Race Director's Checklist
Race director's checklist by USATF.

By USATF

Entry Blank Information

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