MISCHIEF MORNING: October 30, 2016 Staff Arrive: 5:45 AM Registration: 6:30-7:30 AM Opening Ceremony: 7:40 AM 5K Start- 8:00 AM Pancake start for runners- 8:30 AM Pancake start for public- 9:00 AM Blood Drive start: 9:00 AM Award Ceremony- 9:10 AM Pancake end: 11:30 AM Blood drive end: 2:00 PM Tuesday, October 25th Time Task Who 9:00 AM Call Wawa to confirm drink delivery 2:00 PM Wawa drink pick-up Wednesday, October 26th 9:00 AM Meet with Fetterman at conference table 10:00 AM Pick up water at ShopRite east Norriton 3:00 PM t-shirt pick-up in Philly from T-House Scott 6:00 PM Pick up shirts from Scott s Thursday, October 27th 7:15 AM Leave for Carolyn s 8:00 AM Leave for Clover Farms & Carolyn 8:45 AM Arrive at Clover Farms pick up 200 OJ 11:00 AM Make list of raffles 11:10 AM Make last social media post with sponsorship 1:00 PM Send out route and timeline to staff 1:30 PM Go to Giant for food/drinks (milk, paper products, utensils, granola bars, table cloths, possible pumpkins, Bonnie/ poster boards?) 3:00 PM Packet pick-up prep (FFVF info, wristband, t-shirt, bib, safety pins, pen, raffle ticket) 3:00 PM Print off signs for vendors Morning Setup tables in Mac dining room Mike - Catering 4:00 PM Make more arrow signs and one for PECO 4:00 PM Make sure there is a table for raffles in Mac
Friday, October 28th 9:00 AM Get lock box together/petty cash Ask for blank cc forms just in case /Bonnie 10:00 AM Number pick up at Chester County Running Store Gene or 12:00 PM Leave for Hatfield Maureen/ 12:40 PM Arrive at Hatfield Maureen/ 1:30 PM Set up packet pick up table Brett? 2:00 PM Decorate Mac dining room/ set up raffle prizes Carolyn, Bonnie, 2:15 PM Pot Delivery Alpine/ Throughout day 3:30 PM set up reg tables, cones, all signs, etc. (weather pending) Make a detailed list of volunteer duties to give to Louise on Saturday Brett 4:00 PM-7:00 PM Packet pick-up in Martha Saturday, October 29 th 9:00 AM Zip tie pots 9:00 AM- 12:00 PM Packet pick-up / Louise 12:00 PM Decorate near start/finish as much as possible/ Poster creation (activities table, registration table sign for front /Louise and back) 12:00 PM Place arrow signs around route on campus & Louise 1:00 PM Have all registration and packet pick up material ready to go. (lock box, tickets, packets, extra t-shirts, wristbands) 1:30 PM Setup trashcans along campus 4:00 PM Pick-up donuts and bananas at Giant Throughout 9-12 Balloon Arch Louise Sunday October 30 th 5:00 AM Unlock all doors we will need 5:10 AM Last Minute decorations 5:15 AM Place table clothes on all tables reg, both pancake reg tables, and activities table) 5:30 AM Set up reg table with all materials (t-shirts, wristbands, pancake tickets)
5:35 AM Set up activities table and possible pumpkins 5:45 AM Staff arrives ALL 5:50 AM Staff meet and go over any potential issues/questions ALL 6:00 AM Set up sound system from Hamilton? Carolyn/ 6:00 AM Set up water/oj and granola bars/bananas @ table Gene & Bonnie 6:15 AM Malvern Federal & Inspire come to set up tables 6:15 AM Make sure wristbands, tickets, t-shirt and lockbox are there and donation bucket) Maureen & Kim 6:30 AM Registration opens Maureen and Kim 7:00 AM Volunteers arrive Louise 7:08 AM Explain to volunteers all extra info that they have not been given yet and get them setup where they need Louise to be 7:00 AM MICU arrives West End Fire 7:30 AM Red Cross Van Arrives direct him around by back of MacArthur and we will move cones so that he can get Red Cross- Louise through circle near Galleria. 7:30 AM Volunteers head to spots for run w/ Gene in FFVF van and set up water station outside neighborhood and Gene signs. 7:40 AM Opening Ceremony Jason then 8:00 AM 5K starts CCRS? 8:05 AM Tours start of the grove Deb 8:20 AM Make sure raffles are all set in dining room Louise 8:20 AM Make sure back table is setup with lockbox and tickets Christine 8:30 AM Breakfast starts for runners 8:45 AM Gene & volunteers clean up trash and pick up signs then come back from neighborhood Gene 9:00 AM Blood Drive Starts in Galleria Red Cross 9:00 AM Breakfast opens for public 9:10 AM Awards Ceremony /Carolyn 10:30 AM Costume Contest /Bonnie 10:45 AM Door Prize (tentative) /Louise 10:47 AM Last raffle (tentative) /Louise 11:00 AM Malvern Federal & Inspire leave tables 11:00 AM Deb finishes tours of grove Deb 11:30 AM Pancake breakfast ends 11:40 AM Start cleanup of tables ALL STAFF 12:00 PM Take all money/donations to Bonnie s office / count $ /Bonnie 12:00 PM Start Breakdown of activities table and sponsor tables ALL STAFF 12:00 PM MICU leaves West End Fire 12:15 PM Maureen gives blood Maureen 2:00 PM and Louise give blood & Louise 2:30 PM Blood Drive leave Red Cross
3:00 PM Take down outside decorations TBD Pot pick up Alpine TBD Chester County Running Store arrival & departure CCRS Volunteer responsibilities Event lead- Volunteer Lead: Louise Greeter/ Red Cross Lead- Louise Parking Director: Brian and Mike M Activities table: Christine and Jordan Coffee/End run table with water and bananas & granola Kim then move to registration table after run and Bonnie move to dining room Tours of grove: Deb Registration: Maureen and Bonnie Route Checkers- Dennis, Jimmy, Maggie, Meg, (all go with Gene) Nick & Carolyn for on campus for route Water Station in Neighborhood-and Neighborhood Lead- Gene registration for Pancake- Maureen and Bonnie will stay in front, Christine will move from Activities table to back registration table Medal Awards- and Carolyn Raffle bags- Louise Costume Contest prizes- & Bonnie Clean-up and help at breakfast: Nick, Maggie, Meg Brian and Mike M- direct with parking. Will make sure they know what buildings the blood drive and breakfast are in in case they are asked. Gene- (7:30) Take volunteers in van with arrow sigs, water, cups, and table, to neighborhood. After run pick up trash and arrow signs and then head back to breakfast. Maggie and Meg will be staying to help with breakfast, offer for Jimmy and Dennis to have breakfast before they leave. All volunteers will be given wristbands. We will make sure Maggie and Meg eat before they leave. Christine- Help Jordan with Activities table during run. Once run is over head to back of Mac and manage the other registration table for pancake breakfast. $10.00 for adults $5 for 12 and under. Raffles are a dollar a ticket of $5 for 6. Everyone gets one ticket for the door prize. All runner have wristbands so make sure you look for them so that they can just walk right in. Nick and Carolyn- will be my route people on campus. One will be standing at entrance of campus near first circle. Other will be standing near Martha entrance. Both will come to breakfast once done. Nick will help VF Catering, Carolyn will help with awards.
Deb- Tours of grove, if people don t want tours, help with breakfast. Louise- Know where t-shirts and wristbands are for volunteers. Make sure they all know where the pancake breakfast and blood drive are if asked. Look out for Red Cross van and direct them to go where they need to set up. Inform them that they can keep their van there for the duration of the drive. Help with raffles at breakfast starting around 8:25. Have staff phone in case volunteers call it. Make sure registration table is set for Christine when going don for raffles. Give all volunteers staff phone number. Kim- Watch the banana/granola/water table until end of race. Move to registration table with Maureen when run is over. Pancake tickets are $10.00 for adults and $5 for 12 and under. Raffles are a dollar a ticket or 6 for $5.00. Will switch off so both can eat. Everyone gets one ticket for the door prize. All runner have wristbands so make sure you look for them so that they can just walk right in. Maureen & Bonnie- Registration for 5k is $35.00 for all ages. Pancake Breakfast $10 for adults $5.00 for 12 and under. Raffles are a dollar a ticket or 6 for $5.00. If runners sign up day of please make sure you fill out what bib number you give them on the registration form and hand to CCRS. It is very important that they get that. Everyone gets one raffle ticket for the door prize. All runner have wristbands so make sure you look for them so that they can just walk right in. Jordan- Run activities from 7:00-11:00. Someone will break her for breakfast. Should we sell t-shirts? If so I made a sign for $10.00 and $15.00