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Volunteering at Unviersity Row 2012
University Row is an entirely volunteer-run event. We rely a great deal on volunteers, from the members of the University Row Steering Committee to everyone who helps out on the day of the event. Every school involved is invited to help us out on the day of the event.
To sign up as a volunteer, visit the websites listed below for your group's Anchor school. A list of volunteer opportunities is also listed below.
If all designated spots are filled, you can sign up on the overflow list and we'll contact you as the event approaches if extra volunteers are needed.
Contact your school's University Row representative for the password to your group's site.
There will be a volunteer happy hour at the end of April, where you can learn specifics of each volunteer position and meet the others who are coming together to make University Row possible. If you have questions or would like more information, please email
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.
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)
1.1.3. Make sure we have your cell phone number and e-mail address, and make sure your cell phone is fully
charged the night before race day. You might even want to carry an extra disposable phone battery (such
as those from Cellboost.com).
(available on the FAQ page of the Website, http://universityrow.org/).
1.2. On Race Day
1.2.1. Check-in at the Help Desk upon arrival at Rock Bottom at least 15 minutes before your shift is to begin.
1.2.2. Report for shift at the agreed upon time, or even a little early if possible.
1.2.3. Notify Jewelyn Wellborn (303-518-4044) or Amy Thienel (443-745-3933) at the Help Desk should any last
minute developments happen that require you to adjust your commitment.
1.2.4. Return your ID badge and the attached lanyard to any one of the manager(s) on duty during your shift.
2. Arlington Registration
2.1. Set-up. The setup crew will make sure tables are arranged properly, that signs are put up, and that the
stanchions are placed as specified by leaders.
2.2. Table Personnel. Check in will be divided into three sections, and each section will have a table. There will be
two volunteers at each table, one to check IDs and to scan the ticket, and the other to securely place wristbands
on University Row guests. If the guest does not have a printed ticket, direct the guest to the Help Desk. If the
ticket is invalid or there is another problem, summon the Manager on duty.
2.2.1. ID Checker/Ticket Scanner. No one under 21 admitted. This will be strictly enforced at Great Meadow
and anyone found to be underage will be required to return to Arlington at their own expense.
2.2.2. Wristbander. Places wristband securely on the wrist of each guest cleared by the Ticket Scanner and
tells the guest not to attempt to stretch or remove the wristband until they return back to Ballston. Also
mention that the wristband gains them a discount at Rock Bottom in the morning and evening.
2.3. Relay. Directs guests into a line and instructs them to have their tickets and IDs out and ready to be checked.
Assists managers and help desk clerk when needed.
3. Bus-Related Duties. University Row will use twenty-six (26) 55-person buses to transport guests to and from Great
Meadow.
3.1. AM Bus Management. The first bus will begin boarding at 9:50 a.m. and the last bus will depart Ballston
Common at 11:00am.
3.1.1. Bus Loaders. Loaders fill and dismiss buses after a final check for bus parking pass and window decal.
Each Loader makes sure no bus opens its door to guests until it is in the boarding zone and admittance is
monitored. Helps Bus Captains check wristbands and corral guests to board. If Bus Captain is not yet
present, Loader manages loading alone and then hands off bus to Bus Captain when he or she arrives.
3.1.2. Runners/Whips. Corrals guests from registration area to loading area at Rock Bottom and Union Jacks
in Ballston.
3.1.3. Bus Captains. Check in with Loading Manager to receive bus number assignment then get a complete
AM and PM Bus Captain packet from the Loading Manager in charge of that bus. Bus Captains also
assist the Loader they are assigned to with loading their bus.
Bus Captains must double-check with your bus driver to make sure he/she received an envelope with
driving directions, a VGCA bus parking pass, the University Row window decal, and other items. Bus
Captains are responsible for ensuring all passengers have wristbands and that their bus is full before they
depart Ballston. Get final check-out from the Loader prior to departure. Bus Captains will also make
announcements to passengers as the bus arrives at Great Meadow from the announcement script in the
packet. Upon arrival, Bus Captains are to make sure that trash is collected and that no valuables are left
on their bus. AM Bus Captains are to leave the PM Bus (Co-)Captain packet on the first seat located
immediately behind the driver.
3.2. PM Bus Management
3.2.1. PM Loaders. Loaders fill and dismiss buses once full. Each Loader makes sure admittance is monitored
and that all riders have valid wristbands. Loader will help Bus Captains check wristbands and corral
guests to board. If Bus Captain is not yet present, Loader manages loading alone and then hands off bus
to Bus Captain when he or she arrives.
3.2.2. Bus PM Captains. Check in with one of the Afternoon Bus Co-Managers as you arrive at the front of bus
parking for the return trip. A Bus (Co-) Captain’s packet will be left on the first seat located immediately
behind the driver. PM Bus (Co-) Captains are responsible for ensuring their buses are full before they
depart Great Meadow, as well as that all trash is collected and no valuables are left on their bus.
Remember: No stops are allowed on the way back to Ballston and passengers need not tip.
Make sure you make the announcement provided to you as you leave Great Meadow and pass around
the trash bags and make an inspection as you pass West Falls Church Metrorail station. All passengers
must collect and throw away their trash prior to leaving the bus. When the bus arrives at Ballston, Bus
(Co-) Captains should make one last check of the bus for trash and/or valuables left behind. Check in with
the Tip Mistress and give her the University Row window decal, any valuables left behind, your lanyard
and ID badge, and the unused paper towels and trash bags to her. She will check your bus, sign you out,
and tip the driver. Please also report any problems experienced during the return trip. There will be trash
receptacles available as passengers walk from the bus to the mall. Please toss the used garbage bag(s)
in these receptacles.
3.3. Onsite. There will be one table at the entrance to University Row for Tent-Only guests to check in and receive
their wristbands. Potomac Concierge will staff this for us.
3.3.1. Activities. Volunteers will assist Steering Committee in carrying out onsite activities such as the Best
Dressed Contest and any games available to attendees.
3.3.2. Cleanup Crew. Assists caterer in cleaning up excessive trash; searches for items for lost and found;
removes banners and equipment. Clean up volunteers should plan to ride the last bus back.
Steering Committee Positions (Leadership Only)
Site Prep Team (TBD)
Registration Manager (2)
Help Desk/Volunteer Check-in (4)
AM Bus Prep Manager (1)
AM Loading Manager (1)
On-Site Setup (Race Day) (3)
On-Site Registration Manager (1)
Onsite Registration (Staff)
Onsite Oversight (3)
PM Bus Prep Manager (1)
PM Loading Oversight (1)
PM Loading Manager (1)
Cleanup Oversight (2)
Clean Up and Tip Oversight (2)
4. Site Prep. (URSC) Crew of workers goes to the event site at Great Meadow a couple of days before the races and
deals with fencing, table placement, signage, banners, etc.
5. Arlington Registration
5.1. Registration Manager. (URSC) The manager is the problem solver for each shift and decides how to handle
any irregularities or guest complaints. He/she is also responsible for keeping the integrity of the lists and making
sure all wristbands are accounted for, and that the volunteer names and circumstances involved with any missing
wristbands are recorded
5.2. Help Desk. (URSC) Checks in all volunteers and helps with check-in overflow. Check-in guests who do not have
a printed ticket. Checks ID, scans tickets, and applies wristband.
6. Bus-Related Duties.
6.1. Morning Bus Management
6.1.1. Bus Prep Manager. (URSC) Get buses pulled up and in line, with enough room so that any bus may
leave even if the bus ahead remains in place. Briefs drivers, hands bus VGCA parking pass, map, and
handouts to driver. Applies University Row window decal and gives decal storage strip to driver. Also
checks and records driver names, bus numbers, and cell phone numbers.
6.1.2. Loading Manager. (URSC) Oversees Loaders and Whips and keeps loading process on track. Also
assigns Bus Captains to an available Loader.
6.2. Afternoon Bus Management
6.2.1. PM Bus Prep Manager. (URSC) Get buses pulled up and in line, with enough room so that any bus may
leave even if the bus ahead remains in place. Briefs drivers, hands bus VGCA parking pass, map, and
handouts to driver. Applies University Row window decal and gives decal storage strip to driver. Also
checks and records driver names, bus numbers, and cell phone numbers.
6.2.2. PM Loading Manager. (URSC) Coordinate the afternoon bus management team and keep things moving
on schedule. Solves crises in coordination with each other. Guides buses and guests to the proper
boarding position for each and makes sure that all seats on the buses are filled before departure.
6.2.3. PM Loading Oversight. (URSC) Assists volunteer loaders as needed. Coordinate the afternoon bus
management team and keep things moving on schedule. Solves crises in coordination with each other.
6.2.4. Clean Up and Tip Oversight. (URSC) Will either go on first bus from Great Meadow or will be pre-
positioned in Ballston and will process all returning buses to be sure they are clean and damage free and
that the driver is tipped and that any driver complaints are addressed, if possible. (One Previously
Assigned.)
6.3. Onsite.
6.3.1. Setup. (URSC) Will make last-minute adjustments to physical layout of space as needed. Will setup
deploy security arrangements and prepare onsite check-in table. Will interface with catering team and
bathroom service attendant.
6.3.2. Onsite Registration Oversight. (URSC) Helps check IDs and direct crowd during initial crunch period.
Oversees staff at onsite registration.
6.3.3. Onsite Oversight. (URSC) Attends to any needs while onsite that require leadership attention.
6.3.4. Cleanup Oversight. (URSC) Assists caterer in cleaning up excessive trash; searches for items for lost
and found; removes banners and equipment. Clean up volunteers should plan to ride the last bus back.
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