IRVING FROST MARATHON VOLUNTEER GUIDE
TABLE OF CONTENTS
FESTIVAL SETUP/BREAKDOWN & RACE RECOVERY INSTRUCTIONS
FESTIVAL SETUP/BREAKDOWN & MEDALS INSTRUCTIONS
WATER STATION INSTRUCTIONS
PACKET PICKUP INSTRUCTIONS
EXPECTATIONS
WHAT TO BRING
PLEASE CHECK THIS GUIDE FOR CHANGES AT ANY TIME!
FESTIVAL SETUP/BREAKDOWN & RACE RECOVERY INSTRUCTIONS
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SATURDAY, DEC 20, 2025
4:30 AM - 3:00 PM
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Description text goes here
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Instructions will be sent before race day to the email provided upon registration.
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4:30 AM
Sign in at volunteer check-in table to receive your volunteer credentials
Set up barricades & mesh
Set up festival tents & tables
Set up race recovery food, beverage, ice bags, & giveaways
Pass out food & beverage at race recovery
Keep area clean by throwing trash away
2:00 PM
Soft close - begin tear down
2:30 PM
Hard close - load up
3:00 PM
Sign out to receive your volunteer shirt and volunteer hours if applicable
FESTIVAL SETUP/BREAKDOWN & MEDALS INSTRUCTIONS
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SATURDAY, DEC 20, 2025
4:30 AM - 3:00 PM
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Instructions will be sent before race day to the email provided upon registration.
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4:30 AM
Sign in at volunteer check-in table to receive your volunteer credentials
Set up barricades & mesh
Set up festival tents & tables
Set up finisher medals
Pass out medals & cheer at the finish line
Keep area clean by throwing trash away
2:00 PM
Soft close - begin tear down
2:30 PM
Hard close - load up
3:00 PM
Sign out to receive your volunteer shirt and volunteer hours if applicable
WATER STATION INSTRUCTIONS
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SATURDAY, DECEMBER 21, 2024
6:30 AM - 2:00 PM
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REPORT DIRECTLY TO YOUR WATER STATION LOCATION, SEE BELOW
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SEE BELOW
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1. Sign in on the volunteer sheet.
2. Put tablecloths on tables.
3. Ensure trashcans are spread evenly along the race route by 50 yards.
4. Cut bananas in half and place them on trays.
5. Cut oranges in fourths and place them on trays.
6. Fill cups.
***9 oz cups are for Water - only fill cup 1/2 full.
***7 oz Gatorade cups are for Blue Gatorade - only fill cup 1/2 full.
***5 oz cups are for Yellow Pickle Juice - only fill cup 1/4 full.
***If your station has Water Bottles - only open as needed, DON’T OPEN ALL!
ONLY USE APPROPRIATE CUP AT ALL TIMES, NO EXCEPTIONS.
7. ALL volunteers hold a cup with arm fully extended away from you to make it easy to grab.
8. Yell out what you have, “WATER, GATORADE, PICKLE JUICE”. You may feel like you’re repeating yourself, but this is the first time and the only time they will hear you say it.
9. Motivate runners, get excited, keep them moving, cheer them on saying, "Good job, keep going, you got this!"
10. Throw away discarded cups, bottles, and trash using gloves provided.
11. After the last runner, place unused cups/bottles on table for pickup
12. Sign out on the volunteer sheet.SAFETY REMINDERS:
***STAY OFF OF THE RACE ROUTE & OUT OF THE WAY OF RUNNERS AT ALL TIMES UNLESS TO PICK UP TRASH WHEN NO RUNNERS ARE COMING.
***LET RUNNERS COME TO YOU, DON’T GO TO THEM. NOT ALL RUNNERS WILL WANT HYDRATION.
***NON EMERGENCIES TEXT NUMBER IN VOLUNTEER FOLDER.
***MEDICAL EMERGENCIES CALL 911.
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https://www.youtube.com/watch?v=xHVmGSRU04gcription
WATER STATION 1
Location: Promenade Pkwy median
Map: https://maps.app.goo.gl/CtYBwCBoKqf5z32S7
Parking: Promenade Apartments
WATER STATION 2
Location: Campion Trail @ Bird’s Fort Trail Park
Map: https://goo.gl/maps/tFxV5dijiXW2yCvE7
Parking: Bird’s Fort Trail Park
WATER STATION 3
Location: Campion Trail @ La Villita Park
Map: https://goo.gl/maps/fphKBna5vV4NUsQu6
Parking: La Villita Park
WATER STATION 4
Location: Campion Trail @ TW Richardson Grove
Map: https://goo.gl/maps/FNpgnuS5hS3sH4FN9
Parking: TW Richardson Grove
PACKET PICKUP INSTRUCTIONS
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FRIDAY, DECEMBER 19, 2025
9:00 AM - 7:00 PM
3:00 PM - 7:30 PM -
Omni Las Colinas Hotel
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Omni Parking Garage. Collect parking validation ticket at checkout.
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9:00 AM
Sign in
Set up stations
Set up signage
Prepare race packets
Pass out race packets
6:30 PM
Soft close - begin tear down
7:00 PM
Hard close - load up
7:30 PM
Sign out to receive your volunteer shirt and volunteer hours if applicable
EXPECTATIONS
CHECKING IN AND OUT: Volunteers must check in and out on time. Late check-ins and early check-outs are not allowed. Volunteer shirts are given at checkout only to those who check in and out on time.
ACTIVITY: Must be able to lift 20-40 lbs.
WHAT TO BRING
APPROPRIATE ATTIRE: The event is outdoors and will take place rain or shine, so dress accordingly. Comfortable/closed-toe shoes. Rain boots are suggested for water stations. Sunscreen, hat, or layers as needed. Team uniforms/shirts and/or costumes are encouraged to make it fun.
FOOD & BEVERAGE: Eat a light breakfast before arrival. Please bring your own hydration and snacks. Lunch will be provided for shifts more than 4 hours.
VIBES: Positive energy and big smiles! :)
Thank you for volunteering with us!
These events would not be possible without your support!
-IMRS TEAM