Pre Race Planning

1. •Plan Date of Race
2. Starting time
3. • Start and finish location(s), directions, transportation, parking information
4. • Race distance
5. • Course description (include terrain, landmarks, mile markers, elevation)
6. • Course map
7. • Notify proper authorities
8. o Secure State or Municipal permits
9. o Get Certificates of Insurance
10. o Notify Police/Fire Dept
11. • Draft volunteers
12. o Help promote event
13. o Registration
14. o Coordinating sponsors
15. o Awards( Eddies Trophies Bristol Tn)
16. o Water stations
17. o Clean-Up
18. o Tell volunteers what time arrive at race-site
19. • Contact Possible sponsors
20. • Determine Entry Fee
21. • Create Entry Form
22. • Secure supplies/vendors
23. o Race timer ( Hopefully us )
24. o T-Shirt/giveaway( KS Promotions)
25. o Drawstring bags for packets 
26. o Awards 
27. Order Bib Numbers(Bibwarehouse.com)
28. ♣ Determine Age groups
29. ♣ Time and location of awards

1. o Measurement and certification 
2. o Mark race course 
3. o Create signage for course and race site
4. o Secure any tables/chairs for various Water/aid stations
5. o Ensure electric hook-up is available
6. o Ensure restrooms are available 
7. o Arrange for post-race refreshments

1. Promote the race with help of the following methods:
2. • Distribution of entry forms through mailing, and at running stores, health clubs, and races
3. • Posters and neighborhood flyers, as well as at sponsors' locations
4. • Media announcement (calendar listing) to local newspapers and websites, local running/sports magazines
5. • Television/Radio public service announcements
6. • Press releases
7. • Advertisements (Websites, magazines, newsletters)
8. • Websites and social media
9. • Despite electronic media and websites, a paper entry or info card is still important

1. • Course directional signage/informational signs posted
2. • Volunteer/Official area assembled
3. o tables/chairs/signage posted
4. o refreshments
5. o instructional briefings prepared
6. • Pre-registered runners area
7. o list/printout posted
8. o Safety Pins
9. o Number/packet pick-up
10. • Post-registration area set up
11. o entry forms/pens/pencils
12. o race numbers/safety pins
13. o race packets
14. o cash box/change
15. • Police briefed
16. • Course officials/marshals briefed
17. • Start/Finish officials briefed
18. • Official photographer(s) briefed (provide with shot-list)
19. • Trail/sweep vehicle - driver briefed (provide vehicle with communications)
20. • Start/finish banner(s) mounted
21. • Timers briefed
22. • PA system(s)/bullhorns functioning
23. • Rest room facilities in place
24. • Start/Finish line equipment in place:
25. o pace/seeding signs
26. o finish tape
27. o chute materials (cones, flags, rope)
28. o digital display clock
29. o computer system (functioning)
30. o recording sheets, clipboards, pencils for timers, select timers, bib number recorders, backup manual timing system in place
31. o bib number tear-off tag spindles if applicable
32. o tables/chairs
33. o electric power access or generator
34. o water station set up
35. • Medical area set-up (if needed)
36. o isolated, covered area near finish line
37. o supervising MD and qualified nurses, EMT's
38. o communications - internal and to larger medical center
39. o ice, IV's, hot and cold fluids, cots, blankets
40. o immediate triage capability
41. • Water stations in place:
42. o water/electrolyte replacement fluid
43. o cups, pitchers
44. o tables
45. o barrels/trash bags
46. o rakes (for clean-up)
47. • Course material in place
48. o mile/kilometer markers
49. o directional arrows
50. o water/aid station markers
51. o communication equipment/personnel (radio volunteers, cell phone directory card for all key race personnel)
52. o stop watches/clocks for mile split callers
53. • Results area functioning:
54. o isolated area close to finish line
55. o tables/chairs
56. o electric power hook-up
57. o computer and printer
58. o pre-printed awards/results sheets
59. • Refreshments area functioning:
60. o tables, trays
61. o ice
62. o utensils depending on foods available, napkins
63. o trash barrels/bags
64. • Awards area functioning:
65. o tables/podium/announcing stand
66. o PA system
67. o awards display area, with awards arranged in order of distribution
68. o results posting board/area

1. • Clean-up of all areas (course, start and finish area, etc.)
2. • Press release with results
3. • Post-race stories/photos to press/websites/social media
4. • Post-race mailing to participants
5. • Thank-you's to sponsors, volunteers, contributors, municipalities, facility owners
6. • Post-race evaluation meeting with organizing committee