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

· Race sanction with USA Track & Field

· 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 (T-shirt, etc. with limits)

· T-shirt/package pickup information

· Race information contact/address/telephone number

· Entry fee (spell out nonrefundable!), entry deadline, check payable to...

· Number pickup information

· Post entry procedures

· 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

· 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

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, National

· running magazines.

· Television/Radio public service announcements

· Press releases

· Neighborhood flyer

· Advertisements (New England Runner, USATF’s Exchange Zone)

·

Assign race photographer

1. for participants photo’s (sales) and

· 2. for documentation and future sponsor presentation

During the months preceding the race, the following tasks should be accomplished:

· Municipal Permits

· State Permits

· Sanction (USATF, P.O. Box 1905, MA. 02146), providing insurance

· 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:

· Timing/starting lineup information

· Course map with mile markers and aid stations

· T-shirts/checkin/changing facilities/showers

Final details for a smooth running and safe race:

Course/informational signs posted Volunteer/Official area assembled

· tables/chairs/signage posted

· water/refreshments

· Tshirt/Official identification

· Instructional briefings prepared

Preregistered runners area

· list/printout posted

· number pickup

· tshirt, pins/packet pickup

· cash box/change

· Trouble table setup
Police briefed

· Course officials

· Start/Finish officials briefed

· 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

· 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/electrolyte replacement fluid

· 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

· typewriters, wordprocessor and printer

· copying machine

· telephone/ax

· preprinted awards/results sheets

Refreshments area functioning:

· tables

· trays

· 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

· 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