Volunteers

2012 EMAIL 1: READ THIS BEFORE SIGNING UP FOR VOLUNTEER SLOTS!

Volunteers can now go to the volunteer part of the AOR website to sign up for their preferred timeslot. BEFORE YOU GO THERE, please read my important points:

• Not all transitions are shown on the signup. That's because those not shown are completely staffed and taken over by various charity groups, community groups, school groups, etc. If you are a part of a group volunteering at a transition not listed, then you don't have to sign up with this system. Just please make sure that your volunteer coordinator for that transition has your contact info and tee shirt size.
• Volunteer timeslots are designed to be the earliest and latest times runners would be at your transition, along with a cushion we have added. These times are based upon what the runners give us as their running pace and we build in the cushion to cover things like faster or slower than expected runners, weather extremes, etc. It is likely that some timeslots will change as we get closer to the relay date as the factors we use change. So, please don't get mad at me if they do!
• Timeslots in some locations overlap to allow for transition of duties. Go with the flow.
• The timeslots show a maximum # of volunteers needed for a location. The system has a minimum built in that you can't see but I can:) If you REALLY REALLY need to volunteer with your friend, mother, spouse, classmate and there are not enough slots available, find another location or contact me and beg. We can work something out!
• Lots of you are getting this email - last year's volunteers, people who have already contacted me about volunteering this year and team captains for those already registered. You are PRIORITY VOLUNTEERS so get yourself or your volunteers signed up ASAP!
• From this point on, you and/or your volunteers will hear from me from time to time. Just because you get the email doesn't mean I think you are a volunteer. I know some of you are assisting team captains or are helping out your volunteers or are acting as the communication between AOR and the volunteer(s). That's cool with us but it would still be great if you read what we send as it will only make you know more than others.
• Please keep checking our website as we will post volunteer updates and communications there - dates and times for volunteer meetings, supply pickups, etc. Make sure that you REFRESH the website when you go to it so it shows the latest info.
• Sometimes things we send end up in SPAM folders - imagine that! Make sure that everyone you want to read our emails and newsletters checks their spam files to make sure we aren't lingering in them.

Tah-dah....here is the website for volunteer signup:

http://www.doitsports.com/volunteer2/jobs-by-date.tcl?event_id=212903&sort=location

Thanks to all and can't wait to cya in April,

Kelly Cameron
Director - Logistics, Volunteers and FUN
kelly@americanodysseyrelay.com

2012 EMAIL 2: WELCOME VOLUNTEERS

Hello there Wonderful Volunteers!

This is Kelly Cameron, Director of Logistics, Volunteers and FUN. Thank you for signing up for the 2012 AOR that starts in Gettysburg PA on Friday April 27th and ends in Washington DC on Saturday April 28th. We look forward to seeing familiar faces in our many returning volunteers and to meeting the new ones and showing them how much fun this can be!

The relay is still 2 1/2 months away so there are many details that are not yet completely confirmed. I wanted you to know a few things now:

1. Yes, there will be OPTIONAL Volunteer Meetings but they are not yet scheduled. They will be held in the 2nd or 3rd week of April and supplies will be distributed then or in some other way that we will work out together at that time.
2. You will receive very specific volunteer instructions from me before the race. It will include details on your volunteer area, duties, the other volunteers working with you and basic AOR information that you will need. The instructions will be available at the volunteer meetings but will also be emailed to everyone in early April.
3. If you are volunteering at one of the 35 Transitions, start thinking about how to make yours the most FUN of all! We have prizes for most Spirited Volunteers. People have been known to dress in costume, decorate their transition area, provide treats for runners, etc to influence the runners' votes so keep that in mind.

You will be hearing from me again as time goes on. Thanks again for volunteering. We have the BEST volunteers and are so appreciative of you all.

See you in April!

Kelly Cameron and the AOR Race Directors

2012 EMAIL 3: VOLUNTEER MEETINGS

The relay is only 41 days away! I have set up the Volunteer Meetings for this year. The details are below so please pick the one that is most convenient for you or your fellow volunteer or your team captain or somebody else to stop by and pick up your stuff. We will have the cool volunteer tee shirts, details on volunteer duties, supplies you will need for your area and of course...answers to all of your questions. The meeting will last less than an hour.

If you cannot make a meeting and there is no one to pick up your supplies, we will have to work it out somehow, just let me know. I will be emailing your Volunteer Job Description and Instructions the week before the relay so you will receive that anyway. Only one volunteer needs to pick up the supplies and it's best if that volunteer is on the early shift or gives it to the person who is! We love our volunteers and are happy to see any and all of you at a meeting.

Meeting Details:

Please let me know by email which meeting you will attend or if you need to make other arrangements. Be sure to keep checking our website for relay and volunteer updates. This letter and all volunteer communications will be there. Remember: A Transition is at the END of a leg. For Example, Transition #1 Civil War Museum is at the end of Leg 1. Transition #8 Old Forge is at the end of Leg 8 and so on. I tell you this so that you can use the website to look at the Individual Leg Maps if you need help with the exact location of your transition. If you live nearby, you might want to check it out before the relay.

Thanks so much and see you soon!

Kelly Cameron
Director - Logistics, Volunteers and FUN
kelly@americanodysseyrelay.com

2012 EMAIL 4: Yep, it's only 17 days away!

Dear Best Volunteers in the World,

Yep, it's only 17 days away! The 2012 American Odyssey Relay will be so much fun and we can't wait. This email is just a quickie to update and remind you.

The optional Volunteer Meetings are coming up this week and next:

• 4/11 Blondie's Outback Restaurant in Waynesboro/Rouzerville, PA @ 7pm
• 4/18 Bethesda-Chevy Ch Reg Svcs Center in Bethesda @ 7pm

I will be sending another email soon that will have your specific Transition Area Description and instructions. Watch for that as it's important and will contain details for your transition, the other volunteers' contact info, emergency info, etc.

Looking forward to 2 days of great weather at the end of the month. However, the relay goes on rain or shine so please remember that when dressing for the race. Folding chairs and umbrellas (for sun we hope) are popular items that many volunteers bring along as well. You may also need your own water as relays don't have it at every stop for 200 miles.

Please join us at the fantastic Finish Line sponsored by The Wharf/PN Hoffman-Madison on Saturday the 28th at the SW Waterfront in DC at 690 Water St, SW. You can cheer on the teams, talk about all the FUN you had and enjoy food and beverages provided by The Wharf, Churchkey and Safeway. Keep in mind that food and beverages are complimentary for runners and volunteers but you need to get your ticket for that when you arrive at the Finish Line! Friends and family members not running or volunteering will be able to purchase stuff if they are hungry or thirsty. The Finish Line action happens from noon until 6pm. Hope to see you there.

Kelly Cameron
Director - Logistics, Volunteers & Other Stuff
kelly@americanodysseyrelay.com

2012 EMAIL 5: AOR Transition Instructions for Volunteers

Dear Volunteers,

Please read this email carefully as it has lots of important information for the 2012 American Odyssey Relay and is the final official email from me! Attached to this email is your Transition Area Description. It has details, mileages, volunteer names and cell #s, shift times and lots more. This is the UPDATED VERSION. Some shift times have changed slightly due to final team running paces given to us.

1. Please check your shift time and cell# and let me know if there is a mistake.
2. GPS coordinates are for the transition area itself.
3. Included are the contact name and # for the transitions before and after yours. This is to check on possible lost teams and to know if all teams have passed thru your location.
4. Do not leave the transition area until you are certain all teams have passed through. Call the contact person before and/or after to check if you need to.
5. If you need directions on how to get there, look at the Individual Leg Maps on our website. Your transition # is at the END of that runner leg # (ex: Trans #8 is at end of Leg #8).
6. There will be a last minute email giving you the information on any teams that have dropped out. Cross them off of the Transition Worksheet/Timesheet on the clipboard at the site.
7. Returning transition supplies - if you are on the later shift, confirm amongst yourselves that there's some plan for returning the supplies either to the Finish Line (preferred) or a collection location. Anyone can do that for us and we appreciate it!
8. There are contests and prizes for volunteers! The Best Transition Award is the highest honor. Could be costumes worn while volunteering, decoration of the transition area, free stuff for runners, happy personalities, whatever the runners choose as being the 'BEST'! And remember that the runners vote at the Finish Line!

Please join us at the Finish Line on the SW Waterfront if you are able. All volunteers are invited to SW DC where the party will be at 7th and Water Streets on Saturday from about Noon until about 6pm. For those of you who know the area a bit, it's right next to the Fish Market/Wharf, Phillips and the Potomac dinner cruise lines - actual address is 690 Water St SW. You can cheer on the teams, have some fun food and beverages and an all around good time. Get your ticket for food/beer from AOR when you arrive.

Hope to see you there.

If you have any questions, ask now as I leave Wednesday morning for Gettysburg/race setup/signage and communication from then on will be much more difficult and not speedy at all!

Go AOR, Go Runners, Go Volunteers!!!!!!!!!!

See you soon!

Kelly Cameron
Director - Logistics
kelly@americanodysseyrelay.com
301-922-2369

2012 EMAIL 6: THANK YOU 2012 Volunteers and Friends!!!

Dear AOR Volunteers and Friends,

WOW! The 2012 American Odyssey Relay was a HUGE success thanks to the efforts of all of you! There were over 320 volunteers in about 40 locations along 200 miles of the course to assist our runners, drivers, community efforts, sponsors, local businesses and everyone else. The runners could not believe the huge crew of dedicated volunteers and how much fun they had at each transition. Yay for our AOR volunteers!

Once again this year, when I ended up at the SWDC Finish Line party on Saturday afternoon, the one comment I heard most was "The volunteers were GREAT!" People that I did not know looked for me to tell me how terrific the AOR volunteers were. We know we are lucky to have such nice, dedicated, fun and slightly crazy at times, VOLUNTEERS. Here are some of the highlights:

• Volunteering for the race when you are not affiliated w/a runner, team or AOR
• Arriving earlier than asked to make sure things are taken care of
• Completely taking over a Transition Area and being VOLUNTEER CAPTAIN
• Putting out route signs/picking up route signs
• Driving from REALLY FAR AWAY to volunteer at this crazy race
• Helping out at Team Check-in, Start, Finish
• Volunteering at more than one location throughout the race
• Costumes and decorations, noisemakers and free stuff for runners at transitions
• Cheering on those runners
• Making our military teams feel special
• Making our charity teams feel special
• Making all the other teams feel special
• Waiting in the dark, cold night for that last team.....
• Letting us use your school, street, farm, parking lot, business for a Transition
• Hanging out, waiting for that first team.....
• FINISH LINE PARTY - a great time for everyone!

There were so many examples of so many things done that went above and beyond. This race could never be successful without your help. Everyone at AOR and certainly all of our runners and teams appreciate all that you do to make this happen. My hope is that you will join us for our FIVE YEAR ANNIVERSARY in 2013. All 5 year volunteer participants will receive a SPECIAL AOR GIFT:)

Please send along any comments, suggestions, ideas, photos, etc. We rely on you as our eyes and ears along the course and really do want to hear what you have to say!

And now for the winners of our different volunteer contests! We have finally finished counting the ballots and the winners are announced below. As always, AOR reserves the right to add more winners than originally planned! Click here for AOR updates, category winners and hopefully lots of photos!

See you next year!

Kelly Cameron
Director - Logistics
kelly@americanodysseyrelay.com
301-922-2369