2014 Bank of America Chicago Marathon August 6, 2014

Aid Station Planning Meeting

Welcome • 2013 highlights video • Welcome and introduction from Carey • What’s new in 2014?

– Event rebrand – new logo and grammatical style

– Campaign – (RED) - Fight for an AIDS free generation

– Volunteer jacket style • Royal blue with white accents at neck and

wrists • Jacket sizing youth extra large replacing adult

extra small (YXL vs. XS) – New Captains – welcome Joe Costenero,

Ricky Lam and Tom Minichiello – Dave got married!

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Operations overview • No major changes

– Same course route & start time – Same time limit: 6 hour, 30 minutes – Security measures consistent

• What’s New? – New locks on trailers

• Operations documents chicagomarathon.com/aidstation##operations

– Aid Station ## = 01, 02, 03….20 • Medical team check-out • Emergency response plans • Weekend timeline • Fluids, cups & gel overview • Recycling & composting

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Aid Station Set-Up Diagram

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• Runner arrival times

• Medical tent & ambulance

• Toilets

• Security/tables/forklift/ice/trailers

• Verticades

• Fire hydrant

• Gatorade tables

• Water tables

• DJ tent

• Volunteer check-in location

• Event phone numbers

• Zone Manager name & cell phone

• Medical lead name & phone number

• Location of emergency shelter

Semi Diagram

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Supply lists

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Key Volunteer Diagram

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Medical tent clean-up • Clean up verification

1. Course Dispatch will inform Aid Captains that Medical tents are ready to close

2. Meet with Medical Captain for final tent walkthrough

3. Aid Station Captains will allow medical teams to check out and inform Course Dispatch so that we may inform drivers

• This ensures – Medical tent is properly cleaned (so

you don’t have to!) – Medical tent is free of

unattended/suspicious packages – Aid Station volunteers know when

medical teams are off-site 8

Emergency response planning • Evacuation shelters for participants and/or

volunteers – Will share these locations with you

individually. Will also put on set-up map.

• Course route diversion – Shamrock Shuffle 2013 – HAZMAT chemical spill on Ashland a

couple of weeks ago – closed Ashland from Roosevelt to 18th St for several hours

• Pre-planned half-marathon (inclement weather)

– Runners will return to Grant Park after Aid Station 9 (turn east on Jackson from Franklin)

• Course evacuation / event cancellation – Hold runners at the aid stations

• “Active Shooter” education – Education & public awareness push by

Department of Homeland Security 9

General timeline of events • Race week

– Call DJ, fork lift driver and Medical Captain to introduce yourself and coordinate

– Confirm as needed with group leaders & key volunteers

• Saturday – (2) Semi-trailers dropped – Ice chest – Tables – Forklift – Off-duty police officer overnight

• Will provide name & phone number – Hydrant cap installed and turned on by CFD

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General timeline of events • Early Sunday

– Toilets dropped – Captain and Key Volunteers arrive – hand out key volunteer

vests – Fork lift driver arrives – Move ice chest to medical tent – Ham Radio operators arrive to Medical Tent – Medical supplies delivered to Medical Tent – Zone Manager arrives (radios & any last minute items) – Traffic equipment set – Unload trucks and setup tables, stage product – DJ Tent and Medical Tent set up – DJ arrives – General volunteers arrive, begin checking in and assigning tasks

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General timeline of events • Pre-race

– Medical team and ambulance arrive – Streets close (approx. 30 min-1 hour before first wheelchair) – Advance vehicles driving course – Dispose of recycling waste before race start (recycling trucks will

come through)

• During race – Immediate advance vehicles & bike marshals – First wheelchair – Lead male athletes – Lead female athletes – 40,000 runners – Break down early tables as they are depleted – Rake up cups and begin preparing clean-up during the race – Communicate with Co-Captain, Zone Manager & Forward

Command on status levels (mobile app & via radio) 12

General timeline of events • Post-race

– Official End Vehicle passes through at 6 hr 30 min pace (clock on roof) – Use rakes, shovels and trash bags to clean up remaining cups – Move any tables & pallets onto the sidewalk – Discard of any open cases of product – water, Gatorade, cups.

Recycling and trash trucks will come through once or twice – might stay at station all day too.

– Restack unopened product onto pallets and reload onto trailer (try to consolidate everything onto one trailer)

– Check-in with medical team, do a walk-through of medical area together to make sure it is properly cleaned and give OK to Forward Command that they can be dismissed

– Medical supplies reclaimed by medical supply delivery team – Stack all traffic equipment together in one place – Leave Saturday equipment (tables, ice chest, forklift) where it was

delivered near semi-trailers – do not block access for drivers to pick up trailers

– Check out with Zone Manager, return radio, when finished.

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Fluids and cups • Water

– All Roundy’s (4 gallons / case) – No Hinckley Springs – Almost all new water

• Water cups – 9 oz. Bank of America branded (red) – 2,400 per case, 27 cases per station (1 pallet)

• Gatorade – 1.5 pallets concentrate (about 80 cases) – 5:1 mixing ratio

• Gatorade cups – 12 oz. Gatorade branded (green) – 2,000 per case, 27 cases per station (1 pallet)

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Fluid Status Supervisor / ‘volunteer texter’ • Report Aid Station’s supply level every 15

minutes • Things to report (open for discussion)

– # of pallets of water – tables of water in use – tables of Gatorade in use

• Volunteer needs to be comfortable with technology

• Need to be willing to use their own phones • Official job description on Operations

webpage with all other Key Volunteer job descriptions

• Please have your volunteers name, number and email to me by Monday, September 1, 2014

– David Waskowski • Email:

david.waskowski@cemevent.com • Cell: 312.446.3746

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Gel and Food • PowerGel

– Aid Station 13 Gel • Flavors – some are caffeinated • Set up

• G Series Pro Carb Energy Chews – Aid Station 09 – before Gatorade fluids

• 2 different flavors – orange and fruit punch • 12 tables total / 6 each side of the street / 3 for each flavor

– Chews are easy to chew and swallow gummy chews that provide 31 grams of carbohydrate energy when consumed prior to and during exercise to help endurance athletes continue to perform at a high level

• Bananas at 15, 16, 17 & 18

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Recycling and composting • Recycling

– Republic Services / private waste hauler in 2013 – Collect empty plastic jugs in cardboard boxes and stack – Recycling and garbage trucks will stop by pre-race and post-race

• Composting – Continue with past participants – Aid Stations 1, 5, 6 and 19 – Expanding participation – thank you to those who expressed interest in

learning more about participating via the Captain’s Feedback Form • Trash

– Department of Streets and Sanitation – trucks look very similar!

17 2011 Aid Station compostable material collection pilot

Course waste tonnage – 2010-2013

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0

10

20

30

40

50

60

70

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2010 2011 2012 2013 2010 2011 2012 2013 2010 2011 2012 2013 2010 2011 2012 2013

12.29

23.28 22.29

28.35

0 3.61 5.094

7.713

49.15

41.6

34.58

27.677

61.44

68.49

62.67 63.74

Tonn

age

Type of material each year Reports from Streets and Sanitation and Republic Services

Bank of America Chicago Marathon course waste 2010 - 2013 - tonnage

Course waste diversion – 2010-2013

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0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

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2010 2011 2012 2013 2010 2011 2012 2013 2010 2011 2012 2013 2010 2011 2012 2013

20.0%

34.0% 35.6%

44.5%

0.0% 5.3%

8.1% 12.1%

80.0%

60.7%

55.2%

43.4%

20.0%

39.3% 43.7%

56.6%

Div

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on R

ate

Type of Material Each Year Reports from Streets and Sanitation and Republic Service

Bank of America Chicago Marathon course waste 2010 - 2013 - diversion rate

Event security - volunteer policies • All policies are consistent with those of the 2013 event • Volunteers must register online

– All volunteers must register by Monday, October 6, or they will not be allowed to volunteer for the event. No ‘walk-on’/unregistered volunteers accepted the day of the event.

• Do not bring personal belongings – Volunteers are strongly discouraged from bringing personal belongings to

the event. Gear check will be required for belongings that cannot be carried in a volunteer’s pockets. If gear is not checked the volunteer MUST keep their belongings on them at all times.

• Wear your event volunteer uniform – Your event volunteer uniform and credential must be worn and visible at all

times so that event officials, participants, spectators and other volunteers can easily identify you as an event volunteer. Volunteers MUST wear the 2014 event issued uniform and should NOT wear the uniform of any year prior. How can you tell the difference? New logos – marathon and AA – and white accents.

• Bring an ID – Volunteers will be required to provide identification at check-in in in order to

volunteer. School IDs accepted. Course volunteers will be ID verified, wristbanded and checked in online so Captains, check-in teams and race officials have an up-to-date list of volunteers, on site, across the event, as well as a historical record of attendance.

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Event security - setting volunteers’ expectations • Volunteer guidelines

– All items mentioned on last page are from the Volunteer Guidelines – Volunteers are encouraged (on three occasions) to review guidelines chicagomarathon.com/volunteerguidelines

• Volunteer webpages – event safety section

– Each and every volunteer plays an important role in making the Bank of America Chicago Marathon a safe, world-class experience for participants, spectators and fellow volunteers. Closer to the event, volunteers will be given more information on how they can help us achieve this goal. Your cooperation is appreciated and expected. In the meantime, please review our Volunteer Guidelines.

• Volunteer registration waiver – All volunteers must agree to this waiver to proceed with registration

• Final communications

– Captains and Group Leaders to reiterate policies and expectations 21

Volunteer gear check • To facilitate security policy, ‘Gear check will be required for belongings that

cannot be carried in a volunteer’s pockets’ the Gear Check Supervisor has been introduced

• Key Volunteer position – Gear Check Supervisor – Roles and responsibilities detailed in Key Volunteer

job descriptions on operations webpage

• Notification of volunteers at various points – Discouraged from bringing personal belongings

• Leave in car, leave in bus, do not bring, etc. – Gear check will be available and use is encouraged

• Race day priorities

– Individuals cannot be forced to check their bags – If they choose not to check their bag they must keep it on them at ALL times – Avoid event disruption

• Benefits

– Avoid losing items – Avoid theft of items – Avoid unattended bags on ground/route that can disrupt event

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Tags will be branded with the marathon

logo

Volunteers information and registration

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• Volunteer webpage – general volunteers chicagomarathon.com/aidstation##volunteers – Aid Station ## here

• Operations webpage - Key Volunteers and Group Leaders chicagomarathon.com/aidstation##operations – Aid Station ## here

• Volunteer registration – see assignment document – Volunteers click on group logo/name on volunteer webpage to access

registration – Volunteers log in to existing account or create a new account – Continue to use the custom-built volunteer registration system (Y3) – Log-in – ALL system users – once registered for 2014 event

chicagomarathon.com/volunteerlogin or cemevent.com/login • Registration system assistance – New in 2014

– Webpages replace the former registration tutorials (PowerPoints) – Volunteer registration FAQ’s chicagomarathon.com/volunteerregistrationfaqs – Group Leader registration FAQ’s chicagomarathon.com/groupleaderregistrationfaqs

Volunteer registration system updates

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• More concise My Team dashboard

• Add to calendar function. All volunteers can click on the calendar next to their role in the My Jobs tab to add to calendar.

• Coming soon - ability for Captain to change Key Volunteers’ positions / select correct position for Key Volunteer

Volunteer recruitment • View your 2013 and 2012 volunteers

– Visit your My Team tab – Scroll to Past Events – Export list

• Communicate with your past volunteers – Visit your Communicate tab – Scroll to Past Events – Select event and audience to

communicate to • View attendance

– Export report in My Team tab – See column AK for check in stamp

• Registration reminder to all volunteers - Reminder of commitment - Maintain contact with early

registrants – 1/3 volunteers registered 5 weeks before event

- Early September distribution by CEM

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Mobile volunteer check-in • In 2013 mobile/electronic volunteer check in

was first used across the event • Advantages of mobile volunteer check-in

– Up-to-date, live records. Who is on-site? Who was late? How many volunteers from group ABC are here? Are any Key Volunteers missing?

– Simple, consistent record keeping – Future service hours function

• Visibility - only your Aid Station • Necessary tools

– 2-3 adult volunteers who own Smart Phones with an internet connection and are willing to use them for about 1-2 hours (regular rates apply ) Tablets, with Wi-Fi, can also be used.

– ALWAYS print paper back up copies of list of volunteers in case wireless isn’t working. Include emergency contact on these as well.

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Mobile volunteer check-in review • Mobile check in credentials to be

provided at the Event Production Meeting

• Every station has a unique URL and QR code to access check in

• Enter volunteer account email and password to access check-in – any registered volunteer

• Check-in’s page – All volunteers and key

information • Search field

– Name, email or phone

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Mobile volunteer check-in review • Check-in volunteers

– Search volunteer’s name – Tap on your name or info – Check mark appears

• Check-in count – Tap refresh arrows – Number will update

• Landscape orientation – Allows search by Job or Group

i.e. key volunteer, noble street

• Function enabled one day before and two weeks after shift date

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Check-in timestamps • My Team tab reporting of check-in information

– XLS (column AG/AK) or CSV report – Individual volunteer profile – Check-In sheet

• Attendance record handout - 2013 check ins

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Your volunteer check-in team • Suggested volunteer check in team

– Volunteer Check-In Coordinator • Manage following team and operations

– Mobile Check-In Volunteers • Using mobile devices to check in volunteers • 2 to 3 individuals

– Mobile Check-In Assistant • ID Check and wristbanding volunteers • 2 to 3 individuals

– Uniform distribution • Distribute credential, jacket and hat IF

volunteer is wristbanded (i.e. checked in) • 2 individuals

– Assignments/volunteer distribution – Gear Check Supervisor

• Supervisor to manage process

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Feedback forms and Event Production Meeting • Online feedback form

– Operations – Captain merchandise – Event Production Meeting – RSVP today!

• Jacket size breakdown – sorting in mid-August • Volunteer feedback form – groups and limits

Return form(s) to CEM TODAY

• Event Production Meeting – Saturday, September 27 – De La Salle Institute – Meetings 10 am – 12 pm; lunch and social 12 pm – 2 pm – NEW! – Ability to pick up merchandise - Captain and Co-Captain only. One

MUST RSVP by 9.17 to have merchandise available at meeting – RSVP today! http://form.jotformpro.com/form/41555406590960

Now it’s time to… kick off volunteer recruitment!

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Thank you!

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