The 2024 Run/Walk Volunteer Guide is here! This guide will help you familiarize yourself with ZERO's volunteer processes and serve as a reference point for common questions and topics you may need answers to.
VOLUNTEER GUIDE
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Welcome!
Dear Volunteers,
Thank you for generously donating your time to support your community’s upcoming ZERO Prostate Cancer Run/Walk event. We are excited to have you join us for the largest prostate cancer event series in the United States. Your support and dedication are crucial to the success of this event in raising funds and awareness to end prostate cancer. A diverse array of participants, including families, patients, survivors, and community members, will gather for a day filled with inspiration, solidarity, and hope. As volunteers, you are instrumental in creating a meaningful and memorable experience for everyone involved. There are many ways to get involved before and during the event, from pre-event preparations to course support to the celebratory finish line festivities. Regardless of your role, you will be part of an enthusiastic team working towards our shared mission of zeroing out prostate cancer. This volunteer guide contains all the important details about various volunteer opportunities, event logistics, and how to make the most of your experience. We are grateful to have you represent our local chapter and the ZERO Prostate Cancer Run/Walk movement. Thank you for your commitment to this meaningful cause. We look forward to working alongside you and making a lasting impact in the fight against prostate cancer.
Sincerely, The ZERO Run/Walk Team
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Volunteer Opportunities
There are many ways to get involved at the ZERO Prostate Cancer Run/Walk. Explore them below!
PRE-RACE DAY
EXECUTIVE LEADERSHIP COMMITTEE MEMBER We would love for you to join us in the event planning process! Your involvement as a committee member will make a significant impact as you work alongside our passionate local chapter staff and your fellow committee members to organize the run/walk event. Please contact races@zerocancer.org for more details on joining the committee and to learn about different committee member roles. PRE-EVENT DAY VOLUNTEERING Volunteering on race day provides a unique chance to get involved in the crucial preparations for the event, including set-up and organization. Your efforts will make a meaningful difference in creating a positive experience for all participants. This is a great option for individuals who cannot attend on race day or prefer to participate in the 5K/1-Mile event.
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Volunteer Opportunities
ON RACE DAY
REGISTRATION AND CHECK-IN Volunteers for registration and check-in play a crucial role in helping participants with the check-in process for the event. You will provide support by distributing race materials, including t-shirts, collecting donations, and ensuring that everything runs smoothly for a successful start to the event. KIDS ZONE Volunteering in the kids’ zone involves supervising and interacting with children of various ages while facilitating and participating in fun activities. You will help create an inclusive and engaging environment and foster positive and memorable experiences for our young attendees during the event. Activities will vary based on event location and materials available. Possible activities include themed coloring pages and face painting! VOLUNTEER CHECK-IN Coordinating volunteer check-in involves ensuring that all volunteers are properly signed in, given a volunteer shirt, and briefed on their assigned duties for the event. You will help create a well-organized and efficient volunteer team, contributing to the event’s success. SET-UP FOR THE EVENT Volunteering for event set-up involves various tasks to ensure the event venue is fully prepared. These include marking the course, setting up equipment such as tables and chairs, moving materials to designated areas, and organizing supplies such as t-shirts, water stops, and food areas. Your attention to detail and careful planning will be crucial for the event’s success. This option is perfect for individuals who want to participate in the 5K/1-Mile event. COURSE LEADERS Throughout the race, the course leaders play a pivotal role in directing and supporting participants. You will ensure that all participants follow the designated race route. In addition to directing the run- ners, course leaders offer encouragement and motivational support, ensuring all participants’ safety. WATER STATION VOLUNTEER Volunteering at the water station entails setting up and dispensing water to Run/Walk participants as they pass during the event. This involves offering hydration, support, and encouragement to ensure the runners and walkers are well-equipped and energized to continue. FOOD/FINISH LINE VOLUNTEER Volunteering at the food and finish line involves distributing post-race refreshments to the runners. You will create a warm and celebratory atmosphere for the participants as they complete their Run/Walk. POST-EVENT TEAR-DOWN Post-event tear-down includes various tasks, such as dismantling tents, folding chairs and tables, packing event supplies, cleaning trash and event signage, and loading remaining materials into assigned vehicles. This option is ideal for individuals who want to participate in the 5K/1-Mile event.
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Need-To-Know Basics
REGISTRATION
To expedite the check-in process, we recommend having two separate lines: one for pre-registered participants and another for those who still need to register on the event day. REGISTRATION Participants who did not register online before race day must complete a registration form on the morning of the event. We provide two options for day-of registration: paper registration or a QR code that brings up a Google Form registration. Google Form registration is our preferred method.
Please ensure the following steps are completed. For Google Form registrations: 1. Instruct the participant to use their smartphone to scan the QR code on the registration table signage.
2. The participant should now fill out the Google Form with their information.
SCAN TO REGISTER
3. Once the participant has completed the form, kindly ask them to present the confirmation page of their Google Form submission to you. 4. If your event uses numbered bibs, recording the participant’s Name and bib number on your check-in paper is important for emergencies. If your event utilizes blank bibs, encourage participants to fill one out with a message of encouragement or the name of the patient/survivor they are supporting. 5. Lastly, inform the participants that they are all set and extend a warm welcome to them for participating in the ZERO Prostate Cancer Run/Walk event!*
Join our Run/Walk to help us ZERO Out prostate cancer!
Register at zerocancer.run
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Need-To-Know Basics
For paper registrations: 1. Fill out the Event Location and Race Date sections on the form beforehand. 2. Provide the participant with a registration form and a pen. They must complete the following sections:
First Name Last Name Date of Birth Email Phone Number Address
Optional sections include: Team Name Military Status Connection to Prostate Cancer Gender T-Shirt Size
Emergency Contact (Name and Phone Number) Participant Waiver (including signature and date)
3. If your event uses numbered bibs, recording the participant’s Name and bib number on your check-in paper is important for emergencies. If your event utilizes blank bibs, encourage participants to fill one out with a message of encouragement or the name of the patient/survivor they are supporting. 4. Once completed, let the participants know they’re all set and kindly welcome them to the ZERO Prostate Cancer Run/Walk!*
Event Location: __________________________________________________________________________________________________________________________
Team Name: ___________________________________________________________________________ Race Date: _______________________________________ Participant First Name: ___________________________________________________ Participant Last Name: ____________________________________________ Date of Birth: __________________ Gender (M/F/Transgender/Non-Binary/No answer): ___________ Email: _____________________________________________ Phone: _______________________ Mailing Address: ___________________________________________________________________________________________ _______________________________________________________ City: ____________________________ State: __________ Zip: ____________________________
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T-SHIRT*
Emergency Contact Information (Name and Phone Number): ___________________________________________________________________________________
_______ YM _______ YL
How are you connected to prostate cancer?
Military Status:
_____ I am a caregiver _____ I am a medical professional _____ I work in the medical community _____ I have no connection to prostate cancer Other: _______________________________________
_____ I am a family member of a patient/survivor of prostate cancer _____ I am a friend of a patient/survivor of prostate cancer _____ I am a prostate cancer patient/survivor _____ I am a family member of a loved one lost to prostate cancer _____ I am a friend of a loved one lost to prostate cancer
_______ S _______ M _______ L _______ XL _______ XXL _______ XXXL
____ Active Duty
____ Veteran
____ N/A
Are you interested in volunteering in your local community with ZERO Prostate Cancer? (Yes/No)
*Unisex sizing
Participant Waiver: I have read the participation guidelines and protocols set forth above and agree that I will comply with those guidelines and protocols.I know that running/walking in a road race is a potentially hazardous activity and that I should not enter and run/walk unless I am medically able and properly trained. I agree to abide by any decision of a race official relative to my ability to safely complete the run/walk. I as- sume all risks associated with running/walking in this event including, but not limited to: falls, contact with other participants, the effects of the weather, including high heat and/or humidity, traffic and the conditions of the road, all such risks being known and appreciated by me. There is a risk that by participating in the ZERO Prostate Cancer Run/Walk, I will have contact with individuals, who have been exposed to and/or have been diagnosed with one or more communicable diseases, including but not limited to COVID-19, and it is impossible to eliminate the risk that I could be exposed to and/or become infected through contact with or close proximity with an individual with a communicable disease; COVID-19 is a contagious disease spread through close contact from person to person that can lead to severe illness and death. According to the Centers for Disease Control and Prevention (CDC), some groups, including older adults and people who have certain underlying medical conditions, are at increased risk of severe illness from COVID-19. Because a run/walk involves the presence of, participation by, and interaction of people, and because there is a risk of exposure to COVID-19 in any place where people are in close contact or physically near one another, I understand and agree that participation in the ZERO Prostate Cancer Run/Walk will be at my and possibly other individuals in my household’s own risk; I fully realize the dangers of participating in the ZERO Prostate Cancer Run/Walk and of interacting and coming into contact with other people, including the potential exposure to COVID-19, and I knowingly and freely assume all such risks associate with participation in the ZERO Prostate Cancer Run/Walk and in interacting with other people, both known and unknown, even if arising from the negligence of the Releasees or others, and assume all full responsibility for my participation; I willingly agree to comply with the stated and customary terms and conditions for participation. If, however, I observe any unusual significant hazard during my presence or participation in the ZERO Prostate Cancer Run/Walk, I will remove myself from participation and bring such to the attention of the nearest official immediately; and I, for myself, and on behalf of my heirs, assigns, personal representatives and next of kin, as well as any persons acting by, through, under, or in concert with any of them, (collectively, the “Releasors”) hereby waive, release from liability, discharge, promise to indemnify and not sue, and hold harmless ZERO Prostate Cancer Run/Walk, and all other sponsors or vendors, and their respective officers, board members, directors, officials, agents and/or employees, volunteers, representatives, other participants, sponsoring agencies, sponsors, advertisers, associations, affiliates, and if applicable, owners and lessors of the premises used to conduct the event (“Releasees”), with respect to any and all injury, illness, disability, death, or loss or damage to person or property, arising out of or in connection with participation in the ZERO Prostate Cancer Run/Walk and interaction and contact with other people, whether arising from the negligence of the Releasees or otherwise. Further, I grant permission to all of the foregoing to use my image, name and/or likeness as may be captured in any photographs, motion pictures, recordings, or any other record of this event for promotional and other legitimate purposes. I have read this Release Agreement and I have had sufficient time to consider it and to consult with an attorney, if I so choose, regarding this Release Agreement. I represent and warrant that I fully understand the terms of this Release Agreement, I understand that I have given up substantial rights by agreeing to it on my own behalf and on behalf of my heirs, assigns, personal representatives and next of kin, and I sign it freely and voluntarily without any inducement and without any duress or coercion. I understand that this release is a contract with legal and binding consequences and that it applies to the ZERO Prostate Cancer Run/Walk event that I am requesting permission to participate in.
_______ No Shirt , I’d like to donate the cost of my shirt to help end prostate cancer. T-shirts are available for a $50 donation. Survivors and patients receive a complimentary survivor t-shirt.
Signature: _________________________________________________________________________________________________________________________________ Date: __________________________________
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Need-To-Know Basics
ZERO RUN/WALK T-SHIRT LINE-UP
Volunteer
Patient/Survivor
Participant
* Please Note: T-shirts are available only for day-of registrants for a $50 donation. Prostate cancer patients and survivors will receive a t-shirt, regardless of the donation or fundraising amount. Donations can be made by check, cash, ZERO’s Venmo page, Credit Card via Square Reader payment, or the donation form (accessed through a QR code). For cash donations, please fill out the event income form for their donation so the participant receives a receipt post-event.
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CHECK-IN & T-SHIRT DISTRIBUTION
CHECK-IN & T-SHIRT DISTRIBUTION Participants who registered online before race day only need to check-in on the morning of the event if they qualify for an event t-shirt, wish to donate, or want a fillable bib.
Sample: Registration Report
To facilitate a smooth check-in process for our event participants, please follow these instructions carefully: 1. Start by asking the participant for their last name. If the participant is a team captain looking to check in their whole team, you should use the registration list sorted by team name instead of the standard one sorted by last name. 2. Locate the participant’s name on the list of registered individuals.
3. Use a highlighter to mark off the participant’s name, indicating they have checked in.
4. Ensure that we have emergency contact details for the participant (listed in the emergency contact column). a ) If these details are missing, request the information from the participant and record it in the designated area. 5. Find the column labeled “T-Shirt” on the registration list. a ) If the participant is eligible for a shirt (indicated by a “Yes” in this column because they’ve donated or fundraised $50), provide them with an event shirt in the size noted. i. If a participant desires a size different from what they initially requested, they can return to the check-in table after the event to see if an exchange for the desired size is possible. This is subject to availability. ii. Please note: Different-colored t-shirts are designated for different types of participants. Patients and survivors are highlighted on the registration sheet and will receive a special light blue T-shirt, regardless of their donation or fundraising status. General participants who qualified for a shirt will receive a royal blue t-shirt. Please ensure that only patients/survivors receive the light blue shirts. b) Participants not marked as “Yes” have not earned a shirt, but they can still donate $50 at check-in via cash, check, credit card via Square Reader, ZERO’s Venmo, or our online QR donation form to get one. Please see the “Collecting Donations” section for proper procedures.
6. Lastly, inform the participants that they are all set and extend a warm welcome to them for participating in the ZERO Prostate Cancer Run/Walk event!
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COLLECTING DONATIONS
On race day, participants can make donations in many ways, including through the online QR donation form, Venmo, cash, credit card via Square Reader, or a check. Participants who make a $50 donation on the day and have not already “Earned a Shirt” can receive a shirt for their generosity. All monetary donations are tax-deductible to the fullest extent allowed by law. If the donation is made online, the tax receipt will be emailed to the email address on the donation form. If they donate via check or cash, they can request a tax receipt by emailing races@zerocancer.org. ZERO Prostate Cancer is a registered 503(c) non-profit organization.
Online Donation Form: Participants who want to donate via the online donation form can scan the QR code on the “Donate” sign with their smartphone or visit the website at www.zerocancer. run/[EVENT CITY]. All they need to do is fill out the online donation form with the amount they want to donate and the payment method. Accepted payment methods include credit/debit card, PayPal, Venmo, and Donor Advised Fund. Venmo: Participants who want to donate via Venmo can scan the Venmo-indicated QR code on the “Donate” sign using their smartphone, which will take them directly to ZERO’s Verified Charity Venmo page. Please ensure participants utilizing this donation method include the following information in their Venmo Memo line: Run/Walk City. Example - Hartford Run/Walk
DONATE TO HELP ZERO OUT PROSTATE CANCER
Scan to donate through Venmo: @zerocancer *Memo Line Required: Atlanta Run/Walk
Scan to donate through our website.
Cash and checks are also accepted. Make checks payable to: ZERO Prostate Cancer Your gift is tax deductible as per your local regulations, as we are a tax-exempt organization. Electronic donations will be emailed a receipt. Please keep this, as it is your official record to claim this donation as a tax deduction.
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Cash & Checks: Participants may also make donations with cash or checks. Please follow these instructions carefully to collect their cash/check donations properly.
1. Thank the participant for their generous donation.
2. Before taking the cash or check, you must complete the “Event Income Form.” The ZERO Staff at the event will provide you with this form before registration and event check-in opening. 3. Ask the donating participant for their name and mailing address. It is important to record this information carefully and accurately. 4. Once you have completed the necessary information, you may collect the donation and place it in the manila envelope provided for donation collection. 5. Let the participants know they will receive a letter acknowledging their donation a few weeks after the event and that they should keep that letter for tax purposes. If they do not receive a letter, they can obtain a receipt by emailing races@zerocancer.org. 6. Record the total donation amount and indicate the team/participant to credit it to (if applicable). 7. Thank the donor again for their donation and for supporting our mission to end prostate cancer.
*All checks should be made payable to ZERO Prostate Cancer. In the memo line, please be sure the participant indicates the city name of the Run/Walk event and the name of the team or individual whose fundraising efforts it supports (if applicable).
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Credit/Debit Card, Apple Pay, and Google Pay: You may be asked to collect card donations with your smartphone via a Square Reader. Please follow the directions below on how to set up and configure the Square Reader to your smartphone: Square Reader Setup and Configuration 1. Download the “Square Point of Sale & Payment” app from the App Store.
2. Log in to the Square app using the appropriate login information. The staff member in attendance can provide this information.*
3. On your iPhone, tap Settings and then Bluetooth. This puts your device in discovery mode so the Reader can find it.
4. Once the reader is connected to your device, you will connect it to the Square app you downloaded previously.
5. With your Square reader connected to the phone, tap or insert payment. Square’s contactless and chip reader enables you to accept chip cards, contactless (NFC) cards, Apple Pay, and Google Pay anywhere. *When you first set up the app, make sure you select the permissions that allow it to perform best. Once you’re finished, tap “Start Using Square.” Please follow the instructions below on how to collect donations via the Square Reader App after set-up: 1. Select “Checkout” at the bottom and “Library” at the top of the screen to open the event categories. 2. Select the event category as “Run/Walk” and then choose your item. If the participant would like to donate for a t-shirt, select “RW T-Shirt”, type the amount as $50, and click “Add.” If the participant wants to donate another amount, select “RW Donation,” type in their preferred amount, and click “Add.” 3. Click “Review sale”. Once the amount is confirmed, click “Charge [amount].” At this point, the participant can tap or swipe their card, or use Apple Pay/Google Pay from their smart device. a. If you make a mistake, tap the X to close the window and edit the amount. b. If you add too many items and need to delete one, tap the X to close the window and swipe left over the item you wish to delete.
4. Have the participant select the type of receipt they’d like to receive. If choosing email or text, they will need to enter the relevant contact information.
5. Once finished, click “Send Receipt” and you will be taken to a confirmation page confirming the receipt has been sent.
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© 2024 ZERO ® Prostate Cancer. All Rights Reserved.
Mail: 201 N. Union St. | Mailbox 110 | Alexandria, VA 22314 Office: 515 King St. | Suite 310 | Alexandria, VA 22314
ZEROCANCER.RUN races@zerocancer.org 202-303-3110
© 2024 ZERO ® Prostate Cancer. All Rights Reserved.
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