Volunteers

If you are interested in volunteering for the 2018 Cobequid Walk Run please contact Heather Harris at heather.harris@nshealth.ca or call 902-869-6128

Volunteer Roles & Descriptions

Setup Team:

Saturday Setup:

Please arrive @ 10:00 am

  • Set up event signage and tables
  • Put participant giveaway bags together
  • Set up registration
  • Complete last minute updates to registration

Sunday Morning Setup:

Please arrive @ 9:00 am as participants will be arriving at 11:45 am

  • Set up tents and tables outside
  • Coordinate bouncy castle installation with Glow Party
  • Coordinate volunteers and booth vendors who are arriving
  • Set up BBQ station
  • Update registration excel with last minute donations online

Welcome & Wavier Table

Please arrive @ 11:15 am as participants will be arriving at 11:45am

  • Welcome participants/volunteers and thank them for participating/volunteering
  • Show participants to the waiver signing table
  • Show volunteers to the volunteer room to sign wavier and collect t-shirt
  • Ask participants to sign waivers. Give them bracelets and organize waivers into folder
  • Make all participants feel welcome and appreciated
  • Pass out Welcome Sheet and point out the site map and get them orientated to it.
  • Answer questions regarding the site, give participants directions to stations (i.e. Registration)

Parking Attendants Team

Please arrive @ 11:30 am as participants will be arriving at 11:45 am.

  • You will be assigned a spot, at that spot you will help direct people where to park
  • Make sure all cars are parked in the back parking lot. Participants must enter at the front entrance on the hospital
  • Ensure participants know where to enter to register, and direct them to the registration greeter.
  • If you have any questions or any problems arise please see Heather Harris

Volunteer Management Team

Please arrive @ 10:30 am as volunteers will arrive at 11:00 am.

  • Arrange items within the volunteer room
  • Create place for jackets
  • Ballot box for volunteer prize
  • Have volunteers sign in upon arrival
  • Ensure volunteers have signed a volunteer waiver form
  • Answer any questions volunteers have. Keep volunteer spreadsheet on hand so volunteers are aware of positions/duties
  • Distribute shirts
  • Report any absences, report issues between volunteers on site
  • Give out volunteer ballots for the volunteer draw
  • Trouble shoot and reassign volunteers if needed

Runner

Please arrive @ 9:30 am

  • Stay in volunteer area for issues that arise
  • Make coffee for volunteer room
  • Take direction from site manager
  • Be flexible to fill any station needed
  • Pick up the subs from Subway (pick up around 1pm) at the Cobequid Subway store.
  • Drive volunteers to water stops

Registration & Incentive Distribution Team

Please arrive @ 11:00 am as participants will arrive at 11:45 am.

Registration Coordinator

  • Responsible for overseeing the registration process and answering any registration questions
  • Greeting all registration volunteers
  • Ensures they know the role they are playing for the day
  • Makes sure they have signed in at the volunteer room
  • Overseeing the input of all pledges from participants

Input Clerk

  • Use excel to input all pledges from registration
  • Check to make sure numbers are typed correctly
  • Work with Rita to gather needed information to Stacey including; top fundraisers, teams and staff and the grand total of funds raised. See excel sheet.
  • Count and place earned team ballots into box for team draw prize

Greeter

  • Greets everyone and makes them feel welcomed and appreciated.
  • Determine if participants are handing in money and if they are on a team. There will be two tables for teams and one table for individuals. Please direct participants to the correct registration table.
  • Be able to answer any questions on where to register.

Registration Clerks:

  • Collect money from participant if they have money to turn in. Do not open the envelope. The total they provide you is the total they are credited with. Record the pledge envelope total in the appropriate column on the Master Registration sheet.
  • For those who have collected online pledges please ensure the pledge envelope total does not include their on-line pledges. Their on-line pledges will have already been recorded by the Foundation office staff prior to the day-of and can be found in the On-line Pledges column of the Master Registration sheet.
  • Calculated these columns for the grand total after registration.
  • When you have completed the registration please place the participant's pledge envelope in the designated bin behind you.
  • Direct the participant to the participants’ ballot distribution station

Ballots

Ballot Pickup Station

  • Distribute Pins
  • Special staff ballots
  • Know how many ballots participants are getting and give to participant
  • Give out pedometers to participants who registered before August 31 st unless already picked up
  • Give out McDonald fries to participants who have registered in September, unless already picked up

Ballot Drop off Station

  • Know which boxes the ballots go in
  • Ensure participants are putting them in the correct bins

Bag & Incentive Distribution

  • Set up and organize t-shirts, sweaters & participants’ bags
  • Once a participant has been registered they will report to your station for a participant bag
  • Pass the bag to the participant, t-shirt and sweater if the participant has the correct ballots.
  • Ensure after all participants have received their participants bag
  • If we run out of t-shirts or sweaters please fill out a form to give to the participant to pick up at a later time. There will be a sheet for you to fill out. See Heather with questions.
  • Sell Scarves & Gloves to participants. $7 each or 2 for $10 (funds will be matched by Scotiabank)

Back Entrance Guard

  • Ensure no one enters the doors from the back. Participants should only enter from the front of the hospital and must go through registration
  • Ensure security for all participants and volunteers at the Walk Run event.

Food & Beverage (BBQ) Team

Please arrive @ 12:30 pm as participants BBQing will begin at 1:30 pm and set up is needed.

Food/Beverage Supervisor

Oversee all food and beverage services.

Beverage Coordinator

  • Oversee beverage stations & stock water

Station A - BBQ

  • Cooking of hamburgers & keep area clean and neat
  • Notify Food/Beverage supervisor in advance if critical supplies are running low

Passing out food:

  • Handing hamburgers to people
  • When handling any food, make sure you are wearing gloves
  • Indicate to participants where condiments & napkins are located
  • Make sure condiments/supplies remain full.
  • Notify Food/Beverage Supervisor in advance if critical supplies are running low
  • Keep area clean and neat

Station B - Sandwiches

  • Subway subs - inform participants which types of subs are available
  • WEAR GLOVES - place sub on napkin and hand to participant
  • Indicate to participants where condiments (mustard and mayo) & napkins are located
  • Make sure condiments/supplies remain full, notify Food/Beverage Supervisor in advance if critical supplies are running low
  • Keep area clean and neat

Water Stop Team

Please arrive 12:30 pm.

Water Stops:

Stop 1: End of Freer Lane
Stop 2: End of Chandler Drive
Stop 3: Sackville Sports Stadium (Turn around point for walkers)
Stop 4: Eddie LeBlanc Ball Field
Stop 5: Sucker Brook Road

Stage & Prizing Team

Stage & prizing coordinator for the day:

Stage Coordinator

  • Greet EMCEE
  • Ensure script and prizing are organized for seamless distribution
  • Oversee all prizes, ensuring they are organized and easily accessible
  • Responsible for master list of prizes, documenting who had won what prize
  • Make sure schedule of events stays on time
  • Thank you awards/gifts on hand and organized
  • Make sure those speaking are at stage on time

Prizes Coordination

  • Distribute prizes as they are awarded
  • Assist coordinator in organizing prize

Route Marshals:

Please arrive @ 12:00 pm

  • Responsible to keep walkers/runners on the sidewalks and going the correct direction
  • Ensure participants are safe and away from traffic
  • Contact Heather Harris with any issues that arise – (902)-225-4156

Photographer:

Please arrive @ 11:30 am

  • Take photos of participants, volunteers and staff of all activities
  • Get photo of all participants at start line before they leave for the Walk/Run

Mascot:

Please arrive @ 11:30 am

  • Walk around with Walk Run Mascot outfit on and entertain participants
  • Give out treats to children

Face painters:

Please arrive @ 11:30 am

  • Set up face painting booth outside
  • Face paint participants

Medal Distribution

Please arrive @ 12:00 pm

  • Put Walk Run medals on participants as they cross the finishing line
  • Give them ballots for the Cobequid Facts Prize Draw
  • Forward participants to the finish tent to submit their ballots and grab a water

EMCEE

Please arrive @ 12:00 pm

  • Host event and follow script

Sound Tech

Please arrive @ 11:00 am

  • Bring sound gear and set up
  • Make sure everything goes smoothly with the sound
  • Play warm up music ( They will select 3 songs)

Warm Up

Please arrive @ 1:00 pm

  • Coordinate short warm up for all participants (3 songs)

Raffle Ticket Sellers

  • Set up raffle booths
  • Sell Raffle Tickets on the WestJet basket (Front of registration)
  • Sell tickets for the Ruth O’ Connell Painting (End of registration)
  • Once Registration is closed please bring ballot bin to the stage
  • Give funds to Rita a registration

Booth Coordinator

Coordinate booth vendors

Thank you for taking the time to volunteering for our event, we really appreciate it!

We hope that this document will help answer your questions about our Walk Run. Please don't hesitate to contact Heather at (902) 869-6128 or (902) 225-4145 (cell) or by email (heather.harris@nshealth.ca) if you have any additional questions. You can check out our website at www.cobequidwalkrun.ca .