What to expect when you volunteer

Before the event

A couple of weeks before the event we’ll contact you via email or Facebook (if that’s how you offered your help) and confirm you’re still able to help out. We’ll point you towards our safeguarding policy so you understand how to deal with any issues that could arise and who to report them to.

It would be advisable to download the .gpx file of the route so you have it on your phone from the event page of the event you’re helping at. It isn’t essential but might make you feel more confident.

Dig out your travel coffee mug if you have it and either some warm clothes for a winter event or the shorts and t shirt for the 3 days of summer!

If you are unable to help please contact us at the earliest opportunity so we can find a replacement

Race Day (typical 6 hour midweek event)

07:30

Arrive and meet the rest of the team. Find Paul to get a parking voucher (most parks will pay for volunteer parking). One volunteer to go off and walk the route to check the arrows are still out. Others to help unload the vehicles and get HQ ready, help put flags up etc. Start welcoming runners who begin to arrive.

08:15-09:00

Registration opens, volunteers give out bib numbers to runners at registration desk. Answer any queries runners may have (where is the toilet is the favourite!) or direct them to event staff if you don’t know the answer – you aren’t expected to know the inner workings of the event.

09:45-10:00

You’ll have seen front runners more than once and more importantly the last starter (if a wave start) once. Walk the route back to HQ and get a cup of tea!

10:00-12:00

The aid station will get busier as the morning goes on so support may be needed here to assist runners. This will entail getting them water, nibbles and generally being supportive. When numbers allow we do like to have 1 person walking the route at all times. First finishers will start, we need to mark them off the checkout list and obviously give them their rewards! If possible encourage pictures with our “achievement boards” too – great for Instagram!!

12:00-14:00

This is the time when most runners finish. HQ will get busier as people want a bit of lunch food and tend to be a bit slower moving on – tired legs! Continue to support runners with their nutrition and finish mementoes. Have your sandwich as well, make sure you’re drinking plenty of water – and not having too many of the jaffa cakes!!

14:00-15:00

The event is beginning to wind down, there will only be a handful of people out on the route. We begin to tidy away a bit of infrastructure, flags etc. At around 14:30 someone will be sent out to start removing the signage.

15:00-16:00

We make sure that the last runner has a finish line and gazebos to welcome them home. However we’ll have started packing away non-essential items and getting some flags down. It’s really important however that the last runners don’t feel rushed or hurried. They always get the best selection of food as there is always lots to finish off!

16:00 (or thereabouts)

You go home and have your well earned flapjack and beer content that you’ve helped make a lot of peoples days better!

Race Day (typical evening 10k event)

17:30-17:45

Be ready for a pre-event briefing at the event HQ at 18:00. These evenings are a little more fast paced than our typical events so please be on time! Registration will open at 18:10

18:00-19:00

Help register runners if on registration or find your place on the course to help guide runners. Try to ensure you’re comfortable with the route around you.

19:00

Event starts! Make sure you’re enthusiastic and support the runners coming through your point. Those who helped on registration will likely pick a spot close to HQ to guide runners aroun the route - or get ready to receive finishers. Make sure you take a note of the tailrunner/last placed runner.

20:00

Make sure you stay on your post until the tailrunner comes past you for the last time. Follow the tailrunner in and pick up signs on your way - unless told otherwise

21:00

Runners will have completed the 10K and we’ll hopefully have got everything packed up and you’ll be on your way shortly to enjoy your beer! ( We can’t promise flapjacks for every 10K event unfortunately!)

Warwickshire Bear Ultra (most aid stations)

Difficult to give a “typical day” account as each aid station will be different and there will be a couple of clearly defined roles. The majority of the volunteers at each aid station however will be there to help with food, drink and encouragement. We will have medical support at some aid stations and others might require a runner to direct runners up the road a little. Each aid station will have an individual to check runners in.

Most aid stations will be manned by local running clubs so should have a great atmosphere. there is nothing worse than being on mile 35 and being met by a grumpy bastard with a packet of jelly babies! The aid stations make or break an event of this type. We’re also keen on having volunteers back to the finish line after to welcome the runners home and have some celebratory food if possible, we’ll have to sort this closer to event time.

Timings will be different at each aid station but…

Arrive on time (or even better - early)

Find the lead for the aid station and help them unload their car with the supplies and get the aid station set up. Familiarise yourself with the direction of travel of the runners at your aid station. Make sure you know where the toilets are (if there are any) as this will likely be the most common question. Say hello to your team mates. Make sure you know how far the next aid station is - the checkpoint lead will tell you if there is any key info to have.

One member will have responsibility to check runners in to the aid station. It is very easy, you just tick their number off the sheet as the come past but also vital. If we “miss” runners we’ll assume them lost and this could be a problem later on.

About 30-45mins later

The first runners will come through. They’re going to be quick (they’re racing an ultra after all!) and so are likely going to know what they want and how they want it. Try to be as friendly and quick as possible and they’ll be on their way. It is likely that the number of people entering the aid station at this point will be low with big gaps in between.

Middle section of aid station opening

Numbers of people at the aid station will be at it’s highest but the job is still the same to get food and liquid to the runners and encourage them onwards. As much as we want to be friendly don’t encourage dawdling at the aid station! Time spent in the aid station is time not spent running. Mid pack comfortable can very quickly lead to bumping cut offs.

Checking people in to the aid station is most difficult now, be assertive and ensure you’ve got good line of sight and aren’t distracted.

Just before the aid station closes

Runners will still be coming through, some will be just fine and know what’s going on and others will be “going backwards” closer towards timing out. Encourage all to feed well and get plenty of fluids and get them on their way. Beware the Chair… don’t let them sit down as they probably wont get up again!

Aid station officially closed

Start to pack everything away and do a litter pick a few 100m beyond the aid station. The aid station lead in conjunction with the RD will try and track any runners who have not been accounted for. Any runners who have pulled out at this point will be helped with taxi’s etc. There is zero expectation on volunteers to get runners home. Enjoy your beer and head back to the start for a celebratory pizza if you can.