FTC Race Planning Guide - developed by Paul Hargrave (past FTC President) Organizational Information 1. Goals in putting on the Run a. To meet the needs of members and the community at large to have an enjoyable, well-run, race. b. To enhance the prestige and visibility of organization c. To raise funds for charity 2. Early planning a. Have established committees and regular planning meetings. 3. Race Committees a. Race Director/Co-Director Choose and assemble committees Find commercial sponsors; solicit prize money/items Approve race T-shirt, trophies; place orders for T-shirts/trophies Choose computer operators/timing staff Start the race Conduct awards ceremony Send thank you letters after the race Report to and thank sponsors b. Computer operator Record race entries into a computer Produce race results c. Publicity committee Design the race application Advertise Distribute entry forms Coordinate race photography publicize race through radio, TV, speaking to groups, telephoning provide race results to print and broadcast media d. Packet committee solicit items for the runner packets stuff the bags deliver packets to the race e. Course committee coordinate with police and other city officials coordinate use of facilities at start/finish areas mark the course; set up mile markers, water stop obtain and coordinate emergency medical support set up start and finish lines provide split times and coordinate course volunteers f. Registration answer questions of arriving runners operate race day packet pick-up and registration g. Refreshment committee obtain all supplies for drinks; set up tables; dispense drinks obtain all supplies for food; set up tables; dispenses food take down all tables; wash out and return containers store or dispose of unused food/drink h. Awards committee Select and order the awards Deliver and arange awards at ceremony; help hand out awards Each committee develops detailed task plans that include times for accomplishment. A sample detailed task list is provided by Ken Johnson, "How to Put on a Road Race", p. 16-18. 4. The Market Who are we trying to get to run? a. Members of the FTC, their friends and families b. Members of the Gainesville community and surrounding area, including walkers c. Runners from North/Central Florida (Ocala, Lakeland, Starke, readers of Florida Running and Triathlon) d. Students at UF, Santa Fe Community College e. Pupils/students at local schools f. Supporters of charity We need strategies to reach each of the targeted populations. 5. Sanctioning and Certification We need to remeasure, mark course. 6. Designing the Course 7. The Budget a. Income Sponsor Contributions Early entry fees Late entry fees b. Expenses Entry form printing Advertisements Insurance Postage Copying Portable toilet rental Telephone T-shirts Runner numbers safety pins, labels Other supplies Refreshments not donated Awards 8. Sponsors a. Title Sponsor consider getting a title sponsor such as Millenium Bank b. Major Sponsors c. Contributing Sponsors Bageland Gatorade City of Gainesville We need to develop sponsor commitment letters to confirm the nature of the committment. Also, letters after the race to thank the people involved. (See accompanying letter, Ken Johnson book p. 45) 9. Early Publicity a. Get race date set, race calendar circulated, get word out about the race early to let potential runners know. b. Get on race calendars of running publications and web sites c. Get G'ville Sun and Daily Alligator to run early stories about the race. d. Contact college and high school track coaches/physical ed. teachers e. Have articles in May, June and July FTC Newsletter f. Get on city, county calendars. 10. Race Logo 11. The Race T-shirt a. Attractiveness. Shirt should be attractive to ensure that it will be worn and seen in public. Attention to design and color. To ensure that runners will wear it to races, it should be light weight. Light weight, short-sleeve or tank top. b. Quality. Ken Johnson recommends 50% cotton/50% polyester; either Hanes Fifty-fifty, Fruit of the Loom BEST, or Jerzees. c. What to put on T-shirts. On front, the race name, logo, city and state, date and year of race, sequential number of race. On the back, sponsor's logos or name with size of logo commensurate with contribution. d. Cost e. How many to order. Usually need to order 2/3 the number of t-shirts as expected entries (assuming that you have a no t-shirt option). Otherwise order the same number of t-shirts as expected runners. Make sure all pre-registered runners get a t-shirt, but make no guarantees for day of race registration. Base how many of what sizes on prior needs - XL, L, M, S f. T-shirts for volunteers. The same as race shirt. 12. Entry Fee a. the amount - set fee for day of race (as long as t-shirts are available) b. special discounts: free for 17 and under entrants discount for FTC members who enter before 1 week before race discount for non-FTC members who enter before 1 week before race discount for no-T-shirt option 13. Awards a. gift certificates? overall male, 1st place, 2nd place, 3rd place overall female, 1st place, 2nd place, 3rd place male masters, 1st place, 2nd place, 3rd place female masters, 1st place, 2nd place, 3rd place NO duplication of awards (i.e., overall winners do not get age group trophies. Overall winners also get a trophy award. b. trophy awards. male and female 9 & under 10-14 15-19 20-24 25-29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65-69 70-74 75-79 80-84 85-89 c. Special awards. 14. Door Prizes and Premiums a. Door prizes. Dinner for two at local restaurant, gift certificate for massage, gift certificate for running shoes, Runners' World prizes. Decide in advance if we will have door prizes and announce them in entry form. b. Premiums. 15. Late Registration and Packet Pick-Up Schedules a. Late registration: day of race, 7-8 AM b. Registration and early packet pickup Thursday and Friday evening before race 16. Entry Form a. The entry form provides potential participants with information about the race and also serves as an avertisement to sell the race. A well-designed typeset form with professionally designed logo and well-organized and complete information will give the necessary information and be impressive. b. Essential elements of information. A checklist: l. Sponsor Logos. 2. Organization Name. 3. Race Name and Logo 4. Race Day, Date, Distance, City/Location 5. Starting time 6. Start and Finish Point. Include parking information 7. Brief description of the course. 8. Entry fees. Race day registration instructions. 9. Packet pick-up instructions. 10. Awards and Age Groups. 11. T-shirts, premiums. 12. Door prizes 13. Refreshments 14. Baby joggers prohibited in RRCA sanctioned races 15. USATF course certification number 16. Phone number to call for information 17. Entry Blank Name, Addresss, City, State, Zip, Phone, Age on Race Day, Date of Birth, Sex, Race entering: only the 5K, T-shirt size, Address to Send Entry to, Organization to make check to, Participant signature, Parent of Guardian Signature if Participant is under 18, Waiver statement. Get most recent revision and check it word for word to make sure printer did it correctly. I know that running a road race is a potentially hazardous activity. I should not enter and run unless I am medically able and properly trained. I agree to abide by any decision of a race official relative to my ability to safely complete the run. I assume all risks associated with running in this event including but not limited to: falls, contact with other participants, the effects of weather, including high heat and or humidity, traffic, and the conditions of the road, all such risks being known and appreciated by me. Having read this waiver and knowing these facts and in consideration of your accepting my entry, I, for myself and anyone acting on my behalf, waive and release the Florida Track Club and all other sponsors, their representatives and successors, from all claims and liabilities of any kind arising out of my participation in this event even though that liability might arise out of negligence or carelessness on the part of the persons named in this waiver. I understand and agree to abide by the insurance restrictions which prohibit the use of radio headsets or other portable sound systems, wheeled conveyances (excluding racing wheelchairs) but including skateboards, roller skates or blades, baby joggers, bicycles, etc. Animals are prohibited except for trained guide dogs used by blind runners. Illegible applications may result in disqualification. I further grant permission to this race and organization conducting the race and/or agents authorized by them to use any photographs, videotapes, motion pictures, recordings, or any other record of this event for any purpose. c. Optional elements of information 1. Map to the starting point. Map of course. 2. Previous overall male and female winners of the race or course record holders. 3. Other events scheduled with the race. d. Design, layout and printing e. Deadline for printing and distribution Get entry forms printed and ready for distribution eight weeks before the race 17. Volunteers a. Recruitment. Volunteers are recruited from the FTC, friends and family, charity, and local community. b. Training. Committee heads should plan their need for volunteers, make a list of duties, and designate specific people for the tasks. Have extra volunteers to take the place of no-shows. Committee heads meet with their volunteers well before race day and go over details of the race. Volunteers should receive written instructions about what they are supposed to do, when and where. They should also be able to answer general runner questions such as "Where does the course go?, Where are the rest rooms? Will there be split times on the course?, What time will the award ceremony be?" Volunteers should receive a map of the course. c. Appreciation. Let the volunteers know that they are appreciated. They should be given a T-shirt and refreshments after the race. Recognize the volunteers as a group at the award ceremony. 18. Adding Color - Encourages runners and makes the race festive. a. Inform residents on the course. Deliver an announcement to houses on the course. Ask them to come out and cheer the runners. b. Music at the Start/Finish area. Have patriotic music. c. Ceremonial start. Member of City Council to start the race. d. Pace Car. We could use a bike rider on a mountain bike. Make sure the rider is familiar with the course and has a map. Having him ride over the course the morning of the race would also be a good idea. Marking the turns with water-soluble orange spray paint or flour would be an additional safeguard. e. Having a juggler, magician, etc., would add to festive nature of the event. f. Encouragement signs. Paint encouragement signs and post them along the course, or have volunteers hold them. Lawn signs. g. Course decoration. Tie balloons to mile marker signs. Have red, white and blue balloons at race start/finish area. 19. Race Photography a. Publicity photographs. Have publicity committee ensure that a Gainesville Sun photographer will cover the race on race day. Get a photography class at UF, Santa Fe, a high school, to make this a project. Identify and photograph the youngest runner, the oldest runner, etc. Use photos in telling sponsors about the race. 20. Publicity a. Planning. Plan the subject and date of news releases about the race. Decide the races in the area where we should distribute entry forms. Plan local TV and radio coverage; have race director as guest on a local radio talk show. b. Sponsor Credit. Mention the main race sponsors in all advertising. Clip newspaper articles about the race and save a copy for the sponsors. Include these as part of your report to sponsors after the race. c. Ways to publicize the race 1. Running publications. Advertise and get stories in Florida Running and Triathlon and Ocala Running Club newsletter. Run ad two months in a row, i.e., May and June issues for a July date race. Get information well in advance about deadlines for publication and prices. After the race, send the running publication a report on the race. List the winners and include an interesting photograph. Provide a few facts about the race: comercial sponsors, course description, weather, number of runners, course records broken. 2. Newspapers. Work with Gainesville Sun accent, community living and people reporters, not just the sports reporters. Plan a series of news releases for the newspaper. Include a course map, special runners (kids, cancer survivors, etc.) 3. Radio and TV. Get local radio station to provide music and a public address system for the pre-race announcements. WCJB TV-20 news/sports staff. 4. Posters. 5. Distribution of Entry Forms. Distribute according to a plan, with members of the advertising committee assigned specific businesses to distribute and check up on. All running stores in town (make a list with addresses and phone numbers). All exercise/fitness centers that will take them. Bike shops. Other businesses in a particular shopping center, so that the race has greater visibility among the general public. Have members distribute in their neighborhoods (on the outside of mailboxes, or door to door). Distribute to races, handing to runners after the race. Nail to poles near entrance of Hawthorne trail, San Felasco Hammock, at the University track, at Santa Fe track. Mail or deliver to high school track coaches. At sponsors' places of business. 21. Equipment and Supplies a. Color committee 1. Lead bicycle. Make arrangments for the rider with mountain bike. Ensure that he is properly trained to lead the runners and has written instructions concerning what is expected of him. 2. Encouragement signs. Cardboard signs stapled to wooden stakes. Marker pens to decorate them. Mallet to drive them into the ground. 3. A public address system. Check this out weeks in advance in cases repairs are needed. Make sure there are written directions concerning how to put it together and operate. 4. Get balloons and ribbon, scissors. Rent a helium cylinder. Blow up balloons the morning of the race and distribute to sites of use. Keep ribbons separate so everything doesn't entwine in a mess. b. Course committee 1. Revolution counter. We have one which can be used to measure the course. 2. Spray paint. Orange water-soluble paint for marking the course or can use flour. 3. Distance signs. Durable metal mile marker signs, and backup signs in case of theft. 4. Directional signs. "to starting point", etc. 5. Traffic Cones. To mark turns and intersections. 6. Stopwatches. For volunteers for split times at miles 1 and 2 7. Emergency Medical Personnel. Arrange for volunteer EMS personnel with equipment and communication equipment. c. Packet Committee 1. Bags. Plastic bags donated by a race sponsor. 2. Copy of Race Instruction Sheet, for each runner packet 3. Runner Number 4. Safety pins. Four per runner 5. Runner packet stuffer items (key chains, pens, discount coupons, brochures from race sponsors) 6. T-shirts d. Refreshment Committee 1. Tables for the start/finish area 2. Tables for aid stations on the course 3. Paper cups. Get them donated by a drink sponsor or restaurant 4. Water 5. Gatorade. Packets donated by Gatorade. Gatorade containers, Gatorade banner. Hose to help clean out containers, fill containers. 6. Long-handled spoon for stirring Gatorade. 7. Plastic trash bags. Bags at each aid station and at start/finish line. e. Start/Finish Committee 1. Toilets. 2. Public address system 3. Tables and chairs: arrange for tables from city 4. Race Day Registration Materials 5. Packet Pickup Materials. Packet pickup sign, runner packets. 6. Start and Finish Banners with ropes attached? 7. Spray paint to mark start line 8. Siren for starter 9. Race clock, wooden clock holder, two ladders and cloth covers. 10. Timing device 11. Small table and chair for timing device operator 12. Stanchions to hold tape for finish chute 13. Red tape for finish chute 14. Tables for the awards 22. Runner Numbers 23. Processing Entry Forms 24. Runner Packets 25. Setting Up and Operating the Course a. marking the course. The course must be so clearly marked that the runners will not have to think about which way to go. Paint bright arrows on the pavement with water-soluble paint, at regular intervals and at each crossroad and at each turn. Early on race day put out the mile markers and turn signs. Have extra signs in reserve in case they are stolen from the course. Have a volunteer at each intersection and each turn. b. course hazards. Look for places that vehicles could enter the course, or for potholes or other obstructions that could trip runners. If this is done months in advance, road repairs could be done. If not, mark with traffic cones. For this race we do not officially use the roads and do not have police hired to manage the intersections. But police should be notified about the race. c. Emergency Medical Service d. Course Committee Training e. Setting Up and Operating on Race Day 26. Finish System 27. Refreshments 28. Late Checks on Task Completion 29. Setting Up on Race Day 30. The Race 31. As They Finish 32. After They Finish 33. Most Common Problems a. not as many entries as expected b. volunteers do not show up on race day c. confusion and delays on race day registration d. runners get lost on the course e. inadequate aid stations f. the finish line gets fouled up g. early finishers consume all the refreshments