Seven Steps to Volunteering for the Barrel to Keg Relay
Step One: Read the General Instructions Below.
- Volunteers are essential for the safety of participants. Teams with three or more members are required to provide one volunteer to serve as a race official. If providing a volunteer is a hardship, you may opt out by paying a $100 fee instead of providing a volunteer. We MUST have a committed volunteer name by June 29th, or you will be charged the $100 “opt out” fee. The fees are used to hire additional people to fill the volunteer positions. We give back to the community by making donations to nonprofit groups and high school teams that provide volunteers. We need enough lead time to arrange the community volunteers, so it’s important that we get commitments from team volunteers by June 29th. You can make this donation online when you register your team, or by contacting info@barreltokeg.com
- Volunteer assignments are listed on getmeregistered.com. Volunteers will be prompted to report which team they are volunteering for. Positions are filled on a first come-first served, some adjustments may be made to provide adequate coverage on the course. The race director may contact volunteers if adjustments are needed. Volunteers are welcome to contact the race director if they have any questions. info@barreltokeg.com.
- If a designated volunteer becomes unavailable, the team is required to find a replacement and inform the race director. A race official will be checking to be sure volunteers have reported to their assignments, and answer any questions. Each volunteer should understand their assignment and know the name of the team that they are representing.
- Volunteers must be 16 years or older and physically able to carry out their assigned duties.
- Each volunteer works a 3 to 4 hour shift; most will work as course marshals at exchanges or direct traffic/runners.
- Volunteers are expected to arrive at their assignments on time and work their entire shift. Maps and detailed instructions for each assignment (including how to get there) are available below. Note that there are two sets of maps. One set is maps of the legs. The other set, found on the volunteer page, contains detailed maps of the start, finish, key turns and exchanges, intended for the volunteers. If you can’t download these or have ANY questions, please contact the race director.
- Volunteers who serve as course marshals or at exchanges are expected to wear a reflective vest. These will be provided in the “drop bag” left at each location.
- Volunteers should bring: food, water, clothes appropriate for the weather, cell phone, and map/instructions for their assignment. They should NOT bring alcohol, young children or pets.
- Because of seeded start times, it is impossible to predict exactly when the first runner will arrive and when the last runner will pass by. The shift times for volunteers are estimates, so may be a bit longer (or shorter). Get to your assignment a bit early and stay until a replacement arrives or until the sweeper tells you that the last runner has passed. Some positions have two shifts, so fill in your replacement on the duties when they arrive, and be on your way.
- Drop bags include: first aid kit, extra toilet paper, wipes (to clean dusty porta-potties, etc.), yellow vests, trash bags, instructions, important phone numbers and yellow tape (to put between the orange delineators for the ten yard exchange area). All volunteers get a pair of B2K socks. If there aren’t enough in the drop bag, check with the Volunteer Coordinator or the race director. Some exchanges will have fire extinguishers. When you are done, pack everything up for the sweeper to pick up.
- Support the runners and walkers. Offer cheering, clapping, cowbells and words of encouragement.
- Problem Solving/Crisis Management: We rely on each volunteer to make good decisions in ordinary matters and unexpected manners. Use your good judgment about where cars can park, keeping runners and spectators safe, etc. Situations or questions that aren’t addressed in this manual may arise, so you may need to make some command decisions. You’re not alone. Contact the race director via cell phone or the ham radio operators. Discuss options with other volunteers and make the best choice.
- Dealing with complaints from participants: Some complaints may come out of being tired and frustrated, and some complaints may be legitimate, and not all matters are within your ability to fix. The most important thing is to listen and empathize. If it’s small and you can fix it, awesome. If it’s a larger issue, tell the person to contact the race director during or after the race. If you hear or have ideas to improve the event, please let us know.
- If you encounter a dangerous situation (e.g. loose dog or angry resident) or have a medical emergency, your first priority is to keep yourself safe. Once in a safe situation, please report the incident to race officials ASAP. Give specific details and information so we can follow up with EMS and law enforcement as is appropriate.
- Smoking is prohibited on the course. This is fire season, so be cautious and aware of any sparks/smoke/fire that you see. Report any fires to race officials immediately.
- Cell phone coverage is spotty. For minor emergencies, a first aid kit is provided. For serious emergencies, call 911 or talk to a ham radio operator at any exchange zone; they will contact the race director or EMS. Lincoln County Sheriff—541-265-4277, Benton County Sheriff—541-766-6858, Toledo Police Department—541-336-5555, Newport Police Department-- 541-574-3348.
- Volunteers are welcome at the post race party at the Rogue! Ask the Finish Line Coordinator for free meal and beer tickets.