Grace Race Duties for each Area, Just click on the link.

 Advertisement #Assistant Race Director #Awards #Clean up #Communication #Donuts #Finish Line #Fruit #Glenn's Race Service KXOJ #Medical  #Pace Car   #P.A. System #Porta John #Pre-Race Packets #Race Announcer #Race Director #Race Results #Race Promotion/Results #Registration #Registration Money #Ribbons #Security #Signs #Split Calls   #Student Sign-Up  #Tables #Tee Shirts #Tent Set - up #Tent Take Down #Traffic # Trailer Load Up #Walk For Life #Water on Finish Line #Water on Garnett 

 Advertisement:    The person in charge of advertisement has the responsibility of:

        December 1st  Call Ok Runner and buy a 1/4 page add in the March and April issues.

Katie said that you can have a 1/4 page ad for $364 and that it would run in 2 issues giving you 4 months of exposure.  Today is her last day and she will only be in until about 1:30ish, but she did say that after the 12th that Sean Call would be contacting you.  Her # is 587-7223.
Remember to advertise your races in the OKLAHOMA RUNNER and on your brochures as follows for example:
USATF/Oklahoma 10 km East State Championship
 
The runners scoring 80 points or more in 2003 can run your race for $5 without a shirt or race memento OR full price with a memento.
 
All 2004 USATF members will receive $2 off of entry fee in your race.  This does not include the $5 fee mentioned above.
 
There will be a full-page ad in the January/February issue of the OKLAHOMA RUNNER listing each event and listing the rules for participation.
 

        January:  1.  Contact Grace Fellowship's advertisement company.
                             Hire KXOJ to do live remote.

        February:  Get with Grace Fellowship print department and make flyers.  Include :

USATF/Oklahoma 10 km East State Championship
 
The runners scoring 80 points or more in 2003 can run your race for $5 without a shirt or race memento OR full price with a memento.
 
All 2004 USATF members will receive $2 off of entry fee in your race.  This does not include the $5 fee mentioned above.

        March:  Distribute Registration forms in pads of 30 to various running stores

        Take registration forms to Mike Clark 557-2959 and Terri & Ken Cassel  520-6294 and Glen's to distribute.

    1.  Call Trani @ Tulsa Runner 494-8800 and discuss setting up a booth @ Haikey.
 

Awards    Call Custom Craft 622-2377 to make all plaques and medallions. 
                    Be sure to get a Grace Purchase Order # before ordering.

    1.  Bringing  the awards to the Grace Race.
    2.  Set up the awards on the Awards table and help with distribution of the awards 
            during the post-race ceremony.
    3.  Have another volunteer at the awards table to Collect tax forms from the money winners and give the forms &  information to Grace Accounting Dept on Monday.
    4.  Collect all left over awards and store for recycling next year.

Clean Up  - The person in charge of the clean-up has the responsibility of :

     1.  Have a meeting with your clean -up volunteers to discuss and assign duties.
    2.  Clean up duties include breaking down tables, loading water containers, tables, coolers 
        and other misc. items on the trailer.
    3.  Picking up all cups from the Garnett Street water table.  The Garnett water table volunteers 
        could be asked to do this as the last runners go past.
    4.  Collect cones using the golf cart.  After the last racer has finished go pick up cones.
    5.  Police the entire Grace Race area and pick up trash.
    6.  Bag all trash and take to Grace and dispose in trash containers.
    7. Need at least two clean up people to help put things away at Grace

                1.  Take tables off truck and put back in appropriate buildings
                2. Empty water containers and place in kitchen.
                3. Take tents and coolers up to loft and put in outreach room.

   Communication   - The person in charge of the communication  has the responsibility of :

                "see Vic Meyer (misc emails) for specific duties".

RACE DIRECTOR- Al Cap radio & personal cell phone 381-8521

5K SPLIT CALLERS- Mitch VanDever 4-radios and cell phone 232-8227 (Bus1 phone)

MEDICAL- Susan Cox and Nancy Cason cell phone -   ?   (personal phone) and radio

SECURITY-Abe - cell phone & radio 232-8226

Traffic / Parking   ?     radio & cell phone 284-3641

COMMUNICATIONS AND TRANSPORT- Vic Meyer cell phone 645-6581

AWARDS- Al Cap cell # 381-8521 -Radio

-   water table on Garnett- cell phone Operations Loaner 284-3641

Leslie Cap:   Caller hauler- Security phone 232-8231

 Donuts/Cookies/Snacks  -    The person in charge of the snacks  has the responsibility of :

    1.  Buy 4 dozen donuts for race volunteers.

    2.   Bring napkins and wet ones to wipe sticky employee hands.

    3.   Bring  a trash bag as well for easy clean up.

    4.  Turn in the receipt for reimbursement to school accountant.

    Finish Line    -  The person in charge of the finish line  has the responsibility of : 

    1.  Making sure the runners who are finishing move through the shoot for correct race times.
Recruit cheer volunteers to give more encouragement at the finish line! These runners are what makes us! We should go out of our way for them.

    2.  At 9:40 am go inside the race trailer and ask for a print off of the winners of the early finishers

    3.  Take the results to Awards Tent to begin awards by 9:50am.

    Fruit   -   The person in charge of the fruit  has the responsibility of :  

    1.  Have one case of quartered oranges  (and bannas) on the finish line drink table for runners only.

    Glen's Race Service  -  The person in charge of the Race Service  has the responsibility of :

    1.  Printing race tags

    2.  Set up Start and Finish line and print out of race results. WHY AGE-GRADED SCORING?

    3.  Contact Joe (okrunjoe@cox.net) in November and make sure the Grace Race is a part of the  
                                                                    USATF/Oklahoma Championship series.

    KXOJ - or 102.3 FM   The person in charge of the Radio Service  has the responsibility of :

            1.  Contacting and setting up KXOJ live remote with   (8)     60 second interviews.
 2003  Person to interview:      Time:                             Subject:
John Dunlavey                        8:10                             History / Purpose of Grace Race
Vic Meyer                               8:20                             Why we Grace Race
Nancy Roe                              8:40                              MEND Crisis Pregnancy
Mike Clark                             8:50                              Runners Perspective
John Dunlavey                        9:10                              And their off/ Start of the race
Pastor Bob Yandian               9:20                              Excited about GFCS
Dr. Ken Stewart                     9:40                               Open House/ GFCS
Male and Female winners      9:50                               Why they Grace Race / Money

    Medical   - The person in charge of the Medical  has the responsibility of :

     1.  Recruit other medical volunteers to work medical tent.

      2.  Have first aid box  / cot @ medical tent.  Arrive at Haikey Creek by 8:15 am

       3.   The nurse will have mobility so she can go to injured runners on the track. This would 
            mean using an extra nurse and issuing a golf cart and medical bag with cell phone to 
            summon 911.

   Pace Car    The person in charge of the Pace Car  has the responsibility of :

    1.  Driver needs a CDL license.  

    2.  Drive the course before the race and look for the split call markers.

    3.  Meet with the split callers before the race and go over details.

    4.  Position pace car in front police squad car after the Walk For Life participants go by.
            The police car pulls off before the turn around.

    5.  Drop off split callers and wait at the turn around for the last runner.   
         Set up a cone at the turn around.

    6.  Follow the last runner to the finish line.

    P. A. System -  The person in charge of the P. A. System  has the responsibility of :

    1.  Bring portable PA system to the race and set up @ awards tent.

    2.  PA system is used to make race announcements and during awards ceremony.

In 2003, 2004, and 2005, 2006 we just used the megaphone instead of the PA system. Seemed to work OK

    Porta John - The person in charge of the Porta John  has the responsibility of :

    1.  Making sure the porta-johns are ordered for delivery on the Friday before the day of the race. 

    2.  Call Porta John Co. of Tulsa , 7417 E Reading Tulsa Ok 74115
                   June or Erica @ 836-8657 fax 835-3762 
          Fax map of park and highlight where to deliver porta-johns.

    3.  Race Director meets driver @ Haikey with 4 delivered $ 230.00 with soap.  Picked up on Monday.

    Pre- Race Packets  -  The person in charge of the Pre- Race Packets  has the responsibility of :

    1.  Organizing pre- Grace Race entrants.  and having race tags, tee shirt, and pins in envelope

    Race Announcer  -    The person in charge of the Race Announcer  has the responsibility of :

    1.  Pre-viewing the race announcements. Make sure people are signing up at the right registration table. Grace Race / Walk for Life.

    2.  Use megaphone to announce start times starting @ 8:30 am  and keep making 
            announcements all the way through the start of the 5K race.

    Race Director Duties:  The Grace Race Director has several duties.  Read the various race director links below.  In Pink below Sam Stewart completed these duties.

     Why longer races?  Waiver Form USATF     Race Complaints    Race Day Management 

        ROAD RACING RULES & ETIQUETTE     Honesty in Road Racing

   1.  Call the different vendors and secure their services. 
January   1.  Call Ok Runner 587-7223 purchase advertisement and get on calendar
                2.  Call Glen's Road Service 744-0339 to touch base & make sure of calendar.
                        (Glen and Coneil 263 East 45th Place just off Riverside )
                3.  Call USATF Track and Field Sanction 832-9820 ( Gina McKee)
                            What are Sanctions?   How do I get Sanctioned?
                4.  Call Tulsa County Parks 596-5990 Pat Ward 596-5977 
                      fax 596-5997@tulsacounty.org  
                     Once the race is USATF sanctioned you will get an approval of sanction
                     in the mail, fax that to Tulsa County Parks for insurance verification.
February  1.  Call Haikey Creek Park (2008 Verification Letter)
                        Darrell Maxville 369-5998 dmaxville@tulsacounty.org
                2.  Have Ed make up the 50 pads of 30 registration flyers and print BROCHURE DESIGN
                3.  Take registration forms to Mike Clark and Terri & Ken Cassel and Glen's to
                    distribute. Mail a pad of registration forms to: Click
                 4. Call Little Lighthouse Mariland 664-6746
March      1. Call A1 Tent Rental (Renae) 446-7072   6534 W 25th Tulsa Ok. 74107 (Directions)
                        $125.00 (1)20X30 Get purchase order from GCS.
                        Call Porta John Co. of Tulsa , 7417 E Reading Tulsa Ok 74115
                   June or Sarah @ 836-8657 fax 835-3762 
          Fax map of park and highlight where to deliver porta-johns. 
                  Race Director meets driver @ Haikey with 4 delivered $ 230.00 with soap
                2. Organize the volunteer flow chart by recruiting volunteers.  See Volunteer page.
                3. Get time off request in for Friday before all day and Monday morning
                                                                                                                     after the race.
April        1.  Meet with Vic and Dept Heads  go over Volunteer list and trouble shoot
                2.  Email all volunteers Thursday before race hand out yellow tee shirts by
                     Real Answers Book Store@ 3: 30-3:45pm
                3.   Send press release to news / paper outlets.
                        Signs made @ Victory Signs 258-7447

Race Director's  Week of the Race To Do List

Race Director's Day of Grace Race To Do List

Race Director's Monday after the Grace Race List

                5.  Direct the Race Day activities.  

               a. Direct the start of the walk for life
               b. Make sure Walk for Life walkers do not interfere in 5 K Race. Let Assistant Race
                   Director start the 5K while you are positioned on Garnett guiding Walk for Life
                   walkers to keep out of the road of 5K

               c. Clean up and put away after the race is over, return tent Monday morning.
       
   4.  Post-Grace Race duties:  Take tent back on Monday.  E-mail volunteers and get ideas 
        for next year.  Fill out USATF post race form and mail.  Change web site to include next 
        Grace Race date and other changes.

Assistant Race Director: The person in charge of the Assistant Race Director has the responsibility of :

     1. Making sure 5K registration is going smoothly. Read race rules, ROAD RACING RULES & ETIQUETTE 
     2. Start Walk for Light, Gather together your faculty volunteers and assign cones.  Check water table @ walk and 5k finish line, encourage cheers for return runners, make sure ribbons are being handed out to walkers.
     3. Make sure road is clear for runners return

    Race Promotion / Results  -  The person in charge of the Race promotion has the responsibility of :

1. Advertise December 1st  Call Ok Runner 587-7223 and buy a 1/4 page add in the March and April issues.

2. Contact runner's outlets and begin promotion with sponsorship and booth set up.

3. Contact other school coaches and set up team promotion. Team of 4 gets registration fee for 10.00

The person in charge of the Race Results  has the responsibility of :

    1.  Obtaining race results from Glens Race Service.  
            Sending results to Tulsa World / Eagle Eye / and GCS web site.

    Registration  -  The person in charge of the Registration Forms  has the responsibility of :
        Read Rules of Registration
    1.  Bring supplies to Haikey Creek.  

Sharpies ( black fine point permanent marker)
Black writing pens for filling out reg. forms
Tape to tape up signs ( something that will stick in cold weather)
at least 2 tables out in front of reg. tent for PRE-registered persons
Signs for the nurses table.

    2.  Meet with registration team @ Haikey @ 7:45am  to make sure all volunteers are 
            registering the same way. Staff required to be there early for morning prayer and instructions!
    3.  Have a separate table, away from the registration tables, used for contestants to fill-in 
        their registration forms.

4. Walk for Life is a "donation only" fee. Every participant must fill out a registration form and mark either 5 km Race or Walk for Life, minors must have parent's signature.

5. GCS students have free registration for 5km Race.

6. Runners that are part of a school team or club team (Jenks America) can enter entire team (4 runners) for $10.00

7. Elite runners can have registration fee waived, but only with Race Director's approval.

    Registration Money -   The person in charge of the Registration Money  has the responsibility of :

    1.  Registration money: Withdraw money from the fundraiser savings account and 
        set up 4 to 5 cash boxes. (one for the Walk for Light, one for shirts, a couple for the race)

    2.  Be responsible for getting the cash boxes from the school to the race site.

    3.  Supervise the collection of the money by the registration volunteers.

    4.  Be responsible for getting the money back to the school and into the safe for counting 
         and depositing on Monday.

    5.  Pull out and redeposit the amount you withdrew from the fundraiser savings account
         first thing on Monday morning.

Ribbons:  The person in charge of Ribbons has the responsibility of :

    1.  Counting left over ribbons from last year, (click for pic) making sure ribbons are ordered
             (if needed) Call Terry @ 622-2377 to order.

    2.  Hand out ribbons to Walk for Light participants and 5k participants.

    3.  Return unused ribbons to trophy box.

    Security  -  The person in charge of the Security  has the responsibility of :

                            "see Vic Meyer for specific duties".

Signs - The person in charge of the Signs has the responsibility of : Putting up the banners on the tents. (If Vic needs you then: Make sure all signs are in position at various stations and take down signs and store after race. Big signs for every station- Also large sign with race time on them for 111th &121st.)   Signs made @ Victory Signs 258-7447

 

   Split Calls  -  The person in charge of the Split Calls has the responsibility of :

           Reading Split Call Haulers document

    1.  Recruiting 5 other volunteers (see Race Director @ 8:15am and I will give you the list of volunteers) and train how to call out split times.  Obtain stop watches.

    Student Sign-Up  - The person in charge of the Student Sign-Up  has the responsibility of :

    1.  Make rosters of students from each participating classroom in elementary

    2.  Make a Student sign up poster.

    3.  Work the Sign-up table during the race.

    4.  Tabulate the sign up percentages and turn in the winner to elementary and secondary principals.  They will determine prizes.

    5.  2002 winner  was a tie with Mrs. Karen Wilson and Mrs. Drennan's classes.
         In 2002,  183 students actually checked in, K4-5th grade students.
          In 2003, The winner is Mrs. Kennard's Class for most participation!

    Tables  -  The person in charge of the Tables &  has the responsibility of :

    1.  Make sure the correct number of tables are loaded on the trailer. 
             Then put away at end of event.

    Tent Set - up -  The person in charge of the Tent -Set -Up has the responsibility of :
    1.  Arriving @ Haikey Creek @ 6:30 am with volunteers to set up tents in proper location    

    2.  Help set up tables for registration, awards, medical tents.

    Tent Take Down  -  The person in charge of the Tent -Take- Down has the responsibility of : 

    Tee Shirts  -   The person in charge of the Tee Shirts  has the responsibility of :

    1.  Ordering the Grace Race Tee Shirts  from the number of pre-orders.

    2.  Ordering Yellow Volunteer Tee Shirts  10 2X Large, 25 X Large, 20 Large.   

    3.  Ordered last year from the Tee shirt Guy. He had ordered and then Tom Penrose 
        cut the order down because he did not want a large amount left over. The number 
        for the Tee shirt Guy is 836-7525. We did do two preorders with flyers that we sent 
        home with the students.

    4.  I believe that we paid around $4.60 for short sleeve shirts and I am not sure about 
        the long sleeve shirts.

    Traffic  -  The person in charge of the Traffic  has the responsibility of :

                        "see Vic Meyer for specific duties".

Trailer Load Up-  The person in charge of the Trailer has the responsibility of :

If you help load trailer on Friday afternoon, there's no duties on Saturday.
 
Friday 2:30pm I need David, Marc and Jason and PE boys to help load the Grace Race trailer. I'll meet ya'll in the gym @ 2:30
 
Marc, I want you to take 4-6 boys and fill water containers, seal and mark containers and then load on truck.
 
Jason, I need you to take 8-10 boys and load tables and chairs (Jeff Killinger will assist)
 
David, you'll take some boys and load tables on another truck.
 
I'll take the rest of the boys with me and load other things.

    Walk For Light  -  The person in charge of the Walk For Light  has the responsibility of :

    1.  Getting together before the walk with all the volunteers  for Walk For Light and discuss 
            positions and responsibilities.  This meeting should be no later than 8:30 am
            See map for walk route.

    2.  The walk for life starts 20 minutes before the 5K race.  See map for walk route.

    3.   Take large cone to each position and stand,  when I give instructions to walkers, wave your hand and the people will be walking to and around you.

    4.  Once walkers have finished then have all walk volunteers cheer the 5K runners as they finish.

    Water on Garnett  -  The person in charge of the Water on Garnett  has the responsibility of :

    1.  Make sure water in at least (2) 5 gallon containers is at the water junction .

    2.  A table needs to be set up on each side of the road so runners can get water coming and going. Set up two tables on the South side of the Haikey Creek bridge closest to 121st and one table at the turnaround.  Each table need at least 200 cups.  Have cups 3/4 filled with water on the table as runners come by have at least two volunteers handing out the water.

    3.  After the runners go past have the volunteers pick up the discarded cups along Garnett and  place in trash receptacle.
    4. Bring extra cups back to finish line water table to return to Grace.

Water on Finish Line  The person in charge of the Water on Finish Line has the responsibility of :

   1.  Ordering supplies from SAMs   2000 - 8 ounce cups, 1 bag of oranges, 30 lbs of bananas, Gatorade for 2 coolers.

   2.  Have a volunteer set up the bottled or cup water on water table at finish line.

   3.  Cut up one bag of oranges for runners.  Race morning get oranges from kitchen, bring to Haikey.

    4.  Pick up any discarded cups and bottles after the race and place in trash receptacle.