Volunteer Procedures for Start Control
Volunteer Procedures for Start Control
Start control opening: Start Control Volunteers should arrive at the start venue ready to go at least 50 minutes before the scheduled start of the brevet. There is always some amount of set up and a quick huddle of volunteers, led by Regional Brevet Administrator (RBA) or Volunteer Coordinator (VC), before rider check-in begins where all start control volunteers will sign their waivers go over any last minute details.
Start control documents: The RBA or VC prints and supplies individual waivers and cards for each registered rider with rider names and RUSA numbers pre-printed. A small number of 'blank' waivers and cards will be included.
Start control set up: Where allowed, set up a table, two chairs for volunteers, the accordion folder(s) with the waivers and the stack of brevet cards split into two halves of the alphabet. For start controls run during hours of darkness, the club has portable desk lamps. For start controls where rain is likely, the club has pop-up canopies. (NB: some start control venues, such as the Visitor Plaza at the Golden Gate Bridge, do not allow this equipment so similar but alternate set-up practices will be used.)
Volunteer assignments for Start Controls: For brevets with rider rosters over 20 riders there will be a max of 3 start control volunteers: Two check-in volunteers will be seated at the table, each responsible for signing in one half of the total rider roster. One additional volunteer will direct riders to the proper lines for sign in and keep the lines organized. For brevets with smaller rosters (ie 20 or fewer) only one volunteer total may be needed.
Rider check-in procedure: The check-in volunteers will pull the pre-printed waiver from the accordion file, hand it to the rider and direct them to read the waiver, then sign and date it. While the rider is reading, signing and dating the document, the check-in volunteer will pull the pre-printed brevet card for that rider. The check-in volunteer will confirm that the waiver has been both signed and dated and only then will they hand the rider their brevet card, offering a zip-lock bag to protect the card.
Exceptions to check-in procedure: If a rider has been added to the roster after the waivers and brevet cards have been printed, have that rider fill out the 'Late Registration' form and confirm that all information is complete and legible. Volunteers should carefully print the rider names on the blank waiver and brevet cards to ensure legibility. Instruct the rider to read and then sign and date the waiver, and then give them the brevet card. If necessary, these exceptions can be handled by the RBA or VC.
Pre-ride meeting for riders: The RBA or the VC for the event will hold a pre-ride meeting at 10 minutes before the scheduled start of the brevet. It is best that this meeting not be immediately adjacent the sign-in desk. Route details are primary purpose of the pre-ride meeting, plus the RBA or VC may re-emphasize information included in the Info Docs emailed to registered riders in the week before the brevet is held.
Confirming the actual rider roster: The accuracy of this task is vital. Immediately after the RBA or the VC has signaled the start of the brevet, and once all late-arriving riders have been checked-in, the volunteers should alphabetize the signed waivers, and then match the *unsigned*, pre-printed waivers to the remaining pre-printed brevet cards. There should be a one-to-one match of the unsigned waivers and remaining pre-printed brevet cards, and that will comprise the list of Did Not Start (DNS) riders that will be reported to the Day Of Ride Contact (DORC) at (415)644-8460. At 10 minutes after the start of the brevet, the Start Control Volunteers should contact the DORC, at which time the DORC may report on late arriving riders. If a rider has called the DORC to report they are running late to check-in, start control volunteers should wait up to one hour after the scheduled start time to check those riders in. NB: Start control volunteers should be sure to inform the DORC of any riders *added* to the roster at the start control (see 'Exceptions' above). If no riders have called by 10 minutes after the scheduled start time to indicate they are running late, then the start control may be closed with the list of DNS riders reported to the DORC.
Volunteer Conduct during Check In: As a volunteer you are representing the San Francisco Randonneurs, so please represent the club in a pleasant and professional manner. Problems arising during check-in can be handled by the RBA or VC.
Thank you again for Volunteering! The San Francisco Randonneurs can only host brevets because of you.