If a parade permit is required, get it at least 60 - 90 days prior to race. (Birmingham Traffic Department at 254-2450) Otherwise get permission from your local Chief of Police. If your course is flat and fast there is a chance you will have "Wheel Chair" racers and you will need to advise the police accordingly. The Birmingham police will not allow wheel chairs unless it is noted on the Parade Permit. They need additional officers to monitor the chairs since they need to start a few minutes before the runners (2 minutes or 2 to 3 blocks - just enough to allow runners to "spread out" enough to pass chairs safely)
Train all workers, Registration, Finish, Timers, and Results.
Order adequate number and sizing of T-shirts well in advance. Size Distribution: 17% small, 30% medium, 29% large, 25% x-large and 2% xx-large. T-shirt design with sponsors logos on the back of the T-shirt.
Trophies or awards need to be ordered in advance and available race day.
Race entry forms should be out at least 60 days prior to race day.
Publicity, entry forms to all running stores, YMCA's, colleges, and sports complexes. Entry forms in the Birmingham Track Club newsletter (full page ad @ $100.00) and on newsletter calendar (contact Rick Melanson).
Order race numbers and safety pins in advance or race date.
Get bags for race packet pickup - usually supplied by a sponsor.
Create a check list of things needed for the race.
Get your volunteers early. Needed for: registration, start, finish, course turns, aid stations on course, equipment setup, mile markers out on course and aid station set up on course, start finish and start area, awards, cleanup.
Complete information on Registration form:
Date / time/s of race
Date / time /location for early packet pickup, and race day packet pickup
Contact name, phone number and e-mail address (also a check box to indicate if they want to receive the electronic newsletter)
Location of start and finish
Age division and awards (Age groups should be 0-14 or 0-19 and then 20-24, 25-29, 30-34, 35-39, etc up to 60-up or 70-up or 0-19, 20-29, 30-39, 40-49, etc. depending on your budget. The 1st example is referred to as "5 yr. age groups" and the 2nd example is referred to as "10 yr. age groups")
Entry fee/s Pre-register, and race day
Mail in Entry: name, address, email, deadline and where to send
Location of aid stations
Mile splits to be called (not necessary if you have "large" mile markers on course)
Facilities - dressing, showers, rest rooms, port-a-lets
Time and place of awards (time approximate)
Course map (This can also be placed on the BTC Web page)
Instructions for results to be available
Pins and numbers, if used
Map, of course
Information sheet (see 8c)
Any goodies that a sponsor wish to provide
Mark the course well with start, finish, mile markers and all turns
Call the police to remind them of the race date and time
Order Port-a-lets for delivery for Friday or day before
Get coolers, cups, sports drink, new water hose, know where you will get water race day for start, finish and aid stations, have the ability to re-fill coolers if necessary
Get tables for registration, aid stations, awards, etc.
Secure a Race doctor or paramedic in advance of race
Get cash for day of registration and cash box
Get pens/pencils for registration
List of pre-registers runners for registration table
Blank entry forms for registration
Trash bags for start/finish and aid stations
Minor medical: Band-Aids, Advil, etc.
Secure getting apples, oranges, bananas, bagels, cookies, etc for post-race food.
Registration - Early entry:
Allow to pick up packets before race day - this needs to be planned out
Provide bags for packet pickup
Cut off online registration before early packet pickup, have updated registration list available.
Registration - Race day:
Get tables on course for start/finish/aid stations
Table for registration (separate table for form fill-out and for paying)
Form fill out
Bags for tshirt, and other stuff
Update registration list
Clearly marked signs for lines
Sufficient trained personnel
Pins, if race numbers are to be worn
All as in (6) above
Rules for wearing race numbers (front)
Previously best times if previously run
Previous year's no., entries, finishers
Weather conditions expected
Instructions for finish (chutes, cards, etc)
Statement of courtesy (fast runners to front, stay to left, etc.)
How results will be made available.
Start at appointed time - THIS IS A MUST!
Prominently marked starting line
Portable PA system if large race
Use starting gun so all can know exact start
If larger race, ask participants to line up by expected finish time
Clearly marked with signs and workers
Police protection guaranteed in advance - remind police early on day of race
Accurately measure course - preferable with "Jones counter" (available for loan from BTC - contact Rick Melanson)
Course profile if Marathon
Monitors at each turn OR Large turn arrows so all can see
Lead vehicle to clear course (optional)
Follow-up vehicle behind last runner
Splits of Mile Signs
Vehicle to carry out and pick up timers
10K: 1, 3, and 5 miles minimum
Marathon: 1. 3. 10, 13.1, 15, 20, and 25 mile minimum
If timers are used, make sure they are trained in calling out times clear and loud and make sure accurate reliable stop watches are used
Tables, coolers, cups, new water hose, sports drink and water. Know where you will get your water for each location and have the ability to refill.
Trash bags, clean up crew
Transporation to and from for workers and equipment
10K - 4 mile point or 3.1 mile and at finish
Marahon - not less than 5 stations plus finish
Other - not less than 3 stations plus finish
Hot races - especially well supplied including a station at the start and 'sponges' if possible
Clean up crew
Paramedic or doctor on course - only required onMarathon
Paramedic or doctor at finish - Required
Tables for coolers, cups, new water hose, water, sports drink.
Workers to keep finish area clear of spectators
Worker to assist runners through chutes
Sufficient chutes to avoid congestion - one (1) chute can handle 300 runners, any more than 300 should plan on using "multiple" chutes
Electronic timing if available
Manual recording by trained workers (back-up)
Workers to hand out cards (2 minimum) or collecting "tear off" numbers
Numbered cards with blanks for required information (i.e. name, age, and sex)
Workers to keep finishers in line and direct to aid station and results table
Portable PA system (Bullhorn is OK)
Cots and blankets for Marathon
Get tables for post race food
Food can be provided by a store as a sponsor. Ex: bagels, oranges, apples, bananas, cookies, donuts, water, sports drink, etc.
Table for people to fill out cards (if used)
Plenty of pencils, pens
Sufficient trained workers to assist with cards
Separate table with finish "boxes" for "fille out" cards (boxes can be borrowed from BTC)
Trained workers to list top finishers
Complete results available within reasonable time
Send age group results to Rick Melanson so that he can send to "Birmingham News" and "Running Journal". They must be in Word or Excel format.
Ceremony start on time
Results double checked before ceremony begins
Announcer and presenter prepared
Consider other trophies: medals, patches, ribbons, visors or ball caps
Workers designated by vests, tshirts, arm bands.
Packet Pick-Up at retail partner store or other location
If you have made arrangements with a partner location to have packet pick-up here are some suggestions.
You will need to provide volunteers to handle the race packet pickup.
You need to provide the race packet bags, race numbers and safety pins
Make sure that there is a race information sheet for the runners, to include:
What: name of race, distance of race(s)
Contact information: Name of contact for questions, phone number, email address
When: Date & time of race
How: race entry fee and deadline for mailing, address to mail entry fee, awards breakout
Where: race location, directions to race location, early packet pickup location along with date and time for early packet pickup. Race day packet pickup location and time, awards ceremony location and time.
Make sure the partner location has your phone numbers to contact you if there are any questions.
If there is any material other than race numbers and t-shirts that need to go in the bag, please put these in the bags prior to carrying to the TRAK SHAK
Make sure that you provide an updated pre-registration list every day that you have packet pick-up.
Make sure and stop active.com online registration 2 days before the race day
Make sure that you give the your partner change to use for cash registration. The store needs their change for regular business.
For more information, check out the RUNNING USA "Tips For Race Directors"