Wild West Relay Exchange 18

 

 

 

 

wwr Leg 18



View Larger Map

Wild West Relay Exchange 18

Location: Woods Landing Restaurant parking lot - VAN EXCHANGE

Directions:

From I-25 - Get off I-25 at the Fort Collins Mulberry Street exit (Exit 269B). Go west on Hwy 14 (Mulberry St) for 4 miles to Hwy 287 (College Ave.) in downtown Fort Collins. Then:

From downtown Fort Collins: Go north on Hwy 287 (College Ave) towards Laramie, WY to intersect with I-80 (64 miles). Go west on I-80 to the next exit of Hwy 130/230 (Snowy Range Road). Go south (or west if that's what is designated) 26.1 miles on Hwy 230 to Woods Landing,

From Laramie: Go south on Hwy 230 for 27.7 miles to the intersection of Hwy 10 to Woods Landing.

Volunteer Parking: Park at the far end of the parking lot to the right of the restaurant. Keep the area closest to the road for the relay vans.

Unique to this Exchange:

THIS IS A VAN EXCHANGE. Inactive vans will start arriving to eat and rest well before the runners start to arrive.

VERY IMPORTANT - As soon as the first shift arrives, check in with Bill and Sue, the owners of Woods Landing, as they will give you specific instructions where to park vehicles in the back. This is important as they have people renting their cabins. Their instructions may differ from what is detailed in the Exchange Maps. It is very important that these early arriving vehicles are specifically shown where to park so that the space is maximized. If this doesn't start with the first vehicles, it will get out of control quickly.

The INACTIVE VANS will have a YELLOW sign. The ACTIVE VANS will have an ORANGE or WHITE sign

IMPORTANT - The first arriving vans will be the INACTIVE VANS and should be directed to park BEHIND the restaurant; save the parking lot upfront for the later arriving ACTIVE VANS.

IMPORTANT - Traffic posts called "Looper Tubes" along with extra yellow ribbon or flagging have been provided to construct a crowd control barrier to keep the runners off to the sides so the entrance is clear for the vans.

IMPORTANT: Between sunset and sunrise, it is a safety requirement that anyone near the runner exchange is wearing a reflective vest.

IMPORTANT - Parking Monitor #5 (P5) MUST POSITION THEMSELVES NEAR THE SHOWER HOUSE IN THE BACK BY REQUEST OF THE OWNERS. Only Runners who have rented cabins are permitted to use the shower or toilets as the restaurant is on a septic system and CAN NOT handle the volume the runners would create. If anyone gives you problems, get their bib/team number and report them to the Race Director.

There will be a table with water jugs and Sports drink tablets or powder. Set the water jugs on the table (green ones underneath) in the grass in front of the chapel. See the Exchange Map. Follow the instructions on the sports drink on whether to mix it in one of the water jugs or to allow the runners to make their own. Monitor the water and refill from the green jugs as necessary.

Staffing:
Exchange Monitor - 1, set up runner exchange inside the entrance as shown on the map
Spotter - 1
Parking Monitor - 8-10; P1 stands at the entrance and directs INACTIVE VANS (who will arrive first) to P3 on the left side of the restaurant who directs them to P4 so they park in the areas behind the restaurant. P2 & P3 manage the parking of the ACTIVE vans in the paved parking lot; when it fills, direct vans to the back. DO NOT allow INACTIVE VANS to park here - send them to P4 who will direct them to the back. P4 directs vans to P5, P6, and if available, P7 & P8. Start the parking from the back first. Show the vans where to park so as not to waste space as this will be a very busy exchange. When the arrival of the INACTIVE VANS slows down, one of the Parking Monitors in the back and come up and help P2 with the ACTIVE VANS. Parking monitors should hang out in their areas to help direct the runners and should share the following information: food is being served in the restaurant and there are portable toilets both in the rear parking areas as well as in the front parking lot.

Six 2-way radios are provided for the Parking Monitors to use.

SUNSET is at 8:15 PM, so any runner who leaves after 7:15 PM MUST be wearing their reflective vest, red blinking light, and carrying a flashlight and any person exiting a van after sunset must also be wearing a reflective vest. Any runner that exits the van must also be wearing a reflective vest including non-running drivers.

Equipment at the Exchange will be:
A notebook with Exchange Instructions
1 Orange Safety Vest per volunteer
1 Orange Flag and/or Lighted Baton (for night exchanges) for each Parking Monitor for directing vans
Garbage can, extra garbage bags and toilet paper
Two orange traffic posts with yellow tape to designate the Runner Exchange Zone
Two-way radios
Table, water jugs, and Sports drink tablets/powder.

Staffing:
Exchange Monitor - 1, set up runner exchange by the north parking lot entrance - see exchange map.
Spotter - 1
Parking Monitor - 4; P1 stands at the eastern entrance and directs INACTIVE VANS ONLY to enter there. P2 & P3 show the vans where to park so as not to waste space as this will be a busy exchange. Once the south parking lot fills, they will move to the north parking lot to assist there. P4 stands at the entrance to the north parking lot directs ACTIVE VANS ONLY to enter there.

There will be Team Supplied Volunteers who will be showing up just before the runners do to help out.

Equipment at the Exchange will be:
A notebook with Exchange Instructions
1 Orange Safety Vest per volunteer
1 Orange Flag and/or Lighted Baton (for night exchanges) for each Parking Monitor for directing vans
Garbage can, extra garbage bags and toilet paper
Two orange traffic posts with yellow tape to designate the Runner Exchange Zone
Table, water jugs, and Sports drink tablets/powder. Set the water jugs and Sports Drink on the table. Do not mix in the jugs; allow the runners to make their own.

Volunteers need to wait until the sweep truck arrives to have their equipment checked in.

Volunteers need to wait until the sweep truck arrives to have their equipment checked in.

Exchange Notes:

WHEN YOU FIRST ARRIVE:

THIS IS A VAN EXCHANGE. Inactive vans will start arriving to eat and rest well before the runners start to arrive. The First Shift of Volunteers is scheduled to arrive 30 minutes BEFORE the first INACTIVE VAN is PROJECTED to arrive.

The second shift, if applicable, is scheduled to arrive 15 minutes before the scheduled end of the first to allow time for the new race marshals to learn what to do.

The exchange equipment is stored in one of the portable toilets - look for the portable toilet with a lock. The combination is "195". In the portable toilet, you will find two orange looper tubes with a yellow ribbon and a trash can.

All the equipment is in the trash can. You will find: a reflective safety vest for each volunteer (these must be worn by each volunteer), garbage bags for the trash can, extra toilet paper, either red flags or red batons (these are for the parking monitors to use to direct traffic), a clipboard and pen, and a notebook. Remove all the equipment and set up the trash can with a garbage bag by the Portable Toilet. Tie all the extra garbage bags to the trash can handles so they are easily available when a bag fills up.

All important paperwork is in the notebook: exchange time sheet, staff contact phone numbers, Volunteer Responsibilities, and a map of the exchange. ALL VOLUNTEERS should review the map and volunteer responsibilities

The looper tubes are to designate the Runner Exchange Zone. Look at the Exchange map to learn where the runner exchange zone is located and spread the tubes apart there with the yellow ribbon tied to each post.

ALL VOLUNTEERS ARE RESPONSIBLE FOR:
(1.) Reading and following the volunteer's responsibilities and duties to ensure a safe and smooth running exchange that respects the private property we have permission to use.
(2.) Setting up the exchange (placement of runner exchange area, directing relay vans to park ONLY in designated areas) as detailed in instructions and the exchange map
(3.) Enforcing the following rules:
a. No active runner should be permitted to leave the exchange if wearing ear buds/headphones/iPod. If a runner departs anyway, you must note their Team number (bib number) and contact the Race Director Immediately
b. Any active runner that comes into the Runner Exchange Zone wearing ear buds/headphones/iPod - note their Team number (bib number) and contact the Race Director Immediately
c. Runners should be using the portable toilets and not relieving themselves on private property
(4.) Keeping the trash and recycle bin under control. When the trash can becomes full, tie off the garbage bag and set it next to the portable toilets. Then put a new garbage bag in the can. Same with the recycle bin - there will be light blue trash bags for recycling only.
(5.) Policing the area, picking up any trash so that the area is as clean when we leave as when we arrived so we can use the area in following years.
(6.) Keep participant noise to a manageable level - during the night, keep runners quiet as there are can be residences close to the exchange area; this includes the shouting/cheering/loud talking of the runners, music/radios in the vans, slamming of van doors.

The first thing to do is to set up the Exchange EXACTLY as shown in the exchange map. Take the two looper tubes, make sure each end of the yellow ribbon is tied to a tube, and then place them spread apart in the location identified by the map. This is where the departing runner waits and the incoming runner must come to for the hand off. DO NOT LET THE RUNNERS DO THEIR EXCHANGE ANYWHERE BUT IN THE RUNNER EXCHANGE AREA. No changes can be made to the layout of the exchange without the approval of the race director or the zone coordinator. The map also designates general areas where each of the volunteers should be positioning themselves.

If it is not already in place, take the Exchange Sign (stored by the portable toilet) and place it near the entrance to Runner Exchange as shown in the Exchange Map.

VOLUNTEER DUTIES - you can decide amongst yourselves who will do which task:

RUNNER EXCHANGE AREA MONITOR:
* Your primary responsibility is to make sure the runners make the exchange in the runners exchange zone and to record each team's Runner Exchange time on the time sheet.
* Do not let any runners who are wearing headphones to depart
* If after sunset (approximately 8:30 PM) or before sunrise (approximately 5:10 AM), runners should not be permitted to depart without wearing the required safely gear: reflective vest, flashing red LED light on their backside, and a headlamp/flashlight.
* Note any negative incidents or rule violations and contact the race director immediately.
* Ensure that only outgoing runners wait near Runner Exchange Areas and that people are not obstructing the path of the incoming and outgoing runner.
* Prevent runners from being forced onto the road by spectators obstructing the shoulder.
* Request quiet at night near residential areas.
* Pick up any trash you might see

SPOTTER:
* Positions themselves 20 - 30 yards BEFORE the Runner Exchange Zone, not next to the Exchange monitor.
* Calls out team number on the bib of incoming runners so the correct outgoing runner will know their teammate is approaching and can enter the Runner Exchange Areas.
* Prevent runners from being forced onto the road by spectators obstructing the shoulder.
* Request quiet at night near residential areas.
* Pick up any trash you might see

PARKING MONITOR
* VERY IMPORTANT - Proactively direct vans to park ONLY in designated areas to best utilize the available space using either the red flag or lighted red baton included in with the exchange equipment to direct the vehicles..
* Do not permit vans to block or force runners onto the road by obstructing the shoulder.
* Vans may not park 500 feet BEFORE Exchanges on the runner's so incoming runners may view outgoing runners.
* Allow only Active Vans to park in Exchanges. Both team vans may park in Van Exchanges (6, 12, 18, 24, 30).
* Request quiet at night near residential areas.
* Pick up any trash you might see

ALL volunteers assist in keeping Exchanges clean. If the garbage can becomes full, tie off the bag and replace with an new garbage bag. Store full bags next to the portable toilet. It is also your responsibility to police the area before you leave and place any trash/litter in the trash bag. Tie up all the garbage bags and stack near the portable toilet.

Our SWEEP TRUCK will be following the last runner on the course and should arrive at the Runner Exchange just before or just after the last runner. You can start collecting all the gear and trash bags and pile it all together near the runner exchange zone to load onto the truck, but you need to wait for the sweep truck to check in your equipment before you leave.

THANK YOU FOR VOLUNTEERING AND HELPING TO MAKE THE WILD WEST RELAY A SUCCESS!!!

 

 

Exch 18 map
Exch 18 map
Exch 18 map
Exch 18 map