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RESOURCES FOR RACE
DIRECTORS
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TIMELINE FOR PLANNING AN EVENT
Below is a suggested timeline for planning and
conducting a road race or similar event. This is only a guideline.
You should expect to adjust this based on the complexity of your
event, volunteers available, and other considerations.
6-9 months from your event
· Contact potential sponsors.
· Determine race budget
· Secure
liability insurance for your event.
· Get your race listed on local,
regional and national event calendars.
· Select and measure race course.
Develop computer-generated map.
· Get permission for use of
race-day facilities, including park or street permits (if
necessary).
· Put together a race brochure
(includes content, graphics, race information, etc...).
· Research area groups who can do
timing and/or race results.
· Begin developing a design for
your race t-shirt.
· Order bib numbers. Some race
sponsors (for example,
Runner's World
and RoadID)
provide bib numbers as part of their sponsorship.
· Decide on awards needed
(medals, trophies, plaques, etc...). Get estimates.
· Plan areas on your course(s)
where sentries/course marshalls and other volunteers will be needed.
3 months from your event
· Launch advertising and other
publicity plans. Mail race brochure.
· Contact local law enforcement and emergency services to
ask for their assistance.
· Order awards, if not already
done.
· Begin 1 to 2 meetings per month
with your race committee.
· Begin recruiting volunteers and
assigning jobs, especially for key positions.
· Hire group to do the timing
and/or results.
· Set-up online registration (if
being used). A good source is
www.active.com.
· Reserve equipment/supplies
needed for race day.
· Communicate with sponsors on
progress of race planning.
· Review timeline with t-shirt
printer to make sure your design and shirts will be ready on time.
1 month from your event
· Continue recruiting volunteers and
assigning jobs.
· Hold safety meeting with law
enforcement and other emergency personnel.
· Begin filtering early entries to
the person doing your results (they will likely want to begin
inputting entries into their computer database).
· Reserve public address or other
speaker system for race day.
· If not already received, check on progress of awards.
· Write and distribute short news
item for newspaper, radio and other media
· Print extra course maps and runner's instructions for
packets.
· Communicate with sponsors on progress of race planning.
· Review timeline with t-shirt
printer to make sure your design and shirts will be ready on time.
1 week before your event
· Assemble race packets
· Hold volunteer's meeting to discuss responsibilities,
safety and any late changes.
· Check on awards, t-shirts,
timing/results service, law enforcement and emergency services.
· Pick up equipment and supplies
at least three days prior to event. Test equipment. Buy extra
batteries and other supplies, as needed.
· Draft a 1-2 page timeline to
remind you of key race day activities.
· Communicate with sponsors on
progress of race planning.
Day of race
· Set up finish chute. Put up Start
and Finish line banners.
· Finish marking course (some of
this could be done the day before). Put up cones and other course
markings.
· Check with key
volunteers (especially PA announcer, starter, registration, and
timing/results).
· Review finish line
procedures with volunteers.
· Check with law
enforcement and emergency personnel. Review procedures to be
followed in case of emergency.
1 week after race
· Meet with key timing/results officials to confirm
results, if necessary.
· De-brief with key
volunteers, sponsors, organizers.
· Write thank you
notes to sponsors and others, as necessary.
· Write Letter to the
Editor of local newspaper(s), if appropriate.
· Set date for
following year's race, if not already done.
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Manhattan Cross
Country Club
Manhattan Track Club
Blue
Hills Adventures
USA Track
and Field (Missouri Valley Assoc.)
Kansas Ultrarunners Society
(KUS)
Area Running Clubs
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This site has been developed in
partnership with the Manhattan Cross Country Club, Manhattan, Kan.
The Manhattan Cross Country Club
promotes age-appropriate distance running to encourage lifetime
fitness and health. The Club is supported by private donations and
year-round fundraising. The Club encourages principles of good
sportsmanship, respect for teammates and a positive attitude toward
self-improvement, confidence-building and goal-setting.
For questions regarding this Web site, send email
to Webmaster.
© 2006, Manhattan Cross Country Club. All Rights
Reserved.
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