Race Director Checklist

Planning the Race
1. Determine the type of race you will have (road race, triathlon, run/walk, etc.
2. Determine location and distance of the race, and map out a course
3. Determine event date
4. Determine budget
5. Notify proper authorities
-Secure and state or municipal permits
-Get certificates of insurance
-Notify police/ fire department
-Notify hospital/ emergency medical services
6. Draft volunteers
-Promotion
-Registration
-Coordinating sponsors
-Setting up coursetiming
-Medical
-Security
-Awards
-Water stations
-Clean-up
-Tell all volunteers to arrive as early as possible to race-site
7. Contact possible sponsors
8. Determine entry fee
9. Create entry form
10. Promote event
-Create website
-List event on Runnersworld.com race calendar
-Create flyers/posters
-Distribute entry forms
-Press releases to local media
-Advertisements
11. Secure supplies/vendors
-Race timer
-T-Shirt/giveaways
-Race bib numbers/safety pins
-Drawstring bags for packets
-Awards
-Official photographer
12. Prepare the race site
-Measurement and certification
-Mark race course
-Create signage for course and race site
-Secure any tables/chairs for various stations
-Ensure electric hook-up is available
-Ensure changing area/showers/restrooms are available
-Arrange for post-race refreshments
13. Prepare information packet for runners
-Course map with mile markers, aid/water stations, and restrooms marked
-Start/finish information
-Medical information
-Check-in information
-Results information
-Other important details of race

 

Race Day
1. Post all course/directional signage
-Signage from main highway to race site
-Restroom/registration/ bag
-check/medical
2. Assemble pre- and post-registration tables
-List of pre-registered runners
-Number/t-shirt/packet pick-up
-Safety pins
-Cash box
-Entry forms and pencils
3. Insure all communications are intact
-Brief all affiliated parties (Police, Course officials, Timing officials)
-Ensure PA system/ bullhorns are working
-Ensure two-way radios are working
4. Assemble Start/finish area
-Mount start/finish banners
-Break tape
-Digital clock
-Timers
-Clipboards, pencils, bib number recorder
5. Medical Area
-Isolated tent near finish line
-Qualified staff with two-way radios
-Ensure cots, ice, fluids, blankets are set up
6. Water Stations at every mile
-Water/fluid replacement available -8 -10 oz cups
-Trash receptacles
7. Refreshments
-Set up tables and chairs
-Utensils, napkins, ice, trash receptacles available
8. Awards
-Set up podium
-Set up PA system
-Set up awards display
-Set up results posting board
9. Set up any additional balloons, banners, fencing, tents, etc.

 

Post-Race
1. Clean up
2. Thank-you note to all involved (sponsors, volunteers, etc.
3. Send out a press release with results to local media
4. Post race follow-up stories on website