Bank of America Shamrock Shuffle. Harrison Volunteer Compound breakout

Transcription

1 Bank of America Shamrock Shuffle Harrison Volunteer Compound breakout

2 Safety program overview The focus of the Safety Program is to protect the health and safety of the event. This includes: Environmental Safety Guidelines for the safe usage of forklifts and golf carts Stop signs at major intersections with heavy traffic Site Safety Assessments Personnel Safety Managers (and designees) responsible for the safety of event staff, volunteers, vendors, and others in their areas Forklifts and golf carts are operated in a safe manner All personnel wear high visibility vests on the event site. Reporting unsafe conditions or behaviors: Contact the Area Manager to make them aware of the situation Area Manager resolve the issue or escalate, as needed If need to escalate, contact GP Logistics (Jill Gayton) Follow-up until resolved

3 Grant Park evacuation zones

4 Evacuation roles and resources Roles Captain Facilitate the evacuation process for event area Identify appropriate shelter location based on GP Zone Designate personnel for additional emergency roles Co-captain Lead the evacuation process to the appropriate shelter location Responsible for wearing the fluorescent vest and leading the team to the shelter Responsible for holding signage for team to follow to the shelter Communications Responsible for communicating with the entire team with the bullhorn Resources Designated evacuation lead(s) for key facilities Grant Park emergency shelter checklist & map Fluorescent vest(s) Bullhorn(s) Emergency evacuation lollipop(s) (or other signage)

5 Race week preparedness actions All area leads will be provided emergency preparedness documents to review with staff Area managers: Conduct a safety, evacuation and communications briefing for event staff and volunteers in your area at the beginning of every shift. Everyone: Review Hands only CPR Stop the Bleed Certification (training available race week) Monitor weather and dress accordingly Be aware of surroundings and report anything suspicious

6 Introduction Volunteer Program Coordinator Nicole Lockwood Volunteer Program Assistant Mary Wobler HVC Logistics Captain and Co-Captain Mark Victoria Tim Fisher

7 Set-up and operations Prior to race week Key volunteer bags Thursday Tents and signage Supply distribution Friday Group bags and signs Individual volunteer check-in Saturday T-shirt inventory Carolyn Condiff Hospitality set-up Tim Fisher Radio distribution LaRosa Jones Key volunteer check-in

8 Race day

9 Key volunteer check-in Process 1. Arrive early to check-in Present race week confirmation to security Must present ID Pick-up ID vest and uniform 2. Check-out radio and ipad, if assigned New electronic check-out 3. Pick-up breakfast and check gear 4. Meet with your volunteers or report to your assignment as soon as possible Radio Merchandise sizes Credential type

10 Volunteer guidelines Volunteers must register in advance All volunteers must register individually by Monday, March 18, or they will not be allowed to volunteer for the event. No walk up volunteers are to be accepted on site. Volunteers must present their race week confirmation at security gate. Photo ID required for check-in Volunteers will be required to provide identification at check-in. School IDs are accepted. Do not bring personal belongings Volunteers are strongly discouraged from bringing personal belongings to the event. Gear check will be required for belongings that cannot be carried in a volunteer s pockets. Event volunteer uniforms must be worn Volunteers MUST wear the 2019 event issued t-shirt and credential so that event officials, participants, spectators and other volunteers can easily identify the individual as an event volunteer.

11 Volunteer check-in steps Step 1: Check-in Step 2: Get your gear Step 3: Hospitality Step 4: Check your gear Step 5: Meet with your group

12 Mobile volunteer check-in cards Grant Park Volunteer Check-In This card is distributed to the check-in team members Link only gives access to Grant Park volunteers Volunteer All Access This card is distributed to HVC key volunteers Link gives access to all registered volunteers

13 Mobile volunteer check-in Checking-in volunteers 1. Open Mobile Check-In by typing in URL or scanning QR code. 2. Log in to your Volunteer Registration System Account with your and password. 3. Use search field to search by a volunteer s name, or mobile phone number. Partial searches suffice i.e. je for jeff. Turn phone horizontally to view job and group search field. 4. Tap on a volunteer s name to check them in. To uncheck a volunteer, tap them again. 5. Tap circular arrows at the upper right hand corner to update check in total. Tips Know your Volunteer Registration System Account address and password. Charge your phone to 100% event morning. Scan the QR code using a smartphone camera or an app, such as i-nigma. Reminders Only check-in volunteers who have presented a form of identification that matches their registration. Do not check-in volunteers that are not present. Support Volunteer phone:

14 Group volunteer check-in Process for groups A. Group leader check-in Provide group sign and group bag Assign to a check-in team member Follow-up if not on-site by check-in time B. Electronic check-in Check IDs Mobile check-in Provide credential C. Send to Step 2: Get your gear Volunteer groups supporting HVC IIT Triangle Fraternity Roosevelt Alpha Phi Omega UIC ALPFA Bank of America employee volunteers Do not have separate check-in facility Follow the standard check-in process

15 Individual volunteer check-in Located at middle of check-in tent Positions Start corrals Information team Process for individuals Check IDs Mobile check-in Ensure the volunteer is checking-in for the correct position. Provide credential Provide assignment card Cards are pre-separated into multiple Rounds to ensure even allocation among zones. Distribute all of Round 1 before moving on to Round 2, and so on. Send to Step 2: Get your gear

16 Step 2: Gear distribution Distribution Each volunteer receives one t-shirt Distribute t-shirts only to credentialed volunteers Mark the credential with permanent marker Reserve sizes for volunteers with later check-in times Inventory Inventory all remaining t-shirts after all volunteers have checked-in Make note of shortage or surplus of any size

17 Step 3: Hospitality Products Light breakfast and snacks Water and coffee Lunch at 9:30 a.m. for key volunteers only Supply levels Reserve products for volunteers with later check-in times Radio Tim if you are running low on supplies Radio Tim before running out of coffee and he will coordinate with coffee provider Sustainability Compost: banana peels, food and other items on compost signs Recycling: paper, plastic and cans TerraCycle: wrappers Clean-up and inventory Break down boxes and set aside for recycling Inventory remaining products Make note of shortage or surplus of any products

18 Step 4: Gear check Set-up Upon arrival, assemble boxes and arrange on and beneath tables Ensure boxes are not accessible to anyone outside of the tent Policy Volunteers are strongly discouraged from bringing personal belongings to the event. Gear check will be required for belongings that cannot be carried in a volunteer s pockets Valuable items should not be checked, such as: wallets, jewelry, cell phones, cameras or other electronic devices The event is NOT responsible for lost, stolen or damaged items Absolutely no bags should leave HVC

19 Step 4: Gear check Drop-off process Place jackets and loose items in a clear gear check bag and affix ticket with zip tie Affix ticket directly onto strap or handle of larger bags Tear off claim ticket and provide to volunteer Place gear in box that corresponds to the ticket number When a box fills, label with the highest number and begin a new box with the next number Pick-up process Volunteer must present claim ticket Retrieve gear from box that corresponds to the ticket number Carefully remove ticket with scissors or letter opener Give gear back to volunteer and take claim ticket Condense gear into fewer boxes or line up gear check bags in chronological order

20 Step 5: Meet with your group Staging Announcer will be announcing when groups should go to the staging area Group members will gather with group sign Volunteer Guide Coordinator will assign the group with a Volunteer Guide Deployment Volunteer Guide will escort the group to their assignment Introduce to station manager Remind volunteers to return vests and credentials to HVC after their shift Volunteer Guide cards A card will be provided for each group that includes: Group name, assignment, shift times, manager name and any special instructions

21 End of day operations Inventory remaining items Very important for planning for next year T-Shirts Food Move late gear check to trailer Tidy your area and return supplies to POD Return radios and vests to trailer Record feedback while thoughts are fresh Get some rest!

22 Final details Travel vouchers Travel voucher request form past-due Should have received requested vouchers at check-in today Metra, Ventra, Divvy and Millennium Garages parking Communications Monday, March 11: Follow-up with login instructions and presentation links Tuesday, March 19: Race week confirmation Refer to your exact shift in the statement of work section of your online profile at cem.emos1.com Walkthrough Recommended for new volunteer guides Coordinate with Nicole for a time on Saturday

23 Meet with your team Role Volunteer Program Coordinator Volunteer Program Assistant Logistics Captain & Co-Captain Announcer Coffee Supervisor Group Leader Check-In Coordinator Hospitality Coordinator Hospitality Supervisor Hospitality Supervisor Hospitality Supervisor Individual Check-In Coordinator Key Volunteer Check-In Coordinator Key Volunteer Check-In Supervisor Key Volunteer Check-In Supervisor Name Nicole Lockwood Mary Wobler Mark Victoria & Tim Fisher Freddie Gilmer Curley Hudson Grace Prado Linda Stewart Betty Jenkins TBD TBD Wanda Gilmer Shirley Pitts Sharon Collins Dee Franks Role Radio Supervisor Volunteer Gear Check Coordinator Volunteer Gear Check Supervisor Volunteer Guide Coordinator Volunteer Guide Volunteer Guide Volunteer Guide Volunteer Guide Volunteer T-Shirt Distribution Coordinator Volunteer T-Shirt Distribution Supervisor Volunteer T-Shirt Distribution Supervisor Radio Supervisor Name La Rosa Jones TBD Shumaine Douglas Mark Victoria Danielle Burke Chen Shen Tiffany White Zhaohui Zhang Carolyn Condiff Guillermo Dominguez Elias Gallardo-Berry La Rosa Jones

24 Thank you