Western Wheelers Bicycle Club
 

2017 Sequoia Volunteers

  • Sun, January 01, 2017
  • Sun, June 04, 2017
  • Multiple Locations
  • 794

Registration

  • 1:30 - 5 pm

Volunteers

The Western Wheelers volunteers make this beautiful tour possible.  This ride raises funds for the club and other worthy non-profits.  It provides for the club events all year around and keeps the club dues low.

In addition, volunteers receive either a one-year extension of an individual club membership (or $25 towards a family membership) or (if the volunteer commitment allows) a free registration to ride The Sequoia.

For the free entry to The Sequoia, first register for your Volunteer activity.  The confirmation email of your volunteer registration includes the code that you enter when you register for the ride. Use that code to register as a "Guest Sequoia volunteer".  The Volunteer positions should be posted by Feb. 1, 2017.

All volunteers may ride on the Workers’ ride on Saturday, June 10 and attend the Workers’ Picnic on Sunday, June 11.

How to Register

1. Review the volunteer activities from the list below.  The descriptions will change as the captains review and modify the needs.

2. Scroll down this page.  Register by clicking on the [Register] button in the lower left corner of the gray column on the left.

3. The confirmation letter of your volunteer registration will contain information about your volunteer gift (club membership or Sequoia registration).  To register for more than one activity, simply click [Register] again, then [New Registration].

Job Descriptions

BEFORE the ride  (June 4)

Advertising
Includes placing ads in various publications and posters on Bulletin Boards around the entire Bay Area. Distribution of literature and contacting other organizations. (Now through May)  Howard Koel

Bike Mechanic Coordinator
Locate and schedule trained mechanics for each rest stop (7 sites/1-2 each) and at the Foothill start site (arrive < 5:30am).  Some of the mechanics could be mobile, ie move from La Honda to Skyline or Sequoia. Has limited use of funds to give cash donation or thank you item(s) to each or sponsoring bike shop.

Community Notice
Create, print, and distribute notices on mailboxes along: Moody Rd, Page Mill and West Alpine Rd the weekend before the ride. Task could be done as a ride to La Honda and back! (39 miles)


Distribution
Food and gear distribution is done the day before the ride. Trucks containing the food and equipment for all venues are brought to the new distribution site on the Foothill campus: Lot 1H (also under Solar Panels!). Volunteers sort the food and equipment for each rest stop and help load cars and vans of the rest stop volunteers.  Lunch will be provided.  
Vicki Pelton

Early Check-in Merchandise
Sat, June 3, 2017 - 11:30 AM - 5:00 PM
@ Bicycle Outfitters, 963 Fremont Avenue, Los Altos.  Volunteer will sell Sequoia-related merchandise. 
(items TBD) Cash and credit card systems needed.  

Early Check-in/Registration
Sat, June 3, 2017 - 11:30 AM - 5:00 
PM (& later if possible) 
@ Bicycle Outfitters, 963 Fremont Avenue, Los Altos.
Early check-in is the day before the Sequoia to 1) assign rider numbers, maps and collect any unsigned waivers and 2) accept late registrations if they're available.  THERE IS NO DAY-OF REGISTRATION. Saturday is the last day for registrations.
Bert Nelson

First Aid Notification
determine and notify various medical support agencies on route. Provide maps and rider time windows to Cal Fire and local fire stations. 

Food Planning and Ordering
The leader, Bettina Vinsant, creates master list of items and places orders with vendors.

Requires one person with a Costco business membership and a location (business location preferred) to accept delivery of the items on the Friday before the Sequoia.

Requires one person to work with the leader on the Friday before the Sequoia with a truck or minivan to go shopping for needed items.  Hours tbd.

Requires one person to work at the Foothill College site on Saturday distribution day 8 am - 1 pm.  Pick up lunch for the workers and shop for any missing items.

Foothill finish site: planning   (Also day-of)  (1 or 2 needed) This task/responsibility is crucial for the success of the events  new focus.  Develop layout plan for the new finish line area centered in Lot 1E.  Determine and plan for the needs of the vendors and organizations attending, as well as rider/foot traffic flow, music, sanitation, tables and chairs, elec. power, water, security, bike parking and clean up.

Outreach  Now through Ride Day                                         Work with other bike clubs for "Goodwill" promotions. Coordinate and oversee rider names list for events with swaps. Develop opportunities for The Sequoia.

Recruiting 
Now through Fri, June 2
@ your home!
Responsible for filling any still-
vacant Sequoia volunteer positions. Task begins after the team captains have done initial recruiting of new and previous volunteers. Announce to the club that on-line sign ups are open!  Determine what additional volunteers are needed and contact members to urge them to participate.  Last minute recruiting will be needed to fill in for volunteers who've dropped out in the days just before the ride.

Rest Stop Coordinators 
Now through June 4
1-2 coordinators are needed to learn the requirements for food handling and to work with the rest stop captains to ensure that all the teams understand the necessary requirements for a safe, well organized rest stop. Also share techniques on our famous "customer service!"

Route Marking and Signage
Before the ride begins
Develop route marking team plan.  Determine needed signage. Order and acquire RouteArrows, Signs and hardware. 
Have teams of 2-3 drive specified segmenst of the course to apply RouteArrows and put up all needed signs.
Bill Sherwin  w/ Randall Braun

Sponsorships
Create and develop on-going business partnerships. These partners provide services or revenues to The Sequoia and in return receive sponsorship (tbd) benefits.  Organizations and businesses will be contacted, coastside, local and larger.     Frank Houghton.

Transportation- Friday loading
Fri, June 2 - 12:30 PM - 2:30 PM
Storage locker, Mary St, Cupertino
Volunteers will move/load equipment from the storage locker into the large rental truck. SOME MODERATE LIFTING INVOLVED.            with Guy Shuman.  

Transportation - Saturday Unloading 
Saturday Sat, June 3 - 8:00 AM - 12:00 PM
Foothill College, Los Altos Hills
Volunteers will pick up rental vans as needed, then assist in picking up supplies at various vendors as well as unload/reload the large truck at the distribution center.  lunch 
provide.

DAY-OF the ride (Sunday June 4)

Bicycle Mechanics
times: 5:30 AM - 5:30 PM
Various Rest Stops and @ Start line
Bicycle mechanics will be assigned to all rest stops to make minor repairs to bicycles. 1-2 mechanics at each stop will be recruited from local bicycle shops which will provide tubes, tires, & parts (for sale). All mechanics should have sufficient training and provide their own stand and tools. The club will provide a limited number of parts (tubes, tires?) to member volunteers. 

Bike Parking
11am - 2pm,  2pm to 5pm
2 shifts with crews of 3-5 needs to receive and park finishers bikes.  Create a number tag/ticket system? Set up bike racks or use tennis court area (in/out) provide security while riders have finish line meal. Retrieve/return bikes to riders. 

Emergency Phone Contacts
Day of the ride
@ Foothill College, Finish line area w radio/sag team.  2 shifts  (6am - noon, Noon to 6pm)  Acquire an event only cell phone to receive calls from any riders needing SAG assistance. Route the information to needed radio/sag crew. Requires getting an EVENT SPECIFIC cell phone and a number to be printed on the route sheets. (Need phone # by 5/1)

Finish Line: First Aid 
Two shifts:  11 am - 2:30 pm  2:30 - 6 pm
Support first aid needs at the finish line. EMT trained or more. Contact/notify Foothill College fire/paramedic station. 

Foothill College Shift 1
Day of the ride, 5:00 AM - 9:00 AM
Foothill College, El Monte Blvd., Los Altos Hills
This is the first shift for the Start/Finish at Foothill College. You will direct incoming traffic to parking areas, unload tables, help Registration set up tables and bike racks, serve snacks to workers and riders, provide water for bottles, and generally help riders get on the way.

Foothill College Shift 2
Day of the ride, 9:00 AM - 1:00 PM
Foothill College, El Monte Blvd., Los Altos Hills
This is the second shift for the Start/Finish at Foothill College. You will be asked to set up lunch tables, maintain water and restroom supplies, direct returning riders to the lunch spot, and clear tables.

Foothill College Shift 3
Day of the ride, 12:00 PM - 4:00 PM
Foothill College, El Monte Blvd., Los Altos Hills
This is the third shift for the Start/Finish at Foothill College. You will direct/cheer returning riders to the lunch spot, clear tables and restock garbage bags and toilet supplies.

Foothill College Shift 4
Day of the ride,  3:00 pm - 7:00?
Foothill College, El Monte Blvd., Los Altos Hills
This is the last shift for the Start/Finish at Foothill College. You will direct returning riders to the lunch spot, clear tables, and help pack up and clean the site.

Onsite Merchandise Sales (TBD)
Day of the ride,  6:00 AM - 7:30 PM
Foothill College, El Monte Blvd., Los Altos Hills
You will be assigned a time slot of 4-5 hours duration. 

Radio Communications
Day of the ride, 6:00 AM - 6:30 PM
Foothill College, El Monte Blvd., Los Altos Hills
YOU MUST BE A LICENSED HAM OPERATOR to volunteer for this activity and provide your own radio. Radio operators serve a 4-6 hour shifts, either in a fixed location or in a roving vehicle. Roving vehicles also serve as SAG vehicles. Radio operators may either be a passenger or also drive the vehicle. Fixed locations include the rest stops.

Registration: Set up online check-in 
Configure power supply and network (WIFI router) to enable online registration confirmations at Foothill campus parking lot 3. Setup and test the system before and day of the ride.
Bert Nelson

Rest Stops
Volunteers will set up the rest stop, serve snacks to riders, provide information and close the rest stop. Start time may be staggered among volunteers. Some may be asked pick up supplies at Foothill College on Saturday, Others may be asked to deliver equipment and leftover food back to Foothill College. Here are the times that the rest stops are open.  The rest stop captain will specify the shift times which will add at least another hour to the open times listed here. (4 to 5 hour shifts) (In alphabetic order)
Alpine  2 shifts: (7am - 10 am, 10 - 1 pm)  Kia W.
Bike Hut  (9 am -12 pm)  Vern T
Finish Line  2 shifts: (11 am - 1 pm, 11 - 2 pm, 2 - 5 pm)
La Honda  (7 - 10 am)   Vicky R
Puente  (10 am - 1  pm)  Alma L
Sequoias  2 shifts:  (10 am - 12:30 pm, 12:30 - 3 pm)
Skyline  (10 am - 2 pm)    Dave F
Wurr Rd  (9 - 11 am)     Duane L  Also needs 2-3 bike SAGs for signing and patrolling Old Haul Rd (w tools & pump)

On-site Check-in/Registration Sun, June 4, 5:30 AM - 8:30 AM
Foothill College, El Monte Blvd., Los Altos Hills Lot 3.  Set up tables, signs and chairs, crowd/line control plan.  
Registration team greets riders, verify registrations, assign rider numbers, rider ID wrist bands and maps, answer questions. Four Routes depart in half hour windows beginning at 6am.  Last group of riders on route by 8 a.m. Start/finish times may be staggered so that shifts can be shorter.  Bert Nelson

Returned Materials Unloading and Inventory
Day of the ride, 1:30 PM - 7:30 PM Foothill College, Lot 3
This job involves inventory of food returning from the rest stops. You will help unload cars and vans, record the amounts of food coming from each rest stop, and sort the goods. ABILITY TO LIFT AND MOVE MATERIALS IS REQUIRED.

Safety Monitor
Day of the ride, 6:00 AM - 6:30 PM
Road monitors are especially valuable in helping riders to enjoy a fun and safe ride.  Serve a ~3 hour shifts at locations requiring extra caution or directional information. Some are located at rest stops, while others are located on route, i.e. where riders make left turns across traffic. 

SAG
Day of the ride, 6:00 AM - 6:30 PM
Foothill College, El Monte Blvd., Los Altos Hills
SAG drivers follow an assigned route to assist riders. Some SAG volunteers will be passengers in cars with another SAG or radio volunteer. Each driver can expect to drive 100-200 miles over the course of a 6-hour shift. You will carry a pump, repair parts (tires, tubes and cables), light snacks and water, all except water, supplied by the club. Drivers can receive a payment of $25 to defray the cost of gasoline. The SAG team leaders will schedule the drivers and routes.   Robert Sexton

Signage on Foothill Campus
Determine needed signs and mounting hardware, bring to site. Put up all flags and directory signs at parking and registration and then remove flags/signs and relocate them to the finish line area. Take down all signs and flags after 6 pm. 

Transportation
Day of the ride, 6:00 PM - 9:30 PM
Foothill College, Los Altos Hills
With help from site volunteers, the crew will load the large truck with all the supplies going back to the WW storage locker. The crew will also assist VA volunteers with general site clean up as needed. After completing all tasks, the crew will refuel and return the 2 rental vans to Hengehold in Palo Alto. The crew will also assure that drivers get transport back to their personal vehicles.

AFTER the ride  on June 4 late pm

Sign Pickup and Arrow Removal
The day after the ride, 8:00 AM - 12:00 PM
Along route Volunteers will check with Randall Braun to find out the locations of signs that are away from rest stops and drive parts of the course to retrieve them and return them to the storage locker. Volunteer will also remove route arrows in Pescadero and Portola Valley using water and stiff brush provide by club.

Transportation
The day after the ride, 8:00 AM - 12:00 PM
Storage locker, Mary St, Cupertino
Volunteers will unload the large truck's contents into the storage locker. Task involves some lifting and working outside washing equipment. All coolers will be emptied, washed, and cleaned. One volunteer will take some small items home and wash them.

Workers' Picnic – Setup, Cleanup
Sun, June 11,  10:00 AM - 4:00 PM
Rengstorff Park, 201 S Rengstorff Ave, Mountain View
Volunteers will pick up equipment from the locker, set up the picnic site, serve food, and clean up the site after the picnic.

Workers' Ride - Planning and Food Pickup
June 4 5:30-6:30 pm Foothill college and morning of June 10
Various places  Volunteers will collect Sequoia leftover food and equipment at the end of the Sequoia for use at the Worker's ride and store it at various locations.  During the week one volunteer will order lunch for La Honda.  Volunteers will drop off the equipment and food at the two rest stops.

Worker's Ride - Rest Stop Set Up, Support and Cleanup
Sat, June 10, 8:30 AM-2 PM 
La Honda Gardens Hwy 84, La Honda
One volunteer will supervise the Saratoga Summit Fire/Ranger Station rest stop at Skyline Blvd (RT 35)  0.6 miles north of the intersection with Big Basin Way (HY 9).  One volunteer will supervise the La Honda rest stop at La Honda Gardens on HY 84 where lunch will also be provided to the riders.  Volunteers will help set up, run and clean up the rest stops.  Volunteers will help move and store the club equipment at the storage locker.  The volunteer roles are customizable. Contact Hal Nystrom (408)737-2246 for more information.




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