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, a t-shirt, swag bag 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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Pre-Registration & Registration: We can always use help getting set up outside on Friday afternoon. Registration runs Friday from 4:00 PM until 7:00 PM. This is straight forward work - just signing people in and helping keep the flow going.

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Site Set-up: This involves a bit more physical labor. On the day before the race, we get 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 that help keep racers on track with where they should go.

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Aid Station/Transition Area: Most volunteers work at an aid station or transition where your role is to set up facilities, keep the water and electrolytes flowing and assist the race directors to make the event run smoothly. This is actually a lot more laid back than it sounds!

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Timing: We now use an electronic timing system at transitions but it is important to monitor the racers as they are coming in. Volunteers on the timing stations will check off racers as they come through. At aid stations, volunteers should write down the time the racers passed on the racer sheets. This is mainly so we know where to start looking if a racer becomes lost!

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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. Runners should call out their bib number which you can verify with their race bib number. Time is not required.

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Communications: Some of you will receive a two-way radio when you sign in, which will be how you stay in touch. As radios are on a public channel, it is expected that anyone using them be polite and professional. Every volunteer location should have at least one radio, but not necessarily each volunteer.

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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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