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Updates

Volunteer Update #1
Thank you so much for volunteering on September 15 – one week from tomorrow – for the Lord of the Springs bike race at Camp Manitou-Lin.

If you are unable to volunteer, please email me back at mark@miadventureracing.com as soon as possible so we can make adjustments. Otherwise, we will assume you can be there. We could use a few more volunteers for monitoring intersections so if you know anyone who might be interested, please have them sign up or contact me directly to determine what roles we have available.

Roles and Timing
I have tried my best to assign you to your preferred role. Please review your contact information, location and role in this Volunteer Assignments document and Assignments Map if applicable. If you don’t know how to get to your location, please type the intersection into Google Maps or another map tool. If that doesn’t work, feel free to email me and I’ll create and send you a Google Maps link to that address. The Assignments Map doesn’t list every role but the key intersections are noted. If you don’t see any arrows around your intersection, you are either in the wrong place or the signs have fallen or been stolen. Confirm you are in the right place. If so, the arrows are not critical. Your presence is.

When you should arrive varies by your role.

  • Set-up Support. We’ll likely do a lot of set up on Friday. If you can arrive at 7:30 am Saturday to help fill Gatorade coolers, set up the chute if needed, etc., that should be fine. I’ll contact you next Friday if that time needs to change.
  • Check-in Support. Check-in begins at 8:00 am but we suspect most people will come after 8:30 am. If you can be there around 8:00 or 8:15 am, that should give plenty of time to go over the process.We can handle the early birders.
  • Intersection Monitors. With the race starting at 10:00 am, generally we’d like intersection monitors at in the first half of the race to be in position by about 9:15, 9:30 at the latest and intersection monitors in the back half of the race to be there by shortly after 10:00 am. Check the Volunteer Assignments doc for details or email me. Note that not all intersections will have monitors. Many will have arrow signs where safety or direction is not a significant concern.

I believe everyone has been paired up with the person you listed or is at least close to them. Email me if you are not.

  1. Will I have a busy intersection to stop traffic at? All of the busiest intersections will be monitored by the Barry County Sheriff’s Posse team. Many of you will be at intersections that will receive just a few vehicles during the race. Make sure you have your safety vest on, step out where the vehicle can see you with your hands raised in the stop position. If the car is not slowing down no matter what you do, switch to stopping the bike racer until the car clears the intersection.
  2. Who do I contact with a non-emergency medical question? Call 911 in emergencies.  We plan to have a medical first responder at the aid station. Metro Health Sports Medicine is our medical first responder at the start/finish. If you have an issue, you can call one of them or one of us at start/finish and we will contact them (phone #s on Assignments doc). If you are a medical first responder and willing to be in that role, please let us know. As of now, I have Marc H.
  3. How do I communicate any issues? Call 911 in an emergency. For non-emergencies, try your mobile phone or the Barry Amateur Radio Association (BARA) will have some members at key points in the race course to ensure that communications go through. We may also use the landline at the Otis Sanctuary if necessary. In general, cellular reception is decent but it depends a lot on the carrier.
  4. How do I know when the last racer has come by? We will use a “sweeper” mountain biker on the bike trails and sweeper vehicle on the roads to sweep behind the last biker. When the sweeper arrive at where you are stationed, they will communicate that the last biker has gone by and that your duties at that location there are complete. Please gather any trash from where you are and return it to the Start/Finish. Please leave all the signage up in case a biker somehow is behind the sweeper. If you are stationed early in course, you will likely rotate to a second station closer to the end of the race. If you don’t have a second role, you can head back to the finish and cheer the racers as they come in or ask about any finish line needs. If you need to leave as soon as you are done with your station, please let me know so I can track that.
  5. Should I bring a bike rack? Please email me if you can in case a biker cannot continue to the finish on their own power (injury, bike problem, etc.). If that’s the case, we may call you to take them back to the finish and/or I may move you to the aid station which we’ll use as the primary place for getting bikers who drop out or have bike problems back to the finish.

Racers’ Schedule 

  • 8:00-9:45 am: check-in (no Friday/early check-in), Camp Manitou-Lin, main reception center
  • 10:00 am: 38-mile race mass start
  • 10:10 am 9-mile race/ride start
  • 10:20 am: Kids loop, 0.3 miles, near field/HQ (kids should be done by the time first 9-mile racer returns at about 10:45)
  • 12:15 pm: cut-off time for racers to depart the aid station
  • 12:15/12:30: first racer finishes (approx.)
  • 1:15 pm: time of award presentation (approx.). Awards will be distributed shortly after the podium is full (e.g., 1st-3rd place have finished)
  • 2:15 pm: last racer finishes (approx.)
  • 2:45 pm: event wraps up (approx.)

Location and Parking

  • All activities begin and end at YMCA Camp Manitou-Lin.
  • Address: 1095 N Briggs Rd, Middleville, MI 49333. Directions.
  • Volunteers and volunteers only may use the main/paved drive and parking lot at the office/Cheff Lodge. Walk down the small hill to the south. Race HQ is on the activity field.
  • Camp Map. See below. Those helping with check-in and post-race should get familiar with the locations of the showers, bathrooms, hose, etc. We’ll point these out when you arrive.

Check-in

  • Pick up your safety vest and a couple of orange cones that will help to get drivers’ attention as you ask them to stop for bikers if they are nearby.
  • If you are running late, please call me and we’ll see if you should go directly to your station.

Managing Vehicle and Biker Traffic

  • When bikers are approaching your intersection, use your presence, hands open and facing them, safety vest and orange cones to alert the driver of vehicles to come to a stop.
  • If you can tell that they are not slowing down, stop the biker until the vehicle passes.

Reporting an Injury or Other Problem

  • If you need to communicate an emergency, use the Barry Amateur Radio team if they are right there so they can contact the appropriate team immediately. Otherwise, call 911. They will route the call accordingly.
  • If you do not have reception, flag down the lead motorcycle, West MI Bike support van (SAG wagon), or sweeper/clearer vehicle. Otherwise, access a landline at the nearest house.
  • If possible, have water and a first aid kit in your car to address overheating and minor injuries.

Threatening Weather
In the event of lightning nearby (as opposed to a distant rumble of thunder), please have racers take shelter in your vehicle or a nearby structure. If you run out of room, a really thick forest would be better than standing out in the open. Racers are not allowed to continue on during lightning or other obviously severe weather. Staff will communicate with you about when to release racers by cell phone or we’ll drive out to you (to bring more “shelter.” Call 911 in an emergency. For more details, consult our Adverse Weather Procedures.

What to Bring:

  • Rain gear and/or warm clothing if needed.
  • Bug spray
  • Sunscreen/hat
  • Mobile phone
  • Assignments document and map (you may need to contact another team)
  • Camp chair, book, etc. if you need to get off your feet now and then
  • Snacks/lunch, drinks (fruit and other snacks are on us at the finish)
  • Water and assortment of bandaids and bandages/wraps or first aid kit if you have one
  • Bike rack, if available
  • We will also have cowbells if you want some wrist exercise (as long as bikers can hear your instruction if you need to give it)

If anything isn’t clear or you think might not be right, don’t hesitate to email me. We really appreciate your willingness to volunteer. A portion of race proceeds will benefit the West Michigan Mountain Biking Alliance which builds and maintains many of the great trails in West Michigan and advocates for all trail users. Some funds will be given to the Camp Manitou-Lin Scholarship Fund and Michigan Audubon for use of their Otis Lake farmhouse and water.

If assignments or other details change significantly, I will contact affected individuals directly if possible or do my best to note where the changes are so that you don’t have to look for them or re-read everything. We will not have any meeting or training before race day (yeah!) but feel free to email me if you have any questions.

On race day, you can ask for Jennifer Breen or Greg if you are looking for your safety vest and orange cones (and cow bell). For questions related to your assignment or location, ask for me first, but Greg or Jennifer as a back-up.

We’re looking forward to putting on a great race with you!

Mark

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