Event Management Services
Race Director Services
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
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

The race application part will request
Name, address (street, city, state, zip), 
  telephone
Age and date of birth, sex
USA TF Number
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
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

Pre Race
During the 4 months preceding the race, the following tasks will be accomplished:
Municipal Permits
State Permits
USATF Sanction
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
Tshirts/other giveaway items obtained
Race numbers/Safety pins obtained

Volunteer committees established and captains appointed
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
Medical/weather information
Timing/starting lineup information
Course map with mile markers and aid stations
Results posting

Race Day
Final details for a smooth running and safe race
Course/informational signs posted Volunteer/Official area assembled
tables/chairs/signage posted
coffee/refreshments
Tshirt/Official identification
Instructional briefings prepared
 Press area assembled in needed
Tables/chairs/signage
Race information/printouts

Pre-registered runners area
List/printout posted
Number pickup
T-shirt/packet pickup – Recommend 
 distributing after finished

Pre-registration Event Management area
Entry forms/pens/pencils
Race numbers/pins
Race packets
Cash box/change
Trouble table setup
Police briefed
Course officials/marshals briefed
Start/Finish officials briefed
Official photographer(s) briefed (provide with 
  shotlist)
Press/Course vehicle drivers briefed 
 (someone very familiar with course should 
 serve as guide in each vehicle!)
Trail sweep vehicle driver briefed (provide vehicle 
  with water, cups, blankets, firstaid kit, etc.)
Official starter equipped and briefed
Start/finish banner(s) mounted
Start/finish review stands assembled
PA system(s) bullhorns functioning

Start/Finish line equipment in place
Pace/seeding signs
Finish tape
Chute materials (stanchions, rope)
Digital clock
BIB Tag or Turn Key timing mats placed
Computer system (working)
Recording sheets, clipboards, pencils for timers, 
  select timers, bib number recorders
Tables/chairs
Electric power hookup  or generator
Water station setup
Restroom facilities in place
Clothing check-in 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

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
GCRV Command Center
Tables/chairs
Electric power hookup
Printer
Preprinted awards/results sheets

Refreshments area
Tables
Trays
Ice
Knives, forks, spoons (depends on foods 
  available), napkins
Trash barrels/bags

Awards area
Tables/chairs
Podium/announcing stand
PA system
Awards display area, with awards arranged in 
 order of distribution
Results posting board/area

Post Race
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

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