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RACE OUTLINE

Planning the race

• Date of race
• Starting time
• Start and finish location(s), directions, transportation, parking information
• Race distance
• Course description (include terrain, landmarks, mile markers, elevation)
• Course map
• Notify proper authorities
o Secure State or Municipal permits
o Get Certificates of Insurance
o Notify Police/Fire Dept
• Draft volunteers
o Help promote event
o Registration
o Coordinating sponsors
o Awards
o Water stations
o Clean-Up
o Tell volunteers what time arrive at race-site
• Contact Possible sponsors
• Determine Entry Fee
• Create Entry Form
• Secure supplies/vendors
o Race timer 
o T-Shirt/giveaway
o Drawstring bags for packets 
o Awards 
♣ Determine Age groups
♣ Time and location of awards
• Prepare the race site 
o Measurement and certification 
o Mark race course 
o Create signage for course and race site
o Secure any tables/chairs for various Water/aid stations
o Ensure electric hook-up is available
o Ensure restrooms are available 
o Arrange for post-race refreshments
Promotion

Promote the race with help of the following methods:

• Distribution of entry forms through mailing, and at running stores, health clubs, and races
• Posters and neighborhood flyers, as well as at sponsors' locations
• Media announcement (calendar listing) to local newspapers and websites, local running/sports magazines
• Television/Radio public service announcements
• Press releases
• Advertisements (Websites, magazines, newsletters)
• Websites and social media
• Despite electronic media and websites, a paper entry or info card is still important
Race Day

• Course directional signage/informational signs posted
• Volunteer/Official area assembled
o tables/chairs/signage posted
o refreshments
o instructional briefings prepared
• Pre-registered runners area
o list/printout posted
o Safety Pins
o Number/packet pick-up
• Post-registration area set up
o entry forms/pens/pencils
o race numbers/safety pins
o race packets
o cash box/change
• Police briefed
• Course officials/marshals briefed
• Start/Finish officials briefed
• Official photographer(s) briefed (provide with shot-list)
• Trail/sweep vehicle - driver briefed (provide vehicle with communications)
• Start/finish banner(s) mounted
• Timers briefed
• PA system(s)/bullhorns functioning
• Rest room facilities in place
• Start/Finish line equipment in place:
o pace/seeding signs
o finish tape
o chute materials (cones, flags, rope)
o digital display clock
o computer system (functioning)
o recording sheets, clipboards, pencils for timers, select timers, bib number recorders, backup manual timing system in place
o bib number tear-off tag spindles if applicable
o tables/chairs
o electric power access or generator
o water station set up
• Medical area set-up (if needed)
o isolated, covered area near finish line
o supervising MD and qualified nurses, EMT's
o communications - internal and to larger medical center
o ice, IV's, hot and cold fluids, cots, blankets
o immediate triage capability
• Water stations in place:
o water/electrolyte replacement fluid
o cups, pitchers
o tables
o barrels/trash bags
o rakes (for clean-up)
• Course material in place
o mile/kilometer markers
o directional arrows
o water/aid station markers
o communication equipment/personnel (radio volunteers, cell phone directory card for all key race personnel)
o stop watches/clocks for mile split callers
• Results area functioning:
o isolated area close to finish line
o tables/chairs
o electric power hook-up
o computer and printer
o pre-printed awards/results sheets
• Refreshments area functioning:
o tables, trays
o ice
o utensils depending on foods available, napkins
o trash barrels/bags
• Awards area functioning:
o tables/podium/announcing stand
o PA system
o awards display area, with awards arranged in order of distribution
o results posting board/area
Post Race

• Clean-up of all areas (course, start and finish area, etc.)
• Press release with results
• Post-race stories/photos to press/websites/social media
• Post-race mailing to participants
• Thank-you's to sponsors, volunteers, contributors, municipalities, facility owners
• Post-race evaluation meeting with organizing committee

 

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