Student Volunteer Guide
General Information
Coordinating a successful event involves team effort. Our student 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 student 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
Saturday, September 14, 2024
NMSU Horseshoe
Volunteers needed from 7:30 a.m. to 12 p.m.
Student volunteer information session
Our event planning team will host a student volunteer information session over Zoom at 2 p.m. on Thursday, September 5. We will discuss the timeline and logistics of event day, your role as a student volunteer, and answer questions you might have about event day.
Student volunteer information session Zoom link:
https://nmsu.zoom.us/j/87343614438
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 student volunteer guide from the home page during the event. You will also receive free NMSU swag as a thank you for your time and volunteerism.
Parking for event day
NMSU offers free parking on the weekends (no permit needed). Suggested parking for volunteers on event day is included in the map below.
Route Maps
Event Day Timeline for Student Volunteers
7:30 a.m. Check-in at the start/finish line located at the NMSU horseshoe to receive your credentials and final instructions
7:45 a.m. Make your way to your volunteer station. If your station is elsewhere on campus, drive or carpool in your personal vehicle or inform the volunteer manager that you will need transportation
8 a.m. Set up your volunteer station. Set-up instructions are included in this guide
8:30 a.m. Ensure your station is fully set up and inform the volunteer manager once set-up is complete
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 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 and offer free swag items
Student Volunteer Task Descriptions
Hand out water/snacks at the start/finish line:
Summary of role: hand out water and snacks to participants near the start/finish line.
Item checklist:
2 rectangle tables
4 chairs
Sign that reads "Mile 3"
Fruit and granola bars
Water bottles
First aid kit
Set-up instructions:
Arrive at the Horseshoe at 7:30 a.m. to check in and receive your credentials. If you have questions/concerns, this will be the time to ask.
Set up the tables and chairs underneath the large NMSU canopy tent.
Place water bottles, fruit and granola bars on the table where they are accessible to participants.
Alma's Kitchen will bring by three jugs of aguas frescas to place on the snacks/water tables.
Set up the sign that reads "Mile 3." Use the map below to determine exact set-up location for the "Mile 3" sign. Position this so it's clearly visible to the runners/walkers but not in the way of the route.
Notify the volunteer manager once your station is set up.
During the race:
Do not hand water or snacks to participants. Allow them to grab their own water and snacks as needed.
Participants can take as many water bottles as needed, but please make sure they are limited to one granola bar and one fruit item per person.
Congratulate participants as they pass by. This will be their final destination after crossing the finish line. Encourage them and cheer them on!
Please refrain from using your personal devices during the event. Remaining engaged and excited is key!
Tear-down instructions:
Make sure all trash is thrown in the nearest trash/recycling bin.
Collect and pack up all remaining water bottles.
Fold the table and chairs and leave them in their place.
Double check that there are no trash items remaining.
Help other volunteers with teardown.
Hand out waters at the 1- or 2-mile marker:
Summary of role: manage the water stations located at the 1- or 2-mile markers and cheer on participants as they pass by.
Item checklist:
1 canopy tent
1 rectangle table
4 chairs
Sign that reads “Water Station”
Sign that reads "Mile 1" or "Mile 2"
Gatorade water dispenser
Water jugs
Plastic cups
First aid kit
Set-up instructions:
Arrive at the Horseshoe at 7:30 a.m. to check in and receive your credentials.
Drive or carpool in your personal vehicle or inform the volunteer manager that you will need transportation.
Set up the canopy tent provided. Use the maps below to determine exact set-up location.
Set up the tables and chairs underneath the canopy tent.
Fill the Gatorade water dispenser using the water jugs and place it on top of the table where you can easily dispense water into the plastic cups.
Have approximately 10-15 small plastic cups on the table filled with water at all times where participants can easily access them.
Position the “Water Station” sign near the canopy tent and table so it is clearly visible to the runners/walkers but not in the way of the route.
Use the maps below to determine exact set-up locations for the "Mile 1" or "Mile 2" signs. Position these so they are clearly visible to the runners/walkers but not in the way of the route.
Once your station is set up, notify the volunteer manager.
During the race:
Make sure you are constantly refilling cups of water as participants take them.
Do not hand water to participants. Allow them to grab water as needed. Not all participants will want cups of water.
Participants can take as many water cups as needed.
Cheer on participants as they pass by. Encourage them to keep going!
Please refrain from using your personal devices during the event. Remaining engaged and excited is key!
Tear-down instructions:
Make sure all plastic cups are emptied and thrown in the nearest trash/recycling bin.
Dump out the remaining water in the Gatorade water dispenser.
Collect all remaining cups and the Gatorade dispenser to drive back to the start/finish line.
Fold the table and chairs and leave them in their place.
Collapse the canopy tent. Put it back in its casing along with the stakes and weights. These items will need to be returned to the start/finish line.
Double check that there is no trash or other items remaining.
Head back to the start/finish line to help other volunteers with teardown.
Hand out swag items:
Summary of role: hand out stickers and t-shirts to eligible participants near the start/finish line. The first 200 participants to register prior to event day were given the option to collect a free t-shirt. Some participants will have already picked up their t-shirts the day before the event. Your job is to manage the remaining shirts and give out stickers near the registration and check-in tables.
Item checklist:
1 rectangle table
2 chairs
T-shirts (M, L, XL)
Stickers
List of participants eligible to receive a t-shirt
Set-up instructions:
Arrive at the Horseshoe at 7:30 a.m. to check in and receive your credentials. If you have questions/concerns, this will be the time to ask.
Set up the table and chairs underneath the large NMSU canopy tent next to the check-in and registration tables.
Lay out the t-shirts by size: medium, large, x-large.
During the race:
Make sure to continually keep tabs on how many total t-shirts and t-shirts of each size you have as you give them away.
As participants come to collect their t-shirts, ask for their first and last name.
Cross their name off the list and provide them with their preferred size. Sizes are first-come, first-serve. Not all participants will be able to receive their first preference. Allow them to choose from the remaining sizes. NOTE: participants were given the option to opt out of receiving a free t-shirt. If they opted out, notify them that they are not eligible to receive a t-shirt.
If you are facing issues of any kind, notify the volunteer manager for help.
Offer stickers to all participants as they check-in/register.
Please refrain from using your personal devices during the event. Remaining engaged and excited is key!
Tear-down instructions
Pack up all remaining t-shirts and stickers and place the list of names inside one of the boxes.
Fold the table and chairs and leave them in their place.
Help other volunteers with teardown.
Cheer on participants:
Summary of role: serve as our eyes and ears on the race routes and cheer on participants as they pass by.
Item checklist:
Pom poms
Set-up instructions:
Arrive at the Horseshoe at 7:30 a.m. to check in and receive your credentials. If you have any questions/concerns, this will be the time to ask.
The volunteer manager will tell you where you’ll need to go. If you have a working vehicle, you will be asked to drive to your volunteer station. If you need transportation, our team will take you in a golf cart.
During the race:
Cheer participants on as they pass by. Direct them along the route and show encouragement and excitement!
Please refrain from using your personal devices during the event. Remaining engaged and excited is key!
Answer any questions participants might have.
Tear-down instructions:
Once the race ends, a course marshal will sweep the route to ensure no other participants are left. Once you are released by the course marshal, return to the start/finish line at the Horseshoe to help with teardown.
Hand out race medals:
Summary of role: manage and dispense race medals to finishers at the start/finish line.
Item checklist:
1 rectangle table
2 chairs
Box(es) of 1-mile fun run medals
Box(es) of 5K medals
First, second and third place medals (x2 of each)
Set-up instructions:
Arrive at the Horseshoe at 7:30 a.m. to check in and receive your credentials. If you have questions/concerns, this will be the time to ask.
Set up the table and chairs underneath the large NMSU canopy tent near the registration and check-in tables.
Begin unloading the participation race medals (the medals with a white lanyard) and lay them out on the table where they are easily accessible to you.
Separate the participation medals that have '5K' engraved on the medallion from the participation medals that do not have '5K engraved on the medallion.
Separate the first, second, and third place medals from the other participation medals (these medals have crimson, teal and black lanyards). The first, second, and third place male and female finishers will receive these medals.
In total, you should have three piles of medals on your table.
During the race:
- As participants cross the finish line, they will approach your table to receive their medals.
- Ask what race they just finished, and provide them with the appropriate participation medal (those who finish the 5K should
receive a medal with '5K' engraved on the medallion. Those who finish the 1-mile fun run should receive a medal without '5K' engraved
on the medallion). - After the race timer determines the first, second and third place male and female finishers, give
the announcer these medals. - Please refrain from using your personal devices during the event. Remaining engaged and excited is key!
Tear-down instructions:
Pack up all remaining race medals and place the list of names inside one of the boxes.
Fold your tables and chairs and leave them in their place.
Help other volunteers with teardown.
