Community: Exchange advice in the forums and read running commentary Resources: Personal running log, calculators, links and other tools for runners News: Running news from around the world Training: Articles and advice about fitness, race training and injury prevention Races/Results: Find upcoming races and past results Home: The Cool Running homepage

Cool Running Races & Tips
About Us
Support
Road Race Promotion for Race Directors
Advertising
Pay-Per-Click Ads on ACTIVE.com
Cool Running on Your Site
ACTIVE Runner Newsletter
Terms of Use
Your Privacy Rights
Race Director Software
Race Timing Systems
Race Planning Analytics

 


Race Director's Checklist
Race director's checklist by USATF.

  
e-mail E-mail this page
print Printer-friendly page

Related info:
View more race director guides
 

By USATF
Posted Monday, 29 April, 2002

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
  • Race sanction with USA Track & Field
  • 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
  • Postentry procedures
  • 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
  • USA T & F Number
  • 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, National
  • running magazines.
  • Television/Radio public service announcements
  • Press releases
  • Neighborhood flyer
  • Advertisements (New England Runner, USATF's Exchange Zone)

Assign race photographer

    1. for participants photo's (sales) and
  • 2. for documentation and future sponsor presentation

Pre Race

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

  • Municipal Permits
  • State Permits
  • Sanction (USATF, P.O. Box 1905, MA. 02146), providing insurance
  • 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/checkin/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
Press area assembled
  • tables/chairs/signage
  • copying machine, fax
  • race information/printouts
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/electrolyte replacement fluid
  • 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
  • typewriters, wordprocessor and printer
  • copying machine
  • telephone/ax
  • preprinted awards/results sheets
Refreshments area functioning:
  • tables
  • trays
  • 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
 


My ACTIVE
Help
Recent Results
Upcoming Events
Training Log
Forums
Post a Race
Submit Results
Advertise
Sponsored By

Couch-to-5K Google play Couch-to-5K App Store

© 2015 Active Network, LLC and/or its affiliates and licensors. All rights reserved.

About Us | Terms of Use| Copyright Policy | Your Privacy Rights | Support

Cool Running Facebook Facebook | Cool Running Twitter Twitter | Newsletter Subscription | News Feed Subscription

Race Directors | Running Events | Race Results | Running Tips | Pace Calculator | Couch to 5K | Running Forum | Running News