RACE PRELIMINARIES: 1 YEAR TO 4 MONTHS BEFORE RACE
- Set a race date
- Decide on location
- Decide on who will be responsible for the course and set up on race day
- Call to set up location with Presque isle or local municipality and confirm date, what insurance is needed for event
- Confirm with timing service that they can time event on date, time and location
- Set a race budget and set price of race
- Contact possible sponsors
- Race premium (supplier)- find out the deadlines and cost of the shirt or other premium
- Pick shirt, color and who will design the shirt
- Race prizes/age categories- decide if there will be awards and cost of awards and order deadlines
- Write application as soon as you have details confirmed-Compare to other apps to be sure you haven’t missed anything.
- Decide on race snacks and order before supplier deadline if necessary- Rule of thumb: $1.00/participant for snacks. ($200 for 200 runners) If doing fruit – $1.25/runner. (May have to be adjusted for inflation, but works right now. (Last updated spring 2014)
RACE PARTICIPANTS:
- Erie Runners Club website- event listing email information to suzannec@erie-runnerclub.org
SPONSORS:
- List of possible sponsors (Contact name, address, phone number)
- Cost of sponsorship and what logo and information wanted on the premium
- Letter to sponsors
- Follow-up phone call
- Pick up check and logo and ask for size of shirt
PUBLICITY:
- Web listing of race on Erie Runners Club site-check other regional sites – Runhigh/BWT/Jamestown/Ashtabula/Mercer
- Link to sign up sent in for E-Newsletter
- Articles in newspaper- showcase listing- call and check on deadlines for listing
- Television/newspaper coverage
PRE-REGISTRATION:
- On-line registrations- who will handle this
- Mail-in registrations- who will enter
- When will pre-registration start
EARLY PACKET PICKUP: If desired
- Store/company that will be used
- Address of store on registration form/website
- Hours for pickup
- Sponsor inserts
- Will tables/chairs need to be brought in
RACE ROUTE & SET-UP:
- Race route distance calculated- who will set it up- Certification? Not necessary, but get an accurate course. Driving a course in a car or using GPS is NOT good enough
- Traffic marshals, parking and turnaround volunteers
- Road cones
- Safety vests for volunteers who are doing parking or are road marshals
- Are any porta-johns needed – if so these need to be ordered in advance- call and ask deadlines
- Are tables and tents needed to be ordered or has a reservation been made for any facility being used
- Confirmation with Presque Isle State Park 2 weeks prior to race or the municipality being used
DAY OF RACE REGISTRATION:
- Tent or tables needed
- Pens, clipboard, day of race applications
- Bib numbers or timing chips
- Safety pins for bibs
- T-shirts or other premium
- Cash/change for late-registrations
- Camera and tri-pod for publicity pictures- if desired
- Volunteers
RACE:
- Who will announce start of race
- Who will be in charge of water and after race snacks
- Will water be available on course- should be a consideration for races in warmer temperatures even for a 5K
CLEAN-UP:
- Cones picked up
- Marshal vests and supplies returned
- Finish line torn down
- Trash picked up
- Extra snacks, t-shirts, supplies packed
- All supplies to be returned promptly and in good condition and organized
- Determine race profits
AFTER RACE:
- Thank you signed by race director to sponsors, nice gesture to deliver with a shirt as a thank you for sponsorship-this can also be done prior to race
- If you are planning to do the race next year take the time to make notes of what worked and what should be changed to make your next race better
- Thank your volunteers