Registrations Volunteers Briefing Notes

Registrations Volunteers Briefing Slides By SunNUS 2014 Administrations (Jaslyn Ng and Jasper Phua)

Contents ! Manpower Allocation ! Sapphire Pavilion Layout ! Registration Process ! Mount Imbiah Challenge ! Team Sports Series

Manpower Allocation (25)

Role Team Sports Series Registration Counters

Captains Ball

Ultimate Frisbee Volleyball Handball

Touch Rugby Soccer

Registration 1 1 1 1 1 1

Runner 1 1 1 1 1 1

Role Mount Imbiah Challenge Counters

Registrations (6 counters) Baggage Deposit (3 counters)

Registration 6 -

Queue Master/Runner 1

Baggage Tagger - 3

Baggage Runner - 3

Mount Imbiah Challenge Manpower Allocation

Role Mount Imbiah Challenge Counters

Registrations (6 counters) Baggage Deposit (3 counters)

Registration

1) Aishwarya Vijayaraghavan 2) Boo Chee Wee Robin 3) Eden Seah Guo Hua 4) Low Yuan Shen 5) Thia Yu Han 6) Vasugi Ganesh Moorthy

-

Queue Master/Runner He Jiawen

Baggage Tagger - 1) Basil Baby 2) Ng Jia Hui 3) Sky You

Baggage Runner - 1) Yap Xue Ling Celine 2) Daniel Lim 3) Lim Ming Soon

Team Sports Series Manpower Allocation

Role Team Sports Series Registration Counters

Captains Ball

Ultimate Frisbee Volleyball Handball

Touch Rugby Soccer

Registration Evelyn Teo Loh Hiang

Ngee Daphne Yap Ling Sei Yi Lim Zi Wei Janssen

Runner Chung Zhe

Yar Loh Kia Ngee Tan Sze Qi

Jacelyn Li Liangshi Dalwin Koh Lyo Yap

Sapphire Pavilion Layout

Mount Imbiah Challenge Duration of event: 08:00 12:30 Registration period: 08:00 09:40

Event Flow for Participant

Collect Baggage, Goodie Bag, Finisher Singlet and Medal

Safety Briefing, Warm-up and Run

Baggage Deposit

Change into Event Singlet

Register/Check-in

Arrive at Sapphire Pavilion

Mount Imbiah Challenge

Role of Queue Master/Runner ! There will be 1 main queue that all Mount

Imbiah Challenge participants will be queuing for

! The queue master will stand at the front of the queue and direct participants to whichever counter (there are 6 counters) that is available

! When told by Jaslyn, call out for participants in a particular wave (E.g. Wave 1) ! This will only be required if the wave should

be starting the run soon and there are people who havent register


At EACH Registration Counter


Table

1. Ask for name & photo ID 2. Find name on list 3. Type 1 to indicate Present 4. Return photo ID 5. Search for the singlet size and race

bib 6. Hand over to participant along

with a lucky draw slip

Registration

Race Bibs (A-Z) & Event Singlets (XS, S, M, L, XL, XXL)

Hi, Im here to register for MIC.

Participant

Registration Spreadsheet


*ONLY FOR MOUNT IMBIAH CHALLENGE REGISTRATION: You will be provided with a laptop with this Google Spreadsheet


Registration Spreadsheet *ONLY FOR MOUNT IMBIAH CHALLENGE REGISTRATION: You will be provided with a laptop with this Google Spreadsheet

1. Ask for photo ID 2. CTRL+F to find his/

her name 3. Type 1 if present 4. RETURN the photo ID



1. Refer to the Shirt Size and Race Bib No.

2. Retrieve the correct size of singlet (STRICTLY NO CHANGING OF SIZES no matter what) and correct race bib

3. Ask them to check their details on Race Bib (refer to Page 18)

4. Pass them a lucky draw slip and ask them to fill up and drop it off at the Enquiries Counter

5. Type 1 to indicate issued



Indicate YOUR COUNTER NUMBER on the last column (Youll find out which counter youre allocated to on the event day)

Important things to note ! Things to issue to them:

1) Event Singlet 2) Race Bib 3) Lucky draw slip

! Ask them to check their names & other details on the race bib ! Some might not be filled, so get them to fill them

up on the spot ! Lucky draw slips can be dropped off at the

Enquiries Counter ! Goodie bags, Finisher Singlets and Finisher

Medals can be collected when they collect their baggage after the run at the Baggage Counter


Important things to note ! Before they leave the counter, inform them of their

reporting time at start line for safety briefing ! Reporting time depends on their wave number

! Regular waves will be Waves 1-8 and Wave F ! Late waves (For latecomers) will be Waves A, FA, B


Wave No. Runners' Information Remarks Registration Time Reporting Time* Flag off Time

1 8:00 8:20 8:30

2 8:05 8:25 8:35

3 8:10 8:30 8:40

4 8:15 8:35 8:45

F 8:20 8:40 8:50

A 8:30 8:50 9:00 Latest registration timing for W1, 2, 3 and 4

5 8:40 9:00 9:10

6 8:45 9:05 9:15

FA 8:50 9:10 9:20 Latest registration timing for Family Wave

7 9:00 9:20 9:30

8 9:05 9:25 9:35

B 9:10 9:30 Latest registration timing for W5, 6, 7, 8

Race Bib Design


Note the dotted line that baggage tagger will tear along to tag bags

Race Bib Design


Note the dotted line that baggage tagger will tear along to tag bags

Details to ask participant to check. Fill them up with permanent marker is empty.

At the EACH Baggage Counter


Table

1. Request for Race Bib 2. Tear off bottom portion 3. Tag the bag

(Loop around handles of all bags, staple the 2 ends together)

4. Pass bag to Runner 5. Get him to sign in under

the Deposited? column Baggage

Tagger

Bags arranged according to bib numbers

1. Take the bag(s)

2. Put it in order of bib numbers

Hi, Im here to deposit my bag.

Participant

BEFORE THE RUN

Runner

Baggage Spreadsheet


1. Get him/her to sign here after you have tagged the bags and passed to runner

2. STRICTLY NO RETRIEVAL OF BAGS ONCE DEPOSITED UNTIL HE/SHE HAS COMPLETED THE RUN

*This will be a printed HARD COPY sheet

In between the last baggage deposit and the first baggage collection ! Sort out goodie bags, finisher singlets and

finisher medals ! Place them with the participants

belongings so that it is easier to find the details later

! Jaslyn will inform you when its time to start sorting things out


At the EACH Baggage Counter


1. Request for Race Bib Number and singlet size

2. Inform Runner 3. Grab a goodie bag, finisher

medal and finisher singlet 4. You can tick the columns

to indicate you have given those 3 items

5. Pass all items to participant 6. Get him to sign out under

the Collected? column

Bags arranged according to bib numbers

1. Look for bag according to bib number

2. Pass to Baggage Tagger

AFTER THE RUN

Table

Baggage Tagger

Hi, Im here to collect my bag.

Participant

Runner

Baggage Spreadsheet



1. Get him/her to sign here after you have passed him his bag and the 3 items

2. Tick the next 3 columns to show you have given him those items

3. Strike off the singlet size shown on the participants race bib (Refer to next page)

4. Write your counter number (1, 2 or 3)

Once items are collected


Strike off at the singlet size indicated on the bib with a permanent marker once finisher singlet, medals, etc are collected.


1) Their bag(s) 2) Goodie bag 3) Finisher Medal 4) Finisher Singlet

! They may help themselves to 1 banana per person which will also be made available at the Baggage Counter

! Check the baggage tag against participants bib number

! Ensure that the correct finisher singlet size is issued (refer to bib)

! STRICTLY NO CHANGING OF SINGLET SIZE


Team Sports Series Duration of event: 09:00 17:00 Registration period: 08:00 11:00 Goodie Bag Collection: 12:00 13:30

Event Flow for Participant

Play

Goodie Bag Collection

Play

Check fixtures

Register/Check-in

Arrive at Sapphire Pavilion

Team Sports Series


Team Sports Series

At EACH Registration Counter

Table

1. Ask for team name & photo IDs of all members

2. Find team name on list 3. Inform Runner of team

name 4. Tick to indicate Present

for every member present

5. Return photo IDs Registration

Event Singlets (XS, S, M, L, XL, XXL)

1. Search for the teams bundle of singlets, lucky draw slips and goodie bag collection slip

2. Hand over to participant

3. Tag participant with appropriate Tyvek band Runner

Hi, Im here to register for . Participant

Team Sports Series

Team Sports Series Registration

Team Sports Series

1. Tick only if present (If only 6 out of 7 of the team is present, tick those 6 only. Ask them to tell the 7th person to register later too)

2. Pass them the whole bundle of event singlet, goodie bag collection slips, lucky draw slips.

3. Tick the respective columns 4. Dont forget to tag the person with the

Tyvek bands! 5. The 7th person whos late will have to register

to get tagged with the Tyvek band. But his singlet, etc, will be with his team.


Tyvek Bands

Team Sports Series

Important things to note ! Ensure that the team has the minimum number of members required to

play

! If the team has REPLACED a member previously, ensure that they have made payment before you allow them to register ! These replacements will be highlighted in on the spreadsheet ! Upon payment at the enquiries counter, theyll be issued a receipt

! If the team has ADDED a member previously, ensure that they have

made payment before you allow them to register ! These additional members will be highlighted in on the spreadsheet ! Upon payment enquiries counter, theyll be issued a receipt

! The Tyvek band has to be tagged by you. Do NOT pass it to them for

them to tag themselves.

Team Sports Series

Sport Captains Ball

Ultimate Frisbee

Volleyball Handball Touch Rugby

Soccer

Min. players

6 5 4 4 3 5

Min. Females

2 2 1 1 1 0


1) Teams bundle of singlets 2) Lucky draw slips 3) Goodie bag collection slips 4) Tag them with Tyvek bands

! Lucky draw slips can be dropped off at the Enquiries Counter

! Goodie bags can be collected at the same counter during the Intermission (12:00 to 13:30)

Team Sports Series

Goodie Bag Collection

Table

1. Ensure that participant is wearing a Tyvek band

2. Ask for team name & goodie bag collection slip

3. Sign off to indicate collected for every goodie bag collected Registration

Goodie Bags

1. Retrieve correct number of goodie bags

2. Hand them over to participant

Runner

Hi, Im here to collect goodie

bags for my team. Participant

Team Sports Series

Team Sports Series Goodie Bag Collection

Team Sports Series

1. Get the person who collected the goodie bag(s) to sign off at the names of the people whom hes collecting for

2. Note that he can only collect on behalf of others if he has the corresponding number of goodie bag collection slips.


For ALL registrations volunteers Do read the following slide

Finally ! Please come on time (if not, earlier) and report to Jaslyn at the Sapphire

Pavilion

! As volunteers handling registrations, your job will start super early! So, by coming earlier or punctually, Ill be able to brief you personally and you can familiarize yourself with the registration procedures to avoid panicking when the crowd comes in.

! I will be around Sapphire Pavilion most of the time. Get my attention if you need help.

! Some of you might be allocated to other job scopes before the ending time of your shift at Registrations. Dont worry, just let me know before you take off to your next job scope. In turn, Ill try to remind you that you have to leave for your next job scope.

! Get a good rest and I look forward to meeting all of you on the event day!!

Thank you very much for

volunteering!!

Contact me (Jaslyn) at 92956472 if you have any questions.

Documents

Registrations Volunteers Briefing Notes