RACE DAY INSTRUCTIONS
for Checkpoint Volunteers

Note: It is important to report on time for the team captain to assign two person teams, go through all procedures, answer any questions you may have, and give you your volunteer jacket. Be prepared for traffic congestion and leave yourself plenty of time to get to your checkpoint!

Volunteer jacket: Your team captain will distribute all jackets on race day at the checkpoint location.

What to bring: The instructions you are now reading and the recording sheets enclosed (which will be sent to selected individuals only, a stopwatch, clipboard, pencils (#2 soft pencils are recommended, do not use ball-point pen), and a clear plastic bag to put over the clipboard in case of rain. Please wear the volunteer jacket that will be provided to you on race day, dress appropriately for the weather, and wear comfortable shoes. You will be at this location for a while, we suggest you bring lunch and/or other refreshments. Please do not bring children and/or dogs!

Race Day Responsibilities: read attached instructions and:

Note: The team captain may fax all information to the BAA on race day to fax number (617) 236-4505. Please call the BAA office at (617) 236-1725 to verify that your fax has gone through!

We appreciate you sharing your enthusiasm and time again with us this year. Your help and expertise at these checkpoints is vitally important. On behalf of the Boston Athletic Association, THANK YOU VERY MUCH.

2002 BOSTON MARATHON - CHECKPOINT RECORDER INSTRUCTIONS

The information collected by the checkpoint team (bib numbers and times) will be used as follows:

1. IMMEDIATELY
   The top 15 numbers and times for both men and women are telephoned in to the press room, where the information is copied onto a wall sized tracking board. The same procedure is followed for the wheelchair information. Approx. 500 members of the press follow the race on giant television screens in the pressroom at The Fairmont Copley Plaza, and use the data on the tracking board for writing their stories. Therefore, speed and accuracy are of utmost importance.
   
   
2. LATER ON RACE DAY AND POST-RACE
   The top 100 numbers and select times are used for verifying that award winners (and other top finishers) have indeed run the full course. A minimum of seven people is assigned to each checkpoint. Your team captain will assign teams to record wheelchair athlete, male or female bib numbers, or times. Number and Time Sheets are enclosed for recording men (blue), women (pink) and wheelchair (yellow) information.
   
   
   1. RECORDING BIB NUMBERS
      One person "calls" out bib numbers, the second person writes them down. Numbers must be written down in the order the runners pass your checkpoint. Note: Please be sure to write down "F" in front of women's numbers. This year the women's open division numbers are F1 through F1 50, and the women's masters' numbers are F201 through F250.

      After recording the top 15 numbers, hand the sheet to your team captain and continue recording through the 1 00th runner. For wheelchairs record top five men and five women only, then give to your team captain. Note: should several of the top 15 athletes be running in a pack (a close group with three or more runners beside and/or behind each other, sometimes obscuring each others number), record them as accurately in order as you can, and note that they are "in a pack". Do not leave out any numbers if possible.
      
      

   2. RECORDING TIMES
      One person "calls" out the times, the second person writes them down. Times must be written down as the runners pass the exact location of your checkpoint.
      
      After recording the top 15 times, hand the sheet to your team captain and start recording "select times", i.e., write down the number of a runner coming up to your checkpoint, then add the time when he passes the checkpoint (again, one person calls, the second person writes). Record as many as possible, every fifth or sixth number would be great. For wheelchairs record top five men and five women only, then give to your team captain.
      
      
   3. CALL-IN TO PRESS ROOM
      Once the top 15 numbers and times are recorded, the team captain transposes the times onto the number sheet, while a second volunteer establishes a telephone connection with the pressroom. The team captain then reads both place, bib number and time to the person taking the information in the pressroom. The same procedure is in effect for the top five wheelchair men and women. At the time of calling in, also report any extra-ordinary circumstances that may prevent you from doing your job.
      
      After 1:15 p.m. (real time) men's information may also be called in on the men's wheelchair telephone number (617-375-9853), and women's information on the women's wheelchair number (617-375-9854). Please make sure to identify that you are calling in information on the OPEN race, NOT the wheelchair race.
      
      When calling in please state the following:
      1. Your checkpoint location (e.g., 5K, 10 mile)
      2. The division you're calling in (e.g. wheelchair men, men's open)
      3. Bib Number, then time for each runner
3. 
   
4. COMPLETION AND RETURN
   Once the top 100 men and women have been recorded match the bib numbers from Lilt: select timing sheets with those on the bib number sheets, and transpose times onto the bib number sheets. The team captain collects all sheets and is responsible for returning all information to the BAA Office. Please hand deliver on race day to Steve Varieties, Referee, at 131 Clarendon Street, Keith floor, Boston (above the Hard Rock Cafe); or fax to 617-236-4505. Volunteers at the BAA enter all information into a computer program for the adjudication team's use on race day afternoon.

BIB NUMBER INFORMATION

Numbers on front and back are worn by:

NOTE: We have done our best to assign all top athletes within the above number breakdown, however, late entries in any of the above divisions may be numbered between 1000 and 1999, or higher. Please record full number. All numbers have a yellow background!

All wheelchair numbers start with a We which is already filled in on your checkpoint sheets. For your information Quad Class athlete numbers have a blue background, however they are anticipated to be farther back in the field and as such would not have to be recorded.

NOTE: Wheelchair athletes will also have the digits of their bib number displayed on their helmets: in front of the helmet (when the athlete is in "tuck "or "racing" position) and on the right and left side of the helmet! The digits will also be posted on the frame of the chair, just in front of the right wheel (visible from the side). The wheelchair women's helmet and chair numbers also will have a pink background.

All bibs display the CITGO name and logo at the top, and 2002 BOSTON MARATHON name and blue logo at the bottom. All official numbers, except for wheelchair participants, this year have a pale yellow background - this is different from previous years.

Timing Information

The team captain will receive the sound of the starting gun through his Nextel phone, both for the wheelchair start at 11:45 a.m., and for the Marathon at 12 Noon. It is important that you start a minimum of two watches at the tones of the Nextel phone (not television or regular radio). If the tone does not come through, please use the time-ofday to start you watches, i.e., 11:45 a.m. and 12 Noon. Tests will be run between 10:00 a.m. and 11:30 a.m. To be sure that you will be able to hear the tests, please turn your Nextel phone on but do not use it at any time during that period, and from 11:30 until two minutes after the Marathon start! The 5K checkpoint should wait calling in wheelchair splits until after the start tone of the open race at noon! Intermediate count-downs will be given prior to the start, and a person at the starting line will do an "all-call" one minute after the gun to let you know that "it is now one minute after the start".

Nextel Phone

Make sure the batteries of your Nextel phone are fully charged and turn the phone on. Make sure the speaker is ON when pushing button next to on/off button at the top, the screen will display: Group/Prvt Speaker: On. You will be able to hear the tone regardless of the mode your phone is set to. To call in the information you have to turn your Nextel to "phone" mode.

HELPFUL HINTS FOR RECORDING

• WORK AS A TEAM! The captains are encouraged to introduce themselves to other volunteers at the checkpoint, such as mile marker holders and clock attendants, who are willing to assist. Although these individuals also perform a very vital task, they may be willing to become an extra set of eyes for your team. There is time for the wheelchair recorders to help the men and women recorders, and vice versa. Make notes on scratch paper, help spot numbers, and politely ask spectators to stay on the side (out of your point of sight). Have those persons with good eyesight spot and the neat writers write!
• Bring a radio (WBZ, AM 1030), it will give you an idea as to whether the first runners are nearing your checkpoint (especially helpful when the first female comes along); it may even provide you with names of people in the lead pack (a list of top competitors and their numbers will be given to the team captain to help you look up some of the numbers to expect up front).
• Bring binoculars, video or camcorders, Polaroid cameras, cellular phones (for emergencies, all if available). They may help you distinguish some numbers prior to the athletes passing your checkpoint (binoculars) or after they have passed. Check with your team captain if you have any of these devices available as not all team members have to bring them.
• When calling out numbers, break down into single digits, i.e., 1059 should be called as one-oh-five-nine rather than ten-fifty nine. Only one person should be calling out numbers at the time to prevent confusion to the writer (to "call" out a number or time, means to speak loud enough for the writer to hear, the runners do not have to hear you).
• Be aware that several vehicles will precede the race (lead car, photo truck, clock car, and TV pick-up truck). They may impede your range of vision. Position yourself to allow for this concern.
• Expect some interference from other surveillance groups (television stations, radio, other), however, your responsibility is to get the information to the BAA pressroom as quickly and accurately as possible. A Mass. Track & Field Official may be stationed at your location, and he is there to help you. At the Km checkpoints, the MTFOA official has been instructed to walk up to the elite water station and observe the lead runners go by (every 5Km), after that he will return to the checkpoint.
• Please make a note of "unusual" occurrences, e.g., someone running with last year's number or that from another race, a man running with a woman's number (or vice versa), a 20-year old running with a masters number, someone entering the course from the side, etc.
• This year again the ChampionChip computer-timing mats will be placed at every 5Km and at the halfway point. The computerized splits recorded by the individual systems will be sent back to the computer room at the Fairmont Copley Plaza, from where the information will be forwarded to television broadcast, press room and B.A.A. web site. This information may be used in addition to the check point information recorded by you.
• Also, be aware that up to 11 handcycle participants will begin the race at 11:35 a.m., please do not confuse them with the pushrim wheelchair athletes. Also, at 10 a.m. 3 mobility impaired aided athletes will begin the race (3 amputees - 1 with prosthetic, one in a chair, and one with knee brace), one person pushing himself backwards in his wheelchair, and one person (cerebral palsy) on crutches.
• Note that all handcycle, wheelchair and mobility impaired athletes have been instructed to move to the left-hand side of the road and continue moving forward on that side, when they are approached by a course vehicle and once passed by that vehicle. Foot racers always have the right-of-way over other division participants. Report any irregularities in this regard to the MTFOA official at your checkpoint.
• Athletes wanting to drop out of the race should be directed to the nearest Red Cross station. Should an elite athlete (green dot on bib) want to drop out at your checkpoint, please walk the athlete to the nearest Red Cross station or call Bette Scarlet at 617-438-5034, and report the bib number and your location.
• Ham radio operators continuously cover the area between Red Cross stations by foot, and will be able to help when they pass your checkpoint.

Map showing location of 10-mile checkpoint

The 10-mile checkpoint is on Rte. 135 at #38 West Central Ave. As the runners travel, it's appoximately 2/10 mile before the Rte. 27 (and the Natick Town Greens and Gazebo.) You may want to park on Summer Street or Middlesex Ave, to allow yourself and easy departure.

Estimated Arrival Time at the 10-mile point

I created this chart from the finish line data from 2001. It show the estimated time that the wheelchairs and runner will pass by the 10-mile checkpoint. I took into consideration the 11:45 AM wheelchair start and the noon time start for the runners.

BOSTON MARATHON - Key Point Locations certified splits

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This page was last updated Thursday, April 11, 2002.
Corrections? Contact Justin Kuo (617-731-9889)