1. 2018 AJC Peachtree Road Race Crew Chief Meeting May 17, 6:00 p.m.

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

3. 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

4. Code of Conduct
Available at:
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 , social media and in person
Respect the values, standards, procedures and systems of Atlanta Track Club that contribute to the success of the program.

5. Crew Chief Webpage!
One Stop Shop for Docs!
Crew Chief Roster (pw: crewchief)
Crew Chief Manual
Important Dates/Times
Maps, etc

6. Crew Chief Manual/Roster
Both sent via
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

7. 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

8. 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 

9. VolunteerLocal
Invitation to manage your volunteers as a leader/ sent via ; 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)

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

11. VolunteerLocal

12. 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

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

14. 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*

15. 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!

16. 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

17. 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!

18. 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.

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

20. 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!

21. Q&A
Got Questions?

22. Committee/Crew Chiefs
Event Alert System
Medical
Security
Communications

23. 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

24. 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

25. 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

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

27. 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

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

29. Q&A
Got Questions?
Door Prizes

30. 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