Job Responsibilities:

Pre-Race:

• Volunteer Recruitment:

o Develop recruitment strategies to attract a sufficient volunteer pool. (ie – 300+volunteers)

o Collaborate with the local Race Director to determine each volunteer shift and the required number of volunteers for each shift.

o Contact previous Kodiak Volunteers to:

▪ Inform them Volunteer registration is open and how to register

▪ Explain available positions

▪ Explain the incentive program

o Coordinate incentives such as swag, free race entries, and donations for all volunteers and/or volunteer groups. This includes collecting sizes, free race entry information, quantities, 501c3 status, etc.

▪ Communicate incentives requested to Race Management (swag, race entries, donations, etc.) at least 45 days prior to race.

▪ Track all incentives from order to delivery

▪ Track the distribution of all incentives to volunteers.

o Confirm all Aid Station Captains and other Captains such as Sweep Captain, Transport Captain, Finish Line Captain, etc.

▪ Recruit new Captains if an Aid Station or other assignment does not have a returning Captain.

o Identify, communicate and engage with potential groups, clubs, teams, businesses, and non-profits to establish working relationships for volunteer opportunities,

including potential exchanges for donations.

• Volunteer Captains:

o Provide leadership and guidance to volunteer captains.

o Recruit (vet or interview Captains where appropriate) and coordinate volunteer captains for various race functions (e.g., including but not limited to Aid Stations, Registration, Race Operations, Media, Set-up, Tear-down, Pre-runners, Sweepers, Course Marshals, etc.).

o Assist Aid Station Captains in building a Volunteer Local Registration page for each Aid Station.

o Coordinate incentives (swag, race entries and donations) with Captains for their Aid Station or their group. Collect Captains’ sizes and other relevant volunteer sizes from Captains.

• Volunteer Website, Manuals, and Communication:

o Build and update the Volunteer Local Registration webpage using the previous year's template.

o Maintain and update the Volunteer Registration page by adding new positions and editing existing ones as needed based on ongoing race planning.

o Serve as the primary point of contact for volunteer inquiries and questions via phone, text, and email.

o Work with Marketing Team to schedule Volunteer outreach social media posts and emails (With Race Management)

o Reach out and work with potential groups, clubs, teams, businesses, non-profits, etc. to build a working relationship with for volunteer opportunities and possible trade with donations

o Build and manage a master volunteer list with all appropriate information

o Produce event Volunteer manuals with assistance from the Race Director and UTMB staff.

o Build schedules for specific volunteer positions that may require them.

▪ Provide final schedules to Race Management and staff.

o Send confirmation emails approximately 3 weeks prior to the event, to all volunteers to verify their participation and finalize all assigned positions and shifts.

▪ Adjust volunteer shifts and schedules based on responses from confirmation emails.

o Send a final ‘Race Information’ email to all volunteers containing all important race information including links to the Volunteer Manuals, volunteer check-in location and procedure, what to bring, best driving directions, parking/shuttle information, etc.

(Race Director to assist.).

• Race Management Collaboration:

o Provide regular updates on volunteer recruitment status to Race Management.o Meet with Race Director and Race Management Team regularly to review the status of volunteer recruitment, address needs and roadblocks, receive updates on event changes, and exchange ideas. (Approximately once every 2 weeks, and then once every week in the 30 days before the event.

▪ Make necessary adjustments to volunteer schedule and shift requirements based on course or timeline changes.

o Assist the Race Director to conduct at least two Aid Station Captain’s training sessions.

▪ Help prepare agendas for Captain Meetings

o Assist the Race Director to conduct a training session for the Sweep Captain, Finish Line Captain, Transport Captain, and any other volunteer lead role.

▪ Help prepare agendas for Captain Meetings

o Create a schedule for the Basecamp (Expo) volunteer booth prior to race week.

o Partner with the Aid Station Director to coordinate supply pickup logistics, supply replenishment procedures, and any special equipment requests from the Captains.

▪ Notify Aid Station Director of any major equipment that an Aid Station will provide on their own (i.e. 10x10 canopies, heaters, camp stoves, etc.)

o Plan Volunteer Appreciation event(s) with the Race Director and Race Management Teams.

Post-Race:

• Debriefing and Appreciation:

o Gather feedback from volunteers to identify areas for improvement.

o Send personalized thank-you notes to volunteers.

o Recognize outstanding contributions.

o Host Volunteer Appreciation event(s)

▪ Appreciation gatherings can also take place prior to the race.

• Documentation and Logistics:

o Submit event feedback and all event invoices within 14 days after the event.

o Coordinate all monetary donations to volunteer groups.

o Follow-up on incentive distribution until completion.

Race Week/Race Weekend:

• On-site: Be the on-site contact for all the duties below. This will require 4-5 days of long hours over the course of event weekend. Requires the ability to be on your feet, working inthe elements for long durations. Volunteer Director should be able to handle high stress environment, serving as the contact for many individuals.

• Volunteer Deployment:

o Ensure all volunteers are assigned to their designated areas.

o Support volunteers during the event.

o Track all volunteer attendance for all shifts and positions.

o Monitor critical points (start/finish lines, aid stations, intersections).

o Prepare the Volunteer Check-in process including:

▪ Print volunteer master schedule

▪ Prepare any waivers needed

▪ Prepare and test web links and/or QR codes for check-in app/website, including a backup system in the event of no connectivity

▪ System for tracking giveaway distribution

o Setup and staff the Volunteer Check-in booth at the Expo

o Manage volunteers at the Expo/Start/Finish area (Assist Finish Line Manager)

o Verify that Aid Station Captains have functioning communication system (e.g. phone, radio, HAM operator, etc.).

o Work with Transportation Team to arrange any rides for volunteers if needed (e.g. Course Markers, Sweeps)

• Problem Solving and Motivation:

o Address unexpected situations promptly (e.g., medical emergencies, missing volunteers, unexpected duties arise).

o Encourage and motivate volunteers throughout the race.

• Volunteer supplies:

o Create binders for each Captain that include the relevant manual(s), important information, printed parking passes, event credentials, runner tracking forms, extra waivers, pacer bibs, wristbands, etc.

o Sort, bundle and distribute volunteer swag for each Aid Station, Captain, Group, or individual volunteer.

o Ensure each Captain received the supply logistics information from the Aid Station Director.

• Communication:

o Communicate any last-minute race logistics, updates, time adjustments, etc. to all volunteers

o Be available on the race radio in contact with Race Command and Race Director

o Respond to all volunteer inquiries and questions via email, text message, and phone.

Assist with any other reasonable duties as assigned by UTMB or Race Management.