The purpose of this message board is to coordinate the volunteer activities for the upcoming EM1240k. If you are not currently listed as a volunteer and would like to help out, please contact me at:trosenbauer@rcn.com. Besides this message board, there are several other resources with useful information:
The main website for the event is at:
http://users.rcn.com/trosenbauer/PA1200K.html
The message board for participants is at:
viewtopic.php?f=11&t=281
In particular, the following were important updates sent to the participants:
viewtopic.php?f=11&t=281&p=1389#p1389
viewtopic.php?f=11&t=281&start=15#p1397
RUSA has posted an excellent guidebook for running a 1200k event. While it is mainly for RBA organizers, it gives you a good overview of all that is involved in putting on a big event -- and maybe it will give you a few ideas on how you can fit in and best help out:
http://www.rusa.org/Download/1200k-guide.pdf
The EM1240k is based on the PA1000k, covering much of the same territory with the addition of one more day and night of riding. On the 2008 edition, we updated a message board that tracked rider progress as the event unfolded over 3 days. This will give you a good idea of what to expect on the EM1240k, and illustrate some of the unexpected eventualities that will need to be handled:
viewtopic.php?f=11&t=277
Some volunteers will be working part of a day and others will be working throughout the event, as well as helping out with the preparations. Despite our best efforts in planning, it will be very difficult to perfectly coordinate our volunteer activities -- there will certainly be some unforeseen eventualties that will require some flexibility on everybody's part. It is important to work in some 'down time' for rest and recovery and avoid burning out (which is easy to do on an event like this). With all this in mind, I hope that this will mainly be a positive experience for all of us.
Timing
In general, volunteers will be working at a controle or a stretch of the course between controles. The posted map/profile shows an overview of the course and the various controle stops. The posted cuesheet has detailed directions and opening and closing times for each of the controles -- however, it is very unlikely that any riders will be riding at either extreme. On the first day, the riders will be closely bunched together and arrive at the controles within a short interval of time -- because of this, I plan to staff the intermediate controles on day 1 with volunteers, to avoid overwhelming convenience stores. For the later controles over the remaining days, the riders will be quite dispersed with several hours separating the first and last riders -- because of this, convenience stores will be used for the intermediate controles. To help with scheduling, I've estimated the arrival time of the first and last riders at the staffed controles:
Controle 1 (Start): Tue 4PM - Wed 4AM
Controle 2 (Staffed): Wed 5AM - 7AM
Secret 1-2 (Staffed): Wed 8AM - 10AM
Controle 3 (Staffed): Wed 9AM- 12PM
Controle 5 (Staffed): Wed 4PM - 9PM
Controle 6 (Over-night 1): Wed 6PM - Thu 5AM
Controle 10 (Over-night 2): Thu 3PM - Fri 7AM
Secret 11-12 (Staffed): Fri: 1AM - 11AM
Controle 15 (Over-night 3): Fri 1PM - Sat 10AM
Controle 16 (Finish) Fri 11PM - Sun 1AM
I've got an EM1240k blog ready to go, that will report rider progress:
http://em1240k.blogspot.com/
I'll be posting a running commentary during the event, based on reports from volunteers in the field via cell phone or text messages. Volunteers should check this blog to get an update on the rider spread (first and last riders) and their subsequent ETA to the various controles. This will allow you to adjust your timing so you are where you need to be, at the time that riders will be coming through. In particular, as the event progresses, volunteers at the controles on the 2nd and 3rd days will need to adjust their schedules based on the actual rider progress. In addition to the commentary, I'm planning on a posting a spreadsheet with the riders' arrival and departure times from the overnight controles -- the link to this is on the blog and website. If you would like to post updates and photos directly to the blog, please send me an e-mail, and I will send you an invitation to be an author.
Sign-in Sheets
Use the following sign-in sheets to keep track of the riders you meet on course:
EM1240_SignInSheet.pdf- Sign-in Sheets
- (13.18 KiB) Downloaded 33 times
At the overnight controles, use seperate sheets for arrival and departure times.
Volunteer Meeting
If you are available, there will be an informal volunteer meeting at the Quakertown start controle (Hampton Inn) on Tuesday, 9/29 around 8PM. This will be an opportunity to review assignments and pick up any supplies or other items that you may need, along with your EM1240k polo shirt that I'm getting made -- the shirt is yours to keep and wear during the event, and is a small token of appreciation for helping out. Most of the participants are staying at the hotel, so you'll have an opportunity to meet them there -- you're welcome to come at any time during the sign-in period of 5-9PM on Tuesday and socialize with the participants.
Assignments
- Assignments.pdf
- Current Volunteer Assignments
- (12.58 KiB) Downloaded 63 times
Start/Finish Controle Activities
- Signing in riders at the start and finish
- Brevet card handling
- Bike inspection
- Assisting riders as needed
- Coordinate preride breakfast
- Rider meeting and event start
- Receiving reports in the field and updating the "Rider Progress" message board
- Postride buffet
- Cleanup
Drop Bag Activities
- Rental Truck pickup and return
- Picking up the bags at the Start controle
- Tagging the bags
- Drop-off and collection of bags at each of the over-night controles
- Organizing the bags in the volunteer room
- Delivery of non-perishable supplies (plates, cups, etc.) to the over-night controles
- Holding the 'fort' until the Overnight Controle Team arrives
- Returning the bags to the Finish controle
Over-night Controle Activities
- Signing in riders
- Picking up the room keys from the front desk
- Message board to direct riders
- Assigning hotel rooms
- Buy and prepare food to feed the riders
- Make sure riders clear the controle in a timely fashion
- Coordinate with hotel staff for early breakfast (if available)
Sweep Activites
- Staffing selected controles
- Sweeping selected parts of the course
- Reporting the time/position of the first and last three riders
- Providing rider support
Scouting Team
- Course checkout
- List of services on route
- Volunteer preride
- Course marking
The following is a checklist of things to have on hand during the event:
- cell phone charger
- water
- optional: cans of soda
- snack food (paydays, bananas, PB&J)
- spare tubes/tire + floor pump
- first aid kit
- any spare bike parts you might have on hand (e.g. shift cables, spokes, CO2)
- basic tools
- spare clothing
- extra cuesheets
- AA and AAA batteries
- camera
- other additional items??? ... think of what you would want to have, as a rider.
You should label any personal items you bring. I will reimburse you for any expenses for food, etc.
If you have not sent me a waiver yet, please do so:
http://users.rcn.com/trosenbauer/waiver ... NNEURS.pdf
You can mail this to:
PA Randonneurs
300 Burke St
Easton, PA 18042
Regards,
-Tom Rosenbauer
Eastern PA RBA
