"Easy Does it" Race Director Kit
Above all else each race entrant deserves two things:- An accurate course
- An accurate time*
*Does not apply to non-competitive or "fun" runs.
There are additional considerations that make for a successful race. Note that some of the following items assume you will receive assistance from Southern Colorado Runners:
- Begin planning at least four months prior to race date. Get your date
on the SCR Web Site and Footprints calendar and notify Colorado publications
such as Colorado Runner, etc.
A. Line up sponsor(s) as soon as possible.
B. Set up course.
- obtain police, city, state park city park clearance, if applicable
C. Assign assistants to help you (these are minimum)
- course
- registration
- awards
- publicity
- finish line
D. Obtain insurance.
E. Budget expenses and set fees accordingly; when budgeting consider the following:
- awards
- t-shirts, hats, gloves, socks, mugs or other event souvenirs (get creative)
- flyers
- mailings
- refreshments
- insurance
- bib numbers
- SCR fees
- advertising
- parade permit
- police fee
- city park fee
- flagging and road closure
- porta johns
- Registration Forms
You must include essentials such as: time, date, place, fee; leave space for entrants to list name, address, phone, sex, t-shirt size. Other information which is helpful is: course description, map to start, award categories, and name and contact phone number(s). List extras such as prize drawings, post-race refreshments, etc. Be sure to include address for mailing in entries. If you have a cut-off date for registration, please list it prominently. State race day registration particulars.
You can download sample entry forms from SCR by clicking here.
- Publicity
A. Request that your race be listed on the Southern Colorado Runners web site calendar, and other web sites.
B. Get registration forms to sports stores, YMCA and etc. Send plenty and check back to determine if they need more.
C. Have 250 registration forms ready for insertion into the SCR newsletter. The forms must be on 8 1/2" x 11" unfolded paper. The newsletter fee of $25.00 must included with the forms.
D. Publicize through other race clubs and athletic organizations.
E. Information to Colorado Runner and other sports related magazines.
F. Some local radio announcements may be made through race sponsors.
G. Take written information to Sports Desk of the Pueblo Chieftain and respectfully request a write-up.
H. Write and submit an article to the SCR Footprints newsletter.
- Course
A. Have course accurately measured and marked. Mark turns with chalk or flour, cones and marshals.
B. If you have a lead bicyclist, take them around the course at least once; don't just tell them...show them!
C. Course marshals should be shown their spots.
D. Place water stations some distance from major turns, and hills.
E. Be sure water station personnel are familiar with process of holding water to hand to runners.
F. Be sure marshals inform runners which direction to go verbally and with hand signals.
G. Send sweep bicycle rider after last runners to notify course marshals and other volunteers that the last runner has gone past.
H. First aid and communication should be set-up.
- Awards and T-Shirts
A. Order t-shirts one month to six weeks prior to race. Order 75% of total participants from previous year. First year races should get advice on this from SCR.
Estimate the number of T-Shirts you will need and use the percentage of sizes participants requested the previous year. If you do not have last year's entry forms, a reasonable estimate of shirt sizes for a race with a run and a walk is as follows:
- Small: 20%
- Medium: 25%
- Large: 33%
- Extra-Large: 18%
- XXL: 4%
B. Decide on budget for medals and trophies. Get prices on alternate ideas such as ceramic mugs, etc. Consider spending less on medals and other merchandise or solicit donations for prize drawings.
C. Ordering short sleeved shirts will enable you to lower entry fees by $1 to $2. Check prices prior to setting registration fees.
D. Keep accurate records of t-shirt orders. Also keep track of award winners who do not collect their awards.
E. Do not give out t-shirts to race day registrants until all pre-registered people have theirs.
- Registration
A. Online Race registration can be used to simplify the registration process. They offer web based race director account setup and management, online advertising and credit card payment processing. Online systems also produce a delimited text, or spreadsheet file, containing entrants that can be imported directly into the SCR race results (or other) computer system. This simplifies the process of preparing results and allows labels to be printed for participants bibs and registration packets. For a comparison of online registration options refer to the following posting: RunColo Web Site
B. Pre-registered packets should have name clearly visible on outside. Labels can be printed for participants entered into the computerized registration and results system. Note any items that may have been left off of registration form. Participant's signature must be on registration form for insurance and liability purposes.
C. Race day registration:
- Use at least three people for this job.
- Have $50 in small bills available for change.
- Be sure to have the following on hand:
- pens, pencils
- extra registration forms
- bib numbers
- safety pins
- staplers, tape
- coffee and donuts for workers (optional)
- note pad to keep track of anyone not receiving a t-shirt
- power source for computer equipment
- Coordinate with SCR race results team as they will need participant information to produce result.
- When using computerized results, ensure that race day registrants are provided to the race results crew for data entry.
- Post Race
A. Coordinate with the results crew and SCR webmaster to publish results online.
B. Obtain race results from results crew for submission to the Pueblo Chieftain, and other publications.
C. Plan awards ceremony immediately following results. Finish line and results crew can give you an estimated time to determine award recipients.
D. Submit list of volunteers to SCR as soon as possible following race for publication along with race results.
Suggested Schedule for Race Directors
Prepare for the Race
- Begin addressing the sponsoring organization's requirements listed in the SCR Policies.
- Prepare a race flier for review, publication and distribution.
- Coordinate with SCR regarding course design (recommended for first year races).
- Make payments and submissions according to the schedule described in your Race Assistance Contract.
- Select an online registration system (optional) and coordinate with your liaison regarding download and use of online registrants.
- Attend SCR monthly meetings before your race to provide status and conduct further planning.
- Maintain regular contact with your SCR race liaison during the month prior to your race.
- No later than the week prior to the race coordinate with your race volunteers providing directions, check-in times, and duties.
- One to three days prior to the race prepare pre-registered participants bibs, t-shirts and other gifts.
Conduct the Race
- Setup packet pickup and registration areas, water stops and refreshments.
- Confer with your SCR race liason regarding course marking, marshalls, water stops, registration, finish line setup and last-minute volunteer instructions.
- Conduct race day registration with SCR race results crew.
- Start and conduct the race.
- Obtain printed results from the SCR race results crew and present awards.
- Conduct cleanup operations.
Perform Race Follow-Up
- Contact the race results crew to obtain results for publication (SCR will publish results on the club web site at your request).
- Attend the next SCR Monthly meeting to provide a brief "lessons learned" after-race report.
- Obtain and pay final SCR race support fees.