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Regional Volunteer Information

Bethany Ashlock (918) 740-2758 · Amber Ashley-Hall (918) 640-3802

O’Brien Park

6149 N Lewis Ave

Tulsa, OK 74130

Sat 10/21

9 AM – 12:30 PM

Race Schedule

9 AM………… 6A Girls

9:45 AM…….. 6A Boys

11 AM……….. 5A Girls

11:45 AM……. 5A Boys

  1. Radios will be charged and distributed at the course.
  1. Shifts (see spreadsheet)
    1. 1st shift – meet at 7 AM at your designated volunteer location; bring a headlamp since sunrise is around 7:30 AM
    2. 2nd shift – meet at 8:45 AM at your designated volunteer location
    3. 3rd shift – meet at 10:45 AM at your designated volunteer location
    4. Please add an extra 10-15 minutes to your commute to account for traffic, parking, and walking to your volunteer location
    5. If for some reason you are unable to volunteer, please communicate that ASAP so we can find a replacement for you
    6. 9 – 11 AM time slots are reserved for those who do not need to watch a 6A athlete race
    7. For those who are volunteering 7 – 9 AM with a runner at 9 AM, you are responsible for making your way to the course to watch your athlete; if your replacement is not there 10 minutes before the race starts, please text Bethany Ashlock for coverage
    8. If you are unable to be at the volunteer meeting, please read through these instructions
  1. What to bring, if desired
    1. Headlamp (1st shift)
    2. Dark colored shoes
    3. Folding chair
    4. Hat
    5. Sunglasses
    6. Water
  1. Group Text
    1. Please use as one-way communication to you, unless radios aren’t working (i.e. handicapped driver at wrong entrance type of situation)
    2. Text Bethany Ashlock or Amber Ashley-Hall (phone numbers listed above) individually if you need to communicate something
  1. Map
    1. See the location of each position (see the last page)
    2. See the location of volunteer parking
      1. For 2nd & 3rd shift, enter through south bus entrance, inform the parking attendant you are a volunteer & follow the sign to bus parking, telling the 2nd attendant you are a volunteer; park on the south side of the park office building
  1. Job Descriptions
    1. Parking
      1. Position 1 (4 volunteers/shift – RADIO)
        1. Parking payment will be collected at the north entrance of the park
        2. No street parking is permitted on this road
        3. Parking entrance is one way & as the spectators enter the park, will split into 2 lanes; there will be 2 attendants for each lane
        4. Spectators may prepay, pay via QR code at the meet, or pay via cash; virtual payments require the verification of the confirmation email
        5. Change and money belts will be provided
        6. There will be 2 signs with the QR code for virtual payments as the spectators drive in
        7. Do not stress too much if payment is missed for a random vehicle
        8. There will be a football game in the park at the same time as our meet; when these patrons come through our line, they do not need to pay and can park anywhere that parking is not blocked, but have them follow the exit signs when leaving (south entrance)
        9. No buses should be driving through this entrance, but if they do, move the cones so that they can drive straight to the bus parking
        10. Should someone come through the main entrance needing handicapped parking, take payment and radio the handicapped parking attendant to see if there are still spots available; if so, provide a description of the vehicle over the radio or with permission, send a picture via text to the attendant and tell the handicapped driver to follow the exit signs, make a right out of the park and a right on Lewis to the handicapped parking on the right; if the handicapped parking lot is full, additional handicapped parking can be found in the parking lot near the middle of the park by the park office building
        11. Once the 5A Boys race is underway (about 12 PM), you may remove any cones & bring money to Amber Ashley-Hall or Bethany Ashlock at the concession trailer.
    1. Position 2 (1-2 volunteers/shift – RADIO)
      1. Handicapped parking will be blocked off and located at the small parking lot on the southwest side of the park near the port-a-potties/team camps/start line/concessions
      2. Coach Collins’ father (red truck – no cost/Starter for the meet) & only those with a handicapped license plate or rearview mirror sign may park here. Owasso Varsity athletes and JV volunteers as well if there is room.
      3. You will hear all kinds of stories about why someone needs to park here, but please stick to the above rules
      4. If this lot gets full, redirect handicapped drivers to follow the spectator entrance signs and look for the building in the middle of the park where additional handicapped parking can be found
      5. Handicapped drivers can pay for parking via prepayment (showing you their confirmation email), QR code (on sign – also showing the confirmation email), or cash
      6. Change and money belts will be provided
      7. Do not stress too much if payment is missed for a random vehicle
      8. Once the 5A Boys race is underway (about 12 PM), you may remove any cones, barriers, or signs to the grass near your post.
    2. Position 3 (1-2 volunteer/shift – RADIO)
      1. The main bus entrance is on the south side of the park
      2. Move the barrier so that the buses may enter, telling them to follow the signs & staff
      3. This will also be the one-way exit for spectator traffic
      4. If a car tries to enter this direction, they are permitted if they are arriving for the football game (may park in any open spot), live in the neighborhood, or are a volunteer (no charge for volunteer parking); spectators will be redirected to the north entrance
      5. No street parking is permitted on this road
      6. Once the 5A Boys race is underway (about 12 PM), you may remove any cones, barriers, or signs to the grass near your post.
    3. Position 4 (1-2 volunteer/shift – RADIO)
      1. Once in the park, the buses will follow the signs to turn left into the parking lot near the park office building
      2. Parking attendant will move the cones for buses to drive along the south side of the park office building towards the street where they will park
      3. Cones will be moved for volunteer parking on the south side of the park office building
      4. No spectators, football patrons, etc. will be permitted through this area; it needs to be kept clear so the buses can make the turn
      5. The parking lot will also be blocked where the buses enter/volunteer parking is located so that the north side of this lot can be used by spectators, but no car traffic is permitted to leave through this area
      6. Should bus parking get backed up on the street to this parking lot, the attendant will move the bus parking sign up to the triangle grass patch just north & radio to the parking attendant on the north side of the park office building that bus traffic will be routed that direction
      7. Attendant will give north parking attendant a heads up each time a bus is coming up that direction so they can stop the car traffic for the bus arrival
      8. No street parking will be permitted on this road
      9. Once the 5A Boys race is underway (about 12 PM), you may remove any cones, barriers, or signs to the grass near your post.
    4. Position 5 (1-2 volunteer/shift – RADIO)
      1. North of the park office building the parking attendant will prevent traffic from extending west past the park office building parking lot
      2. Should the buses need to be routed up this direction, the attendant will need to direct traffic so that the bus can take a left hand turn on the west side of the triangular grass patch
      3. Attendant will move cones for the bus to pass through
      4. Once the 5A Boys race is underway (about 12 PM), you may remove any cones, barriers, or signs to the grass near your post.
    5. Packet Pick-up
      1. Position 1 (1 volunteer/shift)
        1. As coaches approach the packet pick-up table, ask for their teams running (i.e. Owasso Boys & Owasso Girls, etc.); the envelopes are separated by gender & alphabetized
        2. Provide the envelopes & a course map to the coaches
        3. Should you run low on course maps, keep one on hand for coaches to take a picture of
    6. Concessions
      1. Position 1 (1-2 volunteer/shift)
        1. Opening shift
          1. Open concession trailer windows
          2. Put drinks on ice in the coolers in front of the concession trailer (ensure the drinks are submerged in the ice)
          3. Wipe down the counters
          4. Put up pricing sheets on the exterior of the concession trailer
          5. Organize the food items
          6. Food/drinks will be in the concession trailer already
          7. Athletes will bring the coolers to the concession trailer once they arrive; 2 coolers will contain ice, so no additional ice will be required
          8. Cash drawer will be delivered by Bethany Ashlock
          9. Sell concessions for the listed prices & provide change when necessary; cash-only purchases
        2. Mid-shift
          1. Sell concessions for the listed prices & provide change when necessary
        3. Closing shift
          1. Sell concessions for the listed prices & provide change when necessary until about 15 minutes after the last race
          2. All food and drinks will be removed from the trailer and brought to the start line to be loaded on the bus (2 Bishop Kelley athlete volunteers will help with this – Miller & Paulo Matson)
          3. Dump the ice from the coolers
          4. Remove the pricing sheets from the concession trailer
          5. Close & lock the concession trailer windows; please note that some of the windows do not lock
          6. Hand cash drawer to Bethany Ashlock or Amber Ashley-Hall
    7. Course Marshal
      1. Position 1 (1+ volunteer/shift)
        1. Stand at the northwest loop of the course to ensure runners stay on the course; no cutting corners
        2. In the unlikely event that a runner should go off course, please capture a picture of the runner, their bib number, school name, hair color/length, shoe color, or any other identifying trait and send to Bethany Ashlock
      2. Position 2 (1+ volunteer/shift)
        1. Stand on the northeast loop of the course to ensure runners stay on the course; no cutting corners
        2. In the unlikely event that a runner should go off course, please capture a picture of the runner, their bib number, school name, hair color/length, shoe color, or any other identifying trait and send to Bethany Ashlock
    8. Water/Medal Distributor
      1. Position 1 (1 volunteer/shift)
        1. Stand near the finish line reminding the runners to stay in order
        2. Between groups of finishers, grab waters to hand to the athletes
        3. Keep runners moving off the course
      2. Position 2 (1 volunteer/shift)
        1. Help remove tags from the runners bibs in the open area near the chute, handing the tag back to the runner for them to give to the timing employee at the end of the chute
        2. Hand water to runners when time permits
        3. Keep runners moving off the course
        4. If any runner is in need of medical assistance, assist the runner to the trainer under the tent
      3. Position 3 (1+ volunteer/shift)
        1. Hand water to runners
        2. Keep runners moving off the course
        3. If any runner is in need of medical assistance, assist the runner to the trainer under the tent
      4. Position 4 (1 volunteer/shift)
        1. Set out medals prior to each race on the table at the end of the chute; check if the medals are different and need to be handed to specific runners (gold/silver/bronze, 1st/2nd/3rd, etc.)
        2. Hand the appropriate medal to the top 15 finishers
        3. Once all medals for the race have been handed out, hand water to runners in the chute
        4. Once all medals for the race have been handed out, keep runners moving off the course
        5. Once all medals for the race have been handed out, if any runner is in need of medical assistance, assist the runner to the trainer under the tent
        6. Distributing water works best if you have something to carry it in such as a small cooler or a wagon. Please ask the volunteers if they can bring something like this on race day.