race planning

PUT PASSION AND TIME INTO YOUR EVENT.
"WHAT YOU PUT INTO AN EVENT IS WHAT YOU WILL GET OUT OF IT."

Develop a monthly meeting schedule for the Committee during the first meeting, which takes place 8 months before the race day. All Committee members should provide progress updates at each meeting.

8 Months to Race Day.

1. Establish a Committee and assign responsibilities: Race Director (handling sponsors, publicity, permits, budget, and insurance), Registration Coordinator (managing forms, publicity, race bibs, pins, and packet preparation), Course Marshal (measuring, mapping, marking, and cleanup), Volunteer Coordinator (recruiting volunteers, assigning tasks, providing training, and coordinating race day activities), Awards Coordinator (designing, ordering, ensuring sufficient quantity, organizing giveaways, ribbons, raffles, announcer, and ceremony), Food Coordinator (sourcing food sponsorships, arranging pre-race day pickup, managing distribution at the start and finish lines, aid stations, and cleanup), Logistics Coordinator (identifying potential conflicts, such as railroad schedules and road construction on race day, handling conflicts with businesses along the route, coordinating lead and follow vehicles, and managing communication devices like cell phones and two-way radios).
2. Obtain sponsors and collect their logos for use in advertisements and on entry forms. Continue seeking sponsors consistently. If necessary, hire a sponsor coordinator and provide them with 15% of the funds raised as compensation.

6 Months from Race Day

1. Confirm the race date, time, and budget. It is recommended to include a late registration price increase on the entry form, specifically a $2 raise in cost two weeks before the race to encourage early registration. Additionally, designate a "Very Late Registration" period on the day before the race and on race day itself, with a $5 increase to incentivize early registration.
2. Design the race's entry form. Seek input from Kinetic Timing. Publish the race information on your website and other local running-related websites such as www.kinetictiming.com, www.runningintheusa.com, and . Ensure that the entry form includes a link to an online registration platform, and list this online entry site on the entry form and all relevant website calendars. Kinetic Timing can assist with setting up and developing the online registration system, which is crucial for increasing overall participation and streamlining participant management.
3. Hire Kinetic Timing to ensure fast and accurate race results. As dates fill up quickly, it's advisable to secure date-controlled contractors in advance.
4. Prepare a design for race bibs. Bibs are free with Kinetic Timing. Place an order for race bib numbers, If not using Kinetic Timing we recommend. www.Athleteracenumbers.com
5. Obtain permission to use the race start and finish facilities, whether it's a school, city, county, park, or business. Seek approval from community organizations and law enforcement. Arrange for police and medical support on race day, and be prepared to pay any required fees for these services.
6. Arrange for event insurance.
7. Initiate the design process and request quotes for awards and t-shirts.​

4 Months from Race Day

1. Publish the entry form and distribute it at local races leading up to your event. Provide 30-40 entries to sports stores, running shoe stores, gyms, and fitness centers in the area. Regularly check stock levels at all distribution points until race week.
2. Identify and mark the race course accurately. It is recommended to use USATF course measurement methods for precise measurements, as bicycle computers, car odometers, GPS devices, and contractors' wheels may not provide accurate results. Additionally, promoting USATF certified courses can attract more participants.

1.5 Months from Race DaY

1. Place orders for awards and t-shirts.
2. Conduct a mass mailing or email campaign to notify local runners about the race and encourage participation.

1 Month From Race Day

1. Inform TV, radio, and newspaper sources about the race to include it in their public service announcements.
2. Send a preparatory letter to sponsors.

1 Week from Race DaY

1. Assemble race packets and hold a volunteer meeting. Require all volunteers to attend a meeting at least 3 days before the race to receive their t-shirts and obtain any necessary information about their assigned tasks. Utilize their help to prepare pre-made packets for pre-registered and very late registrants.
2. Coordinate with Kinetic Timing for the distribution of completed race forms. If an online signup system is used, Kinetic Timing can handle the download process.
3. Coordinate with facility personnel to ensure availability of toilets, electricity, and proper timing for sprinklers (to avoid interference with registration tables). Collect any required keys from facility managers.

RACE Day!

1. Ensure the presence of all Committee members who should perform their assigned duties.
2. Arrive at the race site at least 1 hour before the start of the very late registration period. Kinetic Timing will arrive 1.5 hours prior to that.
3. Inspect the facilities, making sure gates are unlocked, toilets are open, and there is an adequate supply of toilet paper. Confirm electricity availability and have the contact number of the facility manager in case of any issues.
4. Coordinate with Kinetic Timing for the distribution of race bibs (timing devices) at the registration tables.
5. Instruct volunteers to report to their respective Committee members at least 30 minutes before the race begins.
6. Briefly communicate with police and medical personnel.
7. Announce the start of the race at intervals of 30, 15, and 10 minutes before the race. Express gratitude to sponsors and volunteers for their participation.
8. Call the runners to the starting line, make pre-race announcements regarding traffic or weather conditions.

helpful tips

​Effective preparation for Race Day Registration and ensuring high-quality data management are key factors in achieving consistently excellent results. Here are some straightforward suggestions:

1. Develop a Race Day Entry Form: Create a dedicated form specifically for Race Day, distinct from the comprehensive early registration form. Since late registrants typically don't read the form thoroughly, focus on including only essential registration information on a full sheet of paper. Utilize large blocks for runners to fill in, promoting legibility and reducing the need for later corrections. Include a prominent "PLEASE PRINT LEGIBLY" instruction at the top of the form and specify that age and gender details are required for Age Group Awards. It is crucial to have a diligent Quality Control person review and edit any entries that are difficult to read, as the data entry person will face the same challenge.
2. Manage People Flow: Organize the Very Late Registration table in a manner similar to a grocery store checkout line. Implement a single file line to process all Very Late Registrants, avoiding congestion and confusion that arises when multiple individuals approach the table simultaneously. For more detailed instructions regarding this process, consult Derek.
3. Label Family Members' Bibs: When a family member, such as the father, registers on behalf of others, ensure that the names of the remaining family members are written on their respective bibs. This practice minimizes confusion when distributing bibs later on.
4. Prioritize Quality Control: Emphasize the importance of completing all necessary fields and ensuring readability on the entry form. Although this point has been previously discussed, it is worth reiterating to underscore its significance.