KNOW BEFORE YOU GO: EVENT STAFF & KEY VOLUNTEERS
EVENT STAFF AND KEY VOLUNTEER KNOW BEFORE YOU GO
SECTION 1 | EVENT STAFF & KEY VOLUNTEER INFORMATION
Event staff and key volunteers play an important part in creating a safe and fun experience for all event attendees. We encourage you to read through all the information in this section, as well as the section specific to the area you will be supporting race weekend (Packet Pick-up, West Side Wellness Events, Race Day – Site and Race Day – Course).
In addition to reviewing the information in this guide, you may also receive training specific to your role (ex. Packet Pick-up, Start, Finish, Medical, etc.). All training sessions will take place in advance of race weekend and will be conducted by your program manager.
If you have questions, please reach out to your program manager. If you don’t know who your program manager is, please email eventstaff@cemevent.com.
SCOPE OF WORK
You can learn more about your specific role by visiting EMOS or contacting your program manager.
• To view your role in EMOS, log into your account (https://cem.emos1.com/).
• Look for the My Positions tab in blue under the photo header.
• Scroll down and select the blue SOW details button on the right side of the screen.
EVENT UNIFORM
Event staff and key volunteers will receive a complimentary long sleeve t-shirt, short sleeve t-shirt, hat and credential at check-in. In addition to the items you will receive, we recommend wearing comfortable shoes during your shift.
If your role is outdoors, we encourage you to check the weather forecast and dress accordingly. The event will go on rain or shine!
EVENT RADIO
Some event staff and key volunteers are assigned radios by their program managers. If you are assigned a radio, you will pick up your radio when you check-in before your shift and return your radio after your shift.
If you are new to using a two-way radio or need a refresher on protocol, please view the Two-Way Radio Training video (password: CEM).
IMPORTANT PHONE NUMBERS
All event staff and key volunteers will receive a credential at check-in. In case of an emergency, please refer to the phone numbers listed below and on the back of your credential.
Medical emergency: 312.586.7697or 9-1-1
Event Support: 312.638.2022
Lost person: 312.586.7935
Media Inquiries: 312.586.7516
ENGAGING WITH VOLUNTEERS
Engaging with, and in some cases managing, volunteers is an important part of event staff and key volunteer roles. While the level of responsibility may vary depending on your position, it’s likely that you’ll be supporting, guiding or directly overseeing volunteers in some capacity. Please remember the following when working with volunteers:
• Introduce yourself and be approachable: You’ll be spending a lot of time with volunteers throughout your shift. Start the day by introducing yourself and thanking them for being there!
• Explain the role clearly: Volunteers are expecting to learn the role from you! Take the opportunity to clearly walk them through their duties and set expectations upfront.
• Encourage and check-in: Be sure to check-in regularly to provide volunteers with encouragement, ask if they need support and offer breaks throughout the shift.
• Ask for help when you need it: Managing volunteers can be challenging at times. Please don’t hesitate to reach out to your immediate supervisor if you need support.
SECTION 2 | PACKET PICK-UP ROLES
A two-day Packet Pick-up will be held in advance of the event for race participants. Event staff and key volunteers supporting this area should be aware of the following.
When is my shift?
Packet Pick-up is on Friday, May 30 and Saturday, May 31. Please refer to your race week confirmation email for your specific shift details.
Where do I check-in for my shift?
Packet Pick-up is located at Roosevelt Collection (150 W. Roosevelt Road, Chicago, IL, 60605). Please arrive at your scheduled shift start time and report to Volunteer Check-in.
How do I get there?
Public transportation: Public transportation is highly encouraged. Roosevelt Collection is accessible from the following CTA lines:
• Red/Green/Orange Line Trains – Take the Roosevelt Station stop. Walk west on Roosevelt Rd. for roughly one and a half blocks and then turn right on S. Delano Ct.
• #12 Roosevelt Bus – Take the Roosevelt and Delano stop.
• #29 State Bus – Take the State and Roosevelt stop. Walk west on Roosevelt Rd. for roughly one and a half blocks and then turn right on S. Delano Ct.
Parking: Parking is available at the Roosevelt Collection parking garage. We recommend parking on P2 in the Red/ North section and taking the elevator up to the plaza to get to Packet Pick-up. The cost of parking will be reimbursed for event staff and key volunteers. Please inquire about reimbursement when you arrive at Volunteer Check-in.
What should I wear?
All event staff and key volunteers will receive a complimentary long sleeve t-shirt, short sleeve t-shirt, hat and credential at Volunteer Check-in. In addition to the items you will receive, we recommend wearing comfortable shoes during your shift.
Is food provided?
Meals, snacks and water are provided to all event staff and key volunteers during your shift.
If an incident occurs during your shift, please report it immediately to your program manager. In case of an emergency, please dial 9-1-1.
SECTION 3: WEST SIDE WELLNESS EVENT ROLES
The Bank of America Chicago 13.1 is excited to work with the West Side community to offer wellness-based activities race weekend. The goal of these events and activities is to support, advance and celebrate health, wellness and movement on Chicago’s West Side. Activities include a family-friendly 1.31-Mile Wellness Walk, youth running events and opportunities to showcase local West Side businesses and organizations. Event staff and key volunteers supporting this area should be aware of the following.
When is my shift?
The Saturday events take place on Saturday, May 31. Please refer to your race week confirmation email for your specific shift details.
Where do I check-in for my shift?
You will check-in at the Race Office which is in the Garfield Park Volunteer Compound. You will be required to show your race week confirmation email (printed or on your phone) to access the Volunteer Compound. Click here to view a map.
How do I get there?
• Parking: Please utilize legal street parking around Garfield Park. Event parking placards will not be issued for Saturday.
• Public transportation: The Chicago Transit Authority (CTA) offers an economical and convenient way to check out all Chicago has to offer. For information on CTA fares and transit directions to and from the event visit transitchicago.com.
• Rideshare: Volunteers utilizing rideshare to access Garfield Park on race day will be dropped off at the intersection of Homan Avenue and Warren Boulevard (40 N. Homan Ave.) on the east side of Garfield Park.
What should I wear?
You will receive a complimentary long sleeve t-shirt, short sleeve t-shirt, hat and credential when you check-in at the Race Office. In addition to the items you will receive, we recommend wearing comfortable shoes during your shift. We also encourage you to check the weather forecast and dress accordingly. The event will go on rain or shine!
Is food provided?
Event staff and key volunteers working over a mealtime are provided a meal in the Meals Tent located in the Operations Compound.
All event staff and key volunteers will receive a credential at check-in. In case of an emergency, please refer to the phone numbers listed on the back of your credential.
SECTION 4: RACE WEEKEND – SITE EVENT ROLES
The Bank of America Chicago 13.1 will take place in Garfield Park. The event production team will be onsite from Wednesday, May 28 through Sunday, June 1. Please be aware and mindful of community members and event attendees while working onsite.
Program areas include Bike Marshals, Lead Vehicle Procession (LVP), Announcers, Photographers, Stage Managers, Race Day Festival, Finish Line, Forward Command, Hospitality, Information Technology, Medical, Adaptive Program, Professional Athlete Team, Final Approach, Pace Team, Gear Check, Information Teams, Information Tents, Runner Supplies, Start Line, Sustainability, Garfield Park Volunteer Compound and USATF Officials.
Event staff and key volunteers supporting these areas should be aware of the following.
When is my shift?
Please refer to your race week confirmation email for your specific shift details.
Where do I check-in for my shift?
You will check-in at the Race Office which is in the Garfield Park Volunteer Compound. You will be required to show your race week confirmation email (printed or on your phone) to access the Volunteer Compound. Click here to view a map.
How do I get there?
• Public transportation: The Chicago Transit Authority (CTA) offers an economical and convenient way to check out all Chicago has to offer. For information on CTA fares and transit directions to and from the event visit transitchicago.com.
• Rideshare: Event staff and key volunteers utilizing rideshare to access Garfield Park on race day will be dropped off at the intersection of Homan Ave. and Warren Blvd. (40 N. Homan Ave.) on the east side of Garfield Park.
• Wednesday - Saturday Parking: Please utilize legal street parking around Garfield Park. Event parking placards will not be issued for parking onsite Wednesday through Saturday.
• Race day parking: Event staff and key volunteers may request parking. The request process will be communicated in advance of the event via email. You will receive your final parking assignment race week, following your confirmation email.
• Race day bike valet: A courtesy secured valet bike corral will be available at the northeast corner of Central Park Avenue and Madison Street within Garfield Park for bike parking. Bike valets will be monitored by event personnel.
• Race day shuttle: A shuttle service will be available for free at the Halsted/Taylor Parking Structure with parking entrances at 760 W. Taylor Street and 763 W. Polk St, located on the campus of University of Illinois Chicago (UIC). The shuttle to Garfield Park will operate from 4 a.m. to 12:30 p.m. The final shuttle leaves Garfield Park at 12:30 p.m. Shuttles will drop off and pick up volunteers on the south side of Garfield Park at Madison Street and St. Louis Avenue near Gate 1. More information on the race day shuttle is available at chicago13point1. com/shuttle.
What should I wear?
You will receive a complimentary long sleeve t-shirt, short sleeve t-shirt, hat and credential when you check-in at the Race Office. In addition to the items you will receive, we recommend wearing comfortable shoes during your shift. We also encourage you to check the weather forecast and dress accordingly. The event will go on rain or shine!
Is food provided?
All event staff & key volunteers working at the event site over mealtime will receive meals. Please refer to your race week confirmation email for additional details on where and when meals will be served.
All event staff and key volunteers will receive a credential at check-in. In case of an emergency, please refer to the phone numbers listed on the back of your credential.
SECTION 6: EVENT INFORMATION
RACE WEEKEND SCHEDULE OF EVENTS
PACKET PICK-UP
Roosevelt Collection (150 W. Roosevelt Road)
Friday, May 30
Public Hours: 10 a.m. – 8 p.m.
Saturday, May 31
Public Hours: 9 a.m. – 4 p.m.
*Please note that event staff and shift times vary from the public hours to account for set-up and clean up time. Please refer to your race week confirmation email for your exact shift time.
WEST SIDE WELLNESS WALK AND YOUTH EVENTS
Saturday, May 31
Garfield Park
8:00 a.m. West Side Wellness Walk bib pick-up begins
9:00 a.m. West Side Wellness Walk starts 11:00 a.m. Community Village closes
For a full schedule of events, please visit www.chicago13point1.com/sign-up/saturday-wellness-events/
RACE DAY
Sunday, June 1
Garfield Park
5:30 a.m. Event Site opens
6:50 a.m. Wheelchair start
7:00 a.m. Race start
8:00 a.m. Race Day Festival begins 11:30 a.m. Race Day Festival ends
For a full schedule of events, please visit https://www.chicago13point1.com/runners/runner-information/
ASL INTERPRETATION SERVICES
Sign language interpreters will be available race weekend to assist participants who may need to utilize their service. Interpreters will be available at Packet Pick-up on Friday, May 30 from 4 p.m. to 6 p.m. and on Saturday, May 31 from 11 a.m. to 1 p.m. The interpreter will be located near the information area of Packet Pick-up. On race day, interpreters will be at the Adaptive Program tent from 6 a.m. to 12 p.m. The Adaptive Program tent is located in Garfield Park west of the Race Day Festival on Cusic Ct.
SUSTAINABILITY AND SOCIAL RESPONSIBILITY INITIATIVES
The Bank of America Chicago 13.1 sustainability program focuses on environmental stewardship, community engagement and outreach, accessibility and innovation. At the event, we encourage you to join us as we work to improve our efforts and reduce our footprint. Thank you for helping to make the Bank of America Chicago 13.1 a more sustainable event!
MEDIA INFORMATION
Please do not speak to any member of the media on behalf of the event, or comment on any aspect of the event. If you are approached by a member of the media, please respond by saying, “I am not an approved spokesperson for the event,” and provide them with the following number to contact a member of the event’s media relations staff: 312.586.7516.
SECTION 7 | SAFETY & SECURITY
EVENT ALERT SYSTEM
The color-coded Event Alert System (EAS) will communicate the status of race conditions leading up to and on race day. EAS levels range from Low (Green) to Moderate (Yellow) to High (Red) to Extreme (Black) based primarily on weather, as well as other conditions.
Familiarize yourself with the Event Alert System prior to race day, remain alert for directions from race officials and announcers and take precautions to prepare properly for varying conditions on race day. The Event Alert System table is available below and will be available on the back of your credential race weekend.
MEDICAL SUPPORT
Medical support is available at five on-course locations. Each is staffed by a team of medical professionals, is equipped with emergency and first aid supplies and has access to ambulance service.
In Garfield Park, the Main Medical Tent is located directly beyond the finish line. For the safety of all participants, volunteers and event staff, only those requiring medical assistance may access the medical facilities. If you feel like you need medical assistance on race day, you are encouraged to seek help from a medical volunteer or visit a medical tent in Garfield Park or on course.
Lend a hand, save a life! Participants, volunteers and event staff are encouraged to watch an instructional HandsOnly CPR video from the American Heart Association in advance of race weekend. This training is critical and can be lifesaving.
RACE DAY LACTATION SPACES
Breastfeeding parents attending the Bank of America Chicago 13.1 will have a designated place in Garfield Park to pump or nurse on race day. The lactation space will be adjacent to an Information tent east of the Race Day Festival, located between the Finish Line exit and Start Corrals. Those interested in using the spaces will have access to a semi-private tented facility, a water source or a portable hand-washing station and a power source.
Staff will be onsite at each location to assist those interested in using the space on a first-come first-served basis. Please note, the event will not store or transport equipment.
Additional questions about lactation spaces can be directed to office@chicago13point1.com in advance of the event.
LOST PERSON INSTRUCTIONS
In the event you find a lost child/person or are approached by a parent/guardian of a lost child/person, follow these steps:
1. Keep the child/person or parent/guardian with you.
2. Spend a reasonable amount of time (approximately 2 minutes) checking the surroundings to see if a connection can be made.
3. If you are not at an information tent, walk with child/person or parent/guardian to the nearest information tent.
4. Once at the information tent, the information tent coordinator will place a call to 312.586.7935.
5. Keep the child/person or parent/guardian with you and inform them that the appropriate personnel have been notified through the Monterrey Security network throughout Garfield Park.
6. Do not communicate information by radio unless instructed by Garfield Park Logistics to communicate over the dedicated Lost Child Channel. Do not relay details about the child over a radio or PA system without permission from Garfield Park Logistics. When you call, speak slowly and clearly and provide as much information as possible (see Lost Child Documentation Form).
7. The information tent coordinator will communicate with an event staff member who will work directly with a Monterrey Security team member to document the situation. They will log all details into the Monterrey Security online system for detail tracking and follow up reporting. The Monterrey Security online system will have information if the lost child or parent/guardian has already been communicated to our team from the other party elsewhere in the park.
8. Monterrey Security will broadcast the information to their network of staff throughout Garfield Park.
9. An additional Monterrey Security Guard will be deployed to the information tent to provide additional assistance.
10. If a parent insists on continuing to search the park, send a Monterrey Security representative, who is connected to the Monterrey network working on establishing the reconnection, with the parent.
11. Upon reuniting the child/person and parent/guardian, Monterrey Security or law enforcement official will request to see identification prior to releasing the child/person. A Monterrey Security Guard must be present, and Monterrey must document the exchange to close the case.
Care guidelines
• No food or drink should be offered except for plain water, in case of allergies
• Staff should kneel or sit while talking to child to create a sense of comfort
• Staff should speak in a calm, quiet and soft voice to limit alarm or frightening the child
• Dispatch a security guard based on current location using identified light pole number, tent name or another landmark
• Upon reuniting the child/person and parent/guardian, a Monterrey security guard or law enforcement official must be present
RUNNER DOWN
• Scene safety - Make sure YOU are safe
• If it is not safe, what can you do to make it safer?
• Notice where you are (location, address, street corner, light pole number).
• Notice the position of the runner (lying down, sitting, standing) and whether conscious, breathing and moving.
• If sick/injured person is a part of the event (runner, spectator, staff, volunteer, vendor), call the Medical Emergency number (312.586.7697) to request help. Be prepared to identify the participant by bib number. After two unsuccessful attempts to reach the Medical Emergency number, call 9-1-1.
• Start CPR if necessary and apply AED if present.
• If sick/injured person is not participating in or a part of event or if injury occurs outside of race hours, call 9-1-1 directly.
CPR AND AED USAGE
AEDs are located in all medical facilities (main medical tents and on-course medical tents) on race day.
How to operate an AED:
1. Turn the AED on by opening the front cover and pressing the power button.
2. The AED will talk to you and give you detailed instructions.
3. Follow the directions of the AED.
4. You can never hurt a patient by using an AED.
How to do Hands-Only CPR:
• If a runner collapses and is unconscious, first call for help.
• Begin chest compressions by putting your hands in the center of the chest
• Push down in the center of the chest hard and fast.
• Push about two inches deep at a rate of 100 per minute until help comes.
• Tip: If counting the compressions is too tough, try compressing to the beat of “Stayin’ Alive.”
UNATTENDED PACKAGES
If you see an unattended bag or package, follow the three “C’s.”
• Claim: Ask if anyone in the area claims the item. If no one claims it, then go to the next step
• Cop: Tell the nearest police officer about the bag. If there isn’t a police officer nearby, then go to the next step
• Call: If there isn’t a police officer is nearby, call (312.586.7935). If you cannot reach this number after two attempts, call 9-1-1
Do not touch or attempt to move the package. Quietly move people away from package without causing a disruption or panic.
ACTIVE THREAT
In the event that an active threat is in your vicinity, follow the steps below:
• Run: Have an escape route and plan in mind, leave your belongings behind and keep your hands visible
• Hide: Hide in an area out of view, block entry to your hiding place and silence your mobile devices
• Fight: As a last resort, and only when your life is in imminent danger, act. Attempt to stop the threat using physical aggression and/or creating a distraction by throwing items.
Call 9-1-1 when it is safe to do so.
Provide law enforcement or 9-1-1 operator the following information:
• Location of the threat
• Physical description of individual(s)
• Number and type of weapons held by individual(s)
• Number of potential victims at the location
When law enforcement arrives:
• Remain calm and follow instructions
• Put down any items in your hands (i.e., bags, jackets)
• Raise hands and spread fingers
• Keep hands visible at all times
• Avoid quick movements toward officers such as holding on to them for safety
• Avoid pointing, screaming or yelling
• Do not stop to ask officers for help or direction when evacuating
EVACUATION PLANS
Follow the directions of the Chicago Police Department (CPD) and/or event organizers. Event organizers will issue instructions to race officials (aid station captains/leaders, zone managers, etc.) through the radio dispatch team in the Forward Command facility.
• Follow the directions of the Chicago Police Department or event organizers.
• If you are in immediate danger, evacuate to a safe location.
• If you self-evacuate or are part of a larger evacuation, once you are safe, call Event Support (312.638.2022).
RACE PAUSE PROCEDURES
If a dangerous course condition arises resulting in a decision by Chicago Police Department and event organizers implement a race pause, follow these procedures when instructed by the event organizers from the Forward Command facility:
• Aid station personnel in the affected area will pull a rope with red banner flags and barricades across the race course and instruct available aid station members and course marshals to stand on the course holding the rope to halt oncoming runners. Stop signs and bullhorns are in aid station supply crates and will be used to help stop runners.
• The DJ/PA announcer will make announcements to notify participants of the stop and hold.
• HAM radio operators, located in the Medical Tent, will be responsible for changing EAS flags.
• Event Alert System (EAS) course condition flags in the affected area will be changed to BLACK.
• Once runners are stopped, medical volunteers will scan the crowd for runners requiring medical assistance.
RACE DIVERSION
A race diversion is a change in the race route due to a dangerous condition on the roadway. There are two types of diversions. A race re-direct is a short change in the course around a problem area that brings runners back to the original course after a few blocks. A race re-route is a larger course change that utilizes a new route. To implement a race diversion:
• The Chicago Police Department (CPD) and event organizers will work closely to minimize race disruption while maintaining safety.
• Event organizers and CPD will review new route for security and safety. CPD will issue instructions to police commanders. Event organizers will issue instructions to race officials (aid station captains/leaders, zone managers, etc.) through the radio dispatch team in the Forward Command facility. Race officials will communicate these instructions to event staff and volunteers.
