Race Director Checklist


Below is the main checklist from our race director packet. This is a brief insight of the information provided within the packet that is available to you. This checklist is intended to provide a good overview of what you would need for a moderately sized event. The individuality that each race takes on does mean that this list will vary from event to event.  Use it as a starting point and feel free to add or remove items as you find necessary.

Entry Form                                        

Info You Provide

  • Date of Race, Start Time, Location
  • Entry Fee/ Fee Change Schedule
  • Parking Information
  • Race Distance, Course Description
  • Course Map
  • Awards Breakdown
  • Awards Ceremony Time
  • T-Shirt/ Packet Pickup Information
  • Race Contact -Mailing Address, Email, Phone Number
  • Sponsor Logos, Assisting Vendors
  • Municipality Recognition
  • Waiver
Info The Participants Provide
  • Name, Address, Telephone, Email
  • Age on Race Day
  • Gender
  • Team Information
  • T-Shirt Size
  • Signature on Waiver

Pre-Race

Tasks to Complete Leading Up to Your Race
  • Permits
  • Liability Insurance
  • Police Contact Established
  • Medical Personnel Contacted
  • Course Measurement/Certification
  • Signage Prepared
  • T-Shirts Printed
  • Awards Ordered
  • Race Bibs Printed
  • Entry Form Data Sent to Timing Company
  • Volunteers Appointed Course Positions
  • Website Established/Updated

Promoting the Event
  • Distribute Entry Forms
  • Listed on Race Calendars
  • Local Media
  • Flyers

Race Day 
  • Course Markings in Place
  •      - Mile Markers
         - Turn Signs
         - Split Callers
  • Volunteer Assignments Posted
  • Volunteer Coffee
  • Registration/Packet Pickup Area Setup
  • Police Briefed
  • Course Volunteers Briefed
  • Start/Finish Workers Briefed
  • Photographers Briefed
  • Lead Vehicle/Trail Vehicle Briefed
  • Timing Company up to speed
  • Banners in Place, Sponsor Logos Visible
  • Sound System for Announcing/Awards
  • Rest Room Facilities/Port-a-Potties
  • Start/Finish Setup
  •      - Pace Signs
         - Clock
         - Timing System
         - Power Available
         - Water
         - Recording Sheets
         - Spindles
         - Tent
  • Water Station
  •      - Cups
         - Coolers
         - Pitchers
         - Brooms/Rakes
         - Trash Bags
  • Medical
  •      - Tent
         - Communication Capabilities
         - Ice
         - Fluids
         - Personnel Prepared
  • Results Printing
  •      - Tables/Chairs
         - Power
         - Printer Setup
         - Area Away from Runners
  • Awards Displayed
  • Results Posting Area Designated

Post-Race
  • Cleanup (Start, Finish, Course, Staging Areas, Awards Area)
  • Results Published on Website
  • Results Sent To Press
  • Thank You's to Volunteers, Committee, and Sponsors
  • Post Race Evaluation
  • Volunteer Party
  • Recovery.....
 

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