By USATF
The entry blank should contain the following information:
- 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
- Refreshments
- Clinics and other related activities
The application part should request:
- Name, address (street, city, state, zip), telephone
- Age and date of birth, sex
- Where applicable: Special category and team/club designation, estimated finish time
- Signature (parent or guardian if under 18) acknowledging Waiver of Liability
Promotion
Promote the race with help of the following methods:
- Distribution of entry forms through mailing, at running stores, health clubs, at races
- Posters
- 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
Pre Race
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:
- registration
- publicity and promotion
- sponsors and donations
- timing and scoring
- medical
- aid stations
- course security/marshals/communications
- results posting and distribution
- awards
- refreshments/cleanup
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
Race Day
Final details for a smooth running and safe race:
Course/informational signs posted Volunteer/Official area assembled
- tables/chairs/signage posted
- coffee/refreshments
- 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)
- tables/chairs
- 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
- communications
- 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
- cups
- pitchers
- tables
- 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
- tables/chairs
- electric power hookup
- computer and printer
- preprinted awards/results sheets
Refreshments area functioning:
- tables
- ice
- knives, forks, spoons (depends on foods available), napkins
- trash barrels/bags
Awards area functioning:
- tables/chairs
- podium/announcing stand
- PA system
- awards display area, with awards arranged in order of distribution
- results posting board/area
Post Race
- 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