This email will thoroughly cover many aspects of this weekend. Please set aside 5 minutes to read it - it will also provide insight into much of what it takes to produce the event.

First, let me say THANK YOU for offering to volunteer. All volunteers will receive Dodge the Deer pillowcases.

Last year we had 197 pre-register. This year we are over 340. That speaks for itself.

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CREATING DODGE

Community Support
Collectively, Price Chopper stores have donated $100. We have gift certificates from Butcher Block, Peaches, The Pottery Place (formerly Color Me Mine). Brueggers is donating 300 bagels and UAS at UAlbany/Coca Cola has donated 300 bottles of water. North Face, in return for A.R.E.'s support of their ultra marathon last weekend, has donated several hundred dollars worth of merchandise. Party Warehouse has donated balloons and given us a discount on the helium tank. The costumes are rented from Capital Costumes in Guilderland. Lastly, HMRRC has given us $1000 as part of their Grant Program.

Work so far
On Wednesday, Dennis Harrington, Chris Nowak, Brian Sitt, worked on creating poster "easels" (similar to saw-horses), assembling the "inspirational sign holders", and Brian also did a phenomenal job cleaning the new trailer, which had its artwork put on yesterday. Yesterday, Paul Mueller and David Newman painted the easels and picked up more supplies while John Kinnicutt took care of arranging copies of Hairy Gorilla and Summer Trail Run flyers.

Inspirational Signs
This is one of the many ways in which our events go the extra step - we will have about 50 of those mini-billboards, and we need things to put on them. They can be ANYTHING you want. If you find yourself with some time, here's the specifics:
  - Should be on regular paper but in LANDSCAPE (horizontal)
  - Cute and funny text saying things like, "Welcome to the Jungle",   "Deer Crossing", "Bears, next 2 miles", etc. Add pictures or whatever you like.
Please email these to Paul Mueller: mueller84@gmail.com. He will be printing them and assembling the signs Friday evening.

Posters/Mile Marks
The last two years of poor weather has ruined many of these signs. These will be redone Friday night.

The Musical
Last night was our first rehearsal. This year, Ben Nelson is Dodge, Sam Foster is Chase, and Chris Chromczak is Bully. We need hunters and a victim. We will do a short rehearsal on Sunday morning. Please email me if you would like to participate. This will occur at 11:10am on Sunday.

Saturday Packet Pickup 12-4pm
We will be at the park from 11am until about 4:15pm setting up and holding packet pickup.
At 2:30pm we will offer a course jog. If you would like to be part of this, come on down!
Please sign-up on the ARE Event Calendar to indicate you will be attending.

Saturday: Making the award cookies
Emily Gravelle and friends will be making the delicious award treats for the speedsters.

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EVENT ASPECTS

FIRST, please visit HERE to see what your assignment is.

ONE QUICK THING
If you find yourself with "down time" on event day, be pro-active. Feel free to greet people in the parking lot or help direct participants towards registration. Assist at the refreshments table. Cheer on kids in the fun run. Get into it! :)

PARKING - Parking Map
VOLUNTEERS --> As of now, you will park such that you are blocked in by event participants. This is to maximize parking space.
Parking is extremely important! We will have several parking attendants who need to work as a team. Brian Stitt is in charge of the parking staff. Those working this should begin at 8am unless you are scheduled to arrive later. More info about this when you arrive on Sunday.

REGISTRATION / "PACKETS" (Headed by Brenan   Tarrier)
Pre-registered runners will receive their numbers inside of a clasp envelope. These "packets" are being stuffed tonight and will also contain four pins, information for HGH/STRS/Trail Running Camp, and some other flyers.
To accommodate all the pre-registered runners, we will have four separate lines arranged by last name letter ranges. (Ie. A-F, G-L, M-R, S-Z)

Please visit this link for a schematic of registration.

All pre-registered runners receive a towel. We will have some available to late-registrants on Saturday. There will be no towels available to late-registrants on Sunday. Once a runner checks in at the pre-reg table, he/she should be directed to Sara Brenner/Kelly Virkler for towel collection.

KIDS ACTIVITIES (Headed by Emily Gravelle)
We will have several options for the kids, including pin-the-tail on Dodge, a bean bag toss, as well as arts and crafts activities. This will run from approximately 8:30am until 11:30am. Corinna Smolinski will have the ribbons for distribution in both kids races. Emily --> We need to ensure the tails stick.

REFRESHMENTS (Headed by Neil Snedeker)
We will have bagels (+ toppings), bananas, oranges, as well as hot dogs/burgers/veggie burgers. We will have two hot water urns for hot cocoa and instant coffee. Andrew Martini will pick up the bagels from StuyPlaza at 7:55am. Bagels will need to get sliced, oranges quartered, etc. If you are working refreshments, please ensure the area is clean, the bin of waters is stocked, and smile smile smile!

MERCHANDISE - (Headed by Amanda Thornton)
This table will include all Dodge the Deer and ARE Merchandise. (Apparel, our new car stickers, socks, etc.) Andrew Giannetti will assist Ms. Thornton and Amanda Long will help following the close of registration.
Individuals will be able to join the club at this table using our club brochure.

VOLUNTEER MANAGEMENT - Mary Bovenzi
The new ARE tent will be volunteer check-in and HQers on Sunday. When you arrive at the park, please go there FIRST to check-in with Mary. She will give you a "Dodge the Deer" shirt from a previous year. Please wear it. She will then direct you to your supervisor. IF you have 'down-time', hang out near the tent. There is always a need for extra hands at various times. You will receive your pillowcase from Mary after the race is complete.

COURSE MARSHALS (Headed by David Newman)
The Diaper Dash is 200 meters. It starts at 9:15am and runs around the main field. The mile and 5k are the same courses as last year, sharing the same start/finish. All course marshals (Mile/5k alike) will meet at 9:15am at the ARE tent.

FINISH/TIMING - (Headed by Paul Mueller)
There will be many people at the finish with very specific jobs. Please see the Finish sheet on the volunteer spreadsheet.
NOTE: Some people working the finish are at registration until race start.

MUSICAL - (Headed by Josh Merlis)
This will precede the awards, starting at about 11:10am --> it will end with the Mr. and Mrs. Dodge award being presented

AWARDS - (Headed by Mary Bovenzi)
The cookies will need to be on display. In addition, we will have North Face merchandise to the overall winners.
We also have special awards for the fastest couple, youngest/oldest finishers, middle of the pack, last place.

SETUP OF PARK
There are several different aspects to setup.
  1. The start line
  2. The finish line
  3. Marking the course
  4. Putting the billboards on the course
  5. Placing balloons around the park
We will meet at 7am on Sunday, break into groups, and get 'er done.
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OVERVIEW OF THIS WEEKEND

Friday, 4/18/08
Paul Mueller and Brian Stitt are picking up the food for the BBQ.
7pm - Packet Making / Event Prep / Car Loading @ My House

Saturday, 4/19/08
  - Pick up fruit (Ryan's Produce),  
  - Cookies production.
  - PACKET PICKUP is from NOON-4PM
  We will arrive at the park at 11am to setup.
  - Course Jog at 2:30pm
  Volunteers are needed - please sign-up on the website. Volunteers need to jog the course, do registration, kids activities.

Sunday, 4/20/08

BY 7:00am - SETUP crew arrives at the park
  -----------------------> 7am meeting to begin setup
  BY 8:00am - Registration Volunteers arrive at park
  -----------------------> 8am registration opens
  BY 8:45am - Course Marshals arrive at park
  -----------------------> 9:15am course marshal meeting
  [7:55am - StuyPlaz: Pickup 25doz b. (Brueggers) grab napkins/knives

  9:15am: Diaper Dash 200m Race
  9:30am: Kids Mile Fun Run
  10am: Dodge the Deer 5k
  11:10am: Musical + Mr. & Mrs. Dodge
  11:20am: Main Awards
  11:50pm: Breakdown
  12:30pm: Six years of Dodge the Deer complete!

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So what should I do now?
  Make sure you know:
  1. What time you are expected to arrive
  2. The full extent of your duties (when/where/what)
  3. Who the head of that duty(ies) is(are)

Let me end this email with a tremendous thank you for taking the time to be a part of this event - it IS going to be great, and it could not be done without each and everyone one of us working as a team.

All the best,

Josh Merlis