The Pit Stop, Lunch and Grab & Go Crew Teams are some of the most popular of all the crew teams. Please be aware that due to their popularity and set team sizes, these teams fill up fast. These teams require lifting throughout the day. If you are physically unable to lift more than 40lbs, please consider joining a team with a lower difficulty rating. Pit Stop/Lunch/Grab & Go Specifics The Pit Stop, Lunch and Grab & Go Teams assemble and maintain rest stops located along the route. A Grab & Go is the smallest type of aid station. They provide participants with water, sports drink and portable toilets. There may be 1 or 2 of these stations depending on the route each day. If unforeseen circumstances arise, the Grab & Go Team may be asked to split up and conduct special operations for the event as needed. Pit stops are slightly larger. They provide snacks, water, sports drink, portable toilets and limited medical support. There are four pit stops along the route. The lunch stop is the largest. They provide lunch, water, sports drink, portable toilets and the most extensive medical support outside of camp. Running the route stop efficiently and serving the needs of the walkers is each team s primary duty and priority. However, cheering and encouragement is an important part of the route stop experience. Your enthusiasm and support help the walkers make it through their long day on the route. Some heavy lifting and carrying, loading of supplies, tents and equipment should be expected. Each team is responsible for setting up their tents, supplies, running the stop efficiently and then helping break everything down and re-packing the box truck. It is the responsibility of the entire team to stay and help until the truck is packed and the site is clear. Every team member must work together to clean up the site and help pack the truck. Most route stop teams will have various other jobs delegated to them by the Senior Captain, Road Teams which could include helping other route stops or helping camp teams upon arrival. Be flexible and ready to jump in and help where needed. Follow instructions on weighing down Western Shelters, regardless of current weather conditions. It is imperative that shelters be weighted down at all times. The route stop trucks must be packed according to pictures provided. Pit Stop/Lunch/Grab & Go is Important! Participants need to stay hydrated, fed and encouraged and YOU are the team that ensures that. Weather and physical exertion is a demanding factor for all participants. One way to make certain that all participants are safe, healthy and happy is to properly hydrate and fuel up throughout the weekend and receive cheers and well wishes. This team is pertinent for the safety and enthusiasm of the entire event. Expectations All-Crew Kick-Off. All crew must check in and attend a short meeting on the Thursday prior to the event. Why: It is imperative that all crew members are checked in, receive two crew shirts and are accounted for at this time. In addition, staff will complete your final training, review important safety messaging and distribute event radios. If you are assigned to be a driver, you must attend driver s training. Be prompt and organized. Meet at your vehicle on time every morning! It is important to be on time for all meetings and call times. If the route stop crew is organized and enjoys working together, they will have a great team and a ton of fun! 2017 Susan G. Komen 1
Why: Our route cannot open until all route stop teams are in place at their sites. Set up first, decorate later. Only after the route stop is set up should you begin to decorate. The first thing is to get the route stop ready (ASAP for early stops). After that the priorities are to make sure coolers are filled with water and ice and sports drink jugs are ready to be served. Then decorations and costumes should be arranged. Why: This way you can ensure that your stop is ready to receive walkers with plenty of time. Be conscientious of other teams needs and responsibilities down the route. You will have many other teams working with you throughout the day. This includes Sweep, Shuttle, Route Clean-up and Route Hydration. You may need to block off parking for them and/or direct them within your route stop location. Remember to check in with these teams about their specific needs at your stop. Communicate your needs with them also. Remember to keep garbage bags at an easily movable weight. Orange peels can get surprisingly heavy! Everyone must help pack up. There are supplies, tables, chairs and trash to attend to. Help load the route stop truck in an orderly fashion. Loading the route stop truck may be tricky, as there is a method that has been developed that enables the most supplies possible to be packed into the truck in order to be costconscious. If some supplies are not placed exactly right, the pit supplies will not be able to be packed up and transported to the next city. There are instructions with pictures listed inside the door to the route stop truck that make this much easier to do. Once crew members start breaking down their areas, they should put like items together around the truck, and then one person can read the truck directions, while two people are inside the truck loading. Everyone else should retrieve the supplies that are being asked for by the reader. The Route Coordinator can be a great help during the packing of the truck. Everyone is responsible for making sure our site is cleaner than when we arrived and the truck is well-packed. Assist the Route Clean-up Team with loading trash. Why: It will not take very long if everyone pitches in. Communicate. The team captain will communicate with the Command Center and Route Coordinator using a personal phone. The captain will be responsible for calling in walker numbers every half hour, on the hour and half hour. Why: Consistent communication is necessary for a successful event. Please carry your communication equipment with you at all times of the day. Captains, even if you are not on duty, you are still on call and need to carry your event phone. Safety. In addition to watching out for the safety and well-being of walkers, crew members should watch out for each other! Be careful not to let yourself get dehydrated or over-tired. You will be outdoors all day and on your feet, so keep hydrated. If there is inclement weather during the event, you may be able to rotate crew members into a nearby shuttle (van) for brief breaks throughout the day. Regular stretching and using sunscreen is a must. Crew members should carefully look out for one another; you cannot take care of anyone else if you are worn out. You may be the first person to notice a walker in need of medical attention. Respect their needs and privacy but bring it to the attention of the Medical Team as quickly as possible. Why: Health and safety should always be our first priority. Service with a Smile. Inform participants how many miles they have come and how many miles to the next pit stop (you will be given this information by your crew staff member). Make sure that your areas are clean and organized to promote safe and quick service for your guests. Welcome all participants as they come 2017 Susan G. Komen 2
through your pit stop; cheering, clapping, singing and smiling are extremely encouraged. Be aware of walkers who look like they may need assistance and escort them over to the medical tent area. If you are at a grab & go, contact your crew staff member. Encourage participants to get what they need, take a short rest and stretch break and then move along. Keeping track of how well stocked the route stop is with snacks, water and sports drink is important. The captain should talk with their crew staff member about ways to control snack hoarding. Be sure that water and sports drink never runs out. If you feel you are running low, have the team captain call the Command Center to have more sent your way before you run out. And remember, all encouraging, reminding, informing, assisting and escorting should be done with big smiles and warm hearts - from the first walker on the route to the last. Why: Thinking a few steps ahead will keep the walkers taken care of and your team from feeling overwhelmed and you ll be able to focus on creating an inviting and comfortable stop filled with smiles and cheers. Closing Ceremony. It is important that every route stop team breaks down/cleans up their stop before arriving to the Closing Ceremony. There is a great possibility that the last two pit stops of the day will not make the final crew meeting and a small possibility they will arrive late to the Closing Ceremony. No handmade signage. This refers to signage such as directional signage, receptacle signage, etc. This does not refer to any signage encouraging and inspiring the walkers, tent decorations, pit stop decorations, etc. Why: To ensure the safety and security of all participants it is important that all event signage is consistent and familiar. *Participant Lunch Preference Note: o Everyone on-event has the choice of either selecting a regular or vegetarian lunch selection. o Any special guests with Susan G. Komen 3-Day credentials will also be allowed to choose either vegetarian or regular selections. o Any local event volunteers and medical partners, such as ambulance drivers, will also be able to choose either vegetarian or regular selection. o Any participant requesting extra condiments may receive them (regardless of their sandwich choice). Who Else Do You Interact With? Crew. Senior Captain, Road Teams,, Route Hydration, Route Medical, Route Safety, Sweep, Shuttle, Route Clean-Up and Support Services Staff. Crew & Volunteer Coordinator, Route/Lunch Coordinator, Command Center and Participant Route Liaison (formerly known as the Caboose) Pit Stop/Lunch/G&G Team FAQs Q. When and where do we pick up our credentials, crew t-shirt, crew vehicles, and communication equipment? A: You can print your credential approximately one week prior to the event and bring it with you to the All- Crew Kick-Off on Thursday. You will pick up your crew t-shirts, crew vehicles (if needed), and event radios (if needed) at the All-Crew Kick-Off. 2017 Susan G. Komen 3
Q: How do we get to the route stop? A: Depending on what is available per city, the team has access to a passenger van that holds 12 people plus a minivan for medical crew members. If passenger vans are unavailable, then there will be two minivans for Pit Stop Teams and one for the Medical teams. The Lunch Team travels by bus. The Grab & Go Team has one minivan. Each vehicle will have a GPS unit loaded with event specific pins for easy navigation. Q. What are the key messages that route stop crew members should relay to the walkers? A: You should let the walkers know what mile they have reached and which route stop is next. Be sure to know both the opening and closing time of your stop. Tell the walkers what time the stop closes, and therefore what time the shuttle leaves for the lunch stop or camp. It s very important to remind walkers to hydrate, eat and stretch as much as possible. Be sure to say this over and over, as well as remind people to walk safely. Q. What does the opening time of a route stop mean? A: Until the route stop has actually opened, no walkers are allowed to walk out of the stop. It is very important to hold all walkers at the route stop (and not let them continue walking) until the site officially opens. Occasionally we have fast walkers who will need to be held at this stop. This way we can ensure that no walkers arrive to our campsite before it is set up. Be sure to notify your Route Coordinator or the Command Center if walkers arrive before your opening time. Q. What does the work day look like? A: It is a good idea for the captain to divide the team into at least two groups. After everyone helps empty the truck, one group can set up the hydration/food western shelter(s) and the other group can set up the Medical western shelter. There should be at least 4 people per group as it takes at least 4 people to put up a Western Shelter tent. The captain will designate one person to be at the entrance of the route stop with a clicker (for counting walkers), two to three people to run the hydration station (mixing sports drink, icing the water, passing out ice), two to three people to run the food station (cutting fruit, placing snacks on tables, handing out snacks), and two to three people to do trash runs and keep the pit stop clear and clean. Be flexible with your team. Route stops are extremely busy for a short period of time and you will need to be ready to help wherever necessary. Q. What does the closing time of a route stop mean? A: All walkers and the Participant Route Liaison (formerly known as the Caboose) must get moving along the route by the time the route stop closes. This way we can ensure that no one is walking in the dark. Q. What happens in the event of relocation? A: All crew teams have specific responsibilities to assist with in the event of a relocation due to unforeseen weather or other troublesome circumstances. Each crew team should designate a specific spot to meet one another in the event of a relocation. A Komen 3-Day Staff Member will be providing your crew with details of duties during a relocation when the need arises. Q: When can we decorate the route stop? A: The entire route stop must be ready to receive walkers before you can start decorating. Q: When can we start breaking down? A: You must wait until the last walker has been in and out of the route stop. You may start to tidy up but you must make sure that every walker receives the same treatment and services. Q. Who does this team work with? 2017 Susan G. Komen 4
A: This team works primarily with the Staff Route Coordinators. Every staff member may have a different approach, but they are there to help. They will not take over unless it becomes necessary. Crew members should listen to the Route Coordinator, as they can give on-event tips that will make some of the tasks easier. This crew team also works with the Command Center, Senior Captain, Road Teams, Medical crew members, ShuttleTeam, Sweep Team, Route Hydration, Route Clean-Up and possibly the Route Safety Team. Q. Why do we have to leave camp so early when the route stop is so close along the route? A: We need to make sure the route stops are up and running by the time that walkers arrive. We arrive early in the event of unforeseen problems going from camp to the route stop such as a flat tire, road closing, traffic, etc. Q. When and where do we get our lunch? A: The Senior Captain, Route will deliver your lunches to Pit Stop and Grab & Go s. Snacks and hydration can be picked up at the pit stops. The team captain helps determine when break times are most appropriate. Q. If I arrive late to the Closing Ceremony, where will I park my vehicle? How will I get my victory shirt? A: You will be directed in your team schedule as to where you can park your event vehicle. We will have a specific parking area for late arriving vehicles. It is very important that you following the parking rules of the site. Plans will be in place to ensure that your victory shirt is received prior to the end of the event. Important Note: The 3-Day Crew works through rain, shine, sleet, or snow so please be sure to bring some warm clothes, rain gear, sunscreen, hats, etc. with you each day. Be prepared for anything! *Degree of Difficulty Scale 1 - No lifting or physical activity required, may have to stand for long periods. 2 - Must be able to lift up to 15lbs and stand for several hours at a time. 3 - Must be able to lift up to 25lbs and have no problems standing for several hours at a time. 4 - Must be able to lift up to 40lbs constantly, must be able to be in constant motion and have no back or knee injuries. 5 - Must be able to lift up to 50lbs constantly, must be able to be in constant motion and have no injuries. **Team Size dependent upon event size, i.e. the larger the event, the larger the team. 2017 Susan G. Komen 5