2018 AJC Peachtree Road Race Crew Chief Meeting May 17, 6:00 p.m.

Peachtree by the Numbers 60,000 Participants 150 Crew Chiefs 3500 Volunteers

Agenda Welcome Code of Conduct Crew Chief Webpage Crew Chief Manual/Roster Volunteer Management VolunteerLocal Volunteer Communications Crew Chief/Volunteer Check-in and Goodies/Parking This Year… Road Closures Race Morning Your Action Items Important Dates Q&A Event Alert System (EAS) – With Committee Medical - With Committee Security – With Committee Communications - With Committee DOOR PRIZES Break-out sessions

Code of Conduct Available at: http://www.atlantatrackclub.org/crew-chiefs New Chiefs, please review and sign Maintain a courteous and professional demeanor at all times acting as an ambassador of Atlanta Track Club Maintain a full commitment to the principles and standards of Atlanta Track Club as a condition of volunteering for this organization Use best practice in all communications to participants and volunteers including email, social media and in person Respect the values, standards, procedures and systems of Atlanta Track Club that contribute to the success of the program.

Crew Chief Webpage! https://www.atlantatrackclub.org/ajc-peachtree-road-race-crew-chiefs-confidential One Stop Shop for Docs! Crew Chief Roster (pw: crewchief) Crew Chief Manual Important Dates/Times Maps, etc

Crew Chief Manual/Roster Both sent via Email Please review Important Dates Expo and race day parking info Crew Chief/Volunteer Check-in info Roster has cell phone numbers/contact info; send edits

VolunteerLocal Easy access for volunteers Easy access for crew chiefs Volunteers can manage ALL assignments in one spot (cancellations, changes, profile info) and make edits Easy access for crew chiefs User friendly Helpful communication tool

VolunteerLocal ALL volunteers must sign up electronically; no exceptions Waiver Shirt size Volunteer registration will close Tuesday, July 3, 8:00 a.m. Encourage registration by Thursday, June 28 to guarantee shirt size (packing on Thursday morning) PUBLIC links versus password-protected jobs Please don’t register FOR your volunteers (waiver!) If your job is FULL, please don’t ask volunteers to sign up under a different job, to then show up in your area on event day 

VolunteerLocal Invitation to manage your volunteers as a leader/ sent via email; go to volunteerlocal.com and “sign in” If you do not see your job listed, contact us ASAP REPORT (quick check!) or EXPORT (full data)

VolunteerLocal Built-in Communication tool is easy to use Use {first name} at top of your email to ensure your specific volunteer gets an email (no email provided): what this means…. Multiple volunteers using one email They actually did provide an email, but they are linked to the shared email. They will get your message if you use the communication tool Using {first name} will ensure that YOUR volunteer will get YOUR message!

VolunteerLocal

How You Communicate to Volunteers Communication is the key to YOUR success! Your responsibilities are to tell volunteers: What (race name and specific assignment) When (date/start and end timeframe) Where (specific location/address) Parking and parking pass (if applicable) Get their RSVPs Notify Tina, Caryn or Jenny of cancellations

How We Communicate to You Communication is the key to OUR success! Crew Chief emails will have important updates, reminders and “to-do’s” Atlanta Track Club will send general newsletters to all volunteers

Crew Chief Check-In Atlanta Track Club Office Sunday, July 1st, 9:00 am – 3:00 pm Monday, July 2nd, 9:00 am – 3:00 pm Crew Chief shirt, crew chief hat, volunteer t-shirt, credential, Waffle House FOB, Home Depot apron, volunteer pin, crew chief gift Course Crew Chiefs pick up their goodies plus volunteer goodies Start/Finish Crew chiefs pick up their goodies and their volunteers’ shirts only*

Volunteer Check-In Expo volunteers will check in at expo Course volunteers will check in on the course with YOU Start volunteers will check in at Phipps Plaza Finish volunteers will check in at Grady High School Waffle House food, goodies *Crew chiefs will hand out all shirts!

Race Day Parking START – Phipps Parking Deck with a PASS COURSE – Offer legal suggestions to your volunteers FINISH CREW CHIEFS ONLY, via Chronotrack registration link: Cantoni (in by 6:00 a.m.) Grady (in by 6:00 a.m., until 12:00 p.m.) Park Tavern (in by 6:00 a.m.) FINISH VOLUNTEERS: encourage MARTA or legal parking options

This year… We’re starting the race 30 minutes earlier The top 1000 is now top 500 female/male Our 49th Peachtree – special task force in preparation for 50th!

Start Area Road Closures Peachtree Rd. from Lenox Rd. to Around Lenox Pkwy  – Beginning at 3:00 a.m.   All other start area roads will close to vehicles 4:30 a.m.  and foot traffic at 6:00 a.m.

Your Action Items Send me Appreciation Shirt numbers by June 15th Recruit Your Volunteers! Begin Your Communications, get/track RSVPs (call if you need!) Email Tina, Caryn or Jenny any cancellations Know anyone interested in becoming a chief? Save the following dates….

Important Dates June 15 – send appreciation shirt numbers June 27 – goal to have your jobs filled Late June – CPR webinar available for viewing July 1&2 – crew chief check-in July 2&3 – Expo, start/finish set-up July 4 – race day! Monday, July 9 – crew chief party!

Q&A Got Questions?

Committee/Crew Chiefs Event Alert System Medical Security Communications

EAS – Event Alert System Signage located at start, finish, course water stops Water Stops: signage will come in water truck; crew chief responsible for setting initial EAS Alert Level and any changes that happen throughout event, with guidance from HAM operator In the event of emergency: Find nearest police officer Call 911

Potentially Dangerous Conditions ALERT LEVEL EVENT CONDITIONS RECOMMENDED ACTIONS EVENT CANCELLED Follow Official Event Instructions Extreme conditions Event cancelled Participation stopped/ follow official event instructions HIGH Potentially Dangerous Conditions Dangerous conditions Slow down/ observe course changes/ follow official event instructions/ consider stopping MODERATE Be Aware of Worsening Conditions Use Caution Slow down/ be prepared for worsening conditions LOW Enjoy the Event Good conditions Enjoy the event/ be alert

Medical Event medical services provided by Emory Healthcare Two medical tents are located in Finish Area Main Medical – Finish Line Secondary Medical – Pemberton Place First Aid personnel at every hydration station

Security Security covered by APD, on-duty, off-duty, and other police jurisdictions along the course

Security Prohibited Items: Discouraged Items: Glass containers Containers holding more than one liter of liquid Backpacks Camelbaks Rolling bags and other luggage Masks and costumes that are not form fitting Weight vests Military equipment Firefighter equipment Drones Discouraged Items: Headphones Firearms

Communications David Ziskind Event Operation Center (EOC) Forms of Communication: Ham Radio Operators Commercial Radios Cell Phones Medical Phone Line

Q&A Got Questions? Door Prizes

Breakout Sessions COURSE – Jack Abbott, Brantley Sherrer Community Room COURSE WATER – Mike Idacavage warehouse START/FINISH – Lisa Tanner/Jennie Coakley Singleton Room Medical/Security – Rich Kenah Julia Emmons Room