Flaming Foliage Relay Exchange 19

ffr Leg 19


Flaming Foliage Relay Exchange 19

Location: Dirt Pullout on left (south) side of Hwy 91 20.4 miles from I-70

Directions:

From Denver: Take I-70 West to Exit 195 to merge onto CO Hwy 91 South toward Copper Mountain/Leadville. Go south on Hwy 91 for 20.4 miles to the pullout on the left.

From Leadville: Go north on Hwy 91 for 2.5 miles from the Safeway, to the pullout on the right.

Volunteer Parking: Please park at the far end of the pullout.

Unique to this Exchange:

The ACTIVE VAN will have a YELLOW or WHITE sign; INACTIVE VANS will have an ORANGE sign. Only the vehicle with the ACTIVE colored signs should be permitted to park in the exchange.

Runners must be wearing their reflective vest, headlamp, and red blinking light, and any participants out of their vehicle need to be wearing a reflective vest.

You can not stop traffic; if a runner and a car are approaching, stop the runner until clear to cross.

Staffing:
Runner Monitor - positioned opposite side of road from exchange; responsible for holding runners until clear to cross highway to and from the exchange.
Exchange Monitor - 1: checks in teams when they exchange, and help that runners cross road in to exchange safely.
Parking Monitor - up to 2; have vans park in the far end of the dirt pullout; if no room left, direct team vehicles to park on the right shoulder safely off the road and make sure runners cross road safely. Keep runners off the road.
Spotter - 1 (if available)

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

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

Exchange Notes:

WHEN YOU FIRST ARRIVE:
The First Shift of Volunteers is scheduled to arrive 30 minutes BEFORE the first team is PROJECTED to arrive. The closer to the start your exchange is located, the more likely this projection will be accurate. The further into the relay route, this projected time is dependent on numerous factors include how accurate team's projected pace is, as well as weather conditions, etc. A team could arrive early or could it could be a while.

The exchange equipment is stored in one of the portable toilets - if there is 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. Van exchanges will also have a folding X-Sided Hamper Stand - this is for recycling only (glass, plastic, aluminum). If you have one of these, open it up and place it in a visible area next to a garbage 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. You will also find 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 the bags fill 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 and spread the tubes apart there with the yellow ribbon tied to each end.

ALL VOLUNTEERS ARE RESPONSIBLE FOR:
1. Reading and following the volunteer's responsiblitiies 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 permited to leave the exchange if wearing earbuds/headphones/iPod. If a runner departs anyway, you must note their Team number (bib number) on the Rule Violation Sheet
b. Any active runner that comes into the Runner Exchange Zone wearing earbuds/headphones/iPod should be noted on the Rule Violation Sheet
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; the priorities are: runner safety, and directing the team vans to park safely. Only if you have a third race marshal should a person be a spotter. Remember, race marshals CAN NO

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 7:15 PM) or before sunrise (approximately 6:45 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 on the Rule Violation Form 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 themself 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

ACTIVE VAN/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..
* Does not allow vans to block or force runners onto the road by obstructing the shoulder.
* Vans may not park for 500 feet BEFORE Exchanges so incoming runners may view outgoing runners.
* Allows 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 euipment before you leave.

THANK YOU FOR VOLUNTEERING AND HELPING TO MAKE THE FLAMING FOLIAGE RELAY A SUCCESS!!!

 

 

Exch 19 map