Kaila & Grace's Hope & Hearts Run - Minnesota

Online Volunteer Registration Form for Hope & Hearts Run

Hope & Hearts Run Volunteers play a key role in helping to put on a successful Hope & Hearts Run event. We need folks to volunteer in the months leading up to the event and on event day. Some of the volunteer Crew positions allow for participation in the run or walk at the event, while others require manning that position during the entire time at the event.

Please check all boxes that apply for the areas you are interested in volunteering and fill in all applicable blanks.

When you finish the form click on the SUBMIT button at the bottom of this page. You can reset the form by using the button at the bottom of the page.

You should receive an auto confirmation email shortly after submitting this form, if you do not receive the confirmation please email us so we can be sure we received your form. You will also receive a personal email and/or call within 7 days to confirm what Crew you will be assigned and instructions for how carry out that role. Each Crew needs 2 co-leaders. You can serve as a co-leader as individual or as a couple/pair. If you are interested to be a Crew co-leader, please check the box below. If you are not able to take on co-leading a crew, we still would love your help before and at the event! Please complete the volunteer form and check all the crews you are willing to serve and simply check "No" for the "Crew Leader" box.

If you have problems submitting this form online, email us directly at: NickandBrenna@missinggrace.org.

First and Last Name
Organization, Company or Team Name (if applicable, for those wanting to volunteer as a group or team)
Address
City, State		,
Zip Code
Home Phone Number
Mobile Phone Number
Email Address

Please check all that apply:
I would like to help as a volunteer for the Hope & Hearts Run:

As a Crew Co-leader - Responsible for their team of volunteers, to the other Crew Co-Leader and to the event organizer. Also required to be at ALL volunteer meetings.

Prior to the Event
Volunteer Roles - Volunteer Crew positions needed to help prior to the event

Event Core - Team of individuals who are committed to prepare for and pull together all that is required for putting on a Hope & Hearts Run and who will be in Crew lead positions as point people for their specific areas.

Volunteer Coordinator - Coordinate Volunteer meetings leading up to the event, provide guidance and support to volunteers to help them carry out their various roles and manage volunteer crews at the event.

Online Registration Crew - Research best options for the online registration process and assist in setting up the online registration form, track and report registration numbers, including t-shirt totals to help determine the number of t-shirts that will be ordered.

Public Relations/Support Crew - Recruit volunteers and participants. Assist Marketing Manager in contacting media and press and making connections within the community to raise awareness about the event. Assist with updates and additions to the Firstgiving fundraising site. Reach out to and provide support to teams who have created a memorial/fundraising page on Firstgiving.

Sponsorships/Donations Crew - Secure Silent Auction Items, sponsorships from local businesses and rally employer teams together to participate at the event. Obtain in-kind donations of products and supplies from the event Wish List including refreshments for event day.

Silent Auction Crew - Organize the silent auction, working with veteran Silent Auction Crew members to evaluate how best to carry out auction. Determine the donations to be included in themed baskets. Find and secure ideal items to auction at the event, create and print out all auction bid sheets, rules and posted materials. Work closely with Sponsorships/Donations Crew and Hope & Hearts Director to secure donations entered into the Silent Auction.

Community Outreach - Post provided literature in the area surrounding the Hope & Hearts Run/Walk at stores, schools, churches, doctors offices, high school run teams, college running teams, etc. Posters can be mailed to you upon request by emailing amy@hopeandheartsrun.org.

Run Crew - Help determine the run timing process that will be utilized for event day. Assist Hope & Hearts Director in securing the run timing company. Order all equipment needed for the run timing. Network and communicate with running groups to promote the run, work closely with Marketing Manager and Public Relations/Support Crew. Evaluate the course and if changes need to be made. Mark the course (following park guidelines), assist with putting out the signage for 5K course.

Memorial Wall Crew - Track Memorial Wall orders, print out and laminate memorial pages and prepare for decorating the Memorial Wall on event day.

Steps for Hope Signage Crew - Help determine what signage is needed for event day (directional, informational, traffic flow, 5K walk, 5K run course, etc.) submit list to Hope & Hearts Director. Follow closely the Steps for Hope sign orders that are submitted and assist in signage order process. Organize signage and prepare for putting up the signs on event day.

Parade Support Crew - Assist Hope & Hearts Director in registering for parades recruit and organize volunteers who will walk/ride in the parade. Participate in each parade helping to hand out candy and literature to help raise awareness.

At the Event
Volunteer Roles - Volunteer groups needed to help on the event day

Parking Crew - Direct all incoming traffic to the park, wear orange reflective vests.

Entry Gate Crew - Collect parking fee, distribute event / course maps and info sheet, give direction and answers to participant questions.

Check-in Crew - Assist participants registering onsite by providing the necessary paper work to be filled out, saving time in the lines at the Registration Station. Help ensure waivers are completed by all participants and volunteers. Check-in Volunteers and provide them with their volunteer t-shirt.

Registration Table Crew - Assist with check in for pre-registered and walk-up race day registration participants, distribute race T-Shirts, direct participants to event tables and stations and reiterate Race Day agenda. (Training and information is provided prior to event along with documents that show the dialogue to use with participants when they register.)

Running Time Crew - Assist timing company with time machine and bib number entry. Put up the signage on the course.

Refreshment Station Crew - Arrange table set up, food and drink to be prepared and served to participants before, during and after the race. Assist with take down afterwards.

Set-Up Crew - General set up of the event area with tables, chairs, table covers, balloons and signage for all stations. This includes unloading tables, chairs and other product from cars and trucks.

Balloon Station Crew - Assist with blowing up balloons with helium, creating the start/finish balloon arches, and distribution balloons for release ceremony post race.

T-shirt Table Crew - Organize and set up the T-shirt Station. Assist participants with personalizing their T-shirts by printing/stamping names on back of the event T-Shirts. Supplies are all provided.

Kids' Carnival Crew - Set up kids' stations, sell tickets, manage stations, play the games with kids, hand out prizes. Take down stations post event.

Silent Auction Crew - Set up Silent Auction tables, creatively decorate and display the auction items, man tables during event, tally and determine winners, award prizes and receive payment for items.

Exhibitor Crew - Set up tables, greet and assist exhibitors, and man the GRACE merchandise table.

First Aid Crew - Licensed medical professionals and persons qualified to assist with medical emergencies (EMTs, nurses, physicians, police officers, firemen) to help address any minor injuries and to be a first responder to any major injuries. Will man the first-aid station for the duration of the event.

Restroom Crew - Help keep things tidy and restock supplies for bathrooms, porta potties and Baby/Toddler Changing Station.

Kids' Fun Run Crew - Set up start line and finish line balloon banners and signage, gather children to starting line, prep kids, sound the start of the run and award medals at the finish to all children.

Photo and Video Crew - Take professional photos and live video of the event, capturing volunteers at work, participant teams, group shots, special moments, event stations, starting and finishing line shots, walkers and runners in action, and the balloon release.

Finish Line Crew - Provide support and enthusiasm to the runners and walkers as they cross the finish line.

Clean-Up Crew - General park clean up during and after the race includes collecting trash and recycling not already in bins and boxing up race items and supplies and taking down tents, tables, chairs, table covers, balloons and signage for all stations. Loading items into trucks and helping unload at the Missing GRACE office.

Missing GRACE provides free Volunteer T-shirts for all volunteers working at the Hope & Hearts event. If a volunteer should have their own team shirt they want to wear, they can wear that shirt while walking or running, but we request they wear their Purple Volunteer shirt while helping at their station with their Volunteer Crew. Participants needing help, direction, and assistance are able to quickly identify those who are volunteers.

What size Volunteer Shirt would you like: (all are adult sizes)

Small

Medium

Large

X-Large

2XL

3XL

As a volunteer you will also have the opportunity to have your name recognized in our next GRACE newsletter and if it applies and you so desire, we will also include the name of your baby(s) in the Commemoration portion of our GRACE Newsletter. Your baby's name will also be said aloud at the "Hearts to Heaven" Balloon Release when we acknowledge the precious lives of the little ones who are no longer with us on earth.
Baby(s) Name(s):

Any additional comments or questions related to any of the areas above

We appreciate your interest in becoming a Tender Heart Volunteer. Filling out this form is the first step in becoming a volunteer. All submitted forms are reviewed and if there is a match for your area of interest and a current need, we will contact you.

Please review form before submitting

Thank you so much. We appreciate your interest in becoming Hope & Hearts Volunteer!