LEL - Info for volunteers and controllers

[LEL]

Audax UK London-Edinburgh-London 2009
Sat 24 - Thurs 30th July 2009

Duties of volunteer helpers

At Lee Valley

• Welcoming riders to the event (registration)
• Distribution of rider goody bags and ordered goods
• Ensuring riders have accommodation as booked
• Helping with pasta party: catering, serving, clearing up, etc.
• Collecting riders' completed brevet cards
• Ensuring cars are parked safely and to maximize available spaces
• Providing basic vehicle security for riders' parked cars
• Keeping Central Communications manned throughout the event
• Ensuring rider safety at Level Crossing by control entrance
• Safeguarding riders' drop bags & belongings
• Returning correct drop bags to riders after the event
• Safeguarding riders' drop bags & belongings
• Returning correct drop bags to riders after the event

At Bag drop controls

• Safeguarding & distributing riders' drop bags
• Ensuring all bags are returned to van for return to Lee Valley/Thorne

At all controls

• Follow instructions of Chief Controller at your control
• Welcoming riders to the event and the control
• Endeavouring to accommodate riders' needs as far as reasonably possible
• Accurately stamping & recording times in riders' brevet cards
• Accurately recording rider numbers on Control Master Sheets
• Recording rider volumes on Control Hour Sheets
• Liaising with other controls to assist in understanding flow of riders
• Helping with catering; preparing and serving food, clearing dining areas
• Keeping all areas clean, tidy and hygienic
• Handling cash sales of supplies (food, drinks, goods)
• Keeping accurate accounts of all monies received and spent
• Ensuring Control has adequate supplies of food & drink, etc.
• Ensuring Control is left clean and tidy at end of event
• Fixing signage within 2km radius of control
• Checking signs are in place during event
• Removing all event signage and fixings after the event
• Arranging sleeping accommodation (on site) for riders
• Keeping records of riders sleeping and waking riders as necessary
• Ensuring security of bikes & riders' belongings as far as possible
• Supplying mechanical assistance - if competent
• Reporting all incidents to Central Control / Organiser in a prompt and efficient manner.
• Supplying First Aid - if competent
• Summoning emergency help if needed
• Advising riders not to continue if they are suspected of being overly fatigued and a possible danger to themselves or other road users.
• Helping to ensure the safety of riders and other volunteers on the event
• Ensuring that the event does not disturb local population
• Promoting the good name of AUK and those involved with LEL by conducting themselves properly at all times, respecting each other and those they encounter during the course of the event.
• Conducting themselves in such a manner that they do not put themselves or others at undue risk at any time before, during or after the event. This includes taking adequate rest during the event and not travelling home until properly rested
• Wearing hi-viz vests when working outside wherever traffic may be present
• Helpers are asked to report promptly for their duties or shifts, as requested by their Chief Controller.
• Helpers must not be under the influence of alcohol or drugs whilst on duty.
• The use of illicit drugs will not be tolerated at any control at any time.
• If helpers (or riders) wish to smoke, they should do so outdoors only, away from working areas and riders.

AUK will supply to all volunteer helpers

• Free meals whilst "on duty"
• Reimbursement of reasonable travel expenses.

LEL Volunteers are advised to:

• Bring a sleeping bag and camping mat (most sleeping is  on hard church hall floors.)
• Bring change of clothing for the number of days they anticipate helping
• Wash during the event (!)
• Pack a towel
• Have a variety of clothing & footwear for varied conditions: sun, cold, rain
• Be prepared to work long hours and odd hours
• Be prepared to help wherever needed. This may include the nasty jobs like clearing toilets or doing something out of the ordinary like peeling potatoes.
• Recognise that for a few hours, or perhaps a few days, your needs come second to those riding the event. For this we thank you.
• Respect the needs and feelings of others - both involved with the event and those outside the event
• Pack a sense of humour
• Bring a hand torch - and head torch if you have one
• Speak to your Chief Controller before the event to check on hours you are needed and to understand what help he or she needs.

Useful items for each control
Controllers might wish to liaise with helpers to ensure that the control is equipped with:

• Enough pots and pans to cook for a small army
• Plates, bowls and cutlery
• Serving dishes
• Cooking utensils; various knives, ladles, fish slice, spatula, tongs, spoons
• Serving utensils
• Chopping boards
• Other kitchen equipment such as toasters, microwave, kettles
• Tea towels
• Hand towels
• Clothes pegs
• Washing up liquid, brushes, cloths and sponges
• Cleaning materials and equipment
• Extension leads
• Desk lamp
• Phone chargers
• First aid kit

Chief Controllers are responsible for:

• Recruiting volunteer staff
• Organising rotas to ensure the control is adequately manned as required
• Arranging appropriate supplies of food and drinks for the duration of the event
• Handling and recording cash and ensuring its safekeeping at all times
• Supplying AUK with appropriate accounts at the end of the event
• If appropriate, picking up and returning keys of the control venues
• Overseeing all duties to ensure that the event runs smoothly at all times
• Appearance and decoration of their control
• Advising riders not to continue if they are considered to be overly fatigued or a possible danger to themselves or others. Suggestion: get a second opinion from another volunteer
• Seeking medical advice and or attention where necessary for riders or volunteers.
• Hire of any equipment, if needed. Please check with Melita before spending more than £100 total.
• Liaison with local bike shop for mechanical aid or goods provided on sale or return basis

AUK will supply:

• Stationery - as follows, post it notes, pens, LEL paperwork, control stamps
• Spare brevet cards
• Spare route sheets
• Name badges if required
• Direction signs
• Information signs e.g. Showers, Toilets, Food, Drinks, Bike Parking, etc.
• Hi-viz vests

[LEL]

The next issue of Arrivee will have details of how to volunteer.

For the moment, please think about  whether you would like to volunteer,  for how long  over the LEL  period you would like to volunteer for and where you would like to go.

If you have any questions, please post them on this thread on the forum and I will answer ASAP.

All controls need volunteers and Thorne needs a Controller.  Does YACF want to run a control all to themselves, do you want to go to  different controls, do you want to have a few individuals based at different controls? - post your thoughts up and i can best answer / post replies when i know what you would like to do.

As xmas is approaching (and it involves alcohol) , I would be grateful if  you could hold off sending me your details until after Boxing Day and just have a chat as above.

Many thanks
Melita