Road Race Checklist

• Brochure Information:

  • Date of race
  • Starting time(s)
  • Start & finish site(s), directions, public transportation, parking
  • Race distance(s)
  • Course description (include terrain, mile markers, elevation)
  • Course map
  • Course certification number
  • Race sanction, insurance with USA Track & Field
  • Sponsors, assisting organizations
  • Municipalities recognition
  • Sponsor/contributor recognition
  • Age groups awards with depth in each category
  • Team categories / prizes (spell out team rules, number per team, scoring method)
  • Time/Location of awards ceremony (usually 15-30 minutes after last finisher)
  • Amenities (T-shirt with limits, food, etc.)
  • 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 Entry Blank Should Request:

  • Name, (First Name, Middle Name or Initial, Last Name)
  • Address (street, city, state, zip)
  • Telephone
  • Email
  • Age & date of birth
  • USATF number (optional)
  • Special categories and team/club designation such as Wheelchair, Clydesdale, Walker or Police
  • Signature (parent or guardian if under 18) acknowledging Waiver of Liability (see sample application)

   

• Promotion Opportunities

  1. for participants' photos (sales) and
  2. for documentation & future sponsor presentation

  	Distribution of entries through direct mailing, TCTC Flyer, at running stores, health clubs, at races
  	Notification thru TCTC Email list
  	Posters
  	Press announcements (calendar listings in local newspapers),
  	Regional & national running magazines
  	Television/Radio public service announcements
  	Press releases
  	Neighborhood flyer to advertise and notify any inconvenience to residents
  	Advertisements (Running Journal, Runner's World, Running Times)
  	Create Web Page
  	Online Registration
  	Assign race photographer: (Optional)

• Course & Permits 

  • Municipal Permits
  • State Permits
  • USATF Sanction 
  • Certificates of Insurance
  • Course measurement & certification (provided locally by Keith Stone)
  • 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  
  • Registration data system established 
  • Portopotties (if necessary)
  • All race applications data entered into registration system

   

• Volunteers for day of race

  • Registration
  • Finish line timing & scoring and results
  • Medical
  • Aid stations
  • Course security/marshals/communications
  • Results posting & Distribution 
  • Awards
  • Refreshments/clean-up

   

• Race Day Details 

  • Water at Start, Finish and along course
  • Course information signs posted with map 
  • Table and chairs for registration
  • Coffee/refreshments
  • T-shirts 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
  • Wwater/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
  • Scotch 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, often an EMT vehicle
  • Supervising MD & qualified nurses, EMTs
  • Communications
  • Ice, IVs, hot & cold fluids, cots, blankets
  • Immediate triage capability

   

• Post Race

  • Results posted on TCTC Results page 
  • Clean-up  (course, start & finish are, locker rooms, etc.)
  • Press release with results
  • Post race stories with photo's to press
  • Post race mailing or email to participants
  • Thank you's to sponsors, volunteers, contributors, municipalities
  • Post-race evaluation meeting with organizing committee
  • Volunteer/Officials' party

Bold Items provided by TCTC when using various TCTC Services.