Last year, I volunteered as a sweeper at a trail race in Gunnison, CO. My role was simple: stay at the back of the 15k and make sure no runner was left behind. What I didn’t expect was that the experience would change the way I think about event emergency preparedness.
That day, I met Kathy, an incredible 80-year-old who signed up for the race to celebrate her birthday. Over the 4.5 hours we spent together, we talked about everything from blood pressure concerns to leg cramps to what to do in case of an emergency.
Her questions were eye-opening. It became clear that volunteers are often the first line of defense when something goes wrong. We are the ones checking on athletes, noticing when someone looks shaky, and calling in help if needed. That is a big responsibility.
What Volunteers Need to Know
For event directors, the takeaway is simple: volunteers want to help, but they need guidance and the right tools. A few essentials can make all the difference.
Clear emergency action plan
Make sure every volunteer knows:
- Their role in an emergency
- Where first aid stations are located
- How to reach medical staff quickly
The basics in their pack
Encourage volunteers to bring (or provide them with):
- A charged phone and the course map (downloaded offline)
- Extra water and electrolytes
- A simple first aid kit
Eyes on the course
Volunteers should be ready to:
- Watch for signs of distress
- Check in with participants, especially in tough sections
- Report concerns without hesitation
When volunteers are prepared, events are safer. They do not replace trained medical crews, but they are the extra set of eyes and ears along the course.
My day with Kathy reminded me that trail running is about more than finish times. It is about community, making sure every participant, whether they are chasing a podium or celebrating an 80th birthday, has the support they need to cross the finish line safely.
Bring This to Your Next Event
Event safety is not just a checklist, it is a team effort. By looping volunteers into your emergency planning, you create a stronger, more supportive crew that can handle whatever the day brings.
Current athleteReg users: Log into your event director dashboard and review your volunteer email communication plan.
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