Volunteer Information

 

Volunteering is great– it’s how many people get into the sport! You’ll have the opportunity to meet some good people and see some amazing scenery, especially if you go to a remote aid station. The foremost priority that a volunteer be concerned with is safety – both yours and the racers. We also want you to have a lot of fun! We try and make the experience as simple as possible for volunteers but do expect to bring some of your own food and gear. Depending on what your role is, you may need to be comfortable in the wild. Even if you are going to be at a front-country post, you should still have some basic gear to keep you warm and dry. We never send volunteers out alone so, if you come by yourself, you will be paired with someone. After you have your assignment, you may be required to head out straight away. All volunteers will be invited to our volunteer orientation, get a volunteer handbook, and an amazing experience!

 

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There are many roles that volunteers play and here are some of the things you may be doing, depending on what you sign up for:

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Racer Sign-in and Package Pick-up: Package pick-up runs Friday from 5:00 PM until 7:30 PM. This is straight forward work - just signing people in and making sure they collect their race package. We can always use help getting set up outside on Friday afternoon!

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Logistics Crew: These are our volunteers who keep the show running behind the scenes. Responsibilities may include aid station set-up and take-down, resupplying items to aid stations and, if necessary, providing transportation to personnel along the racecourse.

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Site Set-Up and Take Down: This will involve some physical labor. On the day before the race, we gather our tents, tables / chairs, totes / coolers, and set up all of our transition and aid stations. We also need help putting out parking and directional signs to help keep the racers on track!

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Aid Station/Transition Area: Your role is to set up facilities, support and assist runners with getting food, hydration, electrolytes, and checking off and writing down the time as racers pass by. The most important thing to remember is to cheer and encourage all of the incredible runners!

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Timers: Timers will be at the start/finish. They will be responsible for checking off racers as they come through and will write down the times for each racer. The start/finish area is also the transition between legs 1 and 2.

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Checkpoints: These are strategic places on the course route to ensure runners stay on course. You will be asked to check each racer off your list as they come through a checkpoint and verify each racer's bib number. Time is not required. Motivating and supporting runners is another key role!

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Sweepers: This is the perfect role for those who want to fit in their long run while logging some volunteer hours! The sweepers will collect trail markers as they cover a portion of the course, remaining behind the final runner to ensure everyone is accounted for and finds their way! 

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Enviro Crew: The enviro crew will be predominantly stationed around the start/finish area; however, may be required to assist at the aid stations during take-down. You play an important role in keeping this event as environmentally friendly as possible and ensuring our space is left just as beautiful as we found it! Any PPE required will be provided. 

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Communications: Volunteers will be provided with the volunteer coordinator(s) contact information and given directions on communications specific to their volunteer role. 

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Medical: We have a crew of professional medics to oversee safety and EMS at the event. That said, if you have outstanding medical skills, let us know and we can try to partner you up with these folks. In general, it is helpful to have volunteers around the course that know First Aid.

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Other Important Things to Know:

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Driving: When you sign in you will receive a list of instructions for your assignment and a map of how to get there. We try and give you a lot of time to reach the next location before the teams. You don’t require 4x4 vehicles but some of the roads may be bumpy and gravel - and may be through a busy campsite... just take your time. You will be driving primarily on paved roads. Big RVs and trailers may have a hard time maneuvering, depending on your location. In some spots (Aid Station 1/2 - Head of the Mountain and Aid Station 3 - Hidden Valley Ski Lodge) they are fine and actually a great idea. Be sure you have a good spare tire and a jack that works.

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Racer Protocol: Racers are expected to follow the rules at all times. If you see something that doesn’t seem right, let us know. If a racer asks you to interpret the rules or make a judgment call, please contact Race Administration (403-928-9203) and we will do it. If a racer becomes abusive in any way, report it; this is not allowed and they will be pulled from the race.

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Medical Emergencies: Volunteers are not expected to treat any injuries although they are allowed to help with minor problems such as bites, blisters and scratches. Anything beyond that really needs to be looked at by our

Medical Crew who will be stationed around the course. If any racer doesn’t look well (delirious, dehydrated or somehow broken), please do contact our staff. The racer won’t be disqualified for receiving medical aid but we need to ensure they aren’t pushing themselves into a bad situation. If you do have first aid or medical experience, let us know!

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Stuff to Bring: Make sure you also have enough gear to keep yourself comfortable during the race. You may be camping in the hills and it can get rather cold and or windy. There can also be blistering heat during the day.

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Suggested Gear:

Headlamp and extra batteries

Warm jacket & rain gear

Sleeping bag & pad (if you are at a remote aid station)

Cook-stove & cooking gear (if you want to heat something)

Snacks / drinks

Toilet paper, sunscreen, insect repellent

A folding chair

A book or magazine to read while waiting.

Don't be afraid to ask questions – we want your experience to be rewarding.

Radio Protocol for Hidden Oasis Ultra

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