Guidelines for Volunteers

SUPERVISORS
CHECK POINTS SUPPORT

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GUIDELINES FOR COURSE SUPERVISORS

Supervisors are representatives of the Organizing Committee along the entire length of the race route.

Main responsibilities:

  • Safeguarding the prestige and integrity of the event.
  • Overseeing compliance with the regulations within their area of responsibility.
  • Ensuring conditions that protect the health and safety of athletes and volunteers in their area.
  • Organizing and ensuring the smooth operation of their assigned sector.
  • Managing the equipment and materials of the Event and the Athletes.
  1. Two supervisors operate in each sector and, as a rule, patrol the area in opposite directions.
  2. All supervisors and judges synchronize their watches to Greek time before the race start.
  3. They check that the tables in their sector are correctly positioned, properly staffed, and fully equipped. If any deficiencies are identified, they take corrective action in coordination with the Organizing Committee and the local community.
  4. They check the condition of the Central Stations. If deficiencies are identified, they take corrective action in coordination with the Organizing Committee and the local community.
  5. They deliver the athletes’ supplies (drop bags) to the table managers, providing the appropriate instructions.
  6. After the closure of their sectors and the Central Stations, they ensure the collection of all non-consumable materials that were not used and hand them over to the organizers.
    • NOTE: Special attention must be paid to GPS tracking devices.
  7. They oversee compliance with the regulations in their sector of responsibility (the regulations are attached). In any case of a rules violation, the supervisor is authorized to take the athlete’s bib number and GPS tracking device and to disqualify the athlete from the event. Indicative excerpts from the regulations:
    • ARTICLE 12: It is strictly forbidden for persons not participating in the Race, on foot or using vehicles, to accompany competing athletes, as well as for athletes to board such vehicles.
    • ARTICLE 13: Any form of support or feeding of an athlete between aid stations is strictly forbidden. Support persons, only if accredited and wearing the event’s identification, are permitted to provide assistance exclusively at the aid tables (30 meters before and 30 meters after). Violation of this rule results in the cancellation of the athlete’s participation by decision of the Organizing Committee.
    • ARTICLE 15: A runner who wishes to withdraw from the Race must hand over their bib number and GPS device to the official in charge of the nearest station and sign the withdrawal form.
    • ARTICLE 16: A runner who passes any CENTRAL STATION after the cutoff time is automatically removed from the Race without any further procedure and must hand over their bib number and GPS device.
  8. In the event of a withdrawal, the supervisor is notified and, after verifying that the bib number has been handed over and the withdrawal form has been signed, transports the athlete to the next Central Station.
  9. If the supervisor judges that the athlete’s health is at risk:
    • They notify the Red Cross and the race doctor.
    • They inform the Organizing Committee.
    • They closely monitor the athlete’s condition.
    • Finally, in coordination with the Organizing Committee, they are authorized to stop the athlete from continuing the race.
  10. In the event that a runner, for any reason, deviates from the race course, the supervisor oversees the runner’s return on foot to the point of deviation, after which the runner continues the race.

Good luck!

Thank you.

The Organizing Committee

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CHECK POINT SUPPORT DUTY GUIDELINES

A. Supplies provided by the Organizers

  • Savory and sweet snacks, honey, water, soft drinks, juices, bananas, raisins, coffee, milk portions, sugar, tea, etc.
  • Electrolytes
  • Plastic cups, coffee cups, disposable spoons/knives, polybags
  • Garbage bags, kitchen paper, toilet paper, pens
  • Thermal (foil) blankets, petroleum jelly
  • Masks, disinfectants
  • Plastic covers in case of rain

B. Supplies volunteers are encouraged to bring

  • Portable gas stove, small pot (briki), lighter
  • A good knife
  • Folding table, folding chairs, outdoor umbrella
  • Flashlight, storm lantern, protective plastic covers

C. Documents volunteers will receive

  • RACE REGULATIONS
  • CHECKLIST FORM
  • ATHLETE LIST
  • WITHDRAWAL FORM
  • CONTACT PHONE LIST

D. Volunteer duties

  1. Above all, remember that we are there to support the runners, who are making an enormous effort. Our assistance should therefore always be offered with a smile. Runners should feel welcome at your station. As a runner approaches, maintain eye contact, as they may try to communicate something from a distance. Under no circumstances should volunteers enter into conflict with athletes. Keep in mind that after such long distances, athletes may not always be in full control of their behavior.
  2. Keep a limited but sufficient selection of items on the table so that supplies are not spoiled, while still allowing runners to choose according to their needs. Ensure, as much as possible, that items are protected from weather conditions. Food must be provided to runners safely. Direct hand contact with unpackaged food is strictly prohibited. If, for example, you wish to offer a piece of halva or raisins, they must be separated into polybags before being given to runners.
  3. Instructions for preparing electrolytes will be provided.
    • Always have one or two bottles ready.
    • Pour into cups (as much as possible) only when runners are close.
  4. If hot tea or coffee is requested, begin preparation immediately while informing the runner of the required waiting time.
  5. Record each runner on the list with their arrival time.
  6. Volunteers also act as race officials and must ensure compliance with the regulations. Please note:
    • Each runner’s bib number must be clearly visible throughout the race. If it is not, advise the runner to comply. If they do not, inform the supervisor.
    • It is strictly forbidden for persons not participating in the race, on foot or using vehicles, to accompany competing athletes or for athletes to board such vehicles. If a violation is observed, inform the athlete that this results in disqualification and request that they hand over their bib number and GPS Tracking System device. Record the incident and inform the supervisor.
    • Any form of support or feeding of an athlete between aid stations is strictly forbidden. Support persons, only if accredited and wearing the event’s identification, may provide assistance exclusively at the aid tables (30 meters before and 30 meters after). If a violation is observed, inform the athlete that this results in disqualification and request the surrender of the bib number. Record the incident and inform the supervisor.
    • A runner who wishes to withdraw from the race must hand over their bib number (they may keep the bib without the chip if they wish) and the GPS Tracking System device to the station manager and sign the withdrawal form. The supervisor is notified to arrange pickup.
    • If the station is a central station: a runner who passes any CENTRAL STATION after the cutoff time is automatically removed from the race without further procedure. Request that they hand over their bib number and GPS Tracking System device. Record the incident and inform the supervisor.
  7. At central stations (which also serve as time checkpoints), there will be hot food, restrooms, resting mats, etc. The station manager is responsible for the preparation and distribution of hot food to athletes.
  8. For any issue that arises, volunteers must remain in contact with the supervisor of their sector and with the Organizing Committee.
  9. Any unused food or materials must be handed over to replacement volunteers or to supervisors. The same applies to central stations, where, in addition to the above, mats and blankets will be available; these must also be returned to the organizers.
  10. Upon station closure, collect all items that must be returned to the Association (kilometer markers, recording sheets, GPS Tracking System devices, etc.) and ensure their return with the assistance of the supervisor.

Thank you.

The Organizing Committee

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