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Run the Runway at Chicago Executive Airport

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Event Set-up and Organization

Pre-Event Set Up High Priority

June 27, 2026

Details

Tasks will include:
-Set-up and placement of tents, tables and chairs
-Tape Sponsor logos in front of their assigned booth location
-Distributing items to their proper areas (medals, water bottles, coolers, giveaway items)
-Arranging the podium award "steps" in the award area
-Set out food items at main water table
-Arrange and organize prize drawing baskets and materials
-Hang and organize finisher medals at event start/finish lines
-Add water to coolers
-Set up cones and barricades in main event area and on event routes
-Place signage and feather flags

Location

This position will assist with the setup of the event area

Packet Pickup High Priority

June 27, 2026

Details

Responsible for:
-Assisting with the check-in process
-Post signs to assist with morning of organization
-Assign bib numbers to participants picking up their packets (using a provided mobile device)
-Calling out the event type as people are checking in
-Getting the proper bag associated with the event registered
-Pack up and organize remaining event bags, bibs, pins and writing material after the event check-in period concludes at 9:15AM - to assist in efficient event cleanup

Location

Main Packet Pickup tables, near the event entrance

Crowd Control & Event Entrance Organizer

At least 2 more volunteers needed.

Details

Responsible for:
-Guiding people into the event area from the parking locations
-Ensuring the lines for packet pickup and food truck vending don't obstruct the main pathways of the event
-Keeping participants off static display airplanes that are roped off for display only

Location

This volunteer location will be in a variety of locations throughout the event area. Specific areas will be assigned on the morning of the event, unless requested in advance.

Kids Dash Coordinator High Priority

At least 3 more volunteers needed.

Details

Responsible for:
-Gathering Kids Dash participants at the Walk Route arch at 8:45AM
-Walking Kids Dash participants to their start lines at 8:55AM
-Ensuring participants start at the correct start line (2-5 years old run a shorter 100 YD Dash, 6-9 years old MUST run the long distance of a 1/4 mile)*
-Hold participants at the start line until their distance is set to go
-Count down and announce the event start with portable microphone/megaphone
-Cheer on kids as they run their events
-Hold the finish ribbon at the end of the Kids Dash for each of the two events
-Guide kids past the finish line as they cross
-Distribute Kids Dash finisher medals to each participant at the finish line
-Crowd control before/during and after the event (keep parents off the route and away from the middle of the finish area to keep a path clear for kids as they finish)

Kids Zone Supervisor

At least 1 more volunteer needed.

Details

Responsible for:
-Setting out provided yard games
-Arranging and restocking promotional materials on table
-Supervise attendees to ensure safe play
-Assist in line management at the airbrush tattoo station
-Clean up station at the end of the event, organizing and putting all games and promotional items away in bins

Location

Located near the static display airplanes and the walk route.

Water and Food Locations

5K and Walk Route Water Tables High Priority

At least 8 more volunteers needed.

Details

Responsible for:
-Removing caps from the water bottles before distributing
-Hand out cold waters to participants on the route
-Set extra waters on the table for people to take as they pass
-Refill coolers as they deplete to ensure we have cold water to hand out through the event
-Pack up and organize remaining water bottles and coolers after the event concludes - to assist in easy cleanup
-Walk the route and collect water bottles and any caps that were thrown during the event

Location

These volunteers will be located on the 5K and Walk routes. They will be driven out to their table before the event and driven back to the main event area after the routes are clear.

Main Water Table / Food Distribution Table High Priority

At least 4 more volunteers needed.

Details

Responsible for:
-Distributing cold water and packaged food (including clementines) to participants
-Keeping tables stocked with extra water and food items for easy access
-Monitoring supplies and refilling coolers and food items as needed throughout the event
-Packing up and organizing remaining water, food, garbage, and coolers after the event to support efficient cleanup

Location

Main water table/ food table, centrally located in the event area.

Finish Line Water/ Cooling towel distribution High Priority

At least 6 more volunteers needed.

Details

Responsible for:
-Setting up coolers/bins at the finish line for the 5K and Walk routes prior to event start
-Pre-staging extra cooling towels and water bottles behind the coolers for quick and safe restocking during the event
-Distributing cooling towels and water bottles to participants as they cross the finish line

Location

This station will be spread out down the 5K finish line, after the arch. You will organize a cooler and stack of waters/ towels to work from at your station.

Awards and Promotional Items

Finish Line Medal Distribution

At least 4 more volunteers needed.

Details

Responsible for:
-Hanging the finisher medals on the medal stands before the start of the event
-Handing out medals to participants as they cross the finish line
-Directing participants to the closest water location
-Packing up the unused medals to assist with post-event cleanup

Location

This volunteer location will be alongside the 5K and Walk route starting lines.

Podium Award Table High Priority

Minimum met, 4 volunteer spots remaining.

Details

Responsible for:
-Organizing our podium awards by male/female, age groups and 1-3 placements
-Distributing the appropriate award to the announcer or recipient as names/placements are announced
-Organize and pack up unclaimed placement awards at the conclusion of the event - these awards are distributed to winners the following week if unclaimed at the event
-Assist with distribution of regular finisher medals at the 5K finish line between 8AM-8:30AM, when possible

Location

In the podium award area, located near the airplane float near the finish of the 5K route.

Prize Drawing Table

At least 1 more volunteer needed.

Details

Responsible for:
-Organizing the prize drawing baskets in a way that allows people to see what's inside each option
-Sort and label the entries for each drawing in an organized manner
-At the conclusion of the event, bring the prize drawing items and the prize drawing submission tickets to your point-of-contact for safe keeping
-Organize and clean up your station

Location

Located near the main water table in the event area.

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