Checklist

Entry Blank Information

___ Date of race
___ Starting time
___ Start & finish site(s), directions, public transportation, parking
___ Race distance
___ Course description (include terrain, mile markers, elevation)
___ Course map
___ Course certification number
___ Race sanction, insurance with USA Track & Field 617-566-7600
___ Sponsors, assisting organizations
___ Municipalities recognition
___ Sponsor/contributor recognition
___ Age groups/Awards (with depth in each category)
___ Team categories / prizes (team rules spelled out, number per team score by place or time)
___ Time/Location of awards ceremony (usually 15-30 minutes after last finisher)
___ Amenities (T-shirt with limits, food, etc., )
___ Number, T-shirt/packet pick-up information
___ Entry fee (non-refundable!), entry deadline, checks payable to...
___ Mailing address to send bottom of entry with check
___ Race limit, if applicable
___ Refreshments and other amenities
___ Clinics & other related activities

The application part should request
___ Name, address (street, city, state, zip), telephone and email
___ Age & date of birth
___ USATF number (OPTIONAL)
___ Special categories and team/club designation Wheelchair, Clydesdale, Walker or Police (asks for one category per person)
___ Signature (parent or guardian if under 18) acknowledging Waiver of Liability


Promotion

___ Distribution of entries through mailing, at running stores, health clubs, at races
___ Notification thru email list in address book
___ Posters
___ Press announcements (calendar listings in local newspapers), local & national running magazines
___ Television/Radio public service announcements
___ Press releases
___ Neighborhood flyer to advertise and notify any inconvenience to residents
___ Advertisements
___ Create Web Page and promote through www.runtheday.com and active.com, races2run.com, runners advocate.com, runnersworld.com.
___ Assign race photographer: (Optional) 1. for participants' photos (sales) and 2. for documentation & future sponsor presentation


Pre-Race

Course, Permits and Supplies
___ Municipal Permits
___ State Permits
___ Sanction (USATF, P.O. Box 1905, Brookline, MA 02446) 617-566-7600, providing insurance
___ Certificates of Insurance
___ Course measurement & certification
___ Course miles marked
___ Signage prepared for course and race site
___ Police details arranged
___ Fire department notified (alternate routes in case of emergency)
___ Trains notified if course crosses railroad tracks
___ Hospitals notified/Ambulance services arranged or notified
___ Press/course vehicles obtained

Supplies and last minute details
___ T-shirts and other give-away items obtained
___ Race numbers and Safety pins obtained (we provide these)
___ Registration data system established (see samples)
___ Portopotties (if necessary)
___ All race applications emailed, faxed or express mailed to timing service

Volunteers for day of race
___ registration
___ finish line timing & scoring and results
___ medical
___ aid stations
___ course security/marshals/communications
___ results posting & distribution (faxing to newspapers)
___ awards
___ refreshments/clean-up


Race Day

Final details for a smooth running & safe race
___ Water at Start, Finish and along course
___ Course information signs posted with map www.mapblast.com
___ Table and chairs for registration
___ Coffee/refreshments
___ T-shirt with "Race Official" identification
___ Instructional briefings prepared for race start, awards and sponsors
___ Restroom information
___ Medical/weather information
___ Starting line information
___ Course map with mile markers and aid stations
___ Clothing/check-in/changing facilities/showers (optional)
___ Results posting

Water stations 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 stations
___ communication equipment
___ stop watches for mile split callers/Splits

Refreshments area
___ tables
___ ice
___ knives, forks, spoons, napkins (depending on food),
___ trash barrels/bags
___ cups

Registration
___ alphanumerical lists printed and posted
___ number pick-up
___ t-shirt and packet pick-up
___ Post-registration area set-up
___ entry forms/pens/pencils (use separate table)
___ race numbers and pins
___ race packets
___ cash-box/change (Plenty of ones and fives)
___ Trouble table set-up (if large race)

Results area
___ isolated area close to finish line
___ tables and chairs
___ electric power hook-up
___ copying machine (optional)
___ telephone, fax
___ pre-printed awards with age groups, teams and special division
___ Bulletin Board with tacks
___ Tie Wraps
___ Scott Tape

Awards area
___ tables and chairs
___ podium or announcing stand
___ PA system
___ awards display area, with awards arranged by age group
___ results posting area

Last minute details
___ Course officials briefed
___ Official photographer briefed (provided with shot-list)
___ Course vehicle drivers briefed (someone familiar w/ course should guide each vehicle)
___ sweep vehicle driver briefed
___ Official starter equipped and briefed
___ Banners placed in area easily view by runners and press
___ PA system or bullhorns functioning
___ Rest room facilities in place

Start/Finish line equipment in place
___ Tent for inclement weather
___ pace/seeding signs (optional for large races)
___ finish tape with sponsors name
___ chute materials (stanchions/rope)
___ digital clock
___ computer system
___ recording sheets, clipboards, pencils for timer, bib number recorders
___ tables and chairs
___ water station set up


Medical Area Set-Up

___ isolated, covered area near finish
___ supervising MD & qualified nurses,EMTs
___ communications
___ ice,IVs, hot & cold fluids, cots, blankets
___ immediate triage capability


Post Race

___ Results posted on Internet
___ Clean-up (course, start & finish are, locker rooms, etc.)
___ press release with results
___ Post race stories with photo's to press
___ Post race mailing to participants
___ Thankyou's to sponsors, volunteers, contributors, municipalities
___ Post-race evaluation meeting with organizing committee
___ Volunteer/Officials' party

 

This list was created with the help of New England Runner and USA T&F