Volunteer

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We need many volunteers to conduct the 2016 Rotary Twilight Runfest – most of them on the evening of the race, but we also have several jobs that need to be done at other times. No experience is necessary, just a willingness to help out. Not only will you be helping a good cause – our charity beneficiaries and, of course, the runners – you’ll also have a good time.

Why Volunteer?

By volunteering, you can help make the magic of the Twilighter happen! You’ll meet some interesting people, help raise money for some great charities and of course, have fun! Some great perks are:

  • The special Twilighter Volunteer T-Shirt
  • A pre-race volunteer dinner
  • Festival beverage
  • And you get to join in all the fun!

Before you sign up …Prerequisites and additional information for volunteers.

So, if you aren’t running this year — or if you have friends or family who can help out, sign up now. You’ll be glad you did.

Here are a few additional things you should know before you sign up to volunteer:

Volunteers must be at least 14 years old unless they are directly working at the same location as their parents. Parents should not necessarily expect that children will be assigned to the same location. Race course marshals must be 14 and above. You must be able to report on time and remain on the job until relieved.

Want to know what all we need help with? Keep reading!

Pre-Event Volunteer Opportunities:

Packet Stuffing, Wednesday, July 13, 6:30 p.m. to 8:30 p.m.:

Scandinavian Scandinavian Import Servicenter, 285 Derwood Circle, Rockville, MD 20850

 Packet Pick Up at Fleet Fleet Sports:

  • Thursday July 14th from 4:00 – 8:00pm
  • Friday July 15th from 3:00 – 7:00pm
  • Saturday July 16th from 10:00am to 2:00pm

 Packet Pickup at Cabin John Shopping Center and Mall:

  • Saturday, July 16 from 4 to 7 pm.

 Race and Festival Day Jobs: Saturday 7/16/16

Festival Set-Up: Starts at 3 p.m. at Cabin John Mall

Scout Climbing Wall Training: 4:00 p.m. in front of Cabin John Mall.

Volunteer Dinner: 4:30 p.m. in the storefront next to Long and Foster at Cabin John Shopping Center at the intersection of Seven Locks Road and Tuckerman Lane, Potomac. Volunteers, please park in the rear of the shopping center, behind Lahince in the far southeast corner. If the number of runners increases, we may ask volunteers to park across the street at a pre-assigned location. We’ll send out details closer to the event if that is the case.

Race Course Marshal, Water Station and Food Corral Volunteer Training: 5 p.m. at the same location as the volunteer dinner. If you cannot attend the volunteer training, please contact us ASAP.

Festival: Opens at 6 p.m. in front of Cabin John Shopping Center, 11325 Seven Locks Rd, Potomac, MD 20854. There will be kids activities, vendor booths and exhibits.

Note that there are post race jobs as well, including

  • Festival Set up
  • Festival Teardown and Clean up
  • Recycle and Refuse Pickup
  • Donation of leftover food.

Tot Trots: 50 yard starts at 6 p.m., 100 yard starts at 6:15 p.m. These are being run by Cabin John Mall staff.

Race Time and Location: Starts at 7:30 p.m. Ivymount School at 11614 Seven Locks Rd, Rockville, MD 20854. Race volunteers can park at Ivymount School, at the halfway point water station or at Winston Churchill High School. If you park in the neighborhood, please do not park on the race route and be respectful of the residents of the neighborhood. The following jobs are associated with the race:

  • Course Marshals
  • Pre and Post Water Stations
  • Half way Point Water Station
  • Moving equipment from Cabin John to Ivymount
  • Moving equipment from Ivymount to Cabin John
  • Post race course cleanup
  • Sign removal (can be done the next day if needed)

New Volunteer Procedure

Since the Rockville Rotary is responsible for the race and all associated duties, we are using a new online sign up system using Volunteer Local. Please have each person sign up for shift or job to make sure we cover the major duties. Please note there are some jobs that are not listed and can only be handled by Rotarians or their partners. In that case, you will have instructions on how to access those jobs via a password. Please make sure everyone volunteering signs up so we can make sure we have all the duties covered. If you can’t sign up a group, contact Heidi or Theresa and we can get you or your group signed up. Feel free to volunteer for multiple days and/or shifts.

Volunteers receive a volunteer shirt and bib. The tear off coupon on the bottom is good for one free beverage. Note that volunteers must be 21 or older for adult beverages. Soda and water are also available. Additional beverages may be purchased at the festival or from businesses in the shopping center and mall.

RSVP for Community Participants:

Please note that your organization needs to RSVP with the number of volunteers coming from your organization by Wednesday, July 13. Please send an email to RockvilleTwilighter@gmail.com with the name of your organization, the number of volunteers or participants from your organization, and the name of the lead volunteer/coordinator the night of the event. Please include a cell number for the coordinator in case we need to reach you that evening. Please provide a tent if you are participating in the festival or let us know if you need one. We will have some available.

When checking in at the volunteer dinner, please let them know you are volunteering with the Rockville Rotary, the name of the organization you are with and the number of volunteers that you brought.

Your organization is welcome to wear shirts or uniforms identifying your organization. If your organization does not have a group shirt or uniform, feel free to have your members pick up a volunteer shirt, which will be available at check-in at the volunteer dinner. In lieu of a bib, you can get a ticket for each volunteer for a beverage.

If your organization has a booth, please make sure to set up booths before joining the volunteer dinner or set up booths during or immediately after the dinner. Booths should be ready to go no later than 5:45 p.m.

Tent Set up

If your organization has requested a tent, 5 p.m. and 5:45 p.m. We ask you unload your equipment and move your vehicles out of the area by 5:30 p.m. If you are supplying your own tent, please remember that you will need to bring something to weigh the tent sides down, for example, gallon jugs of water, concrete blocks, or sandbags. Please also bring a table and chairs.

Once you unload your equipment, you can park behind the Cabin John Mall. Please park as far away from the mall as possible to make sure mall customers are not inconvenienced.

If your plans have changed and you are no longer interested in a tent, please let me know as soon as possible.

Map of the festival area and parking: (click on link to view map)

CJ Race Set Up 2016 Stage and DarCars Tents

The Festival

The festival starts at 6 p.m. The atmosphere is fun with live music at the festival. Most runners, family and friends will start visiting the sponsor areas around 6 p.m.

At the end of the race, the runners get to go through a post water stop and a post race food corral will be available .3 miles from the finish line in front of Cabin John Mal .and visit the sponsors. It’s really a fun night.

Most of the runners are back at the festival site before 8:30 p.m., and can enjoy the festivities until 10 p.m. You will be able to bring your vehicle back on site at 10 p.m. to load up and exit the site. Note that if the event winds down sooner or bad weather, we will ask you to break down sooner.

Volunteer today!
Sign Up To Volunteer
Click to sign up online

Feel free to sign up for more than one day or more than one shift, we love our volunteers! Volunteer instructions will be sent out via email as soon as you signup. Feel free to contact us if you have any questions – RockvilleTwilighter@gmail.com

Click here for 2016Twilighter Volunteer Information

… and Thanks!