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SUGGESTED RACE SET UP-CHECK LIST CREATED BY DRC FOR LOCAL RACE DIRECTORS
I. Pre-race
A. Set date
B. Print and distribute entry form
1. Post on DRC web site
2. Post on other area club web sites
3. Take your race forms to other local races
C. Order runner entry awards/participation
D. Order awards for age groups/male & female
E. Reserve a pavilion or place at race venue for registration/post-race food/awards
F. Layout and mark course at each turn, as well places not to turn, along with mile markers/water stop(s)/start/finish lines
G. Print result forms (men & women age group sheets, blank finish time sheets)
H. Recruit volunteers
1. no less than 3 for registration/check in/results tabulation
2. 3 for finish line to assist timers
3. no less than 1 at each water stop
4. 1 for each mile split the race is providing to be equipped with a watch to read out split times
5. 1 for each place on course that needs directions to avoid runners going off course
6. 2-3 to help hand out post race food/refreshments
7. table for each water stop with cups and water containers to fill cups with at each water stop
I. Plan post race
1. Food
2. Refreshments, including plenty of water and sports drinks
3. Award ceremony, including somebody to announce awards
J. Coordinate delivery of finish line equipment with DRC lead volunteer
K. Make sure to have change on hand from entry cash payments--ones and fives
N. Portable restrooms ordered or insure there are adequate restrooms for both male and female at the venue
O. Arrange for local traffic control/police if needed
P. Provide bull horn, air horn, whistle, or pistol if available
II. DRC lead volunteers need to do the following if DRC timing race:
A. Pick up finish line and timing equipment from storage
B. Make sure clocks are charged or replaced/batteries
C. Assist Race Directors to make sure pre-registered runners are recorded on results/award sheets before race begins
D. Supplies/equipment needed for races
1. Finish line sticks--kept in black bag
2. Clipboards and paper--kept in black bag
3. Pens/pencils--some in black bag
4. Starter pistol in black bag, but not sure there are blanks.
5. Stop watches to loan to volunteers, but make sure to get them back--kept in black bag
6. Finish line equipment
a. Finish chute (disks, poles in plastic cylinder/case, ropes, cones)
b. Clocks ( 4 hand helds with printout tape, but make sure tapes/cartridges working, plus large clocks with digital display--one is smaller than the standard large clock, for the runners to see times at finish line)
c. Optional --to bring DRC water jugs
III RACE DAY
A. Set up race day registration and packet hand out
B. Set up water stations.
C. Put out mile markers.
D. Transport volunteers to water stations.
E. Put mile/split timers in vehicle to go out ahead of runners/walkers when race starts and make sure they have watches
F. Use cell phones to coordinate timing if necessary/if timers already at split locations (may need 2 people to call timers at split locations)
G. Pre race introductions/ceremonies
H. Start race with whistle, bull horn,air horn, or pistol/DRC can do this if asked, incluidng pre race instructions
I. DRC will set up finish line if timing race
J. DRC will time finishers if timing race using two handhelds/if there is equipment failure, use backup clipboards to manually record times in numerical on paper/clipboards
K. Volunteers at end of chute to hand sticks to finishers in order they finsih with instructions that they take to awards registration tables
L. Take printouts/tapes or handwritten times in numerical order to scorers table/registration to record times with runner's names/finish order
M. Compile results
N. Announce appreciation for volunteers & volunteers and thank runners for coming out
O. Hold award ceremony
P. Clean up course and awards area
L. DRC to collect all equipment, including finsihing sticks and put them in order again, and return all equipment to storage
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