2016 Buffalo Niagara Tour de Cure Volunteer Opportunities Saturday, June 4 th, 2016 Old Falls Street, Niagara Falls, NY American Diabetes Association Toll Free: 888-DIABETES ext. 3705 4955 North Bailey Avenue, Local office: 716.835.0274 ext. 3705 Suite 217 jantoniadis@diabetes.org Amherst, NY 14226 http://www.diabetes.org/buffalotour
Dear Friend, Thank you for considering volunteering at this year s Buffalo Niagara Tour de Cure. We are expecting 1,000+ riders on Saturday, June 4 th, 2016. To have a smooth-running event at which our riders feel well-supported, we will need hundreds of smiling, serviceoriented volunteers throughout the day. We also have a need for several dozen volunteers on Friday, June 3 rd to help in the staging and preparations. As a volunteer, you will help the American Diabetes Association provide Tour de Cure riders with a one-of-a-kind experience from start to finish. Your time will help us reach our $400,000 goal. And most importantly, you will help us Stop Diabetes. If you are able to assist us for a portion of the weekend, we would be grateful for your help. Friends and family members who would like to help are also welcome. Please review the assignments on the following pages and make your selection. Use the response form included with the guide to make your volunteer task selection. Please be sure to include your e-mail address - this will allow us to send periodic communications for volunteers. A key factor in the return rate of our riders is the excellent support and graciousness provided by volunteers who make it all about our riders! You may return your volunteer form to the ADA Office, ATTN: Tour de Cure Volunteer Coordinator, by mail to our office, by fax at 716.835.1270 or e-mail jantoniadis@diabetes.org. You may also call Jodie Antoniadis, Associate Manager, at 716.835.0274 x3705 with any questions, concerns or responses.
REWARDS FOR VOLUNTEERING Thank you for your interest in volunteering at our 25 th Silver Anniversary Buffalo Niagara Tour de Cure on Saturday, June 4 th, 2016. As a Tour de Cure volunteer, you will join more than one million volunteers each year who offer their time and skills to the American Diabetes Association. Regardless of the assignment you choose, you will be supporting the movement to Stop Diabetes in a critically important way. In addition to the sincere gratitude of Tour de Cure staff and riders, each volunteer also receives the following as tokens of our thanks: 2016 Tour de Cure commemorative volunteer t-shirt Complimentary lunch Tentative Event Schedule Overview An invitation to stay with us and enjoy as much of the day as you would like before or after your shift 6:00 am 100 mile check-in Registration begins Breakfast begins 7:00 am 65 mile check-in 100 mile ride starts 8:00 am 30 mile check-in 65 mile ride starts 9:00 am 18 mile check-in 30 mile ride starts 9:30 am 6 mile check-in 10:00 am 18 mile ride starts Walk/Run route check in Breakfast ends Registration ends 10:30 am 6 mile ride starts Lunch begins Entertainment begins 11:00 am Walk/Run route starts 4:00 pm All routes CLOSE Lunch ends Entertainment ends Clean Up Begins Most of all, we guarantee you the satisfaction that comes from volunteering and being of service to our riders and teams. INCREASE THE FUN With many of our assignments, having a friend along to share the responsibility will make the assignment all the more fun! If you have a family member or friend who you could recruit on our behalf to help alongside you, we would be most thankful. EVENT OVERVIEW 2016 marks the 25 th Silver Anniversary of the Tour de Cure nationwide, as well as our 25 th anniversary here in Buffalo! This year we have an ambitious goal to raise $400,000 to fund diabetes research, education and programs. With a great group of sponsors, 1,000+ riders and your help, we will achieve our goal! CORPORATE/TEAM VOLUNTEER OPPORTUNITIES We have a variety of volunteer opportunities for companies or organizations looking to engage their employees/members in charitable activities. Volunteer teams may work together in a variety of positions, including rest stops, hospitality, staging and more. Your employees/members will have a great time working as a team at the Tour de Cure! OPTIONAL Occasionally, volunteers express an interest in fundraising for the event even though they will spend their time on June 4 th volunteering instead of pedaling. When you sign up as a volunteer, you may request access to our online fundraising tools that are available to riders. Volunteers who raise funds of $250 or more are entitled to choose available thank you gifts for riders.
FRIDAY, JUNE 3 rd, 2016 ASSIGNMENTS *please note, this is a tentative list of volunteer assignments and responsibilities - they may change. Thank you! Unpacking Crew Unload supplies arriving in delivery trucks at Old Falls Street. Help with sorting and organizing cartons and other items in preparation for being re-loaded into other delivery vehicles that will supply rest stops. Time Period: 10:00 am to 4:00 pm *shifts available Note: this is a great assignment for a group of high school students (all the better with muscles!) who need to earn volunteer credits for graduation. Sign Posting Crews Working in pairs (one to drive and one to post), volunteers will put up directional signage along sections of the Tour de Cure route according to an established map with directions. Signage will be organized in order and each pair will be provided with tools (and rules) for posting their signs. Time Period: flexible as long as completed by sundown Set-Up Crew Work on a variety of tasks to stage grounds for the event on Saturday. Physical labor required as tables, chairs, cartons and other supplies are unloaded, sorted, moved, reloaded, etc. Hanging banners and posting signage on site is one assignment. Time Period: 10:00 am until completion on Friday, June 3 rd. If you are available for even a 2-3 hour time period that day, please sign up. Note: this is a great assignment for a group of high school students (all the better with muscles!) who need to earn volunteer credits for graduation. Handy Volunteers Volunteers with basic carpentry skills that can help construct signage used on site are very useful. Bring your tools and we ll provide the lumber and nails. Time Period: late morning to mid afternoon on Friday
SATURDAY JUNE 4 th, 2016 - ASSIGNMENTS *please note, this is a tentative list of volunteer assignments and responsibilities - they may change. Thank you! Parking Crew Direct arriving traffic into available parking spaces as compactly and neatly as possible. Direct riders to the event grounds to the check-in area after they have parked. Communicate via walkie-talkie with fellow crew members as lots fill. Time Period: 5:00 am to 11:30 am Registration Greet and check-in riders as they arrive to get their bib number. Make sure each rider s collection envelope is completely filled out and that they have chosen their thank-you gift at the appropriate dollar level if they have earned one. Check to see if each rider s completed Emergency Information/Liability Waiver form is legible. Give rider a bib number and safety pins. Write the bib number in the designated area of the margin on the Emergency Info/Waiver form. Remind them to pick up their t-shirt at the Finish Line Tent after the ride with the ticket on their bib number. *please note, there will be a separate required training meeting for anyone working at registration Time Period: 5:30 am to 11:00 am Ambassadors Follow members of the parking crew and greet riders with Tour de Cure cheer as they arrive at the event. Welcome them and point them in the direction of the event grounds where they will find registration, team tents, etc. Some riders will arrive and have questions you can t answer. Let them know their questions can be answered at the Check-In Tent. Time Period: 5:30 am to 11:00 am Greeters As event participants arrive, greet our riders warmly and direct them into the Check-In area. Greeters stationed at the Check-In Tent will serve as controllers ensuring that riders have correctly completed their envelopes and all paperwork before they are allowed into our Check-In Tent. Greeters who encounter riders who have not met the minimum fundraising requirements will direct them to the Check-In Tent for resolution of the problem. Some riders will arrive and have questions you can t answer. Let them know their questions can be answered at the Check-In Tent. Time Period: 5:30 am to 11:00 am Volunteer Check-In Greet and check-in volunteers as they arrive. Give them their t-shirt. Please direct them where they need to be to fulfill their volunteer position. Time Period: 5:30 am to 4:00 pm Runners Working in pairs, runners will collect waiver forms and collection envelopes from the Check-in volunteers and take them in boxes to the rooms on-site where Accounting/Administration is set-up. Time Period: 6:00 am to 11:00 am
SATURDAY JUNE 4 th ASSIGNMENTS, Cont d Breakfast Crew Assist with preparing and serving breakfast items for cyclists. This includes cutting bananas and bagels, making sure there are sufficient supplies of items. Time Period: 5:30 am to 11:00 am Accounting Room Assist our ADA staff in the process of entering donation totals from participant envelopes into spreadsheets that have been loaded onto laptop computers. Helping in the process of deriving a tentative total of income raised in the event. Time Period: 7:00 am to 12:00 pm (shifts available) Massage Provider Trained masseurs/masseuses provide brief massages to muscle-weary cyclists after they cross the finish line. Time Period: 11:00 am to 4:00 pm Additional Route Monitors Volunteers stand guard at points along route to reinforce warnings about railroad tracks, road hazards and intersections where routes turn. Time Period: Varying from early morning to midafternoon depending on the location (3 hour shifts available) SAG (Support-and-Gear) Driving THIS POSITION IS CRITICALLY IMPORTANT TO THE SUCCESS OF OUR EVENT! Pick up cyclists and bicycles for transport to nearest rest stop or available bike mechanic. Respond to calls and directions from Operations Control to aid cyclists who need road assistance. Some SAG drivers will be accompanied by mobile HAM radio volunteers. Volunteers for this position need a van, pick-up truck, SUV or other vehicle that can transport cyclists and bicycles. You may use your own vehicle or a pick-up truck provided by ADA. Time Period: Shift 1---6:00 am to 11:00 am Shift 2---11:00 am to 3:00 pm # Drivers/Vehicles Needed: Shift 1---6 Shift 2---6 Bicycle Mechanics Assist cyclists whose bikes need repair in order to get to the next rest stop or back to the finish line. Time Period: 6:00 am to 4:00pm (Shifts available) Start/Finish Line Cheering Cheer on riders as they leave for their route and welcome back returning riders as they approach and cross the finish line. Let them know their efforts are appreciated. Create a mighty noise with cowbells, whistles, clapping hands and your enthusiastic cheering. Time Period: 7:00 am to 4:00 pm
SATURDAY JUNE 4 th ASSIGNMENTS, Cont d Lunch Crew Help serve lunch to 1,000+ riders and volunteers. Related tasks include replenishing food and beverage supplies and assisting in keeping the lunch line moving. May include serving water and snacks to those in line if lines grow long. We are also likely to need help with less glamorous tasks of bussing tables and emptying garbage cans and sorting recyclables. Time Period: Shift 1 10:30 am to 1:30 pm Shift 2 1:30 pm to 4:00 pm Bike Valet Wranglers Direct cyclists to stow and lock bikes in available space in the corral and bike racks. You will then watch their bike while they check-in, eat, and warm up before their route begins. Time Period: Shift 1 5:30 am to 9:00 am Shift 2 9:00 am to 12:00 pm Shift 3 12:00 pm to 2:00 pm Shift 4 2:00 pm to 4:00 pm # Volunteers Needed: Shift 1 2 Shift 2 2 Shift 3 2 Shift 4 -- 2 Errand Runner Be on hand to run errands as needed on site and called upon by event staff, event chair-people and other lead volunteers. This may involve tasks like finding supplies on-site and getting them from one location to another. (Example: Get ice from cold storage truck and take to beverage area). Time Period: 6:00 am to 2:00 pm Shift 1 6:00 am to 10:00 am Shift 2 10:00 am to 2:00 pm Errand Drivers Be on call to deliver lunches to Fire Police stations, drive supplies out to a rest stop on the route, etc. GPS is helpful if you have one! Time Period: 6:00 am to 12:00 pm Team Photographer Staff photo area on lawn and take team pictures as captains gather their teams at a designated area. Teams may have photos taken as often as they like and as they can gather different team members together. Provide digital photos after the event to ADA Staff. Time Period: 6:00 am to 4:00 pm
Site/Event Photographer Take candid shots of activities taking place at the event, with emphasis on capturing images of volunteers and riders in a multitude of activities, sponsor signage and crowd shots. We also need photographers taking photos of riders out on the course at rest stops. Provide digital photos after the event to ADA Staff. Time Period: 6:00 am to 4:00 pm Rider & VIP Tent Crew Decorate tents, stock and restock food as it needs to be replenished. Check VIP tags for entrance into the VIP tent. Basically, just keep them happy! Rest Stop Supplier Work with our volunteer truck driver who brings supplies and equipment to all our rest stops and picks them up at the end of the day. Supplies (tables, chairs, food, drink, etc.) are unloaded at each rest stop. Note: This is an all-day job and requires physical strength and endurance. This is a great opportunity for a strong high school boy who needs to meet a volunteer requirement. Time Period: 5:30 am to 5:00 pm Finish Line Tent Crew Upon riders return from their routes, hand out t- shirts, certificates of completion, goody bags (stuffing and handing them out). Time Period: 10:00 am to 4:00 pm Signage Removal Ideally working in pairs (one to drive and one to hop out of the car) take down signage posted on route after last cyclists have come through. We aim to keep signage to use for another year if it s in good condition. Please bring all signs back to Old Falls Street on Saturday afternoon or contact us (716.835.0274 x3705 or jantoniadis@diabetes.org) so we can arrange to pick it up from you. Event Tear-Down & Site Restoration Crew Picture this: Volunteer and staff organizers have been on site since 4:00 am (and are pretty exhausted), but it s 4:00 pm and just about time to dismantle the event, clean up the debris, re-pack supplies that can be used in the future and re-load the truck. Onsite signage and banners need to be taken down. There is no lack of things to be done under the title of Site Restoration for a good two to three hours. But the cavalry shows up; we all catch a second wind and the day is won with a new infusion of volunteers. This is a great task for a crew of hard-working, strong high school students who need credit for volunteer hours. Time Period: 3:30 pm to 5:00 pm (The more hands we have the more quickly we ll get finished!)
Rest Stop Crews Prepare snacks for hungry cyclists. Cut oranges and bananas. Spread peanut butter and jelly on bread or bagels. Hand out energy bars and boxed lunches. Make sure that cold water is available as well as energy drinks. These are just some of the ways we can help our riders feel appreciated and re-energized. Some rest stops will be sponsored by companies that will have volunteer representatives but all can use more volunteer representatives who want to be of service to our riders. Time Period: 5:30 am to 4:00 pm (Shifts vary depending on rest stop location; most shifts are 4-6 hours) Call Center Volunteers We now have a Tour hotline phone number in our Operations Center on Tour day. We need dedicated volunteers to handle a number of calls on Tour day ranging from weather checks, mechanical bike breakdown, injured riders, lost riders and much more. These volunteers will have a script to read from to answer all questions and have dozens of other volunteers in the room with them to help answer any questions they may have. This is one of the most crucial areas we have for Tour day and you ll be in the thick of it very exciting! Time Period: (Shifts) 6:00 am to 11:00 am 11:00am to 3:00 pm Thank you! We couldn t do it without you!
VOLUNTEER RESPONSE FORM Old Falls Street, Niagara Falls, U.S.A. Saturday, June 4 th, 2016 Name T-shirt size: S M L XL XXL XXXL Address City State Zip Phone (home) (work) FAX E-mail address: Please check the area or areas you would be most interested in helping out with: DAY OF EVENT ASSISTANCE: (Please indicate 1 st and 2 nd choices or if you can volunteer longer) Friday, June 3 rd, 2016 Set-up (11am-5pm shifts available) Unpacking Crew Sign Posting Crew Set-up Crew Saturday, June 4 th, 2016 Tour de Cure Check-In/Registration (5:30am- 11:30am) Greeter (5:30am-11:00am) Runner (6:00am 11:30am) Breakfast Crew (5:30am-11:00am) Accounting Room Assist. (6:00amnoon) Route Monitor (all day, in pairs, shifts available) Finish Line Cheering (10:30am-4:00pm, shifts available) Lunch Crew (10:30am 4:00pm) Wine/Beer Tasting Crew (11:00am 4:00pm) Errand Runner (6:00am 2:00pm, shifts, available) Bike Valet (5:30am 4:00pm, shifts available) Call Center (5:30am 4:00pm, shifts available) Tent Crew (11:00am-4:00pm) Rest Stop Crew (5:30am- 4:00pm, shifts available) Event Tear-Down (3:00pm- 5:00pm) Rest Stop Supply Driver (5:30am 5:00pm, shifts available) Event Photographer (6:00am- 4:00pm, shifts available) You will receive confirmation of your volunteer assignment in the mail soon! Please return this completed form to: Tour de Cure Volunteer Coordinator 4955 North Bailey Avenue, Suite 217, Amherst, NY 14226 PHONE: 716.835.0274 x3705 E-MAIL: jantoniadis@diabetes.org THANK YOU FOR YOUR SUPPORT!