Points to Ponder (from Aldene with comments from Jen VM, Lisa Hern and Lisa Campbell, Rob Jensen)

What Should be Done Differently Next Year - suggestions following May 16 Evaluation Meeting

Setup:

Table and chairs needed for Kid’s Registration (this was requested, but not fulfilled)

Signage for Volunteer Booth (we had a sign but it never left Gordons’ garage) New permanent sign for next year?

Table for coffee and food near Volunteer table.

Table needed for Bike Parking (Gary had provided extra tables and chairs that filled in the gap)

Bike Parking area should be staked out with “caution” tape or the like

Prize Distribution Signage: (suggestions from Lisa Campbell, prize distribution coordinator)

-Prize “Prime Distribution" sign
-Podium Photo Waiting Area (“Have signs that can be mounted on the 4 right supports for the shade pavilion or on the metal fencing at eye level. My tabletop sign was nice, but NOT visible enough. Too many people would congregate in front of it, blocking it.”)
-The Volunteer Booth needs a banner too! (“There were at least 14 instances during the day, where people approached because they thought we had toilet paper, garbage bags, T-shirts for sale, Lunch, or medical assistance.”)

Motorcycle:

Be sure all lunches are distributed. Not all marshals received lunches this year. (note below.)

Volunteers:

Instructions need to be made clearer: Everyone needs to sign in at the Volunteer Booth before going to their post. This is a USCF requirement

Volunteer Coordinator needs to know who is where (perhaps having a map for check-off to be sure all marshals are there?)

Last-minute switches could be made to cover all areas adequately.

The table must be well marked, visible and in a prominent place.

(from Rob Jensen)We were very disappointed that more than half of the afternoon volunteers didn’t sign in. Some who didn’t sign in simply just went to their assigned location, and some just didn’t show up at all, but we didn’t know which. Most of the problems were with Course Marshall spots. Since so many didn’t sign in, we had no way of knowing who was out there, and who wasn’t until I abandoned my post and walked the whole course to find out first hand what course marshals were in place and then moved people around to make sure everything was covered. As part of volunteering for next year, Lisa and I would like to contact all volunteers during the previous week before the race to make sure that they
A) know what is their assignment
B) know the times of their assignments (I couldn’t believe how many course marshals expected to be relieved at noon when the shift went to 1pm)
C) remind them that they need to check in before going to their posts.

Photo:

Will not be taken on race day.

Make-up photo shoot for 2007 will be announced.

Primes:

Solicitation of primes should stop one week before race day. We need to assess what primes racers prefer and whether local gift certificates are used.

Bagels: Could coffee person buy those the day before?

Cat's Hill Volunteer feedback from Matt McNamara

How to make job better: I think we need to do a couple of things to improve...

1. Eliminate job specific sign ups - determine how many slots you need for each time and have people sign up for a time, then put them where you need them for their time slot. They get their job when they sign in...eliminating the 'sign in' problem too.

2. Get categories involved - have each category take on one job that occurs in the weeks before the race - prime coordination, race course notifications, vendors, etc..you can also offer to do category jobs on race day (eg 4's are marshals - incentive to upgrade! lol).

Next Year: I'd like to see things not come down to last minute. If that means elite's don't race ...ok...but don't single us out for exclusion from the race....make it a stronger team effort. We've been able to rely on Barry/Aldene/Michael/etc too much so it has lost the 'team' feel....that and truly revise the handbook to make it more user friendly. Maybe create some online training tools/videos/etc that we can send to people. U dunno....seems that the race is getting bigger...maybe we need to parntner with another team to help with staffing. start recruitment earlier (incentives for early sign up, extra jobs). Eliminate one off check writing for race entry - just add it to the race reimbrusement schedule. If they don't qualify for race reimbursement in general then don't make Cats Hill a 'special' exception.
more radios,
more signage,
more brooms,

Cat's Hill Volunteer feedback from Dennis Hopp

Job: Course set up lead - tape markers

What went well: My team was prepaired prior to race day. We had several discussions on steps needed to be done for race day.

How to make job better: Better pre race communication. Mike and Aaron had done a course walkthrough Wednesday before and I was not aware of it. I would have liked to be on that walkthrough.

Next Year: Yes, and also assist in the overall set up of the course.

Other comments: From my perspcetive, everything in the end went well.

Some of the Pro1/2's would like to see an increase in prize money for the race. I can also assist in selling the races to sponsors, and also My wife would like to be either a prime sponsor or race sponsor (Women's race)

Cat's Hill Volunteer feedback from Marie Marinovich

Topic: Lunch Pickup/Course Marshall Fill-in

What went well: Instructions for lunch pickup were fine. Went smoothly with Whole Foods who made the donations. Nice day.

How to make job better: I wasn't assigned to course marshall duty but helped volunteer coordinator with jobs that had no shows....mostly course marshall. Ended up floating around the course for several people that worked the morning course marshall shift, but who's afternoon relief didn't show up. Covered for about four different volunteers who's shift was over. Seems some corners had more course marshall's than necessary and could have been reallocated to those spots where the marshalls were no-shows.

Have a course floater available for the volunteer coordinator to make rounds on the course and report back what's happening (i.e. missing course marshall's, too many marshall's on one corner, etc.)

Next Year? I enjoyed being one of the course marshalls.

Cat's Hill Volunteer feedback from Jennifer Van Muckey

Job: Kids Race Coordinator

What went well:
1. Registration ran smoothly-location was good and having two people this year made the process faster for kids and parents.

2. Attendance was great-we had 106 kids..too many actually.

3. Volunteers were reliable and helped where/when needed.
How to make job better: 1.Limit field size- for safety and time available I think we should limit total number of kids to 75-80 (we had to turn people away this year which led to some upset parents and kids, it was not a good situation).

2. Emphasize field limits and reg closing time in the pr announcements (many people came after reg closed)

3. Clearly define the staging area- with so many kids it was chaotic getting them organized by age group.

4. Clearly define where kids should stay once they come off the course to wait for a parent...we'll need a volunteer to chaperone. Also, define a process of reuniting kids and parents if they become separated as we saw this year.

5. Provide a bullhorn for the kids start line- it's really loud with that many kids and parents, so to give instructions etc was very difficult.

6. Improve kids race announcement so the course stays clear and people know the race is starting.

Would you do the same job next year? Yes

Cat's Hill Volunteer feedback from Barry Gordon

Jobs: permits, insurance, sponsorship, booths, toilets, neighborhood relations, registration forms,etc.

What went well: Weather was great. Title sponsor SugarCRM had a great time. Sold two races for 2008.

How to make job better: Make sure that people that sign up on the membership form to work the Cat's Hill understand that this is an absolute commitment.

Want same job next year? Yes.

Other comments: The President of the LGBRC should get a raise!

Cat's Hill Volunteer feedback from Kris Litster

Job: marshal, top of the hill

What went well: This was a great location both for watching the race and for volunteering.

How to make job better: Too many racers tried to go back down the hill after dropping. It would be helpful to warn cyclists explicitly against this at the start of the race. Once they're moving down the hill it's already too late.

Cat's Hill Volunteer feedback from Anne Ng

Job: As BOD member of SVBC (Silicon Valley Bicycle Coalition), Organized Bike Parking at Cat's Hill Bicycle Race

What went well: As I reported to SVBC, "We parked 57 bikes and collected $39 in donations. The weather was perfect, and we got to watch the racers whiz right by us at Turn 6 like a cloud of hornets every couple minutes or so on their numerous laps of the course. The race folks provided us with t-shirts and Whole Foods lunches. The SVBC bike racks worked very well." Our bike parking service was well received. Seven volunteers got us through the day. The lunches (excellent Whole Foods sandwiches) were a very welcome surprise.

How to make job better: We had no curb space reserved for us, so it was pure luck that there was any space at all. When we had more than 20 bikes in the middle of the day, we had to set up a rack across the street behind the DART truck. Please arrange for at least 60 feet of curb space to be reserved for us on the south side of Bachman just east of Tait. The homeowner there supports us, so will not object, and has offered to provide water via a hose next year.

Would we participage next year? Yes. I hope we could increase your payment to us.

Other comments: Although the crowds seemed smaller than last year, we parked more bikes (59 this year, 36 last year) and I assume that trend will continue as folks expect to find us there. Thanks for the publicity on your web site!

Cat 5 Race Participant, John Houston

Hi there;

I thoroughly enjoyed my day at Cats Hill- being my first
season racing I entered the Elite 5 and the M35+ 4/5 and my 2 kids also
took part in the under 6 race and they both enjoyed it immensely. It
has to be the best organised and most "fun" (if going up Cats Hill 12
times can be called fun) - race events I've attended.

The speedy results, online pics and videos are also indicative of an
extremely well organized event.

Well Done to all involved. I'll be back next year!

Cat's Hill Volunteer feedback from Steven Reid

Topic: Floating Marshall

What went well: Ehh it was alright, I wasn't expecting a drastic shortage of workers. I did my job and enjoyed it, but it annoys me that people flaked.

How to make job better: people just have to be honest with themselves and each other. Otherwise it won't work.

Next Year: Absolutely! It was nice to be able to move from place to place, and not be obligated to a single spot for 5 hours.

Cat's Hill Volunteer feedback from Jen Whatley

Topic: registration

What went well: smooth registration, short lines, helpful volunteers, LGBRC worked together to find missing kids, full kids race, great to see people I haven't seen in a long time.

I liked the pro races earlier in the day. The fans seemed to like it too.
How to make job better: Publish a good procedure for parents to follow if they can't find their child at the end of the race on the kids' race map and explain it to parents when they register. Let all registration workers know the procedure so when the kids race reg workers are gone, the regular reg workers know what parents have been told. It seems checking in at registration or with announcers at start/finish would be the best place so announcements can be made on the speakers as well as on the volunteer radios.

There were so many pre-reg racers and very few same day racers compared to previous years. There might be 5 people in line for pre-reg, but no one for same-day. I had little to do most of the day. I didn't feel that valuable. If pre-reg numbers are high again next year, perhaps the pre-reg numbers could be split up by alternating races so the numbers can be broken up into 2 different bins. That way I could have helped more with pre-reg. It was too busy for 4 of us to try and get into one bin at the same time. But if there were two bins, two of us could share a bin. And then the person on the end could also do same day when needed.

Do the same job jext year? Sure.

Other comments: The dad who couldn't find 2 of his boys was talking with the police while we had one of the boys at start/finish. Is there a process for police checking in with us?

There was a little lip service over having just one woman's race.

Downtown Los Gatos seemed more crowded to me this weekend. I found that interesting.

I had a great time!!!

Cat's Hill Volunteer feedback from Roger Reid

Topic: Corner 2/Apt. Marshal(Appointed @ 1:00 PM)

What went well: Easy stuff. Not much to do but lift flag when riders approach. Very little, if any pedestrian traffic. No radio responsibility.
How to make job better: Don't have any.

Would you want the same job next year? Not really.

Other comments: Don't remember "signing" in to start, but signed release forms with Rob. Originally signed up for Turn 6 Marshal, but someone else took it. Don't know why. Seemed odd that someone else took the job when we supposedly had a shortage of personnel. No, I was not late.

Cat's Hill Volunteer feedback from Aldene Gordon

Main Jobs:
·Maintained website beginning in January
·Designed and produced: T-shirt (front and back including replicating logos), posters, 2 large banners for LG displays, spectator brochures
·Constructed and installed stand-up displays for Crossroads Bicycles and Chamber of Commerce windows - (involved collecting photos of past CH races)
·Procured volunteers' lunches from LG restaurants
·Passed out posters in Los Gatos
·Collected primes, processed primes for announcer and prize distributors (spreadsheet, 4x6 cards)
·Take follow-up thank-you letters and Tshirts to LG donors and Weekly editor.

What went well: All went well except passing out posters in Los Gatos and collecting primes. I feel I didn't do a thorough job in either of those areas.

How to make job better: I'd like to pass off Prime Collection to another person or persons. (I would still organize primes during the week prior to the race, starting when a new prime collector gives me a spreadsheet with primes listed.) I'd also like to have assistance in passing out posters in LG.

Next Year? I would still do all the web and graphics jobs. Perhaps someone could take over collecting primes.

Other comment: Though it was disheartening in the days before the race to see the number of unfilled marshal jobs increase, it was WONDERFUL on race day to have so many first-timers take hold and fill in to cover for those who didn't show up.

Cat's Hill Volunteer feedback from Melina Cacciurri

Topic: Awards Booth Assistant
What went well: The awards booth was very well organized by Lisa and Bob.

How to make job better: A bigger sign or better direction for the racers coming to get thier prizes would have helped the traffic.

Coordinating format of race with the announcers/statisticians and those logging the data would have helped the process run more smoothly. Each group seemed to have a different way of organizing the data.

Would you do the same job next year? Yes

Other comments: Make the awards stage more easily accessible to the awards booth/waiting area.

Cat's Hill Volunteer feedback from Doug Pearl

Topic: start/finish area cleanup crew

What went well: There seemed to be more than enough people around for the cleanup and everyone was contributing. Nobody was goofing off.

How to make job better: In terms of the specific tasks that needed to be completed, some people weren't sure what to do next. Might have helped to plan it out a bit more, though it got done pretty quickly anyway.

Would you do the same job next year? Yes but will probably also do course marshalling, or something new.

Other comments: Couldn't ask for better weather!

Cat's Hill Volunteer feedback from Beth Butrymowicz

Topic: course marshal

What went well: I think the role was pretty easy but very important. It was well explained to me what my responsibilities would be. I was glad people came around to check on us to see if anyone needed to be relieved and they brought around bottles of water. Thanks!

How to make job better: definitely bring water again. it was warm so it was needed. all around i thought this was great. Would it be helpful for the volunteer's shirts to say volunteer on the back...that way people there to attend or race know who they can get in contact with for help???

Next Year? I would but I would rather do something else. I like to learn new things and have different experiences when i go back and do things I’ve done before. if not, i'd be happy to do the course marshal again (that is if I don't race!)

Other comments: very well put on event. If possible it might be interesting to have speakers located at some of the spots other than Cat's hill/start finish where people like to check out. Maybe near the field at turn 5/side c. It seemed like there were a lot of people there checking out the event.

Cat's Hill Volunteer feedback from Mark W Davis

Topic: Turn 3 marshall

What went well: Very easy to check in and organized. Radio communication was good, except for trouble hearing due to the 2 gigantic speakers pumping out music 10 feet away.

How to make job better: More water and food - I worked the corner for 5 hours in the sun and was brought water once. Redirect the speaker system so we can hear, or provide ear pieces..racer/spectator safety is more important than cool music.
Sandbag the barricade system set up at the nicholson corner - continually blew over in high wind.

Next Year? Yes.

Other comments: Don't do pictures that day or that early - sucks having to get up for a 6:30am shoot the day of a 9:30am race...

Overall, this a great day of racing and watching racing. my entire family came out for the first time and commented on how organized and fun it was. Not sure what happened to the pro field size and spectators...seemed to be a lot fewer than last year....maybe additional advertising or larger sponsor prizes????? not sure on this one

Cat's Hill Volunteer feedback from George & Christina Fuentes

Topic: race prize distribution

What went well: All went smoothly. Lisa was very helpful along with Milena.
How to make job better: I'm not sure how top three riders are informed to report after race for photo. Are they told during pre-race instructions? Just a minor observation

Would you do the same job next year? Sure, if it doesn't conflict with my race schedule

Other comments: No suggestions, this is one of the best organized races around. The racer numbers with the name of the race/sponser was a nice addition

Cat's Hill Volunteer feedback from Buffie Stark

Topic: Prize Asst

What went well: Volunteer desk expected me and knew where to send me. Good training by the morning volunteer. Good oversight and help by the lead prize team (Lisa and Bob Campbell). Nearly all prize winners were happy with the entire event and were very pleasant and thankful when they presented to our desk which shows that the event planning was good and other volunteers were doing their jobs well.

How to make job better: The flow of documents/data could be a little more streamlined. I gave one recommendation to Lisa which she incorporated into her summary. I'm sure there is more that could be done though, as we received a hand-written list of results from the finish line and then had to handwrite it again for someone to type onto a computer.

Would you do the same job next year? Sure. I would also be open to doing more pre-race work. I have a fair bit of project mgmt and process improvement experience so could potentially be used in a number of ways.

Cat's Hill Volunteer feedback from Steven Woo

Topic: Race marshal turn 3

What went well: food delivered promptly by moto if you are on duty. got clear short instructions on duties. finished cleanup by 7:30.

How to make job better: should send out email before race day with some tips (drinks/hat/sunscreen/chair)/instructions, maybe I missed or ignored it, but new members may not know about getting the tickets for the shirt and food, that they get food. could have used more water while on duty.

Next Year? sure.

Other comments: the kids race is competing against something with a twenty year tradition during almost the same time slot.

http://www.lgparentnursery.org/FFaire/FantasyFaire.htm

should not ask the same people to do so many things, should not have asked Chris and Darrel to work an extra day to take the trash, if we had paid someone to pick it up, we had the money allotted to pay someone to pick it up.

I know it's stressful and a lot of responsibility but I think it would be helpful to have a more positive attitude when talking about getting people to work the race. Listening to Mike talk at the last meeting was kind of depressing, the people that show up to the meeting are the last people that need to be browbeaten into volunteering, we are preaching to the choir.

Cat's Hill Volunteer feedback from Yvette Quiros

Topic: Marshall Top of Cat's Hill

What went well: Having a GOOD Attitude...

How to make job better: The crowds at the top of Cat's hill (between Ellenwood Ave & Nicholson) kept getting right in front of the racers when they came up the hills which was hard to control at times and makes for a nasty crash (pedestrian & bike racer going 5-25 MPH.ouch..) so it might be a good idea if we form a barrier -walkway (hay bails) between the already closed cross streets. This would force spectators to watch at a distance..

Would you do the same job next year? Maybe, I may consider doing the T-shirt thing next year.

Other comments: a marshall at top of Cat's hill need a BullHorn, very hard to tell riders not to ride back down the hill if dropping out of the race.

Cat's Hill Volunteer feedback from Tim Montagne

Topic: Course Closure Supervisor

What went well: Michael Rowe's map for course set and and closure helped tremendously. We were 4 people closing the course. Using the map we could have two 2 man teams circulating the course and closing it sequentially.

How to make job better: I would re-arrange the timetable and map to divide the course into "upper" and "lower". One team would go around the lower course twice without stopping and do the sequentail closure. The lower can be done on foot. The upper course would also be done in two laps without stopping, closing it sequentially. Clarifying this will help the next closure team.

Would you do the same job next year? Sure.

Other comments: Very well executed from start to finish. This is the best organized team and race I have ever been involved with.

Cat's Hill Volunteer feedback from Jun Aishima

Topic: Corner 2 marshall (1pm-end), but also did bell-ringing before that

What went well: No crashes in my corner, residents and spectators were all pretty reasonable.

How to make job better: Tell residents that they can get their cars out between races explicitly, not by time. I had a resident who wanted out at a particular time according to the schedule.

Would you do the same job next year? Sure, but I probably won't be here. (Moving to U.K.)

Other comments: Seems like there were other races going on, the fields were a bit small, especially the pro/1/2. Hopefully there will be less conflicts in the future.

Cat's Hill Volunteer feedback from JD Clement

Topic: neutral support

What went well: You guys did a great job this year in setting up fencing around the support pit so racers would not run through the area around wheels and bikes and all that stuff. It was a great day and keep up the hard work for next year.

How to make job better: I would move the date so that is does not fall on tour of Gila and Wildflower. (If the city allows it). It seemed the crowd was a little smaller than last year. That might have been why.

Would you do the same job next year? I will be there, ofcourse.

Cat's Hill Volunteer feedback from Kevin Worley

Topic: Turn 1 marshall

What went well: No crashes! ;> Everything went well in terms of communication. Walkie talkies worked well.

How to make job better: Not sure three people are needed. Two would probably work.
A little better pre-planning for the kids race would help.

Would you do the same job next year? Sure

Other comments: Good job by all

Cat's Hill Volunteer feedback from Mike Whitlatch

Topic: Marshall turn 5

What went well: It was a beautiful day to start. The fans were very cooperative when asked to move to and from certain areas of the course. The support staff was gracious with water, snacks etc. I enjoyed it very much!

How to make job better: Provide the marshalls with more info as to bell lap, winner of each race etc. Fans were asking and I had very little info.

Other comments: Great job coordinating the race and everything that went along with it...thanks

Cat's Hill Volunteer feedback from George Sikich

Topic: Race marshal

What went well:

How to make job better: Trash. All the bins were full and overflowing, we need a process to empty them during the day. I found myself picking up trash on cats hill between every lap, the wind didn't help.

Other comments: Strippers would be nice but let's not push it.

Cat's Hill Volunteer feedback from Kalen Gruber

Topic: Lead Volunteer cleanup, wheel pit (5 races), course marshal, Mike's helper

What went well: Totally fun day. My volunteer crew was awesome--we knocked all our duties out in record time then accomplished many other items to assist other teams (taking down fencing, removing no parking signs, removing tape, stacking, sorting, etc). Event was beautifully run.

How to make job better: Three quick comments:

USA Cycling Rule 1M1: no heat or start of a race may be started before the time stated in the official race announcement except with the consent of all registered riders in the heat or race. *The master's race, 35+ 4,5 started at least 5 minutes early causing 3 riders to arrive after the group had left.

Free Lap Rule (published at USACycling.org): A rider who crashes, flats or has some other mechanical problem, however, may take advantage of a free-lap rule to repair their bike, proceeding to a repair pit and re-entering the pack in the position he or she left it a lap later. *The chief ref (the lady) had no clue how to interpret this and it was a great frustration to both the riders and the wheel pit. She physically blocked the rider until the tail of the pack was parallel to the rider being pushed back in...totally nuts when the pack is going at least 30mph across the start/finish stretch. I informed her that her interpretation was incorrect and that the rider must be safely returned to their position at the time of the mishap (or at least entered to where they can successfully get back on the pack) but she insisted she was right; it's been my experience that this woman is hardly ever correct. Get rid of her.

Music: The sound system was just fine (a bit loud if you ask me...) but the choice of music didn't come close to matching the type of crowd we had. Play what you'd feel comfortable playing at work is a good guide. Not Metallica, Guns n Roses, Megadeath, etc. I counted 15 obscenities during a single race over the period of 3 songs. Not good. If I noticed it, I'm sure the crowd did as well.

Other comments: Yes, let's work on how the core team represents the duties of the race to the club. I'd like to see positive reinforcement, encouragement and set the stage for a happy and fun event. Negative talk discourages our club members from doing more than what is required.

Cat's Hill Volunteer feedback from Chris Tanner

Topic: Racer Registration - Afternoon

What went well: Registration is pretty orderly at Cat's Hill. The lines were short for the racers, at least in the 1-5pm slot, so everyone was well mannered. Short lines are key to keeping people polite.

How to make job better: Several large containers full of water near registration would be good. Many people asked us for water because they couldn't find a source around the course.

Other comments: We had a few riders register for a second race and they were surprised to find it was only a $10 discount instead of a flat $10. This is somewhat out of line with other races. I observed that for the value of the prize list, several racers felt the fees were too high. While the guys still paid to do the second race, it could be why some of the fields were down in size.

Cat's Hill Volunteer feedback from Dan Hicklin

Topic: Course Marshall Turn 6

What went well: Pretty much everything, except for allergies.

How to make job better: I really can't think of anything (have less pollen).

Other comments: Everyone I talked to had a great time and had nothing but compliments for the club and the event.

Cat's Hill Volunteer feedback from Rick Adams

Topic: course marshall

What went well: most everything

How to make job better: The marshall at the top of the hill must stop every rider from riding down the hill. I was the Apricot Lant marshall and the number of time I saw the the top of hill marshalls let folks ride down the hill was scary! Top of hill marshalls must receive SPECIAL TRAINING or a stern lecture (both sets morning & afternoon -- afternoon were worse that morning)

Cat's Hill Volunteer feedback from Lauren Tompkins

Topic: Morning registration (+setup)

What went well: The system was very efficient at getting people registered, and i thought it was pretty easy to get up to speed.

How to make job better: I was working at both same day and pre-registration which was a bit hectic and confusing in the earlier part of the day. I'd recommend not having someone do both because there is a higher risk of mistakes.

Cat's Hill Volunteer feedback from Steve Stewart

Topic: Marshall Corner 5

What went well: Very well ran race again this year. Everything went smooth, no problems.

How to make job better: I think we need to devise a better way to engage the spectators around the course. Nobody know's who anybody is and nobody ever know's who's in the lead, breaks, or what is going on in general.

I know it's a complex issue, but having the rider list with team and bib#'s would help people like me. However, I really think major races should have a PA system that broadcasts the race action to the crowds around the course, not just at the start/finish.

Other comments: I didn't see how it ended up, but I felt that the snow fence on the southeast side of the start finish should have extended further to keep people from accidentally or otherwise stepping out on the course. It's the fastest and most dangerous area of the course.

Cat's Hill Volunteer feedback from Kwan

Topic: t-shirts sales

What went well: this year turn out was lower. But we still got good sales on t-shirts. T-shirts were pre-sorted in advance to separate those for volunteers and for selling. So there was no mix up or unexpected run-out for each category.
I've keep a good accounting on what's being sold, what's being given away for free. So we'll have a better planning next year.

How to make job better: Minor: some volunteers worked on Friday only and they did not get the blue ticket. I only passed out t-shirts to volunteers that have blue ticket. So I've to rely on their word that they actually volunteered. Not good. Need to find reliable way to give out t-shirts for Friday workers.

Other comments: spectators turn out are down this year. Not sure why? (conflict w/ Cinco De Mayo?)how do we get more spectators next year?

Cat's Hill Volunteer feedback from Kimberly Fong

Topic: Stage Area Worker

What went well: I got to turn lap cards and stand really close to the start/finish to see all the exciting stuff! There was good food and refreshments for volunteers, and it was actually fun to work and watch everyone race at the same time!

How to make job better: I had to leave my post a tiny bit early to warm up for my race, so maybe it would be good to make the volunteer shifts line up with race times.

Cat's Hill Volunteer feedback from Tom Young

Topic: Road Closure + Post-race cleanup

What went well: Great to see the way everyone pitched in! No one said "not my job"; everyone just seemed to cooperate to get it all done

How to make job better: Timings on the road closures could be clearer. Currently it's done in two waves - at 8:30am and by 9:25am. Would be great to know if there are any other constraints on those times, like for example if our permit says that we can't close some roads earlier than some given time.

As we only have a few workers and a lot of ground to cover, the two waves are hard to keep separate - by the time you've done the first wave, you have to start closing the roads in the second wave immediately to meet the 9:25am cut-off. Doing it all in one wave (say by 8:30) would be much simpler, but might be too early for residents?

Cat's Hill Volunteer feedback from Warren Eide

Topic: marshall

What went well: The crowds and racers were very positive!

How to make job better: more planning for the volunteers. It seemed like a couple of times we were flying by the seat of our pants

Other comments: Everybody from LGBRC was willing to jump in and help which was great

Cat's Hill Volunteer feedback from Carmen

Topic: cross walk and children's race

What went well: I originally was signed up to be an exit worker. There were 3 other persons working as corner marshalls where I was supposed to be watching for the exiting cyclists. So I was moved to be a cross walk guard... which worked out fine.

How to make job better: Were there too many persons signed up for the same job?

Other comments: From an observers point of view everything appeared to run very smoothly. There did not seem to be a shortage of help and there wasnt alot of chaos and disorganization... so good job covering it up if there was. I didn't notice it.

Cat's Hill Volunteer feedback from Romain Clement

Topic: Marshall

What went well: Pretty much everything. My work has been well defined.

How to make job better: As much as possible, it would be good if we could have a higher turnover. Instead of staying during 4/5 hr at the same position, if we could move every 2hr, it would make things less boring.

Cat's Hill Volunteer feedback from Kerry Stivaletti

Topic: Kid's race registration

What went well: Great interest in this event.
Everyone very thankful that this event was happening.
I spent four hours talking with little kids. :)

great fun. Definitely made us seem part of the community.

How to make job better: Make sure to cap the number for each category. We ran into some uncomfortable situations where people came to the table at 12:05, wanted to register, but could not because of number limitations. Note the number limit on the website and ensure that the sponsor does not state their is "pre-registration."

Better advertise t-shirt sales.

Maybe have a third person as well if numbers are increased. Jen and I were busy for 4 hours non-stop.

Cat's Hill Volunteer feedback from Chris Coble

Topic: Friday night course set up

What went well: I drove stakes into the Start Finish area.

How to make job better: No one knew what jobs needed to be done once stakes were in.

Other comments: I wish i knew what else to help on. I did not want to just stand around.

Cat's Hill Volunteer feedback from Lori Alvarez

Topic: Clean-up crew

What went well: Everyone pitches in.

How to make job better: No clear job to do. Just did whatever was needed.

Other comments: Nope.

Cat's Hill Volunteer feedback from Mike Odenheimer

Topic: turn 1 monitor

What went well: The concept of having the kids wait for their race at turn 1 and having the teens exit (the race before the kids race) at turn 3 was great.

How to make job better: have lunch delivered

Cat's Hill Volunteer feedback from Holly Roberts

Topic: Registration (8-12:45)

What went well: The numbers were great. Easily marked in separate folders, and when the race group was closed, we simply turned the folder backwards. Very smooth. Also, having multiple lists to go by, so we all didn't have to fight over a single list was great. The rulers really helped too!

How to make job better: Make SURE that the people working reg LOOK at the license number and verify it matches the person you're giving the number to. I tried to double and triple-check race numbers so I didn't goof, and then I saw it happen with a Rob Evans (since there are 2 of them), and it became super clear WHY we're supposed to check the license # for the person and verify it with the group they're reg'd WITH, not just make sure the people have a race license.

Other comments: Uh yeah. Next year I'll be sure to get to the course at 6:30 for the team pic, instead of 6:46. I can't believe I missed it.
I heard and have seen A LOT of comments about how well the race was run, and how speedy the results were up, top 3 called to the podium, etc. I think the club does a most excellent job with this race.

Cat's Hill Volunteer feedback from Mike Perez

Topic: Friday: load-up. Saturday: pre-race set up

What went well: I was actually surprised with how well organized the event was. From a logistical standpoint I thought the Friday load-up and Saturday set-up went very smoothly. The leads were well briefed and able to direct their crews efficiently.

How to make job better: ??????

Other comments: I thought Cat's Hill was a great success, and I am definitely proud to be a part of it.

Cat's Hill Volunteer feedback from Lisa Hern

Topic: Volunteer Coordinator

What went well: Those who showed up were ready to help. The helpers covered multiple bases like ants at a picnic.

How to make job better: Volunteer Coordinator needs to do a number of things better next year, including, but not limited to the following:
1. Bring laptop for use of electronic database or spreadsheet to keep track of:
A) Those who show up
B) Those who do not show up
C) Volunteer Time In/Out
D) Volunteer Shift Time (Actual vs. Signed up for)
E) Volunteer sign up forms (some people simply took off without signing one)
F) Too many other things to mention right now, but basically, an electronic means of keeping track of volunteers is going to be way more efficient than a clipboard and a stack of paper!

Other comments: Volunteer Coordinator needs to remind people BEFORE the event that everyone MUST sign a form.

Also, keeping track of shows and no shows must be more efficient. Also, not to play the heavy, but those who are no shows must be held accountable in some way. . .

Also, recruitment efforts for marshals for next years race are already under way! Not kidding.

Cat's Hill Volunteer feedback from Filip Vanacht

Topic: Set-up night before, Set-Up morning crew Lead, Start-Finish Marshall

What went well: Everything went well. Start-Finish Marshall job was out of necessity as either no one showed up for the job or no one volunteered.
How to make job better: Some jobs could be done much more efficiently with add'l written instructions e.g. hanging the banners.

Other comments: Have we considered an *official* relationship with Stanford U. cycling? They could be our collegiate "feeder" team as students graduate. As part of that relationship we could extend to Stanford U. cyclists the opportunity to race free in return for volunteering.

Cat's Hill Volunteer feedback from Garrett Lau

Topic: photography, tear down

What went well: The spectators and other photographers were generally very good about not getting in the way, except at the top of the hill.
How to make job better: There should be a P.A. announcement when the kids' race starts. I missed the first wave because there was no announcement until it ended.


Other comments: 1. Porta-potties: I would recommend getting a separate handwashing station outside instead of having them inside each unit. This way, the queue would move faster and the toilets would not get filled with paper towels.

2. Schedule: Most of the spectators left after the Pro/1/2 race, and most of the vendors tore down their booths by 3:30. I don't know if that's good or bad.

3. Schedule: The masters races all finished unexpectedly early. Maybe we could add a few laps to each of them. On the other hand, it's nice to allow extra time in the afternoon races so that we can stay on schedule even after crashes.

4. The hard fence around the registration area was a good idea. The snow fence at the top of the hill seemed like a good idea, but it quickly got trampled as spectators crossed onto the course for a closer view. Maybe we need a hard fence there.