ROAD RACE MANAGEMENT, DIRECTOR'S CHECKLIST

Entry Blank    Promotion    Pre Race   Race Day     Medical, Post Race        

• ENTRY BLANK INFORMATION:
  ___ Date of race
  ___ Starting time
  ___ Start & finish site(s), directions, public transportation, parking
  ___ Race distance
  ___ Course description (include terrain, mile markers, elevation)
  ___ Course map
  ___ Course certification number
  ___ Race sanction, insurance with USA Track & Field 617-566-7600
  ___ Sponsors, assisting organizations
  ___ Municipalities recognition
  ___ Sponsor/contributor recognition
  ___ Age groups/Awards  (with depth in each category)
  ___ Team categories / prizes
          (team rules spelled out,  number per team score by place or time)
  ___ Time/Location of awards ceremony
          (usually 15-30 minutes after last finisher)
  ___ Amenities (T-shirt with limits, food, etc., )
  ___ Number, 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 application part should request:
  
  ___ Name, address (street, city, state, zip), telephone and email
  ___ Age & date of birth
  ___ USATF  number   (OPTIONAL)
  ___ Special categories  and team/club designation
          Wheelchair, Clydesdale, Walker or Police
          (Sark Productions asks that one category per person)
  ___ Signature (parent or guardian if under 18) acknowledging Waiver of Liability
   (see sample application)

Entry Blank    Promotion     Pre Race   Race Day    Medical, Post Race        

• PROMOTION
  
  ___ Distribution of entries through mailing, at running stores, health clubs, at races
  ___ Notification thru email list in address book
  ___ Posters
  ___ Press announcements (calendar listings in local newspapers),
          local & national running magazines
  ___ Television/Radio public service announcements
  ___ Press releases
  ___ Neighborhood flyer to advertise and notify any inconvenience to residents
  ___ Advertisements
          (New England Runner, USATF Exchange Zone, Hockomock Swamp Rat)
  ___ Create Web Page and promote through www.coolrunning.com and
          New England Runner  and Sark Race Productions.
  ___ Assign race photographer: (Optional)
  
• 1. for participants' photos (sales) and
  2. for documentation & future sponsor presentation

Entry Blank    Promotion    Pre Race   Race Day     Medical, Post Race        

PRE-RACE

• Course,  Permits and Supplies
  ___ Municipal Permits
  ___ State Permits
  ___ Sanction (USATF, P.O. Box 1905, Brookline, MA 02446)
                           617-566-7600, providing insurance
  ___ 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  (we provide these)
  ___ Registration data system established (see samples)
  ___ Portopotties (if necessary)
  ___ All race applications emailed, faxed or express mailed to timing service
  
• Volunteers for day of race
  ___ registration
  ___ finish line timing & scoring and results
  ___ medical
  ___ aid stations
  ___ course security/marshals/communications
  ___ results posting & distribution (faxing to newspapers)
  ___ awards
  ___ refreshments/clean-up

Entry Blank    Promotion    Pre Race   Race Day     Medical, Post Race        

• RACE DAY   (Final details for a smooth running & safe race:)
  ___ Water at Start, Finish and along course
  ___ Course information signs posted with map www.mapblast.com
  ___ Table and chairs for registration
  ___ coffee/refreshments
  ___ T-shirt 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
  ___ 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 agegroups, teams and special division
  ___ Bulletin Board with tacks
  ___ Tie Wraps
  ___ Scott 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 easliy 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
  
  Entry Blank     Promotion    Pre Race   Race Day     Medical, Post Race
  
• Medical area set-up
  ___ isolated, covered area near finish
  ___ supervising MD & qualified nurses,EMTs
  ___ communications
  ___ ice,IVs, hot & cold fluids, cots, blankets
  ___ immediate triage capability
  
• POST RACE
  ___ Results posted on Internet
          (sarkproducts.com, coolrunning.com, New England Runner)
  ___ Clean-up  (course, start & finish are, locker rooms, etc.)
  ___ press release with results
  ___ Post race stories with photo's  to press
  ___ Post race mailing to participants
  ___ Thank you's to sponsors, volunteers, contributors, municipalities
  ___ Post-race evaluation meeting with organizing committee
  ___ Volunteer/Officials' party

This list was created with the help of New England Runner and USA T&F