North Shore Timing

Welcome to the race directors information page. This page will be very informative for race directors especially new directors. Take your time and read over all sections of this page. Hopefully you will find it very helpful. At the bottom of the page you will find a template of the pre entry form and a generic race day registration form. Please save the entry template to your computer and use it to fill in the data for the pre-registered runners. Fill in all the fields for each runner and email it back to me two days before the race. Also, please feel free to save the generic registration form and use it for your race day entries.

Race Director's Checklist

Race Application Information

The race application 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

· 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

· Amenities (Tshirt, etc. with limits)

· Tshirt/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)

The application part should request

· Name, address (street, city, state, zip), telephone

· Age and Gender· Where applicable: Special category and team/club designation,

· Signature (parent or guardian if under 18) acknowledging Waiver of Liability

Promotion

Promote the race with help of the following methods

· Distribution of entry orms through mailing, at running stores, health clubs, at races, and thru North Shore Timing

· Press announcements (calendar listing) to local newspapers, running magazines

· Press releases

Pre Race

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

· Permits

· Certificates of Insurance

· Course measurement and certification

· Course miles marked

· Signage prepared for course and race site

· Police Liaison/details arranged

· Tshirts/other giveaway items obtained

· Race numbers/Safety pins obtained

· Entry fees deposited Volunteer committees established and captains appointed for:

· registration

· sponsors and donations

· aid stations

· course security/marshals/communications

· refreshments/cleanup

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

Pre registered runners area

· list/printout posted

· number pickup

· tshirt/packet pickup

Post registration area

· entry forms/pens/pencils

· race numbers/pins

· race packets

· cash box/change

· Trouble table setup

Water stations materials in place

· water on course

· electrolyte replacement fluid at finish line

· 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

Refreshments area functioning

· tables · 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

Generic Race Day entry Form.doc