Volunteering at Ironman Mont-Tremblant

‘You are an Ironman – volunteer!!!’

By Louise Rachlis

The clock was ticking towards midnight, and the “catchers,” VIPs and earlier finishers were all crowded near the finish line, swaying to the blaring music, awaiting the last of thousands of competitors to get through.

Since 7 p.m., Kristin Goff and I had been fulfilling our catcher duties, the last of the four volunteer positions for which we had signed up a year ago for the inaugural Ironman Mont-Tremblant. There were more than 3,000 volunteers to make the event happen.

 ‘Catching’ entailed lining with fellow catchers, and in turn grasping the arm of the latest finisher, congratulating them, then leading them along through receipt of their medal, their finisher shirt and hat, timing chip removal and race photograph. We held their gear during the photo, got them a chocolate milk if they wanted it, showed them where to find the massage tent and food, and chatted with them to honour their achievement. If someone appeared weak, we’d do it in teams, grasping each arm. Otherwise one at a time, keeping them moving. Many paused briefly to acknowledge and hug family and friends at the sideline. No matter whether it took them 10 hours or 17 hours to swim 3.8 kilometres, bike 180 kilometres and run 42 kilometres, some were in great shape, some were suffering, some were laughing, some were crying.

 Ironman race day, August 19^th, was actually the easiest of the volunteering week for us.

 We got up early and walked out the door to our balcony, wrapped ourselves in sleeping bags, and watched the 7 a.m. chain of whitecaps as 2,500 Ironman athletes stroked out on the swim in the chilly 6 degree morning.

Then we strolled to the beach and watched the faster athletes run from the swim exit to bike transition, and the slower athletes attempt to make the swim cut-off. The last 10 minutes was heart-stoppingly dramatic, as kayaks gathered around and the waiting crowd screamed to encourage the final swimmers to touch the beach before the two-hour-20 minute cut-off to proceed to the bike. The last woman to make the cut-off collapsed on shore and was taken away on a stretcher, unable to proceed to the bike in any case. Several others missed the cut-off by a few minutes, and their Iron day was over. We correctly figured we’d see some of the slower athletes again during our finish line catcher shift.

 Earlier in the week, at 8:45 Thursday morning, we had assembled with the other “benevoles” for athlete check-in to receive our instructions from France, our volunteer captain. The captains for all the volunteer areas wore turquoise shirts and gray shorts so they could be easily spotted. France gave us a detailed round-up of all the tasks to be performed at athlete check-in, from the door greeter repeating “‘athletes only’ with a smile” to station 8, chip activation.

“Don’t think outside the box,” she warned us. “Ironman has been doing this for 20 years. Follow instructions.”

 Step 1 Alpha List was finding the race numbers by last name. “Check if they’ve reversed the name, or there’s a married name. If you still can’t find the name, go to the Solutions Table. The Solutions Table was the final recourse for all the stations.

Highlighted names on the numbers list were people who owned money for their Triathlon Quebec fee and they were to be reminded of that.

The organizers do think of everything. There were magnifying eye glasses if needed to read the numbers, pens and post-its for writing the numbers down.

Step 2 ID and race number verification was verifying photo ID with the names on the list. There was a gopher volunteer to take a person with a problem to Solutions – “Don’t let them go themselves.”

Step 3 was waiver pick-up by number, blue for English, green for French. Tell them to read it all before they sign, write their bib number on the top right corner, and ensure information is correct and current.

Step 4 was weigh-in station. Three scales, three volunteers, keep shoes on. Purpose of weigh-in is to assist medical staff in knowing if the athlete has gained or lost weight if they have trouble on the course or at the finish.

Step 5 was medical waiver drop off. Volunteers ensure the card is complete and signed. All the waivers have to be filed in the place where the race envelope is removed.

Step 6 was envelope pick-up.  In the race envelope was the wristband, number, helmet sticker, bike check out ticket, and swim cap. Volunteer takes out the wrist band and puts it on the athletes so they can’t give it someone else.

There was also a piece of paper to be redeemed for the goody bag, but that extra security wasn’t working too well. A volunteer had the idea to cut off the end of wristband instead, to show the goody bag had been picked up and that system was used the second day.

Backpack Pick-up i.e. goody bags was Step 7. The goody bags were smart Ironman backpacks with plastic transition bags, coupons, a granola bar and other small items inside. Most of the athletes were really delighted to receive a backpack instead of the usual race drawstring bag.

Step 8 was timing chip scanning, and athletes received a Velcro ankle strap on which to place the chip. Any discrepancies between information on screen and ID, and they are sent to Solutions Table.

Our assignment the first day at athlete check-in was the weigh station, and on the second day we gave out goodie bags. At the weigh station, some athletes joked, some worried, and many wore five-finger toe shoes that looked great on the scales. There were 100-pound women and many 200-pound-plus men. There was a couple with a 13-month-old son, both doing the Ironman. Many babies and children accompanied their parents. A woman with a pink cast on her arm said she was doing the Ironman anyway, and I was her finish line catcher at the end. She proudly held up her cast-clad arm for her finisher photo.

You couldn’t guess people’s weights by looking at them; many looked lighter or heavier than their actual weights.

There were plenty of black toenails sticking out of sandals.

People emptied their pockets of coins, cameras and cellphones to lighten their loads. Some squealed when the scale revealed more than they thought.

On the third day, at bike and bag check-in, under volunteer captain Caroline, there was a lot to learn. “Make sure they only leave a water bottle and bike computer on the bike, all else goes in the gear bag, including shoes. Walk with the athletes and give the personal touch. Line up and meet the athletes one on one.”

Photos were taken of each bike, with the volunteer holding the bike. We were told this was for “documentation purposes.” We suspect it was for “advertising purposes.” There were four lanes, and four photographers. The volunteer then guides the athlete and his bike to the rack with his/her number. Bikes hanging by seats not handlebars, bike on side facing the number. Then to the gear bag drop-off in the big tent where the banquet was the evening before.

We looked after bag check-in after the bikes were dropped off. Rows and rows of blue bags of bike gear to be picked up after the swim, and rows and rows of red bags of run gear to be picked up after the bike. There was an artificial leg on top of one of the bike bags and one of the run bags, I assumed for the same athlete. In between the two rooms were the male change room and the female change room, with lines of chairs where the athletes can sit and change for their next activity.

For all our volunteering days we were working flat out 9 a.m. to 5 p.m. with a short break for a Subway sandwich lunch in the Volunteer tent. It wasn’t just about the tasks of handing out bags, cutting off bracelets or escorting to bag drop-off; it was all the dozens of questions that we had to quickly learn to answer… “Can I access my red bag in the morning…Where do I exit for the run…Where do I leave my ‘special needs’ bags?..Do you have a safety pin? A Band-Aid?”  As on all our volunteer days, we were there to provide information, reassurance and support.

The mix of French, English and other languages added a unique touch, as everyone tried to accommodate everyone else. The French-speaking volunteers from the Tremblant area were particularly ebullient and energetic, and proud of a great event.

Some athletes were relaxed and familiar with procedures; others had many more questions and concerns. They came from Great Britain, Germany, Australia, Switzerland, Brazil, France, Belgium, Ireland, Italy and Japan, as well as Ontario and Quebec, and 850 Americans and 100 Mexicans. Many were truly appreciative of the efficient race organization and in the midst of their own concerns, we were often thanked by the athletes for volunteering.