Race
Director’s Checklist
1) Upfront
decisions
A) Race Date
B) Race Course
2) Paperwork
A) Location Permit – Clearance by location for you to have race
B) Insurance – Liability in case of accident during race
C) Parade Permit with City
· Determines how many police you are required to have and pay for
· Determines intersect locations you need to have course monitors
3) Determine
times for the events
A) Registration
B) Children’s
Races (if any)
C) Race start
time
D) Awards
4) Finances
A) Determine cost
·
Cost for Police
·
Cost for Awards (5 year age group, 3 deep plus 3 overall and
1 Masters, all per gender)
·
Cost for post race refreshments that are not donated
·
Cost for score clock or scoring service
·
Cost for Insurance Policy
·
Cost for Shirts
B) Find
Sponsorship
· goal is to cover entire race cost with sponsorship money
· set levels
· find sponsors and get Logo’s for shirt and flyer
C) Determine Race
fee
· Set early/late registration date and fee difference
· Set dollar amount on race day that is easy to handle regarding making change for cash registration
· Determine if you want a “no shirt” option reduced fee
5) Promotion
A) Design and
print flyer for CRC newsletter, running stores, local merchants
·
Race Name
·
Race Date
·
Race Time
·
Registration Time
·
Race Fee
·
Race Location
·
Race Contact (email and/or phone)
·
Race Course
·
Race Waiver for signing
·
Shirt size (or “no shirt” option if applicable)
B)
Newspaper calendar of Events. Contact
calendars@thestate.com,
ATTN: Donald Wood. Donald is the one guy who is in charge of EVERY single
calendar that appears in The STATE and there are dozens of them. Also contact Larry Hamilton docham@earthlink.net (803)
799-7058 who writes a Running Column every other Thursday for the STATE.
C) TV calendar of events
D) Runner’s World
6) Assignments
A) Registration
·
Taking registration
·
Controlling money
·
Handing out race numbers and packets
B) Finishing line
·
Setting and run
time clock
·
Making Finishing
cards and hand out at end of race (A finishing card is a set of 3x5 index cards numbered in order to
hand out as runners finish. Card is for Name, Gender and finish time to be completed by
runner and turned in to finishing baskets.
·
Create finishing
baskets, one per age group per gender for collecting finishing cards
·
Bring a quantity
of pencils for completing finishing cards
·
Completing
Awards Sheet (see attachment)
·
Runner between
finishing line and Awards sheet person
C) Post Race Refreshments
·
Sports drink and
water in coolers with paper cups.
·
Bananas and/or Oranges.
·
Bagels
·
Helpers to man
food and refill drink coolers
·
Trash
receptacles
D) Water on course
- one water table at per every 2 miles of race with water, cups and
trash bags for clean up.
E) Traffic
control
·
Lead vehicle for race leader
·
SAG vehicle for last runner
·
Course monitors for intersections and turn directions for
runners (See Parade Permit)
F) Packet Stuffing Tuesday before race
a. Race Bags – Store plastic shopping bags to hold race
number, shirt and goodies
b. Race Numbers – Get from Runner’s World or purchase
c. Pins for race numbers
d. Boxes to hold/transport race packets
e. Secure give aways for race
packets
f.
Pre-stuff
packets with shirt and keep sorted by shirt size (or “no shirt” if that is an
option) which makes race registration only handing out number and pre-packed
packet.
G) Course Marking
– Flour in shape of arrow on road at turns and any large intersections right
before race
H) T-Shirt design
and procurement
a. Name of race,
race date, design and sponsors logo
b. Determine
style, color, quantity required per size – as this is a very expensive cost,
under estimate your need, based on pre-registered plus 25% more
c. Get quotes and
delivery information including date went quantity must be firm
I)
Awards – Determine Awards to give out and secure them
through either donation or purchase
J) Flyer
distribution - Print and distribution to
stores
K) Volunteers –
Someone to recruit and assign volunteers their jobs
Good
Luck and Have Fun!!