[PLEASE READ] Volunteer meeting minutes

[Naveen John]

Hey all,

You're receiving this because you signed up for volunteering at the BBCh Criterium at Bhartiya City. Thanks for signing up and we hope to see you out there tomorrow morning at 6:30a (7a at the latest!).

If you couldn't make it to the meeting today, just show up at 6:30a at the venue and work with one of the volunteer heads (designated below). We'll hand out volunteer T-shirts around 6:30a. I know it's early, but we need your help to make sure everything runs smoothly and we can have a safe race. 

If you can't show up before 7a, there won't be much you can help out with, but still come out to watch the race.

VOLUNTEER HEADS 

1.Course safety : 7:15-11a - Karan, Braj, Kali and SFS volunteers

2.Registration desk: 6:30-8a - Khuram, Naveen and SFS

3.Parking: 6:30-8:00a - Arvind S and Akshay

4.Racer Hospitality:  7:30-11a - Akshay 

5.Race logictics: 7:30-10:45a - SFS

6.Awards: 10-11a - Goutham and Promise

1.COURSE SAFETY

-You are on duty before the start of the 1st race to the end of the last race

-Racer and crowd safety is super important

-You guys will be making sure the 2 corners, 2 u-turns and 4 straight-ways of the course are not obstructed by anything or anyone at any point during a race

-Regulate pedestrian crossing during race

-There might be racers taking part in later races who might cross the course during a race -- be polite and make sure they cross safely and quickly!

-Keep kids, supporters, on-lookers, bystanders and photographers, off the course

-Watch out for vehicular traffic and have a plan to handle vehicles accidentally ending up on the

-Watch out for people who do not comply to requests to get off the course. Do not have a conversation with them on the course. Instead, ask them to step aside for a bit and then debate with them.

2.REGISTRATION DESK

-Requires 2 people: 

1. Sanity check indemnity form-> Collect money OR check ID for waiving fee -> note payment status on indemnity form

2. Look for payment status-> Determine category-> Issue Bib # -> Note Bib # and category on Indemnity form

-List of things required (we'll make sure this stuff is there):

1.Categories list

2.Indemnity forms and pens

3.Bib # in one box

4.Zip-ties in another box

5.Cash box

6.Table, signs, queue set-up

3.PARKING

-In charge of working with location staff/security to tell racers where parking

-I'll have a map for you to explain to racers/spectators where registration, the race, awards ceremony and restrooms are

4.RACER HOSPITALITY

-In charge of food, water, electral and first aid station

5.RACE LOGISTICS

-Assist the race referee (Vasu) and timer (Arvind Ganesh) in pulling lapped riders

-Ringing the bell lap siren (we'll bring the siren)

6.AWARDS

-There are 5 categories: Cat 2, Women, U-18 Boys, U-18 Girls and Cat 1

-Each category will have the top-4 on the podium

-There are 3 kinds of handouts: 1. Merchandise 2. Prize cheques 3. Certificates

-I'll have a spread of the handouts for you to organize stuff at the race

See you all tomorrow!

Cheers

NJ

Naveen John
BSEE | School of Electrical and Computer Engineering
Purdue University | Class of 2011
navee...@gmail.com | +91 8892039222

[Naveen John]

Promise, Akshay and Goutham, I have you receipts, so you guys are good!

Naveen

Naveen John
BSEE | School of Electrical and Computer Engineering
Purdue University | Class of 2011
navee...@gmail.com | +91 8892039222

On Sun, Jun 16, 2013 at 3:15 PM, Suntosh Kumar G <santos...@gmail.com> wrote:

Dear Volunteers,

You all surprise me every race by getting better & setting higher standards. You guys were awesome today.

The least we could do to you all is to reimburse quickly any expenses you may have had for the race.

Pls type in the details & amount here - https://docs.google.com/spreadsheet/ccc?key=0AjyXkfdrmBhFdDBpLUpUc1ZLdGhkUWR1MTV2MGJTWkE#gid=15

Dont forget to add your account details too in the first sheet.

We will try and wrap it up by Wed.

--
------------------------------------------------------------
Regards,
Suntosh Kumar G.

[Akshay P]

Duh! I have more receipts to submit :P Will do by EOD.

Akshay

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