VOLUNTEER ASSIGNMENTS

Pre-Race Support:

H OW TO VO LU N T EE R
1. Print clearly or type all requested information 2. Use only one name per form. This form may be photocopied. 3. Refer to “volunteer assignments” to select a volunteer position. Checks in times are noted on volunteer registration form. 4. You may sign up for more than one volunteer assignment. If volunteering for more than one assignment on race day, read the duties carefully to be sure that you can complete one assignment before beginning another. 5. If you wish to work with a group of volunteers, identify your partner(s) on the registration form and mail the registration forms together. Every effort will be made to keep you together. If your volunteer/civic group is under age 18, group MUST have a designated ADULT Supervisor monitoring group assignments.
REMINDER: each individual volunteer must complete a volunteer registration form.

 Help with packet pick up of race tshirts before race day (if necessary)

 Expo set-up: assemble tables &
chairs, set up booth areas, place booth assignments signs, set up finish line food area

 Signs & Banners: Hang up signs &
banners (will be the night before race) WHERE: Charlie Daniels Park WHEN: Saturday March 31, 2012 8:30 a.m. (1 mile) 9:00 a.m. (5k)
VOLUNTEERS ARE NEEDED FOR PRERACE SET UP AND RACE EVENTS. AS A VOLUNTEER FOR AVA’S RUN FOR A REASON, YOU WILL RECEIVE A VOLUNTEER T-SHIRT (1st come, first serve), COMMUNITY SERVICE HOURS, AND COMPLIMENTARY COFFEE, BAGELS, OR DONUTS. 

Race Support:

 Registration Pavilion:

WE NEED YOUR HELP

line manager, race day volunteer checkin, bibs, provide race participants with t-shirts coordinate team photos

 Team Photos: help photographer  Parking: provide directions/help with
parking, monitor park for priority parking passes

INSTRUCTIONS ARE INCLUDED IN THIS FLYER AS WELL AS A BRIEF DESCRIPTION OF EACH VOLUNTEER ASSIGNMENT. PLEASE MAIL YOUR VOLUNTEER FORM AS SOON AS POSSIBLE, BUT NO LATER THAN MARCH 19, 2012. VOLUNTEER ASSIGNMENTS WILL BE FILLED AS FORMS ARE RECEIVED. IF YOU HAVE QUESTIONS REGARDING VOLUNTEERING, PLEASE CONTACT OUR VOLUNTEER COORDINATOR AT

HOW TO VOLUNTEER….

 Volunteer Pavilion: coordinate
volunteers to assigned positions

 Expo: assist sponsors/vendors to
appropriate booths, provide assistance to sponsors/vendors

 Information Tent: race day host,
greet people, provide information & assistance

 Balloon Tent: help hold balloons in
nets/bags for release; distribute to participants to hold

dhutton@gaylordhotels.com .
ALL FORMS RECEIVED MUST HAVE A SIGNED VOLUNTEER WAVIER.
WE APPRECIATE YOUR INTEREST IN VOLUNTEERING!

 Finish Line: insure that only race
participants enter food/water area, pass out food/water, direct runners to finish line food/water areas.

6. Sign and date your volunteer registration form, and mail/fax/scan ASAP to ensure your first assignment choice. Volunteer registration forms must be received by March 19, 2012. 7. Report to the volunteer tent on race day for your assignment responsibilities & t-shirt.

 Course monitors: Assist with

AVA’S RUN FOR A REASON 5K/1 MILE RUN/WALK VOLUNTEER REGISTRATION FORM DEADLINE: March 19, 2012 MAIL TO: DANNA HUTTON, VOLUNTEER COORDINATOR 607 Stirrup Court MT.JULIET, TN 37122 SCAN: dhutton@gaylordhotels.com NAME: ________________________________________________ E-MAIL (required) _______________________________________ Address: ______________________________________________
CITY:________________________STATE:___________ZIP: __________________ PHONE: (HOME) ______________________ (CELL)__________________________ Indicate here if volunteering with a partner/group: __________________________ When is the best time to contact you? ( ) Day ( ) Evening ( ) yes ( )

PLEASE INDICATE YOUR TOP (3) VOLUNTEER AREAS OF PREFERENCES BY PLACING A 1, 2, OR 3 NEXT TO THE AREAS OR “C” IF YOU DESIRE TO BE A VOLUNTEER CAPTAIN IN THAT AREA.
Refer to “volunteer assignments” for a description of each assignment. E-mail will be used for correspondences regarding volunteer placements and reporting times.

Pre-Race Support
_____ Assist with packet pick up before race day (if necessary) or any pre-race day pick ups _____ Expo set up (6:30 am-9am) _____Signs and Banners (6:30 am-9am)

Race Support
_____ Registration Pavilion (6:45 am-9am) _____Team Photos (7am-9am) _____Parking (7am-9am) _____Volunteer Pavilion (7am-9am) _____Expo Tent for vendors/sponsors (7am-9am) _____ Information Tent (7am-9am) _____ Balloon Tent (7am-9am) _____Finish Line (8:30am-10:30)

Would you be interested in being a Volunteer Captain? no

Volunteer T-shirt: Volunteers have the option of wearing volunteer t-shirts that are a different color (green) than the race-day t-shirts. They have “splash patrol” on the back. You will still receive a race-day t-shirt if you register for the race. Volunteer t-shirts are optional & are purchased by ASF. Only a limited number of shirts/sizes will be available, so get there early to get your shirt. If you are volunteering with a civic group, your group may wear t-shirts to identify group.

Volunteer T-shirt Size in adult sizing*:
( ) Small ( ) Medium ( ) Large ( ) X-Large ( ) XX-Large

_____Course Monitor (circle one) Kids Run (8am-9am) 5k (8:3010:00) _____Timer (for Kid’s Run) (8am-8:45) _____Race Line up Guide (circle one) Kids Run (8am-9am) 5k (8:30-10:00) _____ Kid’s Activities (circle one) (7:00-9:00) (9:00-11am)

*T-shirt sizes cannot be guaranteed.
VOLUNTEER WAVIER: I understand that my consent to these provisions is given in consideration for being permitted to participate as a volunteer in this event. I am a voluntary participant in this event, and in good physical condition. I have acquainted myself with that is required to perform any given task(s), and I have the training, skills and ability to perform those task(s). I assume full responsibility for my safety and that of others, and hereby for myself, heirs, executors, and administrators release and hold harmless, and covenant not to file against the Avalyn Shaye Foundation, Inc. including its local affiliates and any affiliated individuals or the City of Mt. Juliet, including its local affiliates and any affiliated individuals, and any race day sponsor and their employees, from any claims I may have arising out of my participation in this event including personal injury. If I do not follow all the rules of this event, I understand that I may be removed from volunteering. I give my permission to the Avalyn Shaye Foundation, Inc. and Ava’s Run for a Reason committee, and its local affiliates and race sponsors to use any photographs, videotapes, or other media in the promotion of Ava’s Run for a Reason.

Other race day assignments:
_____ clean up/tear down after race festivities end (10:30am12:30) FOR QUESTIONS CONCERNING VOLUNTEER OPPORTUNITIES OR VOLUNTEER REGISTRATION, PLEASE CONTACT DANNA HUTTON, VOLUNTEER COORDINATOR AT dhutton@gaylordhotels.com

_________________________________________________ Participants Signature (REQUIRED)

_________________________ Date

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