Two very important jobs at every race are filled by local volunteers:  Checkpoint / Road Crossing / Traffic Volunteers and Sweeper Riders.    These jobs are essential for keeping the event running smoothly and keeping everyone safe.

The PNWMA has compiled some Guidelines and instructions for these volunteer positions:

 

Guidelines for Checkpoint / Road Crossing / Traffic Volunteers:

Supplies:

● High Visibility Safety Vest/Apparel for each person. Minimum two (2) per check.

● Fire extinguisher or other fire suppression tool

● Two or three felt markers / “Sharpies” for each person or punches x (3) per check. The use of different colored markers to mark the back of the tags or the use of different types of punches at each checkpoint is mandatory.

● pen and paper log forms for any notes you need to take

● Working communications to the base area:

In cell service — Ensure a fully charged cell phone and the same for the main point of contact at the base. Note: ‘Base’ key contact numbers to be saved into phones during volunteers meeting. Recommend providing a handout of contact information with the names and numbers of key roles during the volunteers meeting.

If no cell service — One (1) radio/walkie talkie per check point, base / first aid contact. Channels are to be pre-set.

Recommend providing a handout of contact information with the names and numbers of key roles during the volunteers meeting.

● Have two (2) flats of bottled water and recommend having some energy bars.

● Recommend having a shelter i.e. awning, pop ups (if possible), or umbrellas if rain is in forecast. If extremely hot and no shade is available, a shelter is recommended.

Setup:

● Make sure the Check Ahead / Road Crossing Ahead sign is up the trail a ways, and the Check Point/Road Crossing main sign is near you. Volunteer checkers MUST ensure the trail after the post is clearly marked for racers to continue. Have ribbon, arrows and a stapler in case the course needs to change due to weather or safety.

During the Race:

● Volunteers MUST NOT leave their post until the final club sweeper passes through. Volunteers MUST have a replacement before leaving their post if they need to leave early.

● Always relay help or first-aid requests back through the central coordinator first, who will dispatch first-aid or extra volunteers as needed. Only if the central coordinator is NOT reachable should you try and contact first-aid or other help directly.

● Write down any important notes like racers with lost tags or someone along the course needing help. Take pictures of tags/racers who are not continuing and share this info with the base coordinator ASAP (send picture or radio the tag number in).

● Volunteers are to know the road home (base)… If a racer decides to go back on the road alone – Write down the racers name and contact information, tag number etc. and once the racer has had a moment to calm down (race brain is a thing!!) provide them with clear instructions on how to return to the base (race start).

● If a racer is injured, broke down or exhausted, encourage the racer to stay at the checkpoint until help or sweeper arrives to take them back to home base.

End of the Race:

● Do not leave your post until the final sweeper rider comes through after cut off. They will confirm the trail is clear of riders behind them and tell you that it is now safe for you to pack up and leave.

Thank You for your help! We couldn’t do this without you!

 

Guidelines for Sweep Rider Volunteers:

Sweep Riders are a very important component of the race. They ensure safety and rider confidence. They are helpers during the course and the last riders through the course. It is recommended that a pair of sweep riders follow the last A riders and two or more sweep riders follow the last B riders off the line during the race. This ensures that any rider that is injured or stuck receives help quickly. Sweepers travel in teams of 2 and have a cell or 1 radio between them so they can stay in contact with the central coordinator to request assistance or first-aid.

Preparation and Supplies to pack with you:

● Sweeper MUST have knowledge of the local trail network and emergency access roads. Recommended that they carry a picture of the course and emergency roads.

● Sweeper MUST have access to a fully charged communication device i.e. radio/walkie talkie and/or a cell phone (if cell service in all areas of the course).

● Each sweeper to wear high visibility vest/apparel to be identified as volunteers.

● Carry basic tools, a tow strap, zap straps etc. for quick repairs to help get racers back to base or roadways for pick up.

● Recommend packing extra water, and energy bars/gels to help racers in need.

● Sweepers shall carry a small first aid kit.

● Sweepers shall carry a hand saw and course marking ribbon.

Before the Race:

● Sweepers MUST ensure they can immediately contact the key club person at base / first aid. Recommend providing a handout of contact information with the names and numbers of key roles during the volunteers meeting.

● Club to confirm who is performing the final sweep of the course (see below). The final sweepers are to leave at 2.5 hour cut off time for both the A and B courses.

Guidelines for All Sweepers:

● Injuries/crashes: if you encounter an injured or crashed rider:

◦ Contact the base coordinator to arrange first aid and more assistance if necessary. ONLY If you cannot reach the base coordinator should you contact first aid directly.

◦ If the injured racer is unable to continue the race, pull their race tag and help them return to base via the next emergency access road. Then text a picture of their tag number to base or radio it in upon reaching the next checkpoint.

● Breakdown / mechanical: If you encounter a rider with a non-working bike:

◦ attempt to repair the bike if possible, to get the racer to the next easy out back to base.

◦ If the bike cannot be repaired, make note of the location (GPS pin, photos, make note of nearest trail or road crossings). Move the bike safely off the race course so that it is not a hazard to other riders, then help the rider get to the nearest easy out / checkpoint / road crossing where they can get a ride back to base. Make a note of their tag number: Take a photo and share to base (if cell service) or radio the rider information in to base when you reach the next checkpoint.

● Exhausted rider: If you encounter a rider too exhausted to continue, help them along to the nearest easy out / checkpoint / road crossing where they can get a ride back to base. Make a note of their tag number: Take a photo and share to base (if cell service) or radio in to base when you reach the next checkpoint.

Guidelines for Final Sweepers:

● It is mandatory to have 2 sweep riders for each class (A and B courses) who begin the course at the cut off time. They need to check in at the timing table before they leave and again when they return. They are the final sweepers.

● The final sweep is an important safety element for every race.

● Final Sweepers MUST NOT pass riders on the course and leave them behind! NEVER pass a racer and leave them on the course behind you! Stay with the racer and help them get to an exit point where they can return to base and make a note of their tag number: Take a photo and share to base (if cell service) or radio in to base when you reach the next checkpoint.

● As the Final Sweepers (both course A and B) come to a checkpoint or manned road crossing, they can release the volunteers from their position assuming there are no missing racers on their leg of the course.

After the Sweep:

● Once you have completed the sweep of the course, Let the race coordinator and scoring table know you are back.

● The scoring table will be able to confirm whether there are any riders still unaccounted for and where to search for them.

● Do not leave until they have confirmed all riders are accounted for and the sweeping is over!

Thank You for your help! We couldn’t do this without you!