Wednesday, May 24, 2017

Race Organization Checklist

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Brochure Information:

  • Date of race
  • Starting time(s)
  • Start & finish site(s), directions, public transportation, parking
  • Race distance(s)
  • Course description (include terrain, mile markers, elevation)
  • Course map
  • Course certification number
  • Race sanction, insurance with USA Track & Field
  • Sponsors, assisting organizations
  • Municipalities recognition
  • Sponsor/contributor recognition
  • Age groups awards with depth in each category
  • Team categories / prizes (spell out team rules, number per team, scoring method)
  • Time/Location of awards ceremony (usually 15-30 minutes after last finisher)
  • Amenities (T-shirt with limits, food, etc.)
  • T-shirt/packet pick-up information
  • Entry fee (non-refundable!), entry deadline, checks payable to...
  • Mailing address to send bottom of entry with check
  • Race limit, if applicable
  • Refreshments and other amenities
  • Clinics & other related activities

The Entry Blank Should Request:

  • Name (First Name, Middle Name or Initial, Last Name)
  • Address (street, city, state, zip)
  • Telephone
  • Email
  • Age & date of birth
  • USATF number (optional)
  • Special categories and team/club designation such as Wheelchair, Clydesdale, Walker or Police
  • Signature (parent or guardian if under 18) acknowledging Waiver of Liability (see sample application)

Promotion Opportunities

  • Distribution of entries through direct mailing, TCTC Flyer, at running stores, health clubs, at races
  • Notification thru TCTC Email list
  • Posters
  • Press announcements (calendar listings in local newspapers)
  • Regional & national running magazines
  • Television/Radio public service announcements
  • Press releases
  • Neighborhood flyer to advertise and notify any inconvenience to residents
  • Advertisements (Running Journal, Runner's World, Running Times)
  • Create Web Page
  • Online Registration
  • Assign race photographer: (Optional) for participants' photos (sales) and for documentation & future sponsor presentation

Course & Permits

  • Municipal Permits
  • State Permits
  • USATF Sanction 
  • Certificates of Insurance
  • Course measurement & certification 
  • Course miles marked
  • Signage prepared for course and race site
  • Police details arranged
  • Fire department notified (alternate routes in case of emergency)
  • Trains notified if course crosses railroad tracks
  • Hospitals notified/Ambulance services arranged or notified
  • Press/course vehicles obtained

Supplies and Last minute details

  • T-shirts and other give-away items obtained
  • Race numbers and safety pins obtained  
  • Registration data system established 
  • Portopotties (if necessary)
  • All race applications data entered into registration system

Volunteers for day of race

  • Registration
  • Finish line timing & scoring and results
  • Medical
  • Aid stations
  • Course security/marshals/communications
  • Results posting & Distribution
  • Awards
  • Refreshments/clean-up

Race Day Details

  • Water at Start, Finish and along course
  • Course information signs posted with map
  • Table and chairs for registration
  • Coffee/refreshments
  • T-shirts with "Race Official" identification
  • Instructional briefings prepared for race start, awards and sponsors
  • Restroom information
  • Medical/weather information
  • Starting line information
  • Course map with mile markers and aid stations
  • Clothing/check-in/changing facilities/showers (optional)
  • Results posting

Water Stations in Place:

  • Water/electrolyte replacement fluid
  • cups, pitchers
  • tables
  • barrels/trash bags
  • rakes (for clean-up)

Course material in place

  • Mile/kilometer markers
  • Directional arrows
  • Wwater/aid stations
  • Communication equipment
  • Stop watches for mile split callers/Splits

Refreshments area:

  • Tables
  • Ice
  • Knives, forks, spoons, napkins  (depending on food)
  • Trash barrels/bags
  • Cups

Registration

  • Alphanumerical lists printed and  posted
  • Number pick-up
  • T-shirt and packet pick-up
  • Post-registration area set-up
  • Entry forms/pens/pencils (use separate table)
  • Race numbers and pins
  • Race packets
  • Cash-box/change  (Plenty of ones and fives)
  • Trouble table set-up (if large race)

Results Area:

  • Isolated area close to finish line
  • Tables and chairs
  • Electric power hook-up
  • Copying machine (optional)
  • Telephone, fax
  • Pre-printed awards with age groups, teams and special division
  • Bulletin Board with tacks
  • Tie Wraps
  • Scotch Tape

Awards Area:

  • Tables and chairs
  • Podium or announcing stand
  • PA system
  • Awards display area, with awards arranged by age group
  • Results posting area

Last Minute Details

  • Course officials briefed
  • Official photographer briefed (provided with shot-list)
  • Course vehicle drivers briefed (someone familiar w/ course should guide each vehicle)
  • Sweep vehicle driver briefed
  • Official starter equipped and briefed
  • Banners placed in area easily view by runners and press
  • PA system or bullhorns functioning
  • Rest room facilities in place

Start/Finish line equipment in place 

  • Tent for inclement weather
  • Pace/seeding signs (optional for large races)
  • Finish tape with sponsors name
  • Chute materials (stanchions/rope)
  • Digital clock
  • Computer system
  • Recording sheets, clipboards, pencils for timer,  bib number recorders
  • Tables and chairs
  • water station set up

Medical area set-up

  • Isolated, covered area near finish, often an EMT vehicle
  • Supervising MD & qualified nurses, EMTs
  • Communications
  • Ice, IVs, hot & cold fluids, cots, blankets
  • Immediate triage capability

Post Race

  • Results posted on TCTC Results page 
  • Clean-up  (course, start & finish are, locker rooms, etc.)
  • Press release with results
  • Post race stories with photo's to press
  • Post race mailing or email to participants
  • Thank you's to sponsors, volunteers, contributors, municipalities
  • Post-race evaluation meeting with organizing committee
  • Volunteer/Officials' party

Bold Items provided by TCTC when using various TCTC Services.

  

Sponsors

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