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Warehouse – Pre-Race Weekend

Warehousing Cleaning and Organizing Supplies

Prepare, sort out and clean course supplies such as cones, banners, safety vests and setting up various equipments as required and assigned during race week and event day.

Warehouse Support and Moving Supplies

Requires being physically capable of lifting up 35-50lbs (small child), working outdoors, have a driver’s licence, and the desire to commit to being a part of the operational backbone of the Vancouver International Marathon Society. Ability to work in a team environment and be supportive of the warehouse operational team be a self starter, motivated, innovative, flexible and patient.  One of the most important expectations for this role is being excited to support all the volunteers and participants on event week to make one of the largest marathons (& half marathons) in Canada a great success.

Driver

Warehouse drivers will assist the operations team in delivering and moving supplies from the warehouse to assigned locations on course. Based on your drivers qualification and skills you may be assigned to drive a car, van, suv, pick-up truck, 1 ton, 3 ton or 5 ton truck as required.

Expo

Captain

This is a leader of a team of volunteers. As a captain you will be taking on a leadership role and required to oversee several key responsibilities as you will be a leader of a group. Captains are responsible for recruiting other volunteers, identifying assistant captain within their teams who can help them in managing the group. In addition to attending all mandatory training sessions, learn the course route and be familiar with the proper coordination and management of their specific stations and zones as assigned. Captains pick up supplies and equipment necessary for their teams to do their job and also make sure that the team of volunteers they are in charge of are well looked after and provided with snacks and refreshments during the event.

Information Ambassador

Main role is to provide support to participants, their friends and families and even to other volunteers on Race Day.  This may include anything from answering questions to providing directions to helping lost and found children.

The Race Day schedule is hectic and busy. Two races will run concurrently – the Full Marathon and Half-Marathon.  Information Ambassadors will be present at the Start and Finish areas in order to answer questions from the public and generally guide participants and spectators as required.

Information Ambassadors will also be required to greet, direct and answer questions from participants and other guests prior to entering the Expo & Registration or the staging area for the event on race day.

Package Pickup

As a package pickup volunteer, you will be responsible for assembling a runner’s package, ensuring that a runner’s information is correct, performing bib quality control, solving minor package pick-up problems, providing directions and giving customer satisfaction through ensuring the shortest possible waiting times.

Set-Up Crew

You will assist the event organizers under the leadership of your Expo Coordinators and Captains in setting up various stations and equipment. Some of the set-up areas will include Exhibition Booths, Package Pick-up and Souvenir Booth. Some areas will require lifting of equipment and materials such as tables and chairs, please make sure you are physically fit to lift some of the materials before registering and volunteering as set up crew. We highly encourage and recommend groups and teams to assist the society as set-up volunteers.

Clean Up Crew

The primary responsibility of the clean up team is to make sure that course, runners’ compound, expo and all facilities used for event are clean up during and after the event depending on assigned shift during race day. Each volunteer clean up team will be given garbage bags to pick up discarded clothing, cups, wrappers or other race garbage along the course or near their aid station all garbage needs to be left at a designated spot at an aid station for the city to pick up after the race. We ask for volunteers to separate recycling & clothing from garbage. Additionally all garbage clothing & recycling needs to be brought back to the aid station as it will not be picked up otherwise.

Runners Package Assembly

We provide 15,000 participants with packages for the event. During race week your role will be to put together the items required to hand out to participants when they check in at the Expo by placed them inside bags. Every year the bags are prepared ahead of race day and on race day they are handed out to all participants.

Start (Queen Elizabeth Park) (Sunday, May 3rd)

Captain

This is a leader of a team of volunteers. As a captain you will be taking on a leadership role and required to oversee several key responsibilities as you will be a leader of a group. Captains are responsible for recruiting other volunteers, identifying assistant captain within their teams who can help them in managing the group. In addition to attending all mandatory training sessions, learn the course route and be familiar with the proper coordination and management of their specific stations and zones as assigned. Captains pick up supplies and equipment necessary for their teams to do their job and also make sure that the team of volunteers they are in charge of are well looked after and provided with snacks and refreshments during the event.

Gear Check

The main role is to remind runners that their bags must be secure at all times and make sure that runners actually secure their bags. Explain to volunteers that bags must not be thrown onto the ground as gear could spill. Give more space for full marathon gear than for the half-marathon because full marathon runners usually have more gear. Runners will line up and leave their bags according to their race number. This will help to pre-sort the bags and should minimize lost or mis-sorted bags.

Security

Areas of responsibilities will include enforcing all event safety rules and procedures in a professional and courteous manner. Verify proof of age and documentation to prevent entrance to restricted areas and minors. Limit access to comply with capacity and City of Vancouver regulations. Anyone found armed or in possession of drugs needs to be evicted or handed over to law enforcement.

Regularly monitor crowds inside and outside of the facilities to maintain a controlled safe and fun environment for participants, officials and spectators. Identify potential hazards including potential fights or acts of harassment. Report unruly individuals to the proper authorities for immediate action to be taken in order to avoid property damage and injuries to participants, spectators and officials during the event.

Corral Marshal

Key responsibilities will include marshalling the marathon and half marathon runners by dividing each start corral in groups while standing in between the marked areas in front of the participants, and making sure the participants are staying behind the rope.

Set Up Crew

You will assist the event organizers under the leadership of your Captain in setting up various stations and equipment at the Start. Some of the places will include preparing and setting up the fence, tables, barriers and tents. Some areas will require lifting of equipment and materials, please make sure you are physically fit to lift some of the materials before registering and volunteering as set up crew.

Information Ambassador

Main role is to provide support to participants, their friends and families and even to other volunteers on Race Day.  This may include anything from answering questions to providing directions to helping lost and found children.

The Race Day schedule is hectic and busy. Three races will run concurrently – the Full Marathon, Half-Marathon and 8k.  Information Ambassadors will be present at the Start and Finish areas in order to answer questions from the public and generally guide participants and spectators as required.

VIP & Media

Welcome all invited VIP and Guests. Verify media accreditations and guide both VIP and media to their respective areas as required.

Announcer Support

This role requires two people to support the announcer at the Start. The two announcer support volunteers will be stationed at the start line to provide invaluable support to our announcing team. They will have all access, this is a high profile position. Duties include; security (ensuring integrity of the announcer area-only accredited individuals on the stage), running after supplies needed, ensuring the announcers have what they need.

Course (Sunday, May 3rd)

Captain

This is a leader of a team of volunteers. As a captain you will be taking on a leadership role and required to oversee several key responsibilities as you will be a leader of a group. Captains are responsible for recruiting other volunteers, identifying assistant captain within their teams who can help them in managing the group. In addition to attending all mandatory training sessions, learn the course route and be familiar with the proper coordination and management of their specific stations and zones as assigned. Captains pick up supplies and equipment necessary for their teams to do their job and also make sure that the team of volunteers they are in charge of are well looked after and provided with snacks and refreshments during the event.

Marshal

Most of our participants are not familiar with all of the streets in Vancouver our course travels on. For this reason, it is important to have volunteers direct the runners. Course Marshals provide directions to participants and are also our primary cheerleaders and motivators. Many participants have finished or have run faster purely from the encouragement given by an enthusiastic marshal on the course.

Water Station

Water stations are located strategically in regular intervals on both the Full and Half marathon courses. The main volunteer role at water stations is to provide water, gel and sports drinks to participants as they run through the course. It is the responsibility of volunteers to also guide the runners’ as they come through the water station in order to ensure a seamless movement of all participants.

Some of the water stations will also have electrolytes such as gels for volunteers to handout. This was done intentionally as gels require fluids to consume, so the idea is to have the participant grab a gel and consume it, by washing it down by the water station with their choice of water or Ultima. Captains for water stations are responsible for inventory check, set up,  tear down and be on time to meet the operations truck before & after the event.

Medical Station

There are several medical stations on course located near water stations. Additionally there is a Medical Headquarter located at the finish line. Each course medical station is numbered and supplies housed in a  portable storage unit. Each medical station is completely self-contained & managed by qualified medical volunteers.

Entertainment Station

There will be 30 bands and music groups on course at entertainment stations, and additional music stations provided by our radio sponsors. All of the on course entertainment will be there for runners and spectators to enjoy free of charge!. Each entertainment station is completely self-managed by bands and music groups.

Cyclist

Cyclists are essentially the “eyes and ears” of the race and an incredible resource to runners, volunteers, officials and spectators. They act as guides for the participants, alert start and finish officials on race progress, assist course marshal volunteers and water stations on course during the race. Cyclists also monitor course conditions including making sure the integrity of the course signage and security is maintained throughout the marathon event. Please Note that as a Cyclist for the event, you must provide and use your own bicycle as the Society does not provide one.

Zone Leader

A zone leader is a Key Role for the marathon events. Main responsibilities include course management of an integrated communication network on race day, managing and communicating with captains of water stations, marshal stations, medical stations, entertainment stations, traffic management personnel and Vancouver Police Department . A Zone Leader needs to be great motivator to ensure the Society helps runners reach and achieve their goals on race day, while providing a positive, supportive, and fun environment for our extensive group of volunteers.

Over the years as the event has grown so has the need for volunteer captains on the course and the management of the tremendous resources required for the event beyond one person. Safety is our number one priority and as a result the creation of zones throughout the course with each zone being supervised by a Zone Leader in order to communicate efficiently with all the captains and attend to their needs in a timely and efficient manner, especially in a medical or operational emergency.

Driver

There are several options for drivers to choose from to assist the operations team in delivering and moving supplies. Based on your drivers qualification and skills you may be assigned to drive a car, van, suv, pick-up truck, 1 ton, 3 ton or 5 ton truck as required. Other duties and responsibilities may include providing updates to course operations, ensure integrity of the course for runners, officials and volunteers.

Finish (Downtown) (Sunday, May 3rd)

Finish Marshal

17,000 participants will move across the finish line on race day into an enclosed runners compound area. During two peak periods in the morning roughly 200 people a minute will be crossing the finish line. It is essential that these people are making a timely and safe progression through the finish line and festival. Be respectful, be noticed, be visible, be encouraging and & FUN!

It is important to have volunteers direct the runners, especially if they appear to be confused. Other roles include being our primary cheerleaders and motivators. Many participants have had a good day purely from the encouragement given by enthusiastic volunteers at the Finish. Provide simple instructions stated firmly and loudly to instruct runners “GREAT JOB runners! This way!” while indicating with exaggerated arm movement the direction they must take. Marshals must not be shy.

Gear Pick-Up

Front line volunteer writes the bib number on a piece of paper. A bag runner takes the number, finds the bag, gives it back to its owner, and discards the number. As a security measure, runners will ONLY pick up their own bags. If needed a medical crew member may ask for a runner’s bag. In this case, refer the medical team member to the area Captain.

Announcer Support

This role requires two people to support the announcer at the Finish. These two people will be supporting the announcer, overseeing the stage area to ensure only accredited people are there, keeping it clear, and running after supplies such as electrical, refreshments and supplies as needed by the announcer.

Information Ambassador

Main role is to provide support to participants, their friends and families and even to other volunteers on Race Day.  This may include anything from answering questions to providing directions to helping lost and found children.

The Race Day schedule is hectic and busy. Three races will run concurrently – the Full Marathon, Half-Marathon and 8k.  Information Ambassadors will be present at the Start and Finish areas in order to answer questions from the public and generally guide participants and spectators as required.

Set-Up Crew

You will assist the event organizers under the leadership of your Finish  Zone Leader and Captain in setting up various stations and equipment. Some of the set-up areas will include Finish Line, Signage, Medals, Gear Pick-up, Festival, Food and Water. Some areas will require lifting of equipment and materials such as tables and chairs, please make sure you are physically fit to lift some of the materials before registering and volunteering as set up crew. We highly encourage and recommend groups and teams to assist the society as set-up volunteers since we need the biggest help with setting up the Finish Area on Saturday.

Medals

The main role is to give runners their medals as they come through the Finish Line. There are three events during race day, the Full Marathon, Half Marathon and 8k Races.  Each participants bib will have a color that corresponds to their event and their medal which will assist you in giving the participants the right medal matching their bib colour.

Captain

This is a leader of a team of volunteers. As a captain you will be taking on a leadership role and required to oversee several key responsibilities as you will be a leader of a group. Captains are responsible for recruiting other volunteers, identifying assistant captain within their teams who can help them in managing the group. In addition to attending all mandatory training sessions, learn the course route and be familiar with the proper coordination and management of their specific stations and zones as assigned. Captains pick up supplies and equipment necessary for their teams to do their job and also make sure that the team of volunteers they are in charge of are well looked after and provided with snacks and refreshments during the event.

Clean-Up Crew

The primary responsibility of the clean up team is to make sure that course, runners’ compound, expo and all facilities used for event are clean up during and after the event depending on assigned shift during race day. Each volunteer clean up team will be given gloves, brooms, rakes and garbage bags to pick up discarded clothing, cups, wrappers or other race garbage. Filled garbage bags need to be left at a designated spots to enable pick up after the race. We ask for volunteers to sort-out and separate recycling and clothing from garbage.

Bottled Water Handout

The primary responsibility is to make sure that all runners crossing the finish line are given bottles water to hydrate and quench their thirst after finishing the race.

VIP and Media

As a VIP and Media volunteer your primary role will be to Welcome all invited VIP and Guests. Verify media accreditation and guide both VIP and media to their respective areas as required.