aid station planning meeting - assets-chicagomarathon … · aid station planning meeting ......

Aid Station Planning Meeting

2017 Bank of America Chicago Marathon

August 1 2017

Welcome to the 40th Anniversary of the Bank of America Chicago Marathon

2

bull Whatrsquos new in 2017bull Staff

- Nicole Lockwood 312-992-6623 Nicolelockwoodcemeventcom

bull Safety Equipment- Reflective Armbands- 5 Gallon buckets to collect after the race

bull Aid Stations 1 and 2 forklift Gatorade coolers and volunteersbull Additional 10 cases of Gatorade and 3 skids of water per station (5000

servings)bull Composting aid stations 15-18bull Table Top Exercisendash Saturday September 23bull Forklift training certificationbull Review your checklistguidelines before race daybull Aid Station Playbook

2017 updates

3

bull Same course as last year- 3 waves 730am 800am 835am- Same time limit 6 hour 30 minutes

bull chicagomarathoncomaidstationoperations- Aid Station = 01 02 03hellip20

bull Operations documents- Supply lists diagrams etc- Diagrams will be updated by August 31

bull Medical team newsbull Emergency response plansbull Weekend timelinebull Fluids cups amp gel overviewbull Recycling amp composting

Operations overview

4

Course map

5

Aid station set-up diagram

6

bull Runner arrival times

bull Medical tent amp ambulance

bull Toilets

bull Securitytablesforklifticetrailers

bull Verticades

bull Fire hydrant

bull Gatorade tables

bull Water tables

bull DJ tent

bull Volunteer check-in location

bull Event phone numbers

bull Zone Manager name amp cell phone

bull Medical lead name amp phone number

bull Location of emergency shelter

Semi diagram

7

bull Slightly different layout this year with 3 extra skids of water

bull One semi will have all Gatorade concentrate and the water required to mix it and the other semi will be all water for serving

Supply lists

8

Key volunteer diagram

9

bull Clean up verification- Course Dispatch will inform Aid Captains

that Medical tents are ready to close- Meet with Medical Captain for final tent

walkthrough - Aid Station Captains will allow medical

teams to check out and inform Course Dispatch so that we may inform bus drivers

bull This ensures- Medical tent is properly cleaned- Medical tent is free of

unattendedsuspicious packages biohazard materials

- Aid Station volunteers know when medical teams are off-site

Medical tent clean-up

10

bull Emergency Manager Crystal Carlson CrystalCarlsoncemeventcom

bull Background- Tabletop Exercises conducted at Production Meeting in lsquo15 amp lsquo16- Discussed emergency response to multiple scenarios

- Stop and Hold- Stop and Shelter- Stop and Cancellation

- Requested that Key Volunteers designate secondary Emergency Roles

bull Upcoming Events- Functional Exercise (communication focus) will be conducted at the

Production Meeting (Sept 23)- Make every effort to be in attendance

- Hands-on Drill Aid Station Barricade Placement (post marathon date TBD)

bull Continued efforts to improve capabilities to respond in an emergency

Emergency planning

11

bull Emergency planning for specific scenarios

- Stop and Shelter Evacuation shelters for participants staff and volunteers Will share these locations with you individually (specific for each AS) Pre-planned half-marathon (inclement weather)

- Runners will return to Grant Park after Aid Station 9 (turn east on Jackson from Franklin)

- Stop and Hold Course route diversion 10 barricades located at the end of each aid station stacked together

- Stop and Cancellation Course evacuationevent cancellation Participants return to Grant Park (if safe to do so)

Emergency response planning

12

bull Race week- Call DJ fork lift driver and Medical Captain to introduce yourself and

coordinate- Confirm as needed with key volunteers- Send final details email to all group leaders amp volunteers

bull Saturday- (2) Semi-trailers dropped- Ice chest- Tables- Forklift- Off-duty police officer overnight Will provide name amp phone number

- Hydrant cap installed and turned on by CFD

General timeline of events

13

bull Early Sunday- Toilets dropped- Captain and key volunteers arrive ndash hand out key volunteer vests- Fork lift driver arrives- Move ice chest to medical tent- Ham Radio operators arrive to Medical Tent- Medical supplies delivered to Medical Tent- Zone Manager arrives (radios amp any last minute items)- Traffic equipment set- Unload trucks and setup tables stage product- DJ Tent and Medical Tent set up- DJ arrives- General volunteers arrive begin checking in (verify ID wristband and issue

event credential and uniform)


14

bull Pre-race- Medical team and ambulance arrive- Streets close (approx 30 min-1 hour before first wheelchair)- Advance vehicles driving course- Dispose of recycling waste before race start (recycling trucks will come

through)- Public address to volunteers (script provided)

bull During race- Immediate advance vehicles amp bike marshals- First wheelchair- Lead male athletes- Lead female athletes- 45000 runners- Break down early tables as they are depleted- Rake up cups and begin preparing clean-up during the race- Communicate with Co-Captain Zone Manager amp Forward Command on

status levels (mobile app amp via radio)


15

bull Post-race- Official End Vehicle passes through at 6 hr 30 min pace (clock on roof)- Use rakes shovels and trash bags to clean up remaining cups- Move any tables amp pallets onto the sidewalk- Discard of any open cases of product ndash water Gatorade cups Recycling and

trash trucks will come through once or twice ndash might stay at station all day too

- Restack unopened product onto pallets and reload onto trailer (try to consolidate everything onto one trailer)

- Check-in with medical team do a walk-through of medical area together to make sure it is properly cleaned and give OK to Forward Command that they can be dismissed

- Medical supplies reclaimed by medical supply delivery team- Stack all traffic equipment together in one place- Leave Saturday equipment (tables ice chest forklift) where it was delivered

near semi-trailers ndash do not block access for drivers to pick up trailers- Check out with Zone Manager return radio when finished


16

bull Water- All Roundyrsquos (4 gallons case)- Almost all new water

bull Water cups- 9 oz Bank of America branded (red)- 2400 per case 27 cases per station (1

pallet)- Aid Station 15-18 are 7 oz compostable

1000 per case 65 cases per stationbull Gatorade

- 2 pallets concentrate (90 cases)- 51 mixing ratio

bull Gatorade cups- 7 oz Gatorade branded (green)- 2000 per case 27 cases per station (1

pallet)

Fluids and cups

17

bull Report Aid Stationrsquos supply level every 15 minutes

bull Things to report - of pallets of water- tables of water in use- tables of Gatorade in use

bull Volunteer needs to be comfortable with technology

bull Need to be willing to use their own phonesbull Official job description on Operations webpage

with all other key volunteer role descriptions

Fluid Status Supervisor lsquovolunteer texterrsquo

18

bull Gatorade Endurance Energy Gel- Aid Station 13 Gel 3 flavors Set up tablesproduct Put wrappers in boxes to be collected and send to

TerraCyclebull G Series Pro Carb Energy Chews

- Aid Station 09 ndash before Gatorade fluids 2 different flavors ndash orange and fruit punch 12 tables total 6 each side of the street 3 for each

flavor- Chews are easy to chew and swallow gummy chews that

provide 31 grams of carbohydrate energy when consumed prior to and during exercise to help endurance athletes continue to perform at a high level

bull Bananas at 15 16 17 amp 18

Gel and food

19

bull Evergreen Status from the Council for Responsible Sportbull Recycling

- Working with Republic Services this year- Trucks will have stickers ldquoRECYCLINGrdquo or ldquoTRASHrdquo- Collect empty plastic jugs in cardboard boxes and stack- Gatorade Gel packaging collected and sent to TerraCycle to be recycled

bull Composting- Water and Gatorade cups are NOT compostable at 1-14 and 19-20- Stations providing bananas (15 16 17 amp 18) WILL have compostable cups

bull Trash- Department of Streets and Sanitation ndash trucks look very similar

Recycling and composting

20

bull All policies are consistent with those of the 2016 eventbull Volunteers must register online

- Deadline ndash Monday October 2 1159 pm- No lsquowalk-onrsquounregistered volunteers accepted the day of the event

bull Do not bring personal belongings- Gear check will be required for belongings that cannot be carried in a volunteerrsquos

pockets- If gear is not checked the volunteer MUST keep their belongings on them at all times

bull Wear your event volunteer uniform- Volunteers MUST wear the 2017 event issued uniform ndash NAVY BLUE jacket- Volunteers should NOT wear the uniform of any year prior

bull Bring an ID- Must check IDs at check-in- School IDs are accepted

bull Final communications- Captains and Group Leaders to reiterate policies and expectations in final email on

Tuesday October 3

General volunteer requirements

21

bull Volunteer groups- Group leaders apply- Nicole assigns groups to stations with Captainrsquos approval- Group link posted on wwwchicagomarathoncomaidstationvolunteers- Group members register

bull Key volunteers- Link posted on wwwchicagomarathoncomaidstationoperations- Role descriptions- Race day checklists

bull Final details email- Time amp location- Transportation amp parking- Reminders ie Bring your ID

dress for the weatherdonrsquot bring personal items

Volunteer registration and communications

22

bull wwwcemeventcomlogin OR wwwchicagomarathoncomvolunteerlogin

bull View your past or current volunteers- My Team - Select Events - Export list ndash ldquoReportrdquo or ldquoVolunteer

Rosterrdquobull Communicate with your past or current

volunteers- Communicate tab - Select event- Select audience- Compose message or use template

bull View attendance - My Team - Export ldquoReportrdquo- See column AK (check-in stamp)

Volunteer registration system - Captain capabilities

23

Volunteer recruitment and distribution

24

Volunteer check-in team

25

Role Description QuantityVolunteer Check-In Coordinator

Manage check-in team and operations 1

Mobile Check-In Volunteers

Use mobile devices to check-in volunteers 2-3

Mobile Check-In Assistant

ID check and wristbanding 2-3

Uniform Distribution Distribute credential jacket hat and reflective armband IF volunteer is wristbanded (ie checked-in)

2

AssignmentsVolunteer Distribution

Direct volunteers to specific fluid work or product tables

1

Gear Check Supervisor Manage volunteer gear check 1

Gear Check Assistant Assist with gear tags and organization 1-2

bull Advantages of mobile volunteer check-in - Up-to-date live records- Simple consistent record keeping

bull Only view your aid stationbull Necessary tools

- 2-3 adult volunteers who own smart phones and are willing to use them for about 1-2 hours

- Tablets can also be used- ALWAYS print paper back up copies of list of

volunteers in case wireless isnrsquot working (including emergency contact) lsquoVolunteer rosterrsquo is a premade check-in list

Mobile volunteer check-in

26

Mobile volunteer check-in review

bull Mobile check in credentials to be provided at the Event Production Meeting

bull Every station has a unique URL and QR code to access check in

bull Enter volunteer account email and password to access check-in ndash any registered volunteer

bull Check-ins page- All volunteers and key information

bull Search field- Name email or phone

27


bull Check-in volunteers- Search volunteerrsquos name- Tap on your name or info- Check mark appears

bull Check-in count- Tap refresh arrows- Number will update

bull Landscape orientation- Allows search by Job or Group ie

key volunteer noble streetbull Function enabled one day before

shift date

28

1 Captain feedback form (if not submitted online already)2 Co-Captain form3 Volunteer planning form w signature

Next stepshellip Event Production Meeting

- Saturday September 23- De La Salle Institute 10 am General Event Overview 11 am Course breakout 12 pm Lunch served 1230 pm Table Top Exercise with City of Chicago

What to return to Nicole before you leave today

29

bull Comprehensive source of up-to-date informationbull Planning toolbull Contents

- Planning timeline- Key volunteer and volunteer overviews- Emergency planning- Best practices- Operational documents- Aid station diagrams

Aid station playbook

30

Last but not leasthellip

31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


2






2017 updates

3





Operations overview

4

Course map

5


6



bull Toilets


bull Verticades

bull Fire hydrant


bull Water tables

bull DJ tent






Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






2017 updates

3





Operations overview

4

Course map

5


6



bull Toilets


bull Verticades

bull Fire hydrant


bull Water tables

bull DJ tent






Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you





Operations overview

4

Course map

5


6



bull Toilets


bull Verticades

bull Fire hydrant


bull Water tables

bull DJ tent






Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you

Course map

5


6



bull Toilets


bull Verticades

bull Fire hydrant


bull Water tables

bull DJ tent






Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


6



bull Toilets


bull Verticades

bull Fire hydrant


bull Water tables

bull DJ tent






Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you

Semi diagram

7



Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you

Supply lists

8


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


9









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you









10









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you









Emergency planning

11







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







12






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






13




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you




14






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






15








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you








16







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







pallet)

Fluids and cups

17







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







18







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







Gel and food

19






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






20








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you








Tuesday October 3


21






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






22







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







23


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


24


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


25








2



1









26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







26







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you







27






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you






shift date

28





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you





29




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you




30


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you


31

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you

Thank you

32



2017 updates

Operations overview

Course map


Semi diagram

Supply lists



Emergency planning






Fluids and cups


Gel and food













Thank you

aid station planning meeting - assets-chicagomarathon … · aid station planning meeting ......

Documents