Volunteer Training

Volunteer shifts at the Running, Health & Fitness Expo
Thursday, October 17 – Saturday, October 19

Expo Medal Unwrapping

Manager: Kri

Training Notes:

  1. All the medals will be individually wrapped and in boxes. Open boxes, unwrap the medal.
  2. Once 25 medals have been unwrapped, zip-tie them together, leaving enough room for the zip-tie to be cut.
  3. Place the bundle of 25 medals in the green ‘frog box’. Repeat step 1 & 2.
  4. Each box will hold 150 medals (6 bundles of 25).
  5. Once the green box is at its capacity, label the box, close and push to the side. Start a new green box.

Note: The room will be divided into 3 sections for the 4 DIFFERENT types of medals:  5k, Half Marathon, Marathon, and kid’s medals. The medals must stay separated and the boxes must be clearly labeled.

This position in one word: gold-digging!

Expo Chip Activation

Manager: Afton

Training Notes:

  1. For participants who do not know their bib number, we will have 4 kiosks setup at the entrance to the Expo to assist with finding a registrant’s bib number. We have printed master lists of all registered participants. We also have four (4) laptops to quickly find a runner’s bib number.
  2. If you cannot find a bib number please direct them to the Registration kiosk to verify their registration.
  3. Once participants have picked up their bibs, they will be directed to the T-shirt area located at the back of the Expo. Before they arrive at the T-shirt area, we will have three (3) chip scanning stations. The stations are managed by our official timing company, Sportstats. Sportstats will be on-site should you need assistance.
  4. You can either ask for their bib envelope or have them swipe their bib envelope over the scanning system. Please note: In some cases, you may have to remove the race bib from the envelope to have it properly scan.
  5. You will see their personal information (name, distance, age and city) appear on the TV screen in front of you. Please have the participant quickly verify the information if the lines are not long.
  6. We use a bib-tag timing system, which means your timing chip is embedded in your bib number. For it to work properly and have your time recorded: Do not remove the “bibTag” or foam spacer from your bib. Do not fold your bib or excessively bend or twist the “bibTag”. Wear your bib on your chest/abdomen. Do not wear on your back, side, leg or arm. Do not cover your bib with clothing – always make sure it is completely visible. Make sure you cross over the timing mat at both the Start Line and the Finish Line.
  7. Any participant transfers, corral changes and distance changes can be made the help desk kiosk located in the same packet pickup area as you.

This position in one word: Bib-nificent!

Expo Greeter

Manager: Joe

Training Notes:

  1. The Area Manager will take you to a pre-determined location in the Expo.
  2. You will be provided with clipboard that contains site maps and a list of Frequently Asked Questions.
  3. For questions about the City of Toronto, you can direct them to the Tourism Toronto kiosk found in the packet pickup area.
  4. Direct participants to the Help Desk kiosk for questions you do not have an answer to.

This position in one word: Smarts!

Expo Packet Pickup

Manager: Joe

Training Notes:

  1. You will be responsible for a section of bibs in a numerical sequence.
  2. Participants will line up in front of your kiosk based on their bib number.
  3. Participants will need to know their Bib # (was emailed on Tuesday, October 15th and available for look up at the expo). With their bib number, they will require either a piece of Photo ID or a printout of their registration email confirmation (or copy on their smart phone).
  4. Participants can pick up for a friend/family member if they have their bib number and an e-mail, text or written permission from the friend or family member. If picking up for friends/family, they can only do so for a maximum of three (3) including their own packet.
  5. Locate their envelope/race bib in the bin and confirm the person’s information before directing them to the T-shirts kiosk found at the back of the Expo.
  6. Participant transfers, corral changes and distance changes can be made the help desk kiosk located in the same packet pickup area as you.

This position in one word: Bib-tacular!

Expo T-Shirt Distribution

Manager: Joan

Training Notes:

  1. We have three (3) sections – Marathon, Half-Marathon and 5k.
  2. Shirts will be labelled and organized by size and gender on tables. Race kits will also be organized behind the shirts for distribution.
  3. Participants will approach the kiosk with their bib envelopes. You can find their selected shirt size on the top left corner. You can call out to another volunteer behind you for the shirt size. The volunteer will gather the shirt and race kit to give to you.
  4. You can place the shirt in the race kit and hand it to the participant.
  5. Shirt exchanges can be made after the race at the Help Desk tent in Nathan Phillips Square (post-race party site area).
  6. You may also restock your shirt station when the shirts get low. Please break down any empty boxes so that the station remains neat & tidy.

This position in one word: Swag!

STWM Volunteers

Setup Volunteers
Saturday, October 19

Finish Line Setup

Manager: Stafford

Training Notes:

  1. You will begin at the soon-to-be Finish Line, at the corner of Bay and Albert. There you will meet Stafford and the other experienced Supervisors.
  2. You will be divided into smaller groups and lead by a supervisor to an area in the Finish Chute to hang scrim/banner on the fencing (using zip-ties). Some scrim will need to be rolled out and placed on the ground before applying to the fencing. Banners have a specific location to be hung, which a supervisor will advise you on.
  3. Once the banners are hung, the spare end of the zip-ties will need to be cut, picked up and placed in the garbage.

This position in one word: Scrimptious!

Volunteer shifts on Race Day
Sunday, October 20

Course Water Station

Training Notes:

  1. Place tables 2-3 metres apart. This spacing keeps runners from bunching up.
  2. While you place the cups, another volunteer can begin to fill the cups half way with water. They will take one of the milk jugs provided, dunk it into one of the large barrels of water, and then pour the water into the cups. The cups should be filled halfway, not full.
  3. Approx. 200 cups cover 1 table. Place stacking sheet on top of first layer of cups and start another layer.
  4. ALL volunteers should wear the vinyl gloves provided while filling and serving cups.
  5. Hold bottom 1/3 of cup when presenting to runners. As the participants begin to take cups of water from the tables, you will replenish the empty spaces with new cups of water.
  6. You will also be required to pick up garbage around your station so that it remains neat and tidy.

Cup Filling Tips

  • WEAR VINYL GLOVES FOR FILLING AND SERVING CUPS
  • Cups should be filled ¾ full
  • Use the provided jugs to fill cups (do not dunk cups into the Nuun or water Tub)
  • Fill tables with cups, create a second layer using the cardboard sheets

Nuun

    • Nuun bins will be pre-filled and dropped off at the water station. If you need more Nuun, mix it as follows:
    • Add water to the ‘fill’ line (approx. 3 inches below the top) 
    • Mix 4 packages of Nuun tablets into the tub, stir vigorously to dissolve the powde
    • Stir thoroughly to complete the mixing.

This position in one word: Aqua-mazing!

Start Line

Supervisor: Heather

Training Notes:

    1. Supervisors will divide you into smaller groups and train you in your role. There are 2 main volunteer roles PER corral colour:  A/ ensure participants get in the correct corral B/ Hold the corral rope
    2. Corrals:
      1. Corral Entrances will be identified by coloured flags (both sides of the start chute). You will stand at the back of the corral, based on the colour you will be assigned. As participants approach the entrance to the corral, you will be looking at the colour panel on their race bib. Only participants with the colour panel that matches the area you are in can enter. For example, if you are assigned to the YELLOW corral, you will look at the participants’ race number and if you see the YELLOW panel, you will let them in. If they don’t have the matching colour – you will point them in the right direction.
      2. If you are a corral rope holder, you will hold part of a long rope, waist high, along with 4 other volunteers, to form a line. The participants are going to line up behind the rope you are holding, per corral colour. For example, if you are the YELLOW Corral rope holder, you would be standing in a line, holding the rope, with all of the YELLOW corral participants behind you. Once the race starts, your Corral Supervisor will tell you when you can walk forward, still holding the rope, advancing your corral to the next waiting or starting position.  Once you’re at the start line and your corral is waiting to start the race, you will exit the start chute and meet up with your supervisor.
    3. Once each of the corrals have started the race, you will be required to help tear down the start area.

Important Notes

      • Participants using Nordic Poles MUST start in the green or purple corral. If they have an orange sticker, direct them to the purple corral (orange is walking without the use of aids)
      • Ensure everyone in the Orange corral is a WALKER (without the use of aids) – walking 100%

Clean-up Instructions

      • Garbage bags, Clear bags and vinyl gloves will be provided by your Supervisor
      • The start line balloons will need to be taken down and popped. We need to be extremely careful not to let any balloons go (they are all filled with helium) ALL BROKEN BALLOON PIECES MUST GO IN THE GARBAGE
      • All garbage will go in black garbage bags
      • All clothing will go in clear bags (to be donated)
      • Remove any banners/scrim/corral flags and make sure all plastic zip-ties are picked up. Do not pull the scrim/banners down, the zip-ties must be cut
      • Place all full bags of garbage & clothing on the east sidewalk of University, at the start line

This position in one word: start-ling!

Space Blankets

Supervisors: Lily and Michelle

Training Notes:

  1. You will begin by pulling the silver blanket out of the box, one at a time
  2. Space blankets are for half marathon and marathon participants only.
  3. When the participant approaches the Space Blanket Distribution area, hand 1 blanket to each participant. They may not want one.
  4. Congratulate them!
  5. Get another blanket and repeat.

This position in one word: Heartwarming!

Medal Distribution

Supervisors: Anne, Nicky, Dan

Training Notes:

  1. You will begin by hanging the finishers medals on hooks, on the fencing, in the designated medal area (medals will already be unwrapped, however will be in boxes)
  2. The Race Day Supervisor will assign you to a specific distance (5k, Half Marathon or Marathon) of which medal you will hand out. You will know which distance race they completed by their race bib (each race has a different colour).  When the participant approaches the medal distribution area, offer to put it around their neck (1 medal per participant.) They may want you to hand it to them instead.
  3. Participants pushing a stroller will only receive 1 medal.
  4. Participants in the Marathon Jr. 5k event will receive their medals at another location – your Supervisor can direct them appropriately.
  5. Congratulate them!
  6. Get another medal and repeat.

This position in one word: Golden!

Doping Chaperones

Manager: Ian

Training Notes:

  1. You will meet with the Doping Control Officer (DCO) for additional training at the Testing Station.
  2. You will be assigned to a specific athlete by the DCO and will wait for your athlete to finish the race in the finish chute. When your assigned athlete finishes the race, you will identify yourself and escort them back to the Elite Lounge for testing (if they are ready) or to await the start of the awards ceremony (12 noon).
  3. After the awards ceremony you may be asked to help escort athletes to the Athlete Press Conference. Only certain athletes will be required to attend.
  4. After the Press Conference, escort the athlete back to the Elite Lounge. When ready, we will escort athletes to buses returning to the Novotel, where a second testing station is located.
  5. If your athlete has not been tested, you will accompany them on the bus and remain with them until released by the DCO at the hotel.

This position in one word: Dope!

Professional Athlete Escorts

Manager: Ian

Training Notes:

  1. Volunteers will begin their shift by meeting athletes in the Elite Lounge, located under the stage at Nathan Phillips Square. You will help escort the athletes from the lounge to the start corral.
  2. Athletes will warm-up in the start chute, and you will help collect their warm-up clothing before the start of the race. You will carry the collected gear back to the Elite Lounge after the start, once the chute it clear.
  3. At 10:15am, escorts will move to the finish chute to await the finish. Elite Team Managers will assign certain athletes to you. When your assigned athlete is ready, you will escort them back to the Elite Lounge to await the start of the awards ceremony (12 noon).
  4. After the awards ceremony you may be asked to help escort athletes to the Athlete Press Conference. Only certain athletes will be required to attend.
  5. After the Press Conference, escort the athlete back to the Elite Lounge. When ready, we will escort athletes to buses returning to the hotel.
  6. Return to the Elite Lounge and help clean-up the area until released.

This position in one word: Elite (enough said)

Finish Water Station

Manager: Chris

Training Notes:

  • There will tables assigned specifically to Nuun (electrolyte) and water. 
  • White cups should be filled with water, Nuun cups (blue) should be filled with Nuun. 
  • You will begin by taking a sleeve of cups out of their box and placing them, one-by-one, onto the table. The cups should be placed as close together as possible so that the entire table is filled.
  • While you place the cups, another volunteer can begin to pour the water or Nuun into each cup. They will take one of the jugs provided, dunk it into one of the large barrels of water or Nuun, and then pour into the cups – only filling the cups 3/4 to the top.
  • Once 1 table is filled, you will move onto the next table, until all the tables are filled.
  • Once all tables are filled, you will place a sheet of cardboard over each table of cups & then continue this process to create a 2nd layer.
  • As the participants begin to take cups from the tables, you will replenish the empty spaces with new cups of water or Nuun.
  • You may also be required to pick up used cups around your station so that it remains neat and tidy.

Other Notes about the position:

  • Runners will be finishing the 5K, half marathon and marathon and will walk past the Water and Nuun stations when they are done
  • Tables need to be constantly restocked
  • You can stand beside the table and hand out water & Nuun but NOT in the middle of the chute – it will become VERY busy.
  • Congratulate the runners as they pass!

Cup Filling Tips

  • WEAR VINYL GLOVES FOR FILLING AND SERVING CUPS
  • Cups should be filled ¾ full
  • Use the provided jugs to fill cups (do not dunk cups into the water tub)
  • Fill tables with cups, create a second layer using the cardboard sheets

Garbage, Recycling & Compost 

  • Please separate the garbage, recycling & compost during setup and one of our crew will remove it before the participants arrive
  • Water cups (white) should be recycled.  Nuun cups (blue) should be composted. 
  • Step or squash the garbage bags (to condense the cups) and empty garbage bins as they fill up, you will have extra garbage bags in the water station kit

This position in one word: Aqua-mazing!

Party Site Food Station

Managers: Paul & Jenny

Training Notes:

There are a few different Volunteer roles within the Food Station. Below are the different roles and their key function:

  1. Direct Participants who are standing in the food line to the next available food station (there are 5 stations, each with the same food bags, with the same set up)
  2. Distribute food bags (pre-packed) and ask Participant if they want 1 yogurt (not in food bag). Note – 1 bag per participant. Participant must be wearing a race number.
  3. Replenish food bags and yogurt to the front of the table, from the stacked bins (behind the tables)
  4. Stand at the food area exit point and tell participants that it is an exit only
  5. Stand before the food area, with a megaphone, and direct Participant to the lines

This position in one word: B-A-N-A-N-A-S

Baggage Check

Captains: Kevin (5k), Heather (half marathon), & Afton (full marathon).

Training Notes:

  1. Volunteers will arrive and be briefed by the Baggage Check Manager for their section. They will continue baggage check set up if it was not completed the day before. This includes hanging hooks on the fences and attaching signs to the inside of the fences.
  2. When runners start to arrive, they will line up to drop off their bag in the section that corresponds with their bib number. The volunteers will be responsible for receiving this baggage in a fast and efficient manner.
  3. As volunteers receive bags, they will ensure that the bag is placed underneath the internal sign that corresponds with the bib number. They will hang these bags on the hooks that are on the fences, avoiding putting them on the ground when possible.
  4. When the race begins, there is a slow period – during this time the volunteers should go through all the bags and make sure they are in the right number section. This allows for them to be found more easily when runners come to collect their bags.
  5. As runners complete their races, they will come to baggage check to claim the bag that they left there. Volunteers will line up single file and look for the bib number of the next runner that arrives to their section. This will ensure that more than one volunteer isn’t looking for the same bag at a time.Ideally, a runner would not be waiting for longer than 5 minutes for their bag. If there is any issue in locating a bag, you will ask your section manager for help.

This position in one word: Bagtastic!

Live Results

Manager: Joan

Training Notes:

  1. Once participants finish the race, almost everyone is interested in knowing their finish time.
  2. You will be responsible for scanning a participant’s bib at one (1) of the four (4) stations available.
  3. A participant’s chip time will be shown on a TV screen once you scan the bib.
  4. Congratulate them on a great run!
  5. Results can also be found on our website: http://STWM.ca 

This position in one word: Insta-worthy!

Party Site Greeters

Managers: Julia & Miguel

Training Notes:

  1. Familiarize yourself with the Greeter Maps and Notes (included on clipboards provided)
  2. The Greeter Managers will split the group up into pairs and will begin to distribute you according to the Greeter maps included. Depending on your shift, the Managers may come by and reposition you based on the time.
  3. Once positioned, you will be responsible for answering any questions from runners and/or spectators or directing them to someone who has the answer (Most of the answers should be in the Greeter Notes, but, if you don’t know something, make sure you know where you are relative to the Help Desk and you can send them there politely so they can get the answer they need).
  4. Stay positive, be helpful, and smile!
  5. After your shift has ended, your managers will come to gather you and bring you back to the Volunteer HQ. At that point, you can return your clipboard and get a volunteer letter (if necessary).

This position in one word: Helpful!

Party Site Water Station

Manager: TBC

Training Notes:

  1. You will begin by taking a sleeve of cups out of their box and placing them, one-by-one, onto the table. The cups should be placed as close together as possible so that the entire table is filled.
  2. While you place the cups, another volunteer can begin to fill the cups with water. They will take one of the milk jugs provided, fill it with water from one of the large barrels, and then pour the water into the cups.
  3. Once 1 table is filled, you will move onto the next table, until all the tables are filled.
  4. As the participants begin to take cups of water from the tables, you will replenish the empty spaces with new cups of water.
  5. You may also be required to pick up garbage around your station so that it remains neat & tidy.

This position in one word: H2O-M-G!

Green Team

Manager: Donna

Training Notes:

  1. The Green Team’s main job will be to assist in the setup, execution and cleanup at all waste areas (garbage bins, recycling bins, Compost Bins and signage).
  2. Volunteers monitor all garbage, compost and recycling containers. Volunteers should understand where all materials should be placed and proper recycling procedures. Keep sites well maintained.
  3. Maximize collection of and reduce contamination of recyclables. Ie. Bin Upkeep If recyclables have been placed in the garbage, remove them and place them in the nearest recycling bin and visa versa. The same goes for composting.
  4. Place recycling, compost and trash receptacles together; there should never be one receptacle without 2 others. This will reduce contamination and increase the volume of recyclables.
  5. Use clear plastic bags as liners for recycling bins and compostable bags for compost bins. This allows for identification and removal of contaminants. Putting garbage in opaque black bags makes it visibly distinct from recyclables and compost.
  6. Volunteers should staff all of the recycling locations to provide information and remove contaminants.

This position in one word: Green-tastic!

Marathon Jrs

Manager: Andrea

Training Notes:

  1. The Marathon Jrs area is on the lower roof of City Hall — you will be escorted here for your shift.
  2. Some volunteers will be handing out medals to the Marathon Jrs. runners after they have completed their race, while others will hand out food.
  3. Once all runners have come in, you will help separate food, take down tables, and assist with general cleanup of the area.

This position in one word: Supercalifragilisticexpialidocious!

5K Start Line, 5K Start Greeters, 5K Water Station

5K Start Line

Supervisors: Erin, Francois & Kevin

Training Notes:

  • Supervisors will divide you into smaller groups and train you in your role. There are 2 main volunteer roles PER corral colour: A/ ensure participants get in the correct corral B/ Hold the corral rope
  • Corrals:
  1. Corral Entrances will be identified by coloured flags (both sides of the start chute). You will stand at the back of the corral, based on the colour you will be assigned. As participants approach the entrance to the corral, you will be looking at the colour panel on their race bib. Only participants with the colour panel that matches the area you are in can enter. For example, if you are assigned to the YELLOW corral, you will look at the participants’ race number and if you see the YELLOW panel, you will let them in. If they don’t have the matching colour – you will point them in the right direction.
  2. If you are a corral rope holder, you will hold part of a long rope, waist high, along with 4 other volunteers, to form a line. The participants are going to line up behind the rope you are holding, per corral colour. For example, if you are the YELLOW Corral rope holder, you would be standing in a line, holding the rope, with all of the YELLOW corral participants behind you. Once the race starts, your Corral Supervisor will tell you when you can walk forward, still holding the rope, advancing your corral to the next waiting or starting position. Once you’re at the start line and your corral is waiting to start the race, you will exit the start chute and meet up with your supervisor.
  3. Once each of the corrals have started the race, you will be required to help tear down the start area.

Important Notes

  1. Participants using Nordic Poles MUST start in the green or purple corral.

Clean-up Instructions

  1. Garbage bags, Clear bags and vinyl gloves will be provided by your Supervisor
  2. All garbage will go in black garbage bags
  3. All clothing will go in clear bags (to be donated)
  4. Remove any banners/scrim/corral flags and make sure all plastic zip-ties are picked up. Do not pull the scrim/banners down, the zip-ties must be cut
  5. Place all full bags of garbage & clothing on the south sidewalk of Lakeshore, at the start line

This position in one word: start-ling!

5K Start Greeters

Managers: Maria & Uyen

Training Notes:

  1. Familiarize yourself with the Greeter Maps and Notes (included on clipboards provided)
  2. The Greeter Managers will split the group up into pairs and will begin to distribute you according to the Greeter maps included. Depending on your shift, the Managers may come by and reposition you based on the time.
  3. Once positioned, you will be responsible for answering any questions from runners and/or spectators or directing them to someone who has the answer (Most of the answers should be in the Greeter Notes, but, if you don’t know something, make sure you know where you are relative to the Help Desk and you can send them there politely so they can get the answer they need).
  4. Stay positive, be helpful, and smile!
  5. After your shift has ended, your managers will come to gather you and bring you back to the Volunteer HQ. At that point, you can return your clipboard and get a volunteer letter (if necessary).

This position in one word: Helpful!

5k Water Station

Supervisor: Francois

Training Notes:

  1. You will begin by taking a sleeve of cups out of their box and placing them, one-by-one, onto the table. The cups should be placed as close together as possible so that the entire table is filled.
  2. While you place the cups, another volunteer can begin to pour the water into each cup. They will take one of the jugs provided, dunk it into one of the large barrels of water, and then pour the water into the cups – only filling the cups 3/4 to the top.
  3. Once 1 table is filled, you will move onto the next table, until all the tables are filled.
  4. As the participants begin to take cups of water from the tables, you will replenish the empty spaces with new cups of water.
  5. You may also be required to pick up used cups around your station so that it remains neat and tidy.

Cup Filling Tips

  • WEAR VINYL GLOVES FOR FILLING AND SERVING CUPS
  • Cups should be filled ¾ full
  • Use the provided jugs to fill cups (do not dunk cups into the water tub)
  • Fill tables with cups, and keep the tables stocked as cups are taken

Garbage & Recycling

  • Please separate the garbage & recycling during setup and place it neatly behind the tables (out of the way). Our crew will pick it up during clean-up.
  • Step or squash the garbage bags (to condense the cups) and empty garbage bins as they fill up, you will have extra garbage bags in the water station kit

This position in one word: Aqua-mazing!

Course Marshal

  • Arrive at your location at the pre-arranged time and ensure you are wearing the safety vest provided at all times.
  • You will be greeted by your Marshal Supervisor, who will outline things to watch for at your specific post.
  • During the race, participants have the right of way over pedestrian traffic. Your role is to safely direct participants along the course and to manage pedestrian traffic in the area.
  • Position yourself where you’ll be most visible to oncoming runners. Use clear motions with your arms to wave runners in the appropriate direction.
  • When the last participant has passed your location, you will be relieved by your Marshal Manager or a Course Official. At this time, take a few minutes to stack any cones in your area and leave in a neat pile for our crew to pick up.

This position in one word: Thrilling!

Finish Line Teardown

Supervisors Finish Line: Heather, Kri & Stafford

Supervisors NPS: Erin & Damien

  • When you arrive, you will be briefed by one of the finish line supervisors.   
  • You will be using snips to remove banners & scrim from the finish line barricades and fencing.  The scrim and banners will then need to be rolled and folded. 
  • You will assist with general teardown of the finish line – tents, tables, supplies, etc 
  • You will move to the party site and continue to remove & fold scrim. 

One word – Let’sdothis!