Race Checklist


Date of race
Starting time
Start and finish site(s), directions, transportation, parking information
Race distance
Course description (include terrain, landmarks, mile markers, elevation)
Course map
Course certification number
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 (Tshirt, etc. with limits)
Tshirt/package pickup information
Race information contact/address/telephone number
Entry fee (spell out nonrefundable!), entry deadline, check payable to…
Number pickup information
Mailing address (on the application part to be mailed and on the information part kept by the athlete)
Race limit, if applicable
Clinics and other related activities
Name, address (street, city, state, zip), telephone
Age and date of birth
Race Distance/Division
Where applicable: Special category and team/club designation, estimated finish time
Signature (parent or guardian if under 18) acknowledging Waiver of Liability
Promote the race with help of the following methods:

Distribution of entry forms through mailing, at running stores, health clubs, at races
Press announcements (calendar listing) to local newspapers, running magazines
Television/Radio public service announcements
Press releases
Neighborhood flyer
Assign race photographer

For participants photo’s (sales) and
For documentation and future sponsor presentation
During the months preceding the race, the following tasks should be accomplished:

Parade Permits
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
Tshirts/other giveaway items obtained
Race numbers/Safety pins obtained
Entry forms filed in alphabetical order and entry fees deposited
Volunteer committees established and captains appointed for:

publicity and promotion
sponsors and donations
timing and scoring
aid stations
course security/marshals/communications
results posting and distribution
Runner’s information prepared for distribution and/or posting on race day:

Medical/weather information
Timing/starting lineup information
Course map with mile markers and aid stations
Clothing/check in/changing facilities/showers
Results posting
Final details for a smooth running and safe race:

Course/informational signs posted Volunteer/Official area assembled

tables/chairs/signage posted
Tshirt/Official identification
Instructional briefings prepared
Preregistered runners area

list/printout posted
number pickup
tshirt/packet pickup
Post registration area setup

entry forms/pens/pencils
race numbers/pins
race packets
cash box/change
Trouble table setup
Police briefed
Course officials/marshals briefed
Start/Finish officials briefed
Official photographer(s) briefed (provide with shotlist)
Press/Course vehicle drivers briefed (someone very familiar with course should serve as guide in each vehicle!)
Trailsweep vehicle driver briefed (provide vehicle with water, cups, blankets, firstaid kit, etc.)
Official starter equipped and briefed
Start/finish banner(s) mounted
Start/finish review stands assembled
PA system(s) bullhorns functioning
Start/Finish line equipment in place:

pace/seeding signs
finish tape
chute materials (stanchions, rope)
digital clock
chronomix timers
computer system (working)
recording sheets, clipboards, pencils for timers, select timers, bib number recorders
bar code spindles (if applicable)
electric power hookup (generator)
water station setup
Restroom facilities in place
Clothing checkin in place
Medical area setup

isolated, covered area near finish line
supervising MD and qualified nurses, EMT’s
ice, IV’s, hot and cold fluids, cots, blankets
immediate triage capability
Water stations materials in place:

water on course
electrolyte replacement fluid  at finish line
barrels/trash bags
rakes (for cleanup)
Course material in place

mile/kilometer markers
directional arrows
water/aid station markers
communication equipment/personnel (ham radio volunteers)
stop watches for mile split callers
Results area functioning:

isolated area close to finish line
electric power hookup
computer and printer
preprinted awards/results sheets
Refreshments area functioning:

knives, forks, spoons (depends on foods available), napkins
trash barrels/bags
Awards area functioning:

podium/announcing stand
PA system
awards display area, with awards arranged in order of distribution
results posting board/area
Cleanup accomplished (course, start and finish area, locker rooms, etc.)
Press release with results
Post race stories/photos to press
Post race mailing to participants
Thank you’s to sponsors, volunteers, contributors, municipalities, facility owners
Postrace evaluation meeting with organizing committee
Volunteer/Officials party

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