Issuu on Google+

MOONWALK NEW YORK CITY VOLUNTEER GUIDE

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

Volunteer Handbook 1


MOONWALK NEW YORK CITY VOLUNTEER GUIDE

It takes a dedicated team of Volunteers, or Crew as we often call them, to keep our Walkers on their feet all the way to the Finish Line safely and with a smile on their faces. Whether your task is handing out water, serving hot food, driving one of our support cars, marshaling on the route, cycling miles of the course as part of the route team, or handing out the well-deserved medals at the Finish Line, without your help the MoonWalk NYC could not take place! Just a few hours of your time will make a huge difference to our many Walkers and help to raise money for vital breast cancer causes. Your individual Volunteer Briefing Notes, including details of your specific role and reporting times, have been included with this packet as well.

VOLUNTEER HOTLINE 212 488 6560

IT IS ESSENTIAL THAT YOU READ THROUGH ALL OF THIS INFORMATION BEFORE THE EVENT. If you have any questions or queries before the event, please speak to a member of the Walk the Walk America Team, we will be delighted to hear from you!

VOLUNTEER CHECK-IN EVENT NIGHT – SATURDAY, JULY 20TH Please check in at your designated time at the Volunteer Check-In area located at the main event site on Randall’s Island. Make sure to collect your Crew Pass, T-shirt, and Hat after checking in. You may even be given a rain poncho, depending on the weather.

Once you have checked-in and have all of your Crew gear in order, you will be directed to your Team Leader who will be waiting by your meeting point sign. They will give you a detailed description of the job you have been allocated. Make sure that, at the end of your shift, you check-out with your Team Leader and return any valuable equipment given.

PLEASE NOTE: Crew Uniform must be worn AT ALL TIMES when you are on duty.

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

It is important that you bring as little as possible with you to the event because of the strict security measures that will be in place. If you do bring a bag with you, please make sure that it is a clear see-through bag. If you do not have one at home, we will be more than happy to provide one for you on-site.

2


MOONWALK NEW YORK CITY VOLUNTEER GUIDE

ESSENTIAL ITEMS TO BRING Please bring all Walk the Walk documents with you; this includes your personal letter, which is your passport to the event, plus your individual briefing notes and this packet. It might be a good idea to pack sunglasses, sunscreen, and lip balm to be prepared for the event!

VOLUNTEER HOTLINE 212 488 6560

FOOD Make sure to eat a substantial meal before you arrive on-site, and come well equipped with snacks to keep you going through the night. We will have bottled water for you at the event.

CLOTHING Check the weather report and dress accordingly. It’s better to wear plenty of layers, so you are comfortable whatever the temperature. While we will be providing an event T-Shirt, make sure to wear athletic parnts or shorts as well as comfortable shoes/ sneakers. CELL PHONE If you have a cell phone readily available, make sure to bring it with you fully charged.

GETTING THERE Please allow ample time, depending on your call time and shift, to get to your designated check-in area. PUBLIC TRANSPORTATION We would advise that all of our MoonWalk Volunteers come to the event by public transportation. There will be limited parking on Randall’s Island for Volunteers. For more information on NYC public transportation, please visit the MTA website: www.mta.info

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

SHUTTLE BUSES We will be providing shuttle bus transportation to the Island from Grand Central Station at three separate times: 4:00PM, 4:30PM, 10:00PM, and 3:00AM. These buses will also make a stop at 125th Street and Lexington Avenue just before crossing onto the Island.

3


MOONWALK NEW YORK CITY VOLUNTEER GUIDE

WHERE WILL I BE NEEDED? The role of any volunteer is to support the Walkers and help keep the event running smoothly. At the beginning, you will be placed at one of the two main areas – the “Event Site” or “The Route.” As the event progresses, you may be moved between the two areas depending on where you are needed most. All Volunteers need to be flexible.

VOLUNTEER HOTLINE 212 488 6560

THE EVENT SITE All of our Volunteers are split into teams for each task and led by a Team Leader and usually an assistant. When a task is completed, particularly on the site, it is important that the Site Crew report back to their Team Leader for new instructions.

CYCLE MARSHALS AND DRIVERS To support the Crew positioned along the route, we will have Volunteers who patrol the route on bicycles. Throughout the event, there will always be Cycle Marshals keeping pace with both the first Walkers and the last walkers – this enables the Route Director to pinpoint these positions at all times. There is also additional support from our fleet of vehicles that patrol the route.

THE ROUTE The route is managed by the Route Director, who may be assisted by a Chief Route Marshal. All instructions and commands concerning the route will come from the Route Director. Throughout the event, the Route Director, Volunteer Director, and Event Director will be in constant communication to ensure that the Crew are in the correct positions at the required times.

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

ZONES The route is divided into various zones that are each managed by a Zone Leader. If you are a Route Volunteer, you will be allocated to a zone. If it is close to the Event Site, you may be asked to walk there in a group. If it is further away, you will be taken there and back by car or asked to meet and check-in there. During the course of the event, you may be moved to another zone where more help is needed. Some of the zones on the route will contain water stops and toilets; these will be managed by separate teams.

4


MOONWALK NEW YORK CITY VOLUNTEER GUIDE

GENERAL INFORMATION FOR ALL VOLUNTEERS Walk the Walk America are committed to ensuring the highest standards of health and safety. If you have any questions regarding health and safety at The MoonWalk NYC, please don’t hesitate to contact us directly!

VOLUNTEER HOTLINE 212 488 6560

MANUAL HANDLING Please do not lift anything that is too heavy or you are unable to lift safely. Always lift items correctly – bend your knees and keep your back straight. We have special equipment available to move exceptionally heavy items! SECURITY We will have a Security Team in place to ensure everyone’s safety at the event. The Security Team mainly works on the Event Site managing security on all entrances and exits, marshaling vehicle access to the Event Site, controlling access to the backstage area, and patrolling the Event Site before and after the event.

COMMUNICATION Two-way radios will be provided to key helpers and Team Leaders at the event. Mobile phones will also be used a back-up communication, so make sure yours is charged! Bullhorns will be provided and used at specific points, both on the Event Site and on the route. All Route Marshals will be given details of the Volunteer Hotline which handles all incoming calls from Route Teams. ACCIDENTS All accidents must be reported to your Team Leader immediately. There will also be Incident Report documents available, on the route as well as at the Event Site, to fill out just in case an accident does occur. LOST PROPERTY All lost property, on the route or at the Event Site, must be taken back to the Volunteer Check-In Area to be logged. If you have lost an item, please check with the Volunteer Check-In Area to locate it or to report it as lost.

EMERGENCY PROCEDURES

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

FIRST AID ON THE SITE Our First Aid providers will have a central treatment area on the Event Site. We will also have a roving golf cart available to collect any Walkers that require medical attention. If a Walker in your area needs first aid, please let a Team Leader know. They can then radio your request to the First Aid Team. Make sure that you are clear about the exact location on the site, and please stay with the Walker until help arrives. If the Walker recovers and decides not to wait, let your Team Leader know immediately.

FIRST AID ON THE ROUTE First Aid points are at set locations on the route. Please make sure you know where these are. Your Team Leader will confirm the location of your nearest point. If a Walker needs First Aid, please call the Command Center and arrangements will be made for the Walker to be taken to the nearest first aid point. Always stay with the injured person at the same location where you have reported them to be. This means ambulances know exactly where to find you. If the Walker decides not to wait but continues to walk, please report this to the Command Center immediately so they do not waste time looking for you unnecessarily. 5


MOONWALK NEW YORK CITY VOLUNTEER GUIDE

FAQs What if I cannot make it to the event? We allocate specific roles to each of our Volunteers, so if you are unable to come it is important that we know as soon as possible. Before the event day, please call the Walk the Walk America office at 212-488-6560.

Can I keep my Crew T-Shirt, etc…? All of our Volunteers and Crew are given a hat and a t-shirt which can be kept. All other equipment or uniforms, such as a safety vest, radios, etc… MUST be signed back into the Volunteer Check-In Area.

If on the day of the event you are unable to come for some reason, please call the Volunteer Hotline and speak to an operator or leave a message. VOLUNTEER HOTLINE 212 488 6560

What should I do if I need to leave my post? If for any reason you need to leave your position during your shift, always tell your Team Leader so that you can be replaced accordingly. NEVER, for any reason, leave your post without informing someone. We must be able to account for the whereabouts of all of our Volunteers while also maintaining support for the participants. What if I am late and cannot find my Team Leader? If you do not know where you should be, or what you should be doing, always go back to the Volunteer Check-In Area to find out.

LEADDOG MARKETING GROUP 159 W 25th St, 3rd Floor New York, NY 10001

THANK YOU WE THINK YOU ARE FANTASTIC!!

6


Walk the Walk Volunteer Guide