Road Race Organiser's Check-list

Condo131

With our Club Road Race coming up this week-end, I figured that it might be an opportune time to post our race checklist. We've been using this for a couple of years and its proven quite handy. For the non-organiser, it gives an idea of what goes on behind the scenes.

The list started out as a U.S. list and has been amended/added since.

btw, it's like a basic shopping list - you take the ones that apply to you and leave the rest.

Road Race Checklist

· Brochure Information:

• Date of race
  • 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 AAI
  • 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, town, city)
  • Telephone
  • Email
  • Age & date of birth
  • Special categories and team/club designation such as Wheelchair, Walker
  • Signature (parent or guardian if under 18) acknowledging Waiver of Liability

· Promotion Opportunities

• Distribution of entries through direct mail, email list, at running shops, health clubs, at races
• Posters
• Press announcements ( listings in local papers, community papers & newsletters, and ‘freebies’
• Irish Runner
• Television/Radio public service announcements
• Press releases
• Neighbourhood flyer to advertise and notify any inconvenience to residents (and request dogs to be kept indoors during race)
• Advertisements (Irish Runner)
• Create Web Page(s)

Online Registration
Set up on-line registration/entry
Assign race photographer: (Optional)for participants' photos (sales) and for documentation & future sponsor presentation

· Course & Permits

• • Gardai notified
  • AAI Sanction
  • Course measurement & certification
  • Course miles marked
  • Signage prepared for course and race site
  • Police details arranged
  • Ambulance services arranged
  • Press/course vehicles obtained
  • Safety statement drafted/revised
  • Course map

· Supplies and Last minute details

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

· Volunteers for day of race

• • Registration
  • Finish line timing & scoring and results - timekeeper(s), checkteams, line hunter(s), photographer, video, medical personnel.
  • 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
  • Results posting

· Water Stations in Place:

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

· Course material in place

• • Mile/kilometer markers
  • Directional arrows
  • Water/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 (optional)
  • Pace/seeding signs (optional for large races)
  • Finish tape with sponsors name
  • Chute materials (stanchions/rope)
  • 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.
  • Ambulance(s) arranged – get contact number for race day
  • Supervising MD & qualified nurses,
  • Communications
  • Ice, hot & cold fluids, blankets
  • Immediate triage capability

· Post Race

• • Results posted on website
  • Photos on website
  • Videos on website
  • 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
  • NB Draft ‘Lessons learnt’ list after the event.

eliwallach

Simple enough so.

:rolleyes::rolleyes:

umpire bat

All this and more for 10 euro....Take note newbies this is how many real athletic clubs organise good races. Your club deserve to do well with their race this weekend. That is a credit to you.

ecoli

Looking at this list and it looks like a very well organized race. I am assuming control of a race next year and always coming from an athletes perspective i want to do it right.
Basically i am looking to start looking into the logistics:

1) Where can i find someone to accurately measure the course(Jones counter) and what kinda price would i be talking?
2) i have heard that their may be a charge for trying to get a road closed to the Gardaí anyone have an idea of what kinda price we are talking?
3) what kinda prices per athlete would it cost to get chip timing ?

lecheile

ecoli wrote: »

1) Where can i find someone to accurately measure the course(Jones counter) and what kinda price would i be talking?
2) i have heard that their may be a charge for trying to get a road closed to the Gardaí anyone have an idea of what kinda price we are talking?
3) what kinda prices per athlete would it cost to get chip timing ?

(1) Talk to your local county board, they will give you contact - there was a measurers' course last month so plenty of fresh meat looking for courses to measure:) They sometimes charge mileage to cover the cost of getting to you, apart from that there is not any other charge.
(2) Don't know.
(3) Can vary - there are a number of providers that offer different packages and will depend on the event and requirement for clocks etc. Can be in the region of €1 - €2 per entrant

Condo131

ecoli wrote: »

1) Where can i find someone to accurately measure the course(Jones counter) and what kinda price would i be talking?

The AAI have a list of accredited measurers HERE. (my number is wrong, but haven't managed to get AAI to change it yet :rolleyes: ) Better list HERE. How much depends on who's doing it, how long it takes, if a new calibration course needs to be set up and how far the person has to travel to do it, etc. Again it depends. Some people don't charge in the expectation that you'll help out at their race, and a variety of other reasons. For an ordinary 'common or garden' race, I do charge (but normally not for charity events), but tell the organiser to contact some of the other measurers also and see who works out best for him/her. Measurement takes time: (say) a 5k course right beside the calibration course will probably take 2.5 to 4 hours total, between calibration, measurement and post calibration. A longer course will take even more time.

ecoli wrote: »

2) i have heard that their may be a charge for trying to get a road closed to the Gardaí anyone have an idea of what kinda price we are talking?

If you're talking several hours in a City or town that, I believe, can cost 'an arm and a leg'. However the Gardai can (allow you to) close off a road for, I believe, 2 hours without any hassle/charge. Hint: try to go through a Garda that runs - the higher the rank the better. It also helps to have a charity involved.

ecoli wrote: »

3) what kinda prices per athlete would it cost to get chip timing ?

More people have come into the market, so shop around. We haven't used chip timing to date.

fjw

Thanks for that. It's the help we needed

Spring Onion

Does anyone know how much it costs to buy number bibs for races? Do the timing folks (e.g. redtag/precision) provide those?

ultraman1

Spring Onion wrote: »

Does anyone know how much it costs to buy number bibs for races? Do the timing folks (e.g. redtag/precision) provide those?

Dey provide

Timmaay

http://www.pymmwenn.com/index.php?page=racenumbers this crowd is good also. Only catch would be shipping from the UK, if you only need the likes of 100/200 numbers.

Condo131

Normally the Chip people provide, and always do when the integrated chip & pin number are used. For non-chip races, we buy enough for 4 or 5 years, at any one time. We also get enough pins for several years, at the same time. Overall price is generally the decider. Worth bulk buying to save on shipping costs.