Check List for Conducting Road Races

<Compiled by George Brown>

 

I.        Establish a Date

II.      Establish a Course (distance, traffic, parade permit, police assistance, safety, difficulty, time of year)

III.    Solicit Sponsorship (Budget creation)

 

A.     Budget items

1.       Race Shirts (How many, colors, design, short sleeve vs. long sleeve, 50/50% vs. 100%)

2.       Awards (Trophies, Plaques, special awards, cash, # of age groups and how deep in each)

3.       Race numbers and safety pins

4.       Clock Rental

5.       Parade Permit cost

6.       EMT Support

7.       Advertising

8.       Printing costs

9.       Food/Drink Refreshments

 

Idea is to have sponsorships cover as much of these costs as possible.  Do NOT fall into the trap of believing race entries will subsidize these costs.

 

IV.    Levels of Sponsorship (Title, Major, Contributing, Product)

V.      Race Entry Form

A.     Liability Release

B.      Age and Date of Birth

C.      Name (Full)

D.      Male or Female

E.       T-shirt size

F.       Address and work phone number

G.      Race Choices

H.      Cutoff dates for pre-registration discount vs. full registration

I.        Course description and directions to race

J.        Itinerary of the day

K.      Sponsor logos as applicable

 

VI.    Promotion

A.     Print Media

B.      Running Publications (Runner’s World, Running Times, Running Journal)

C.      Radio and Television

D.      Entry Form distribution (local running clubs, health clubs, athletic and running stores)

 

VII.  Course Management

A.     Proper Measurement (certification)

B.      Sentries at all turns

C.      Water stations

D.      Turns all marked

E.       Mile splits accurate

F.       Traffic Control issues

 

VIII. Finish Line Management

A.     Number recording/Finish shutes

B.      “Tic” sheets

C.      Clock functions and recordings

D.      Spotters

E.       Placement cards distributed

F.       Finish table for filling out cards

G.      Placement tabulation team

 

IX.    Awards Ceremonies

A.     Door Prizes

B.      Accurate results and times

C.      Photo shoots

D.      Sponsor Recognition

E.       Volunteer Thanks

 

X.      Follow-ups

A.     Thank you to Sponsors and solicit for next year.

B.      Thank you to Door Prize contributors

C.      Results sent to running publications as well as local TV and Print media

D.      Results sent to all runners (a very nice touch)