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Looking for some input to help with our Local Summit breakout. Some answers from across the country would be great!!! How do you handle violators (dogs, bikes, scooters, etc.) at your event? What if you don’t have the volunteers available to staff an information tent for the full event? What are some ways that you have been able to get information to visitors and team captains when there isn’t a information tent? How do you welcome teams as they arrive at your event?
Do you recognize first year team captains? What are some ways you make first time teams captains feel a part of the event?
Do you have an emergency plan at your event? How do you communicate to your participants what the plan is?
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rachaelstern – October 7, 2009 – 2:36pm
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Feedback: Customer Service Help
Violators:
We have security/officers onsite at our event and we usual ask them to keep an eye out and handle anything that would be considered a violation (dogs, scooters, curfew issues)
We also strive to make people aware of those items/activities that are not allowed at RELAY, well in advance of the event. We put the info on the website, print it off and include it in the team captain packets and email it out as part of our “Count Down to Relay” tips.
Info tent:
We don’t have a dedicated information tent. We have a registration tent that doubles as our info tent and most of our committee members can answer basic questions or direct someone to the right person/tent for additional help. We also use two-way radios/cell phones, really helps, especially on Relay night.
Welcoming Teams:
As stated previously, our registration tent doubles as an info tent. We stage that tent outside of the track and funnel all event participants through it. It’s usually staffed by our registration chair, myself (online chair) and a few volunteers. This is where we welcome our teams/participants, hand out our event program and site map, direct captains/participants to their campsites, pretty much get everyone to where they need to go. It helps to have this tent open about an hour or two before event kick-off.
New Team Captains:
Most of our committee will tell you that we all remember what it was like to be a new team captain, full of questions, so we try to pay special attention to our new captains all year long – helps with retention. We try to pair up new team captains with a returning team captain or a member of the committee, sort of a buddy system to help new captains learn the ways of Relay. We also recognize them at our team captain meetings, newsletters, facebook account, emails blasts and the night of Relay – we ask them all to stand, so we can welcome them to our Relay family. I think that’s the beauty of Relay and one of the reasons I tell people I come back – Relay loves our volunteers/participants and we show it.
Emergency Plan:
Our emergency plan is always posted on our website and is emailed out to all participants a few weeks before Relay. It contains instructions on what to do incase of inclement weather or where to go in the event of an emergency situation during Relay. We also make it known that any cancellation/change to Relay will be posted on the front page of the website and encourage all participants to check the site – frequently.
I know…it’s a lot of info, but I hope it helps!
Good Luck at Summit!
Val Conley
2010 Online Chair
Relay For Life Frisco
www.FriscoRFL.com