MarComm Volunteer Guide
General Information
Coordinating a successful event involves team effort. Our MarComm volunteers are essential when it comes to ensuring the safety of our participants, maintaining an organized and well-structured event, and providing a fun experience for everyone involved. As a MarComm volunteer, you are an important proponent in making this year’s event a success!
What is the Gratitude Walk/Run event?
The Gratitude Walk/Run event includes a timed 5K race and 1-mile fun run across NMSU’s Las Cruces campus. Our goal is to encourage engagement among the NMSU and Las Cruces communities by offering a unique, healthy and fun activity. All ages and running experiences are welcome.
Event details
Race bib pickup:
Friday, Sept. 13, 2024
MarComm Conference Room
MarComm volunteers needed from 1-5 p.m.
On race bib pickup day, participants can register in-person and/or pick up their race bibs. This saves time and prevents long lines and delays at registration and check-in on the morning of the event.
Event day:
Saturday, Sept. 14, 2024
NMSU Horseshoe
MarComm volunteers needed from 7 a.m.-12 p.m.
MarComm volunteer information session
Our event planning team will host a MarComm volunteer information session over Zoom at 2 p.m. on Tuesday, Sept. 10. We will discuss the timeline and logistics of event day, your role as a volunteer, and answer questions you might have about event day.
MarComm volunteer information session Zoom link:
https://nmsu.zoom.us/j/88564184346
What you should know as a volunteer
Each volunteer will receive a volunteer lanyard to distinguish them from race participants. You will be asked to wear your lanyard throughout the duration of the event. The back of each lanyard badge will include contact information for the event planning team, contact information in case of an emergency, and a QR code that will refer you to the home page of the registration website. You can navigate to this MarComm volunteer guide from the home page during the event.
Parking for event day
Suggested parking for volunteers on event day is included in the map below.
Route Maps
Timeline for MarComm Volunteers - Friday, Sept. 13
Race Bib Pickup
Shift 1:
12:45 - 3 p.m. Volunteers scheduled to assist with race bib pickup from 1-3 p.m. in the MarComm conference room should arrive at 12:45 p.m. to help with setup
Shift 2:
2:45 - 5 p.m. Volunteers scheduled to assist with race bib pickup from 3-5 p.m. in the MarComm conference room should arrive at 2:45 p.m. to take over duties from the previous volunteers
Event Setup
Shift 1:
1 - 3 p.m. Volunteers scheduled to help with event setup from 1-3 p.m. should meet the event coordinator and other volunteers in the office at 1 p.m.
Shift 2:
3 - 5 p.m. Volunteers scheduled to help with event setup from 3-5 p.m. should contact the event coordinator via call, text, or Teams and meet them if they are around campus
Timeline for MarComm Volunteers - Saturday, Sept. 14
All Volunteer Tasks
7:00 a.m. Check-in at the start/finish line located at the NMSU horseshoe to receive your credentials and final instructions
7-8 a.m. Help with event setup at the Horseshoe
8-9 a.m. Registration and check-in
8:45 a.m. All volunteers serving as course marshals should make their way to their volunteer station using their personal vehicles
9 a.m. Registration/check-in closes for all participants
9:15 a.m. 5K race kickoff
9:30 a.m. 1-mile fun run kickoff
11 a.m. Course marshal sweep for final participants
11:15 a.m. Pack up/leave your station and return to the Horseshoe
11:30 a.m. Help with teardown efforts at the start/finish line
12 p.m. Final release of volunteers. Volunteer manager will make closing announcements
MarComm Volunteer Task Descriptions
Friday, Sept. 13
Race bib pickup/registration in the MarComm conference room:
Summary of role: register and check-in participants for event day. Provide them with their assigned race bib, stickers and t-shirt if applicable (the first 200 participants to register prior to event day were given the option to collect a free t-shirt)
Item checklist:
2 laptops/ipads
Race bibs (provided by race timer, Scott Fister)
Safety pins for race bibs (provided by race timer, Scott Fister)
M, L, XL event t-shirts
Stickers
Printed list of registrants
Highlighters/pens
Set-up instructions:
- Volunteers scheduled to assist with race bib pickup from 1-3 p.m. in the MarComm conference room should arrive at 12:45 p.m. to help with setup
- Volunteers scheduled to assist with race bib pickup frim 3-5 p.m. in the MarComm conference room should arrive at 2:45 p.m. to take over duties from the previous volunteers
- Tape the printed ‘Race Bib Pickup’ sign on the main outside door leading into the MarComm wing of the building. This will let participants know where to go for pickup
- Use the devices (laptops or ipads) in the conference room, and navigate to https://raceroster.com/onsite/
- Enter your personal entry token provided to you prior to race bib pickup day. Do not exit out of this window
- Organize race bibs, safety pins, stickers, and t-shirts by size (M, L, X-Large)
- Have the printed list of registrants handy
Race bib pickup checklist:
Ask the participant if they have already registered online
If YES, click “Check-In” on your device
- Type in the participant’s first name, last name, bib number, email, or phone number
- Find their assigned race bib number in the box
- Click “Check-in” next to their information
- Look at the printed list of participants to see if they are eligible to receive a free
t-shirt. If yes, offer them the sizes you have left. Sizes are first-come, first-served - Hand them their assigned race bib, four safety pins, stickers and t-shirt (if applicable). Make sure to clarify how to wear the race bib
- If they want to check-in a family member, co-worker or friend, repeat this process
- If they are a part of a team and want to check-in their team members, you can type in the name of a team and check-in everyone at once
If NO, they must pay with card. We will not accept cash or check:
- If there is a long line, encourage them to scan the QR code on the table and register using their phones (this saves time and prevents a long line)
- If the line is short, or they insist on your help, use our devices to register them
- Click “Enter onsite registration mode” then click “Start new onsite registration” on your device
- Turn the device over to the participant to fill out the registration form and complete payment
- Hand them their assigned race bib, four safety pins and stickers. Make sure to clarify how to wear the race bib.
Questions you might receive from participants:
Discounts:
- Age discount: Ages 0-12 are free for the 1-mile fun run and the 5K event. The system will automatically give them an age discount when they enter date of birth.
- Team discount: Teams require 4+ members. Each member gets a $5 discount. Deadline to join/create a team is 11:59 p.m. Friday, Sept. 13
Refunds:
We don’t give refunds. But they can transfer their registration fees to someone they know. See below.
If they ask to change race events or transfer their registration fee:
Yes, they can change events OR transfer their registration fees, but don’t do this for them! Have them do this on their own device to save time and prevent a line from forming. Tell them to navigate to the registration website and click ‘Transfer’ located on the home page.
If you get logged out of Race Roster, our registration website:
Enter the device passcode given to you by Scott, our race timer
Event setup around campus:
Summary of role: help the event planning team set up directional signs, marking tape, and pick up borrowed golf carts the day before the event.
Item checklist:
Directional signs (19 straight, 19 left, 19 right)
Stakes for directional signs
Hammer
MarComm golf cart
Marking tape
Map showing where to place directional signs
Sharpie marker to write “1-Mile Fun Run This Way” on a right-arrow directional sign
Set-up instructions:
- Volunteers scheduled to help with event setup from 1-3 p.m. should meet the event coordinator and other volunteers in office at 1 p.m.
- Volunteers scheduled to help with event setup from 3-5 p.m. should contact the event coordinator via call, text, or Teams message and meet them if they are around campus
- Help pick up borrowed golf carts
- Use the MarComm golf cart to drive around campus
- Help gather all items in the storage unit and bring them back to the MarComm office
- Set up directional signs around campus. This will take the longest amount of time. Using the map below, which shows where to place directional signs, drive to each location and use a hammer to secure the signs and stakes in the ground. Make sure these are visible to participants, but out of the way of the race route.
- Add blue marking tape to tree branches and poles in between directional signs. This will ensure our participants don’t get lost.
- On the directional signs map, there is a note to write “1-Mile Fun Run This Way” on a sign with a right-facing arrow. Place this sign where the map indicates
- Drive the route a few times to ensure the signs stay intact and are visible
- Make sure all golf carts are safely secured and charging by the end of the day
Directional signs map
MarComm Volunteer Task Descriptions
Saturday, Sept. 14
Registration:
Summary of role: register participants for event day
Item checklist:
2 laptops/ipads
Mobile hotspot for WiFi
Race bibs
Safety pins for race bibs
Printed list of registrants
Printed QR codes that link to the registration site
Highlighters/pens
Sandwich board with poster that says "Registration"
Set-up instructions:
- Arrive at the Horseshoe at 7 a.m. on event day
- Set up tables and chairs. These will already be onsite. Use the crimson table cover
- Connect devices to the mobile hotspot. If WiFi is too slow, move the registration/check-in stations to the Music Recital Hall. Doors open at 8 a.m.
- Use the devices (laptops or ipads) to navigate to https://raceroster.com/onsite/
- Enter the entry token provided to you prior to race bib pickup day. Do not exit out of this window
- Organize race bibs and safety pins
- Have the printed list of registrants handy
- Put out the printed QR codes that link to the registration site. Encourage participants to register via the QR code to save time and prevent long lines from forming
- Put the sandwich board with the poster that says "Registration" next to the table
Registration checklist:
Ask if the participant has already registered online
- If YES, send them to the check-in table
- If NO, tell them they must pay with card:
- If there is already a long line forming, encourage participants to scan the QR code on the table and register using their phones (this saves time and prevents a long line).
- If the line is short, or they insist on your help, use our devices to register them
- Click “Enter onsite registration mode” then click “Start new onsite registration” on your device
- Turn the device over to the participant to fill out the registration form and complete payment
- Hand them their assigned race bib, four safety pins and stickers. Make sure to clarify how to wear the race bib
Questions you might receive from participants:
T-shirts:
Send them to the t-shirt table to check whether they are eligible to receive a t-shirt
Discounts:
Age discount: Ages 0-12 are free for the 1-mile fun run and the 5K event. The system will automatically give them an age discount when they enter date of birth.
If they ask to change race events or transfer their registration fee:
It is too late to do so.
If you get logged out of Race Roster:
Enter the device passcode given to you by Scott, our race timer
Check-in participants:
Summary of role: check-in participants for event day
Item checklist:
2 laptops/ipads
Race bibs
Safety pins for race bibs
Printed list of registrants
Highlighters/pens
Sandwich board with poster that says "Check-In"
Table cover
Set-up instructions:
- Arrive at the Horseshoe at 7 a.m. on event day
- Set up tables and chairs. These will already be onsite. Use the crimson table cover
- Connect devices to the mobile hotspot. If WiFi is too slow, move the registration/check-in stations to the Music Recital Hall. Doors open at 8 a.m.
- Use the devices (laptops or ipads) to navigate to https://raceroster.com/onsite/
- Enter the entry token provided to you prior to race bib pickup day. Do not exit out of this window
- Organize race bibs and safety pins
- Have the printed list of registrants handy
- Put the sandwich board with the poster that says "Check-In" next to the table
PLEASE NOTE: Participants only need to check-in if they have registered, but have not yet received their race bib. Checking in is not a requirement for all participants.
Check-in checklist:
Ask if the participant has already registered online
- If NO, send them to the registration table
- If YES, click “Check-In” on your device
- Type in the participant’s first name, last name, bib number, email, or phone number
- Find their assigned race bib number in the box
- Click “Check-in” next to their information
- Hand them their assigned race bib, four safety pins, stickers and t-shirt (if applicable). Make sure to clarify how to wear the race bib
- If they want to check-in a family member, co-worker or friend, repeat this process
- If they are a part of a team and want to check-in their team members, you can type in the name of a team and check-in everyone at once
Questions you might receive from participants:
T-shirts:
Send them to the t-shirt table to check whether they are eligible to receive a t-shirt
Discounts:
Age discount: Ages 0-12 are free for the 1-mile fun run and the 5K event. The system will automatically give them an age discount when they enter date of birth.
If they ask to change race events or transfer their registration fee:
It is too late to do so.
If you get logged out of Race Roster:
Enter the device passcode given to you by Scott, our race timer
Course Marshaling:
Summary of role: Serve as the MarComm eyes and ears along the race routes
Item checklist:
Walkie talkie
Map of the 1-mile fun run route
Map of the 5K route
Set-up instructions:
- Arrive at the Horseshoe at 7 a.m. on event day
- Help with setup
- Ensure your walkie-talkies are functioning correctly and set to the same frequency as those of the other course marshals.
- Depart to your assigned location in your own vehicle with your walkie talkie, volunteer badge, and route maps
During the race:
- As participants pass by, ensure their safety by halting oncoming traffic into parking lot entrances or across intersections (because the event is taking place early on a Saturday morning, there shouldn’t be much traffic). There are two NMSU PD crossing guards that will be stationed at the busiest intersections
- Provide continual updates via walkie talkie to the team. Let them know when the first and last participants run/walk by you.
- Cheer on participants as they pass by and help direct them along the route
- Before heading back to the Horseshoe, let any and all student volunteers near you know that they can return to the Horseshoe
- Help with teardown at the Horseshoe
Course marshal map
Provide information and support to student volunteers and participants:
Summary of role: Serve as a source of information to student volunteers, participants and vendors. You must be knowledgeable about the event in order to perform your task well
Item checklist:
Walkie talkie
Map of the 1-mile fun run route
Map of the 5K route
Golf cart
Set-up instructions:
- Arrive at the Horseshoe at 7 a.m. on event day
- Help with setup
- As student volunteers, food truck vendors and participants begin arriving, help them know where to go
- Drive student volunteers to their volunteer stations if necessary (they will likely have their own vehicles to drive themselves)
During the race:
- Drive around the race route in a golf cart to check on volunteers and participants
- Provide continual updates and ask necessary questions via walkie talkie to the team
- Release student volunteers once the last participant runs by their station
- Help with teardown at the Horseshoe
