RACE DIRECTOR'S CHECK LIST
Created for NEW ENGLAND RUNNER Race Directors' Conference & Workshop

Copyright 1999-2010 USATF-New England - may not be reproduced without permission

This checklist is applicable to all races to greater or lesser extents, depending on size and complexity of event

Entry Blank Information

The entry blank should contain the following information:

• Date of race
• Starting time
• Start and finish location(s), directions, transportation, parking information
• Race distance
• Course description (include terrain, landmarks, mile markers, elevation)
• Course map
• Course certification number
• Race sanction with USA Track & Field
• Sponsoring/assisting organizations
• Municipalities recognition
• Sponsor/contributor recognition
• Age groups/Awards
• Awards/Prizes (with depth in each category)
• Club/corporate team categories/prizes (team rules spelled out), if applicable
• Time/Location of awards ceremony
• Amenities (T-shirt, etc., with limits)
• T-shirt/packet pick-up information
• Race information contact/address/telephone number
• Entry fee (spell out non-refundable!), entry deadline, check payable to...
• Number pick-up information
• Post-entry procedures
• Mailing address (on the application part to be mailed and on the information part kept by the athlete)
• Race limit, if applicable
• Prohibitions - No strollers, no dogs, no wearing headphones
• Refreshments
• Clinics and other related activities

The application part should request:

• Name, address (street, city, state, zip), telephone
• Age and date of birth, gender
• USATF number if championship or prize money race
• Where applicable: special categories (e.g., town, organization), team/club designation
• Signature (parent or guardian if under 18) acknowledging Waiver of Liability / Assumption of Risk (ABSOLUTELY MUST BE SIGNED!)

Promotion

Promote the race with help of the following methods:

• Distribution of entry forms through mailing, at running stores, health clubs, at races
• Posters and neighborhood flyers
• Media announcement (calendar listing) to local newspapers, local and national running magazines
• Television/Radio public service announcements
• Press releases
• Advertisements (Websites, magazines, newsletters)
• Assign race photographer for participant photo sales, documentation and history, future sponsor presentation

Pre-Race

During the months preceding the race, the following tasks should be accomplished:

• Municipal Permits
• State Permits
• Sanction (USATF-NE, P.O. Box 1905, Brookline, MA 02446), providing insurance for event directors
• Certificates of Insurance
• Course measurement and certification
• Course miles marked
• Signage prepared for course and race site
• Police Liaison/details arranged
• Fire department notified
• Hospitals notified/Ambulance services arranged or notified
• Press/Course vehicles obtained
• T-shirts/other give-away items obtained
• Race numbers/Safety pins obtained
• Registration data system established
• Entry forms filed in alphabetical order and entry fees deposited
• Volunteer committees established and captains appointed for:
  • registration
  • publicity and promotion
  • sponsors and donations
  • timing and scoring
  • medical
  • aid stations
  • course security/marshals/communications
  • results posting and distribution
  • awards
  • refreshments/clean-up
• Runners' information prepared for distribution and/or posting on race day:
  • medical/weather information
  • timing/starting line-up information
  • course map with mile markers and aid stations
  • clothing/check-in/changing facilities/showers
  • results posting

Race Day

• Course/informational signs posted
• Volunteer/Official area assembled
  • tables/chairs/signage posted
  • coffee/refreshments
  • t-shirt/official identification
  • instructional briefings prepared
• Press area assembled
  • tables/chairs/signage
  • copying machine, fax
  • race information/print-outs
• Pre-registered runners area
  • list/printout posted
  • number pick-up
  • t-shirt/packet pick-up
• Post-registration area set up
  • entry forms/pens/pencils
  • race numbers/pins
  • race packets
  • cash box/change
• Problem table set up
• Police briefed
• Course officials/marshals briefed
• Start/Finish officials briefed
• Official photographer(s) briefed (provide with shot-list)
• Press/Course vehicle drivers briefed (someone very familiar with the course should serve as guide in each vehicle!)
• Trail/sweep vehicle driver briefed (provide vehicle with water, cups, blankets, first-aid kit, etc.)
• Official starter equipped and briefed
• Start/finish banner(s) mounted
• Start/finish review stands assembled
• PA system(s)/bullhorns functioning
• Rest room facilities in place
• Clothing check-in in place
• Start/Finish line equipment in place:
  • pace/seeding signs
  • finish tape
  • chute materials (stanchions, rope)
  • digital clock
  • printer timers
  • computer system (working)
  • recording sheets, clipboards, pencils for timers, select timers, bib number recorders
  • bib number tear-off tag spindles if applicable
  • tables/chairs
  • electric power access or generator
  • water station set up
• Medical area set-up
  • isolated, covered area near finish line
  • supervising MD and qualified nurses, EMT's
  • communications
  • ice, IV's, hot and cold fluids, cots, blankets
  • immediate triage capability
• Water station materials in place:
  • water/electrolyte replacement fluid
  • cups, pitchers
  • tables
  • barrels/trash bags
  • rakes (for clean-up)
• Course material in place
  • mile/kilometer markers
  • directional arrows
  • water/aid station marker
  • communication equipment/personnel (ham radio volunteers)
  • stop watches for mile split callers
• Results area functioning:
  • isolated area close to finish line
  • tables/chairs
  • electric power hook-up
  • computer / word processor and printer
  • copying machine
  • telephone/fax
  • pre-printed awards/results sheets
• Refreshments area functioning:
  • tables, trays
  • ice
  • utensils depending on foods available, napkins
  • trash barrels/bags
• Awards area functioning:
  • tables/chairs
  • podium/announcing stand
  • PA system
  • awards display area, with awards arranged in order of distribution
  • results posting board/area

Post Race

• Clean-up of all areas (course, start and finish area, locker rooms, etc.)
• Press release with results
• Post race stories/photos to press and websites
• Post race mailing to participants
• Thank-you's to sponsors, volunteers, contributors, municipalities, facility owners
• Post-race evaluation meeting with organizing committee
• Volunteer/Officials party -- then, take a vacation