Do not hold cups in hand and offer to runners. The runners that want water will come to get it. • Replace used cups with fresh ones

  9. Split timing • Two timers per day. Locate the Mile Marker • Exchange cell phone numbers with the other mile marker person • Use your cell phone or watch to keep the running time for each race. • Mile # 1: • Start the clock and hand timer when you hear the gun sound for the start of the race. You will be able to see the start. • As the 8 minute mark is approaching, call the mile # 2 volunteer and count down for that person the running time so the mile # 2 clocks starts at 9:00. • Mile # 2: • Split timer at Mile2 receives the phone call, pre-sets the clock at 9:00 minutes and starts the clock per instructions **** Both timers write down the bib number of the first 4-5 runners that pass your mile mark (bring notebook). Call Don Turnbull (the meet announcer) at 714.337.5480 and give him those numbers. Tell him what mile-marker you are located at.

  10. Clerk of the Course (2-5 individuals), • Supervises the lining up of the runners for the start of the race. • Read the script provided for the starting line procedure. • Stay on the printed schedule as much as possible. • If a race needs to be re-started, make a note of how much time was needed and adjust the starting time of the races that follow accordingly. We want the 12:00 minute window between races. • Each team should be allocated 3 runners in the front row. In some races (especially in the varsity races), it might be possible to allocate more that 3 spaces in the front row. Try to stretch the teams out so that the entire starting line is utilized. • The number of runners in the front row might have to be adjusted to 2 if too many teams line up for a race (especially in the frosh or soph races). • At approximately 1 minute before the scheduled start, the race is turned over to the starter for the starting instructions by the starter.

  11. Results • The timing Crew (at the finish line) will provide 2 copies of the results for each race: individual runner finish order and team finish order. • Take one set of the results to the awards table and post the second set on the results boards

  12. Awards • Medals and Patches will be located at the awards tables with the patches stacked in the order of the places. • Six (6) volunteers are needed (5 to hand out medals and 1 to hand out team plaques) • Take one of the five (5) numerical groups: 0-20, 21-40, 41-60, 61-80, 81-100). Have i-pad or Smart Phone to be able to access the official results. • Runners or coaches or parents will come to the table and ask for medals earned by their athletes. • Check to verify the finish of the official race results. Take the sticker from the sheets that corresponds to that finish, stick it in the back of the medal and hand the medal(s) to the runner/coach/parent. • When athletes/coaches/parents ask for the team patches, locate the patches for that finish place. Ask the coach how many runners ran in that race (max of 7) and hand that individual the patches. Have them sign off that they picked up the plaque.

  13. Check-in • Kelly Babcock and Janis Varvas will captain • Friday Check-In (2:00 – 6:30); Sat. Check in (1:30 – 6:30) • As the coaches arrive, ask for the following; • a. The school name (locate on the school list to • determine if we have their entry fee ) • c. If an entry fee has not been received, ask for the entry • fee. If they do not have a school check for the entry fee, ask for a personal check. Inform them that we will not deposit the checks for 3 weeks. If they claim the check is in the mail, mark that comment on the school list so that we do not deposit te checks. • d. Record the amount of the entry fee paid on the school list. • e. If the entry fee is paid by a personal check (instead of a school check), put the name of the school on the check as well. Checks are made out to WHS • e. If the entry fee is paid by cash, write the amount with a ( C ) after it on the school list. • f Give the coach the envelop with the bib numbers. • g Remind the coach to collect as may of the bibs as possible. They do not have to count but we do want to re-cycle the bibs. As them to put the bibs in the envelop at the end of the meet. • h Ask the coach to instruct the runners to pin the bib at about the belly button and to not have the safety pin damage the chip.

  14. Sat Check-in and Out • Friday Check-Out: 7:30 – 11:00 : Sat. Check Out (7:30 pm – 11:00 pm. • When a coach/school bring back their bibs, please keep them in the container returned. a. Do not Count the # of bibs returned d. Place stringer of bibs in the box e. Go to the next coach

  15. Volunteer/Information booth • Provide assistance/information of the race venue to coaches and spectators. • Check in volunteers • Check-out equipment (2-way radios) and other materials/equipment to the volunteers

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