Volunteers

Volunteers

One of the most important components of any trail event is volunteers. From aid stations workers to timing help to those providing medical assistance and more, volunteers play a vital role in making events run smoothly.

So, whether you are just starting out in trail races or have been putting them on for a while the three questions that tend to crop up around volunteers are:

1. Where do I find volunteers?
2. What do I do to incentivize people to volunteer?
3. How do I train them to perform the key tasks the event needs so they will be most effective?

How do I find Volunteers?

There are many different places to look and ways to find volunteers that to help at your trail running event.

1. Your local trail running groups/clubs/running groups: Start here. This is where the most active members of the running community already are.
2. Check with your local high school, ROTC or Honor Society: Often, youth organizations and schools set requirements for their young members to meet a certain number of volunteer hours.
3. Look for local military bases, RWB or veterans organizations: There are many civic-minded groups that are based in supporting their local community. Many of them are associated with the military or veterans but you could also contact your local Rotary Club and others.
4. Check local universities and colleges: Similar to number 2, but here you may even find some former youth athletes now would-be runners in addition to finding volunteers.

How can I incentivize people to volunteer?

With any volunteer opportunity the most important part is to keep your volunteers safe, treat them well, and support in the process. Most trail races offer some kind of reward or incentive to volunteers. Below is a list of ideas that you may want to consider for your volunteers.

1. Provide food and race swag, even special volunteer-only swag
2. Free park entry and camping or other accommodations.
3. Credit for future races. Not only is this popular with volunteers, it’s good for you. It keeps these people participating in your run community over time and builds loyalty.

How do I train the volunteers on the tasks that need to be done?

1. Create written documents that goes over each job and task in detail. Include any important information about safety, such as food safety at an aid station or personal safety when carrying heavy gear. Provide this in advance digitally and in person the day of the event.
2. Make an aid station video that goes over a full setup. Be sure to cover all safety steps for handling food, washing hands, disposing of waste, and any other concerns that normally are found there.
3. Include additional instruction in gear totes/boxes that are used for set up, tear down, and aid stations so that the volunteers can have a guide. Make sure that the volunteers also have a way to save this on their phones.

Volunteers play a large role in your races and shape the perception of your races by runners. It is up to you to make sure that your volunteers are knowledgeable and have clear instructions. If you achieve this, they will help you put on a better event and also keep runners safe on the course.