Shen Valley Track Club

Checklist For Organizing a Small Running Race.
Joseph D. Rudmin, November 8, 2010.


__I. Planning.
____A. Find a former race director for advice.
____B. Pick a safe, easily followed route.
____C. Identify the people who will want to run in the race.
____D. Pick a date with few schedule conflicts.
____E. Ask a local running organization to support the race, with advice, publicity, and liability insurance.
____F. Obtain permissions of local authorities for the race.
____G. Compare registration fees of similar races.

__II. Setup.
____A. Sign up volunteers for finish line, registration table, water stop, and course direction.
____B. Obtain prizes, by donation or purchase.
____C. Create a registration form and publicity flyer.
____D. Put publicity fliers on bulletin boards and desks at athletic facilities.
____E. Post race to local websites and email lists.
____F. Buy small traffic cones, rope, markers, duct tape, and PVC pipe for finish line.
____G. Obtain cash bag, timers, cups, folding chair, and refreshment table.
____H. Test timing and finish line system.

__III. Day before race.
____A. Prepare preregistration lists.
____B. Copy course maps and registration forms.
____C. Buy bagels, bananas, and water.

__IV. Day of race, 2 or 3 hours before race.
____A. Set up registration table, refreshment table, and start and finish lines.
____B. Place race course traffic cones.
____C. Walk or jog volunteers along the entire course, leaving them at their stations.
____D. Register runners for the race.

__V. Race.
____A. Thank runners for coming, briefly describe the course, and ask for questions.
____B. Count runners.
____C. Synchronize all timers with a countdown, "3, 2, 1, go!" or a starting pistol.
____D. Accurately record order of finishing runners.
____E. Announce winners and distribute prizes.
____F. Send a runner on a warm-down around the course, to tell volunteers they are done.

__VI. After race.
____A. Pick up race cones.
____B. Clean up finish line and water stations.
____C. Post results to local website, listserves, donors, sponsors, and interested newspapers.
____D. Write journal entry on the race, to improve next time.
____E. Write thank you letters to donors and sponsors.

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