SCR Equipment Rental, Race Support & Advertising Policies

As of January 1, 2011 Southern Colorado Runners no longer provides On-line Race Registration to outside organizations. SCR will continue to promote races on its web site and calendar, but will not process credit card or PayPal transactions for outside organizations. Race directors have many online registration alternatives. One useful comparison of commercial online registration systems can be found here on the RunColo Web Site.

Policies:

1. Before an organization contacts SCR to request assistance with a proposed race, it must first appoint a Race Director to serve as its liaison with SCR. The Race Director has overall responsibility for organizing the proposed event. A more complete description of what this entails can be found in the "Easy Does It” Race Director Kit."

2. The organization’s Race Director must attend a regularly scheduled SCR meeting (usually held on the first Wednesday of each month at the Pueblo Family YMCA) to request assistance from SCR with the proposed event. This request must be presented at least 90 days prior to the scheduled day of the proposed event and must include a completed Request for Race Assistance / Equipment Rental Contract.

3. An SCR member must volunteer to act as liaison and have overall responsibility for details pertaining to SCR’s involvement with the proposed event including recruiting the finish line / results volunteers, picking up and returning any required SCR equipment, and coordination with the event organization. The SCR liaison is also responsible for collecting any SCR fees, which should be immediately submitted to the treasurer.

4. SCR will vote on whether to provide assistance at the proposed event. Reasons for NOT providing assistance include:

   • The organization failed to request assistance at least 90 days prior to the proposed event.
   • SCR is already committed to assisting another event on the same day.
   • No SCR member being available (or willing) to serve as liaison between the organization’s Race Director and the SCR.
   • A history of the organization not providing proper support in previous years.

5. After the initial meeting, the requesting organization has one month to design their race entry form (sample entry forms from SCR can be downloaded by clicking here). The SCR liaison will work closely with the Race Director to assure that 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 proposed event to present a prototype of the entry form. At that meeting the SCR members will review and approve or require specific changes to the entry form. Approved forms then can be distributed to the SCR membership in the upcoming issue of Footprints, SCR’s monthly newsletter. If this is desired, the requesting organization must provide at least 250 entry forms to the SCR newsletter editor with payment of the $25.00 distribution fee. Submit the payment with the entry forms. Please contact the newsletter editor for submission deadlines. If less than 250 entry forms are provided, none will be inserted in the newsletter (Postal regulations require all of our newsletters to contain precisely the same number of inserts). Unless other arrangements have been made, all entry forms delivered for newsletter distribution must be on unfolded 8 ½” x 11” papers.

6. The Race Director or SCR club liaison must attend the regularly scheduled meeting at least 30 days prior to the proposed event to report on the current event 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.

7. The event organization must obtain liability insurance and list SCR as an additional insured. A Certificate of Insurance must be provided to SCR at least 60 days prior to the event.

8. The Race Director, must register on the SCR list server and monitor the Email on a daily basis. Many questions about an event are raised on the list server and the response from the Race Director should be timely and accurate. The monitoring of the SCR list server activity must continue for a month after the event (unless outstanding issues still exist at that time).

9. Normal SCR race assistance will consist of:

   • Furnishing of Chronomix digital clock, timing equipment and finish chute equipment (cones, flags, etc.)
   • Finish line volunteers
   • Course design, measurement and marking
   • Race day registration (does not include cashier duties)
   • Results processing
   • Promotion of the event in the SCR Calendar of Events in print and online
   • Posting of the event results online

   The actual services provided by SCR will be dictated by the Race Assistance / Equipment Rental Contract entered into by the event organization and SCR. The fee charged by SCR to provide race assistance is dependent on the services provided. The basic charge is $100 for the first 100 registered participants and $1 for each registered participant over the first 100. Although SCR has standard fees for race assistance, each race is unique and the club may adjust the amount charged on an individual basis. Exempt from these fees will be the Pueblo Family YMCA and the Gold Dust Saloon in exchange for the use of their facilities for SCR activities. Also exempt, with approval at an SCR membership meeting will be an event produced by an SCR member who has been an active volunteer during the previous 12 months (50 or more volunteer points per year).

10. The sponsoring organization shall be responsible for:

    • Ordering race bib numbers, bib numbers can be obtained through the Gold Dust Saloon. The SCR charge is $0.35 per bib.
    • Pre-registration
    • Cashier duties
    • Event day pre-registered participant check-in and packet pick-up
    • Course marshals, split timers
    • Ordering awards
    • Ordering T-shirts, hats, gloves, socks, mugs or other event souvenirs (get creative)
    • 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
    • Restrooms or porta-johns
    • PA system
    • Publicizing results in newspaper
    • First aid
    • Clean up following event

11. Race directors will be Attend the SCR Monthly meeting following thier event to provide a brief "lessons learned" after-race report and any necessary follow-up.

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