LBNL RUNAROUND COMMITTEE INSTRUCTIONS:
FINISHING AREA TABLES AND BARRIERS
Team members:
10-11 plus Chair. Most of the team should be able to do physical work
and at least half should be able to lift fairly heavy items, e.g. tables.
Six weeks before the run:
- Get map of finish area from website or first runaround organization
meeting. Discuss where the tables, horses, ropes, and banners are to be
set up.
- Contact the prior year's Finish Line Team Chair for words of wisdom.
- Get the account number to use for M&O and Transportation support
from the HR Runaround Liaison.
- Be sure to discuss any changes in the layout that need to be made and
update the map accordingly.
- Get clear on the division of labor between the various Runaround Teams,
especially who will set up/take down the stage area.
Four weeks before the run:
- Recruit your team. Start with the list from the prior year. Note their
preferred t-shirt size. Let them know the commitment is from about 10:30
am-2:00 pm on the day of the Run.
- Order 30 steel saw horses (AKA "barricades") from M&O
(Bob Sommers) to (1) create the finish chute, (2) to block off the sides
of the pencil tables, and (3) to block entrance to the Cafeteria parking
lot.
- M&O will set up the ones to block off the lot the night before the
Run.
- You may want to ask one of your team members to be in charge of making
arrangements with M&O and Transportation.
- Confirm drop off AND pick up time with Bob Sommers; give him the acct
number. Ask him to stage the ones not set up to block the entrance to the
Cafeteria lot at the Northeast end (See Finishline Map below).
- The finish chute requires about 20 saw horses (10 on each side).
- Facilities will arrange for the barricades to be dropped off, but you
usually have to make arrangements with Transportation of Materials X5404
to have them picked up.
One week before the run:
1) Order 22 folding tables and 16 folding chairs from Transportation
(Marjorie Bushnell x5404).
2) Visit the lower building 46 storage room to check on materials that should
be there. Items that should be there for the Finish Line area are:
- 7-8 sign posts, each about 7' tall
- Triangular Sign post bases-2 for each post
- 2 coils of rope for the chute
- A string and paper Finish banner with red ties on it
- 200 feet of extension chord for the laptop computers
3) Ask one of your team members to bring the following on the day of the
Run:
- 2 rolls of yellow plastic Construction Zone tape to block Y lot
- 2 pkg pushpins to mount signs
- A stapler (alternate way to mount signs)
4) Assign your team to tasks groups keeping in mind that if people are early
or late, work faster or slower than you thought, etc, there will be changes.
Stay flexible but have a concept. People feel better when there's a plan!
Tasks groups:
- Signs..get from Store room, assemble, place, take down and re-store
- Tables & Chairs..set up, take down, put back on pallets (put the
burliest people on this task)
- Chute & Y lot..set up and take down saw horses for chute and at
Y lot; extend finish line
5) Remind your team of the Runaround, the time involved and their team assignment
6) Pick up and distribute T-shirts for your team when advised that they
are in by the Runaround Coordinator. Ask team members to wear their shirt
on Race day.
7) Table allocation:
- 3 Water
- 3 Pencils
- 4 T-shirts
- 2 Results Tabulation
- 2 Timers
- 1 Envelopes
- 6 Refreshments
- 1 First Aid
8) Specify 8am drop off on the day of the Run and 2pm pickup for tables
and chairs; provide the acct number. They will arrive on pallets to the
Cafeteria lot near the area marked on the FinishLine map for T-shirts. Put
them back there at the end of the Run.
9) Key to the Cafeteria storage room is available from the Runaround Coordinator
(new for 97), the Employee Buying Service (Helen Coleman x31114, yes, that's
really her number), Louise Millard (x5547), or the Cafeteria Manager. If
worse comes to worse, contact the Lockshop
(x7668).
10) You can get flour from the Cafeteria staff to extend the line across
the width of the chute. The Runaround Coordinator will have made a short
line.
Race day- before the Run:
1) Get to the Cafeteria by 10:15am and make sure the Storage Room can be
opened. Team members are due at 10:30. Provide each member with a copy of
the Finish Line map or just keep a bunch handy (a clip board with maps,
team assignments, contact names and phone numbers is essential)
2) Sign task group: Get out signs, sign posts, sign bases. Place signs per
the Finish Line map.
3) Tables & Chairs group: Unload the tables and chairs from the pallets
and set up per the Finish Line map. Be sure the Timer's tables are directly
across from each other
4) Chute & Y group: Using the Finish Line Map, set up a double row of
steel saw horses to form the chute. It will look like a long (about 100'
long) skinny funnel that narrows so that runners come out the end single
file (about 3' wide). The top should be as wide as the parking lot entrance
road.
String rope through the sawhorses. Place 2 sign posts at the top of the
chute at the actual Finish line and attach the string Finish line banner.
Scoot down to the Y lot and place saw horses across the upper and lower
entrances. Tie construction tape between the horses to make a visual barrier
at each end.
5) Each sign needs 2 triangular base pieces attached for stability. This
is easily accomplished with the wing nuts provided on the posts.
6) Use the Handicapped elevator to move the 6 Refreshment tables down to
the grassy area.
7) Set the saw horses for the chute parallel to each other and perpindicular
to the chute direction so the feet don't stick out and pose a trip hazard.
8) Decorations team will attach balloons to the Finish line sign posts.
9) Baracade the ends of the pencil tables with saw hourses and ribbon to
keep dripping runners from going behind the tables.
During the Run
Have as many members of the team as are willing to act as "boosters"
to cheer in the runners.
Boosters should stand across from the people handing out envelopes at the
bottom of the chute.
After the Run
- Take down signs from posts. Disassemble and stack sign posts.
- Fold up tables and chairs and stack them on their pallets.
- Don't forget the 6 Refreshment tables or the saw horses at the Y lot
- Remove rope and coil rope from chute. Stack saw horses in the same place
where they were staged.
- Return signs, sign posts and bases and rope to Cafeteria Storage room.
- Call transportation to notify (and remind) them that the tables and
saw horses are ready for pickup.
- Send a thank you message to the team. Email is good for this. Make a
note as to who expresses interest in participating on the team next year.
Try to recruit one of the team members to become the Chair for next year.
