MTC RACE PLANNER Printable PDF copy

Initial Prerace Raceday
Course
_____   _____   _____  Start
_____   _____   _____  Finish
_____   _____   _____  Measured - Sanction Number:____________________
_____   _____   _____  Maps, Markings
_____   _____   _____  Critical Points

Traffic Control
_____   _____   _____  Parade Permit
_____   _____   _____  Police/Sheriff
_____   _____   _____  Emergency Vehicle
_____   _____   _____  Major Intersections
_____   _____   _____  Workers

Registration
_____   _____   _____  FLYER
_____   _____   _____  Race Packet
_____   _____   _____  Pre-registration
_____   _____   _____  Race Day Registration
_____   _____   _____  T-Shirts
_____   _____   _____  Workers

Aid Stations/Start/Finish
_____   _____   _____  Water, Gatorade, food, etc.
_____   _____   _____  Tables, Cups & Ice
_____   _____   _____  Port-a-johns/Restrooms
_____   _____   _____  Workers

Volunteers
_____   _____   _____  T-Shirts
_____   _____   _____  Registration
_____   _____   _____  Finish Line
_____   _____   _____  Aid Stations
_____   _____   _____  Traffic Control (Including police)
_____   _____   _____  Split Timers
_____   _____   _____  Pre-race Set up & Post-race Clean up

Awards
_____   _____   _____  Categories agree w/ flyer
_____   _____   _____  Location
_____   _____   _____  Trophies--set-up
_____   _____   _____  Door Prizes 

Advertising
_____   _____   _____  MTC Newsletter
_____   _____   _____  Local Health Clubs
_____   _____   _____  Newspaper/Radio/TV
_____   _____   _____  Flyer Mailout/Handouts
_____   _____   _____  National Publications

RACE DIRECTING HINTS

Course: The course should be safe from dangerous traffic conditions. The Starting Line should be well marked. It may be in the middle of the street with entrants kept out of the street until race starting time. The Finish Line should be out of the street or on a blocked street. There should be room for our finish clock stands, finish chutes and MTC equipment van. The course should be accurately measured and marked. The MTC can measure and mark your course for a fee. The Starting line, finish line, mile splits and all turns should be well marked. If possible, provide a map of the course, for the runners/walkers and volunteers (splits, aid stations & traffic). Critical points (major intersections, rail crossings, etc.) need special attention. The police may be needed to control dangerous intersections. Make sure of train schedules if the course crosses the tracks.

Traffic: Check with local police to see if you need a parade permit and get their clearance and assistance for your event. If possible have an emergency vehicle with EMTs available on race morning (stays at finish area). All major intersections and turns will need a volunteer to direct traffic and runners/walkers. 

Registration: Race day registration should be set-up and completely ready at least ONE HOUR before race starting time. Have at least 4 tables, one for each event and one for filling out late entry forms. Each event table should have 2 workers, registering male and female entries. The MTC has up to nine tables available if needed. You will need plenty of BALL POINT PENS (not felt tip) and 3-6 staplers, plus a money box. The MTC does not provide pens or staplers, although we do carry emergency numbers, pins, baggies and registration sheets.

T-Shirts: You will need enough t-shirts for entrants, volunteers and sponsors. Pre-registered entrants are guaranteed a t-shirt. On race day, if you run out of t-shirts you can either not guarantee a t-shirt, offer a discount for registering without a t-shirt, or mail a t-shirt after reordering. Race packets not picked up are usually forfeited - NO REFUNDS! Put it on flyer.

Flyers: For free publication in The Magnolia Runner the race flyer must be 8½ X 11 inches, one or two sided, unfolded. It should include the name of the race, all events, starting times, date, location, entry fees, contact person and phone number. A small map of the course and/or race location is very helpful for out-of-towners. Also include all sponsors, award categories, entry fees and the entry form. The entry form portion should contain the mailing address, entry fees and Name to go the on check. MTC needs at least 1000 copies of flyer (800 for each newsletter entry and rest to hand out at races).

Aid Stations/Start/Finish: You will need approximately 1 cooler (5 gallons) of water per 75 entrants at each aid station and at the Start/Finish. You will also need ½ bag of ice for each cooler and cups. MTC can provide cups for $3.00 per tube of 100. You will want to have some sports drink, food or other refreshments at the finish. You should have Port-a-johns or other restroom facilities available before and after the race. Each Aid Stations should have 2-3 workers per 100 entrants, minimum of 2. Workers should plan to have cups of water ½ filled and ready to hand out before race starting time. Be sure to clean up area when finished.

Awards: The overall and age group awards should agree with the flyer. The trophies should be set-up to check overalls and age groups and define awards ceremony area. Do you have/need a P.A. system? The MTC has a P.A system that runs on electricity or auto lighter. If you have door prizes, they may be given out while results are being tabulated, saving the biggest door prizes for after the awards.