HMF EVENTS VOLUNTEER ACTIVITIES (USUALLY ON WEEKENDS):

Indicates an activity ideal for volunteers who want to run the race too!

ATHLETE BAG CHECK

• Dedicated secure area for athletes to keep their personal belongings while they run the race. Volunteers will take athlete bags and attach the “baggage” tag on the top of the athlete’s bib to the bag (has the same bib number on the tag). Volunteers will then organize bags in chronological order (according to bib number). When athlete returns to pick up their bag after the race, the volunteer will return the correct bag back to the athlete according to their bib number.

ATHLETE BEER TENT

• Volunteers will assist with beer tent setup (tent, tables, pouring stations, etc.). Volunteers will assist with IDing, wristbanding, marking beer tickets on athlete bib, pouring, and line control. Volunteers will help breakdown and clean up area as well.

ATHLETE FOOD TENT

• Volunteers will assist with food tent setup (tent, tables, food stations/equipment, etc.). Volunteers will distribute pre-packaged food to race participants.
• VOLUNTEERS MUST WEAR A HAT WHEN VOLUNTEERING.

ATHLETE PACKET PICKUP

• Packet Pickup is NOT on race day, it is usually a day or two before the actual event. This is where athletes can pick up their race packets and swag items prior to race day. Volunteers will use laptops to register athletes and assign bib numbers. Volunteers will also distribute the specific athlete swag item as well (i.e. – shirt, hat, water bottle, etc.).

ATHLETE SWAG TENT

• After athletes pick up their race bib at registration, they will report to the swag tent to pick up their swag item included in their entry fee. Athletes will approach the swag tent, volunteers must mark the swag ticket on the athlete’s bib and then give the athlete the appropriate swag item. If swag is a shirt, volunteer will have to provide athlete with the correct size.

BODY MARKING (TRIATHLONS)

• This activity is only needed at triathlon events (Swim, Bike, Run events). Since athletes will be swimming during the race, they will not be able to wear their race bib. All athletes must have their bib number written on their arm and leg using marker so officials and race staff can see their race number at all times during the event. Volunteers will stand outside of the transition area prior to race start to “mark” each athlete with their bib number before they enter transition.

BUS OPERATIONS

• If an event has a shuttling option for athletes or is a point to point race, we will need bus operation volunteers to assist with the overall busing operations. Volunteers will help load buses, count participants boarding the buses, work with race staff to ensure bus plan is followed for that specific event.

COURSE MONITOR

• Course monitors are one of the most critical volunteer positions at HMF events. These volunteers are assigned to a specific location/intersection along the race route to direct and cheer on the athletes during the event. The volunteers are our eyes and ears on the course. Volunteers will report to volunteer check in and meet with the course manager to be given a specific intersection and instructions, from here the volunteer will report out to their location. Depending on the location the volunteer receives, it may require them to drive out to their assigned post.
• VOLUNTEERS MUST BE 16 YEARS OF AGE OR OLDER AND MUST BE ABLE TO DRIVE IF NEEDED.

CYCLIST

• Each event requires cyclists to help with certain tasks along the race route including, leading the race, sagging or sweeping the course, and/or course marshaling a specific section along the race route.

FINISH LINE

• Each event has a finish line for the athletes to cross, therefore, we need the help of finish line volunteers to help setup the finish line area, fencing, arch, etc. Volunteers will then hand out water to all finishers crossing the finish line. Some events provide athletes with finisher medals, finish line volunteers would also give these out to each athlete. Volunteers will help breakdown and clean up the finish area after the last runner finishes.

INFO BOOTH

• Some events are very large or spread out, therefore, it is helpful to have an information booth/tent available for athletes and spectators to go to when they have a question or need to find something at the event (i.e – where the start of the race is). The info booth volunteer must be able to answer questions that may arise on race day. This volunteer will be provided with all the information/maps needed to respond to all inquiries.

KIDS K RACE

• At the majority of HMF events, we also offer Kids K Races (distances varying from ¼ to a mile) for kids ages from 2-11. Volunteers will help setup the Kids K race, direct and cheer on the kids while they run, and pass out waters and medals to the kids as they finish the race.

MERCHANDISE TENT

• Some HMF events have merchandise for sale. Volunteers will help setup the merchandise tent/area (tent, tables, grid wall, racks, etc.). Volunteers will help sell, restock, and maintain the overall appearance of the merchandise items. Volunteers will also help breakdown and inventory all left over merchandise items once the tent closes.

MOTORCYCLIST (TRIATHLON)

• This activity is only needed at triathlon events to drive/carry the USAT race official around the route during the race to monitor athletes.
• THIS VOLUNTEER ACTIVITY IS PRIVATE AS THE VOLUNTEER MUST BE AN EXPERIENCED MOTORCYCLIST. IF YOU ARE INTERESTED IN LEARNING ABOUT MOTORCYCLIST OPPORTUNITIES OR BECOMING A MOTORCYCLIST, PLEASE CONTACT NANCY LOUGHLIN.

PARKING

• At some events, HMF has an extensive parking plan in place to ensure all volunteers, athletes, spectators, and sponsors are able to park at the event. Volunteers will work with the race staff to implement the parking plan in place. Volunteers will direct attendees to specific lots and parking spaces and may be required to use a radio (provided by HMF) to communicate with other staff and volunteers if there are multiple parking areas for the event.

REGISTRATION

• This is where athletes can register for the event or pick up their pre-registered race packet/bib. Volunteers will use laptops to register athletes and assign bib numbers by entering the athlete’s information.

TRANSITION AREA (TRIATHLON)

• This activity is only needed at triathlon events. The transition area is where athletes will “transition” from one sport to the next (i.e. swim to bike, bike to run).
• Volunteers will be stationed at the entrance of transition prior to race start to ensure each athlete sets up their equipment (bikes, helmets, shoes, etc.) within their assigned bike rack space. Volunteers should be checking the athlete’s running bib number to make sure it matches to bike number.
• Volunteers should assist with body marking (writing the athlete’s bib number on the athlete’s arm and leg using markers before they enter transition to setup) if needed.
• Volunteer should inform athletes to only enter transition in the dedicated transition entrance.
• Once the race begins, transition volunteers will stand at the entrance and exit to ensure athletes are following triathlon guidelines/rules (dismounting, mounting, helmet buckles, unclipping, etc).

WATER STATION

• The majority of HMF events have at least one water station or more setup along the race route to ensure athletes are provided with water and/or nuun while they run.
• All water station equipment is dropped in place of station location ahead of time by HMF staff. Volunteers are to setup the tables, water jugs, other equipment when they arrive at the station location (according to specific instructions given).
• Volunteers will oversee self-serve Water Station and make sure supplies are stocked and sanitized.
• This is a great activity for groups, families, and children!

IN OFFICE HMF VOLUNTEER OPPORTUNITIES (USUALLY ON WEEKDAYS):

BIB MAILINGS

• Certain HMF events have bib mailings (if the athlete is registered for the race before a specified date, the will automatically have their bib mailed out to them). Volunteers will label envelopes, stuff the athlete’s bib inside and put the stamp on the envelope. This project will take place inside the HMF office in Glastonbury.

MAIL MY PACKET

• Certain HMF events offer a “Mail My Packet” option to athletes when registering online for an extra fee. If the athlete selects Mail My Packet, the athlete’s entire race packet/swag will be mailed out to them prior to the event so they don’t have to pick it up at packet pickup. Volunteers will label envelopes, stuff the athlete’s bib and swag item inside and put appropriate postage on the envelope. This project will take place inside the HMF office in Glastonbury.

MERCHANDISE PREP

• Certain HMF events sell merchandise, therefore we need help from volunteers inventorying, organizing and prepping all the merchandise items/products prior to race day. This project will take place inside the HMF office in Glastonbury.

MEDAL PREP

• Certain HMF events provide athletes with a finisher medal. To eliminate race day tasks and garbage, we like to unwrap our medals ahead of time at the office. This project will take place inside the HMF office in Glastonbury.

MISCELLANEOUS RACE SPECIFIC PROJECTS

• Throughout the year we have miscellaneous projects that are needed for certain events or administrative tasks that we need help with.

Please remember that you are a representative of the Hartford Marathon Foundation as a volunteer. Please treat all spectators, sponsors, athletes and other volunteers respectfully.