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Race Planning
When putting together a race you have to realize that there are a lot of races out there. Runners want to be well taken care of. They expect a well marshaled, quality accurate course, with attractive giveaways and refreshments. Meet this criteria and they will come back and bring their friends.

Planning:

• Set your goals, realize that "there are no unrealistic goals, only unrealistic time frames". Give your committee plenty of time for research and planning, (6 to 12 months).
• Form a liaison with knowledgeable race directors/running clubs/timing clubs etc..
• Decide on your course, will there be multiple races? e.g. 10k race, kids 1k etc. Setting a good accurate course is essential to your long term success.
• Consider team competition in conjunction with the normal race. This will create interest, and make a more solid commitment to your race, as the team members commit to each other.
• Develop a strong reliable race committee who can delegate the many tasks that will be necessary to have a great race.
• Work out the details of your race application.
• Invite celebrities, if promoted properly they will be a good draw. Here is where your contacts have to be leaned on to come up with the celebrity that owes a favour.
• Give prize money, while not a must, well proportioned prize money( if available) will attract top runners and their friends. The prize money could be a contribution from a major sponsor.
• Promote your race, this is the key to having a good race. Unless runners know about it they will not come. Use local newspapers and race calendars on the internet(www.resultsonline.com) Line up distribution for your applications - mailing lists of runners, running stores, any store sympathetic to your race, running clubs, health clubs, YMCA's and other races. Make sure you ask permission, to put flyers on cars, to hand out flyers at finish line.  Pick up unwanted flyers that were trashed after the race.
• Get all necessary permits.
• Insurance is a must!  As director you are responsible for the safety of each participant.  If after all your precautions,  things go wrong , you want to be covered.
• Choose a worthwhile charity or cause . Line up sponsors.
• Book your timing and scoring team.
• Organize your workers. You will need many volunteers to man the registration, water stations, mile markers, finish line, cleanup after awards are over, etc. A contribution to a good running club will usually go a long way. As well, many other non running related clubs or businesses may be recruited to help on race day, (for the price of a T-shirt and a few refreshments).
• Include as many age group divisions as possible. Five (5) year increments are preferred.
• Line up giveaways.  Most important is a well designed T-shirt.
• Line up signage. You need mileage/km markers, registration signs, start/finish line banners, toilets, refreshments etc..  Make sure you have signage directing runners to the start line.
• Put together race packets containing: race bib, safety pins, course map, information on future races, giveaways etc. (often you will be able to get merchandise samples). If results are posted to the internet, they will need our URL address, www.resultsonline.com.
• Line up medical staff and volunteers. Massage therapists are added value.
• Notify police well in advance (12 months) Listen to their concerns and address them. Keep in mind, most regular officers get a minimum of 4 hours pay.  Supplement them with good volunteers.
• Make sure, clothing /check in/changing facilities/showers, are looked after and running smoothly
• Complete as much in advance as you can.  Leave very little to do on race day.

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• Have all volunteers and staff arrive an hour before you need them.
• Have someone in charge of parking.
• Set up pre-registered runners area with race packets, divide by alphabet and sex, have ample staff.
• Have a separate post-registration area, make sure you have adequate entry forms/pens/pencils/race numbers/extra safety pins/race packets/ cashbox with change.
• Have a crew work on the following:  Start/finish line banner(s) mounted, PA system set up, finish line chutes, chronomix timers, digital clock.  Have timers with recording sheets/clip boards/stop watches etc..  Set up  pace/seeding signs by time, water stations in place(adequate cups/water/trash bags etc.).   Have someone calling out times at mile marker, (more splits if possible).
• Restroom facilities in place the day before.
• Clothing check-in in place
• Police briefed.
• Communications, working and in place.
• Press /course vehicle briefed with a driver very familiar with the course.
• Line up runners before the actual start line then move them up to the starting line just prior to the start of the race.  Start at the advertised start time.
• Scoring should be done by a competent professional, if there are any hitches here it will seriously affect your race in the future.