Race Directors Checklist

Entry Blank Information

The entry blank should contain the following information:

  • Date of race
  • Starting time
  • Start and finish site(s), directions, transportation, parking information
  • Race distance
  • Course description (include terrain, landmarks, mile markers, elevation)
  • Course map
  • Course certification number
  • Sponsoring/assisting organizations
  • Municipalities recognition
  • Sponsor/contributor recognition
  • Age groups/Awards
  • Awards/Prizes (with depth in each category)
  • Club/corporate team categories/prizes (team rules spelled out), if applicable
  • Time/Location of awards ceremony
  • Amenities (Tshirt, etc. with limits)
  • Tshirt/package pickup information
  • Race information contact/address/telephone number
  • Entry fee (spell out nonrefundable!), entry deadline, check payable to…
  • Number pickup information
  • Mailing address (on the application part to be mailed and on the information part kept by the athlete)
  • Race limit, if applicable
  • Refreshments
  • Clinics and other related activities

The application part should request:

  • Name, address (street, city, state, zip), telephone
  • Age and date of birth, sex
  • Where applicable: Special category and team/club designation, estimated finish time
  • Signature (parent or guardian if under 18) acknowledging Waiver of Liability

Promotion

Promote the race with help of the following methods:

  • Distribution of entry forms through mailing, at running stores, health clubs, at races
  • Posters
  • Press announcements (calendar listing) to local newspapers, running magazines
  • Television/Radio public service announcements
  • Press releases
  • Neighborhood flyer

Assign race photographer

  • For participants photo’s (sales) and
  • For documentation and future sponsor presentation

Pre Race

During the months preceding the race, the following tasks should be accomplished:

  • Parade Permits
  • Certificates of Insurance
  • Course measurement and certification
  • Course miles marked
  • Signage prepared for course and race site
  • Police Liaison/details arranged
  • Fire department notified
  • Hospitals notified/Ambulance services arranged or notified
  • Press/Course vehicles obtained
  • Tshirts/other giveaway items obtained
  • Race numbers/Safety pins obtained
  • Entry forms filed in alphabetical order and entry fees deposited

Volunteer committees established and captains appointed for:

  • registration
  • publicity and promotion
  • sponsors and donations
  • timing and scoring
  • medical
  • aid stations
  • course security/marshals/communications
  • results posting and distribution
  • awards
  • refreshments/cleanup

Runner’s information prepared for distribution and/or posting on race day:

  • Medical/weather information
  • Timing/starting lineup information
  • Course map with mile markers and aid stations
  • Clothing/check in/changing facilities/showers
  • Results posting

Race Day

Final details for a smooth running and safe race:

Course/informational signs posted Volunteer/Official area assembled

  • tables/chairs/signage posted
  • coffee/refreshments
  • Tshirt/Official identification
  • Instructional briefings prepared

Preregistered runners area

  • list/printout posted
  • number pickup
  • tshirt/packet pickup

Post registration area setup

  • entry forms/pens/pencils
  • race numbers/pins
  • race packets
  • cash box/change
  • Trouble table setup
  • Police briefed
  • Course officials/marshals briefed
  • Start/Finish officials briefed
  • Official photographer(s) briefed (provide with shotlist)
  • Press/Course vehicle drivers briefed (someone very familiar with course should serve as guide in each vehicle!)
  • Trailsweep vehicle driver briefed (provide vehicle with water, cups, blankets, firstaid kit, etc.)
  • Official starter equipped and briefed
  • Start/finish banner(s) mounted
  • Start/finish review stands assembled
  • PA system(s) bullhorns functioning

Start/Finish line equipment in place:

  • pace/seeding signs
  • finish tape
  • chute materials (stanchions, rope)
  • digital clock
  • chronomix timers
  • computer system (working)
  • recording sheets, clipboards, pencils for timers, select timers, bib number recorders
  • bar code spindles (if applicable)
  • tables/chairs
  • electric power hookup (generator)
  • water station setup
  • Restroom facilities in place
  • Clothing checkin in place

Medical area setup

  • isolated, covered area near finish line
  • supervising MD and qualified nurses, EMT’s
  • communications
  • ice, IV’s, hot and cold fluids, cots, blankets
  • immediate triage capability

Water stations materials in place:

  • water on course
  • electrolyte replacement fluid  at finish line
  • cups
  • pitchers
  • tables
  • barrels/trash bags
  • rakes (for cleanup)

Course material in place

  • mile/kilometer markers
  • directional arrows
  • water/aid station markers
  • communication equipment/personnel (ham radio volunteers)
  • stop watches for mile split callers

Results area functioning:

  • isolated area close to finish line
  • tables/chairs
  • electric power hookup
  • computer and printer
  • preprinted awards/results sheets

Refreshments area functioning:

  • tables
  • ice
  • knives, forks, spoons (depends on foods available), napkins
  • trash barrels/bags

Awards area functioning:

  • tables/chairs
  • podium/announcing stand
  • PA system
  • awards display area, with awards arranged in order of distribution
  • results posting board/area

Post Race

  • Cleanup accomplished (course, start and finish area, locker rooms, etc.)
  • Press release with results
  • Post race stories/photos to press
  • Post race mailing to participants
  • Thank you’s to sponsors, volunteers, contributors, municipalities, facility owners
  • Postrace evaluation meeting with organizing committee
  • Volunteer/Officials party
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