Superior Fall Trail Races Ultra Marathon

Aid Station Captains PLEASE READ

Aid station captains (and any other aid station workers), please find some time to review the content of this page at your convenience, it will likely take you around 10 minutes to get through. Please contact us with any questions.  Thank you for your time and dedication.

 


–PLANNING STAGES–

Volunteer Commitments:
The earlier we have volunteer commitments the better.  It may seem redundant to have to sign up on the website each year but things change for people and we want the most current / up to date information on each one of our volunteers, this helps us do the best job you can, so you can do the best job you can!  Please feel free to recruit your own team, your friends etc. – this can really give an aid station some personality and lead to an outstanding aid station – many of our aid stations have been manned by the same groups for years now!

Early Season Communication:
Communication is one of the major keys to putting on a great event, please stay in touch with us and we will do the same.  Note that volunteer assignments are usually not made until a few weeks before the race as it usually takes that long to get everyoned signed up, please trust that things will be organized and the plan will come together quickly – whenever in doubt, email or call us!

Important Links:

As you have time, please familiarize yourself with the content of the website and get to know this event inside and out (it is a complex event with many things happening) – this helps to make you a great resource for other volunteers, runners and spectators.


Connect with your volunteers prior to race weekend:

Aid station captains, we ask that you reach out directly to the volunteers at your aid station, we will provide you with the email addresses – try to do this within one week of the race and please try to get some “buy-in” / participation on providing extra hot food items and extra touches to the aid station – most people will be thrilled to get involved in this way.


Gaps:

If after reviewing the Volunteer Assignments Page you think you are understaffed over any period of time, please let us know and we will see what we can do to provide more volunteers – if you would like to recruit for those gaps, that would be great as well, as always, if you do, have your volunteers sign up on the website via the Volunteer sign-up Form but realize that we typically close volunteer registration 1 week prior to the race.


 


–RACE WEEKEND–

Permits:
To our knowledge nobody working an aid station has ever been questioned by an authority but if it should ever happen know that this event is permitted through the US Forest Service, Minnesota DNR, Superior Hiking Trail Association, Lake County and Cook County.  Should anyone every approach you during the race or bring anything into question please make use of the HAM Radio Operators to get in touch with me the Race Director.

Aid Station Open Times:
We have a guide for expected aid station open times HERE http://fall.superiortrailrace.com/race-info/aid-stations-maps-data/ - it is always encouraged to arrive extra early so we don’t get caught off guard by a super fast runner, we set these times based off of historical data but as they say “records were meant to fall”.  We are going to be implementing a live runner tracking on the website this year, we will see how it works – you should (when / if you are able to get Internet) be able to hop on the website and see who is through what aid stations at what time.  You may be able to use this 5 hours prior to heading out to your aid station to gain some insight as to when you think the first runner might be coming through and adjust accordingly.  One note for the overnight aid stations – it is always easier setting these aid stations up in the daylight.

Send us a text:
If possible, please send us a text when you are on your way / en’route to your aid station to start setting it up / open it up (before you lose service as you get back into the deep woods) or once you arrive at your aid station if you get cell coverage there (most aid stations do not)

Food and Supplies:
Food and supplies will be similar to years past with a few minor tweaks and additions – a comprehensive list of what we provide at the aid stations can be found HERE. Not all food items will be in one bin so please make sure you look through each of your bins as things get spread out to help with the weight of the bins.  Major supplies will be delivered hours in advance of the listed open time of each aid station – runners drop bags along with generators (if we are providing them for your aid station) and propane for aid stations with stoves (Tettegouche and later) will be dropped off once you have arrived at the aid stations.

Resupply:
Please identify whether or not you think you are running low on food or water well before you run out – if need be, send someone to run for water – if you are unsure of where to go near your aid station please ask.  Generally we will be able to resupply you but realize it can take a long time to get to you so keep an eye on food, water and supplies and call well in advance of it becoming and emergency. (use the HAM Radio operators for this)

Power Generators:
Generators will be provided for the following aid stations, Tettegouche and earlier Aid Stations will not have a need for generators. Please let me know if you are at an aid station after Tettegouche and don’t have one lined up or are not listed below.  We will provide an extension cord, power strip and minimal lighting – if you want additional lighting, appliances etc. please feel free to procure what you would like and bring it.

  • Sugarloaf Road
  • Cramer Road
  • Temperance River Road

 

Other Key Volunteers to Be Aware Of:

  • Scott Radke and Ryan Howk – Main Supply in 26′ Ryder Truck
  • Brendan Johnson – Roving Supply / Resupply in Sprinter Van (drop bags, generators, fuel, resupply)
  • Joy Parker (Medical)  with Han & Steph Taylor Search and Rescue Support
  • James and Angela Guryko – Roving Resupply, Pickup Drop Bags, Can help with DNF Transport
  • Mark Falk – Former Cook County Sheriff, Traffic Control, Safety, Can help with DNF Transport, Freelance and Resupply if needed
  • Ian Corless and other photographers / media folks, covering the race on the media / social media end and taking pictures and video etc.

* If you need to get in contact with any of these individuals during the race please use the HAM Radio Operators to do so.

 

Extra Hot Food Item(s): (Tettegouche On)
We ask that each aid station captain coordinates at least one additional hot food item for their aid station in addition to the Soup we provide.  It is just not practical for us to plan and provide all of the items to execute this and the truth is, you all can do it better than we can.  Plan and bring it yourself or work with other volunteers to plan a menu – if you need compensation for items purchased please reach out to us after the race and we will take care of it.  *** Please remit / give us an idea of what you are planning if you could.

Extra Touches:

  • You are encouraged to make your aid station your own / make it festive and make it fun for runners (music, cowbells, Christmas lights etc!) – some more great ideas are as follows…
  • Bring a set of walkie talkies to communicate runners numbers / names in advance so they can be greeted by name when they arrive (plus most runners names are printed on the front of their bibs.)
  • As soon as a runner enters an aid station immediately locate their drop bag and bring it to them
  • Fill water bottles and hydration packs out of pitchers, don’t make them wait for you to fill it out of a little spout
  • Sky is the limit, be creative and be the aid station that runners talk about after the race!

Helping Runners – Food, Water & Drop Bags and More:

  • Fill water bottles and hydration packs out of pitchers (don’t make runners wait for you to fill out of the big  jugs, they are too slow)
  • Help runners find their drop bags
  • Help runners get and prepare food
  • When not in use, keep food covered, cold, protected etc.
  • When runners are ready to leave the aid station and continue running – help to ensure that the runner is heading the right way on the trail when they leave.
  • Generally just be of assistance to the runners and offer encouragement.


Road Crossings:

We have tried to assign dedicated folks for the road crossings at County 6, Sawbill and Oberg but strongly encourage you to make use of the other volunteers to switch out / relieve those folks to give them a break – at the other aid stations that require it, please make use of your fellow volunteers to monitor the road crossings.  Please be sure that those working road crossings are stopping runners and not traffic, especially on busy roads like County Road 6 and Sawbill Trail.  We will provide vests and flagging equipment.

Parking:
If there is not a parking lot at / near your aid station and parking is to be done on the side of the road, our goal is to park all cars on one side of the road, preferably the side of the road that points out of the aid station, back to Highway 61 etc.  A volunteer should be allocated to manage this or at a minimum help keep an eye on this.  Mark Falk our appointed Public Safety person will also be coming around to help keep a handle on this.

HAM Radio:
If your cell phone works at your aid station all the better, but most race related communication should be handled through the HAM Radio operators located at your aid station, should you need anything please make use of the HAMs -

Identifying Runners by Distance:
All runners should have their bib number displayed on the front of their body / clearly visible at all times.  We have races of three distances over the weekend, 100, 50 & 26.2 miles.

  • 100 mile runners have red numbers with the range 1-299
  • 50 Mile runners have blue numbers with the range 300-599
  • 26.2 Mile runners have green numbers with the range 600+


Runner Tracking:

The HAM Radio Operators will generally be handling runner tracking but at some of the busier aid stations will take a hand if you have plenty of helpers, please communicate with and offer this to your HAM Radio Operators.

 

DNFs:
If a runner drops out of the race at your aid station you must either get their race number, or if they would like to keep it, peel the adhesive timing chip from the back of their number and give it to the HAM Radio Operators – ALL DNFs MUST BE REPORTED TO THE HAM RADIO OPERATORS SO THEY CAN CALL IT IN.

Medical:
For any major incidents we will use local / established infrastructure ’911′, please involve the HAM Radio Operators prior to making any ’911′ calls.  If there is an incident ask to see if there are any volunteers or bystanders with medical training. We have our own race medical support  for non-emergencies, Joy Parker will be roving on course for the duration of the race.  Obviously she has some ground to cover and will need rest at some point but the HAM Radio operators should be able to reach her should you need her – additionally, people with medical qualifications that are working your aid station have been identified on the volunteer assignments list.
*FIRST AID KITS – Your aid station does have a basic first aid kit in addition to mylar blankets, limited other blanket and garbage bag to help in the event of hypothermia.  Contents of the fist aid kit are listed HERE http://fall.superiortrailrace.com/volunteers/resources/aid-station-supplies/

AHJs Authorities Having Jurisdiction:
Medical & Emergencies:
Emergencies dial 911.

- Two Harbors / Lake County
For use from Two Harbors, Gooseberry Falls (Race Start) to Cramer Road Aid Station

Lakeview Memorial Hospital
325 11th Avenue
Two Harbors, MN 55616-1360
(218) 834-7300 Lake County Sheriffs Office

Lake County Law Enforcement Center
613 Third Avenue
Two Harbors, MN 55616
(218) 834-8385

- Grand Marais / Cook County
For use from Temperance River Aid Station to Lutsen / Caribou Highlands (Race Finish)

Cook County North Shore Hospital and Care Center
515 5th Ave West
Grand Marais MN 55604
218-387-3040 Cook County Sheriffs Office

Cook County Law Enforcement Center
143 Gunflint Trl
Grand Marais, MN 55604
(218)387-3030

Cutoffs and DNFs:
Please be aware of what the cutoff is at your aid station but as always, cutoffs will be enforced and runners that do not make the cutoff will be pulled by someone from the Sweeping Team, likely Matt Long or Donald Clark.  Cutoffs are published on the “race-info pages” of the website

Closing Down the Aid Station:

  • When it is time to close down the aid station please pack all salvageable food items into one bin so it can be re-distributed
  • Do not dump out water jugs unless instructed to do so, water can be re-distributed to later aid stations
  • Please out all dirty dishes into one bin, not dispersed throughout
  • Please take down your tents and pack / consolidate all materials so it is easier to load
  • Please stay and help load truck if possible / if they are there before you are ready to leave.

 



–PERSONAL–

Restrooms:
Depending on where your aid station is located, there may not be any restroom facilities so runners and volunteers will have to make use of the woods – if this is completely foreign to you, this is a good place to start HERE

Personal Items and Rest:

Feel free to eat any of the food at the aid stations and bring extra food for yourself that you like.  Send someone to run for food for your group if you want.  Be sure to bring personal items such as a chair, rain-gear, warm clothes, bug spray etc., items to keep yourself comfortable out there and encourage your volunteer mates to do the same.  Take turns taking rests and breaks and at the later / long duration aid station, sleep – set up a tent or a vehicle to sleep in at the aid station, take care of yourselves!.

Volunteer Lodging:
Communal lodging for Aid Station Volunteers is available at Caribou Highlands Townhome Unit #544 on Friday and Saturday night.  Marking and Sweeping Volunteers have already been given information regarding the unit they are in and anyone else not working an aid station or marking / sweeping will get lodging information directly from us.  Here is a map detailing where the townhome units are at Caribou Highlands http://fall.superiortrailrace.com/wp-content/uploads/2012/08/Caribou_Highlands_Superior_Finish_Diagram.pdf

A few reminders about lodging:

  • This is communal lodging meaning you may share a bunk room or a living room floor with others.
  • We ask that you bring a sleeping bag, sleeping pad and pillow as there may only be floor space available when you are needing to sleep.
  • This is in a nice, modern clean townhome near the finish area at Caribou Highlands and there are cooking facilities and showers available, please make use of them!
  • Please clean up after yourself and have your towel and toiletries if you are going to take shower.
  • Please do not reserve a room or bed for yourself, if you are not going to be there for a while please pack your stuff up and keep it with you, if there is a free bed or bedroom, feel free to use it.
  • Do not lock the door to the unit, if the door is locked there will be a key under the front door mat, do not take / remove this key – leave it there otherwise people coming in after a volunteer shift could be locked out.
  • Do not leave valuables in the townhome since we will not be locking it.

Volunteer T-Shirts:
Your volunteer shirts have been sent out to the aid stations, please make sure that you distribute them to the volunteers – if someones is missing have them contact us or come see us at the finish.   Please make your way to the finish yourself, we and try to experience the last couple of hours of runners finishing the race, have some food and kick back – it is incredible to see!

Come See Us:
On Saturday, after your shift is done please come to Caribou Highlands and take in the atmosphere, watch runners finish and have some food with us, we will be serving Chili.

 



–HOMEWORK–


Your Homework Before the Race – If you would be so kind…
:

  1.  Please let us know what extra type of food items you are planning – if you have anything vegetarian or vegan you will have a few runner friends for life!
  2.  Please let us know what time you plan on arriving at your aid station.
  3.  Please shoot us a text on your way to or once you arrive at your aid station (the later only if you know you have cell service at your aid station) this will help us to verify that there is someone there to get the aid station open.