SCR Policy for Helping at Races
- Before an "Outside Group" contacts SCR for help with a proposed race,
the "Outside Group" must appoint a "Race Director" to serve as the "liaison"
between the "Outside Group" and SCR.
- The Outside Group's Race Director must attend a regularly scheduled SCR
meeting (usually held the first Tuesday of each month at the Pueblo
Family YMCA) to request that SCR help with the proposed race. This request
must be presented at least 90 days prior to the scheduled day of the proposed race.
- SCR will vote on whether to help at the proposed race. Reasons for
NOT helping include:
- The Outside Group not notifying SCR at least 90 days before the
proposed race.
- No SCR member being available (or willing) to serve as "liaison" between
the Outside Group's Race Director and the SCR.
- A history of that Outside Group not providing proper support in
previous years.
- The Race Director has overall responsibility for details pertaining to
the event including volunteer recruiting. The SCR liaison is responsible
for picking up and returning SCR finish line equipment and
coordination with the outside group. The SCR liaison is also responsible
for collecting any SCR fees which should be immediately submitted to
the treasurer.
- If the outside group does not have access to liability insurance
for their event, coverage must be provided under the SCR policy. To be
covered under the SCR policy, all insurance requirements must be
met (including the registration forms
showing the event is produced by SCR and the Road Runners Club of
America). The outside group will reimburse SCR for this insurance
coverage ($65.00 per event). If the outside group has their own
liability insurance coverage, they must list SCR as being additionally
insured on their policy and show proof to the race director.
- After the initial meeting, the Outside Group has one month to design their
race "Entry Form". During that month, the SCR liaison will work closely
with the Race Director to assure the entry form contains all necessary
information. The Race Director must attend the regularly scheduled SCR
meeting held at least 60 days prior to the race to present a prototype
of the entry form. At that meeting
the SCR members should accept the entry form (or require specific changes).
Within one week of that SCR meeting, the Outside Group must provide at least
250 entry forms to the SCR Newsletter Editor so those forms can be provided
to the SCR membership in the upcoming issue of Footprints, SCR's
monthly newsletter.Unless other arrangements have been made, all entry forms
delivers for newsletter distribution must be on unfolded 8½" x 11" paper.
- The Race Director must attend the regularly scheduled SCR meeting at least
30 days prior to the race to present the current race status. This status
includes preparations for registration, aid stations, course marshals,
lead/sweep vehicles, police arrangements, etc. Plans will be made at that
time to cover areas that have not been met.
- Normal SCR race assistance will consist of:
- Furnishing of Chronomix, race clock, finish board, finish
chute equipment
- Finish line volunteers
- Course marking
- Course measurement
The actual services provided by SCR depend on the arrangements
made between SCR and the outside group. The fee charged by
SCR to provide race assistance is also dependent on the
services provided. Even though SCR has general policies
and fees for race assistance, each race is unique and the
associated fee must be determined for that specific event.
- The sponsoring organization shall be responsible for:
- Ordering race bib numbers and awards; bib numbers can be
purchased through the Gold Dust Saloon
- Registration ("pre" as well as "race day")
- Course marshals, split timers
- Ordering T-shirts
- Coordinating with outside sources such as ambulance,
police, park officials, etc.
- Water and aid stations
- Approval from city for parade permits, etc.
- Advertisement/promotion/flyers
- Insurance
- Sponsorship
- Lead bicyclist, sweep bicyclist
- Water and/or refreshments
- Publicizing results in newspaper
- First Aid
- Clean up following event
- Additional fees may also include
- $0.33 per bib for bib numbers
- any other items deemed necessary to produce a
quality event