"Easy Does it" Race Director Kit
Above all else each race entrant deserves two things:- an accurate course
- an accurate time
- Begin planning at least two 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 a sponsor if possible
B. Set up course
- police; state park; City Park clearance, if applicable
C. Assign assistants to help you (these are minimum)
- course
- registration
- awards
- publicity
- finish line
D. Order insurance through SCR treasurer
E. Budget expenses and set fees accordingly; when budgeting consider the following:
- awards
- t-shirts
- flyers
- mailings
- refreshments
- insurance
- bib numbers
- SCR fees
- advertising
- parade permit
- police fee
- 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 phone number of contact formulations. 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.
- Publicity
A. Get registration forms to sports stores, YMCAs etc. Send plenty and check back to determine if they need more.
B. Have 250 registration forms ready for insertion into the SCR newsletter. Ask newsletter editor for deadline.
C. Registration forms can be included in PPRR newsletter for $40. For details and deadline contact PPRR at: news@pprrun.org.
D. Information to Colorado Runner and other sports related magazines.
E. Some local radio announcements may be made through race sponsors.
F. Take written information to Sports Desk of the Pueblo Chieftain and respectfully request a write-up.
- 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, hills, and split timers.
E. Be sure split timers know where to go and have them call times in a loud clear voice.
F. Be sure water station personnel are familiar with process of holding water to hand to runners.
G. Be sure marshals inform runners which direction to go verbally and with hand signals.
H. Send sweep bicycle rider after last runners to notify course marshals and other volunteers that the last runner has gone past.
I. First aid and communication should be set-up.
- Awards
A. Order t-shirts one month to six weeks prior to race. Order 75% of total participants from previous year. Go heavy on L and XL shirts, not too many smalls (obviously depending on race). First year races should get advice on this from SCR.
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. Pre-registered packets should have name clearly visible on outside. Note any items that may have been left off of registration form. Participant's signature must be on registration form for insurance coverage.
B. 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
- Post Race
A. To get results in Pueblo Chieftain, take information to someone at the Sports Desk.
B. Be sure receipts are secure and are turned in to SCR treasurer as soon as possible after race.
C. Plan awards ceremony immediately following results. Finish line and results crew can give you an estimated time.
D. Submit list of volunteers to SCR as soon as possible following race.