Prior
to your event, this is your main form of communication with your
participants. Keep in mind that entry
forms can take several guises. There is
the traditional paper form, as well as an online internet posting. There are several important guidelines to
follow.
Typically, bright colors attract the most
attention. If you do use any artwork, it
should print clearly on the application.
One other factor to keep in mind is the media you will use for your
applications. Darker colors look fine on
a wall; however, they are difficult to copy and almost impossible to scan onto
a computer. Some software can save files
in a computer ready format. The best
format to use is .pdf, if possible.
Event type, Date and Time, Location (parking info is
also helpful)
Cost Information:
Clearly indicated cost, as well as dates and amounts of price breaks
Contact Information:
Contact name, Phone number, E-mail
Participant Response Parameters: Name, Address, Phone number, E-mail, Date of birth, Sex, Event specific info (shirt size, specific event if several, etc.)
A good rule of thumb is that it shouldn’t take a person more than about
10-15 seconds to find any of this information on your application.
Runners are typically a pretty organized bunch. The sooner you get your entry form out, the
sooner they can work you into their training calendar.
Volunteers
are the key to a great event.
You should always plan on at least a few of your
volunteers not showing up on race day.
Furthermore, don’t plan on most volunteers being able to perform
multiple tasks. It’s usually a good idea
to bring in more volunteers than you think you will need. No sane race director has ever complained of
having too much help.
One person (from your race committee) should be stationed to direct and
answer volunteer questions. Make sure
that volunteers are comfortable with their assignments prior to their jobs
beginning. Try to anticipate any
questions your volunteers may have.
Your volunteers are giving you their time. You want to make sure that they have a good
time. Make sure to have refreshments for
your volunteers. It is customary, as
well, to have t-shirts for your volunteers (This can have the added benefit of
helping to identify your volunteers, if the shirts are unique.)
T-shirts (or
bags, etc.)
Most runners have an ample supply of
shirts. They don’t need another
shirt. They need another really cool
shirt. Think of your race T as free
advertising for your event. It’s in your
best interest to have a shirt that runners will repeatedly pull from their
drawer. There are several things to keep
in mind.
1. Does the shirt look good?
Spend an appropriate amount of time on the artwork. Make sure that any artwork on the shirt
enhances the look. When in doubt, it’s
usually best to simplify. Resist the
temptation to overcrowd the shirt.
Runners want a cool design, not a billboard.
2. Do you have enough?
Make sure to have enough shirts to cover your pre-registered
entries. Early registration discounts
will encourage runners to sign up earlier.
Have on hand, also, sufficient shirts for your expected race day
entries. In the event that you do run
short, you should have a predetermined contingency plan to accommodate those
who do not receive a shirt.
Registration
If not done properly, registration has the
potential to become a major headache for runners and volunteers, as well as
race directors. One simple rule to
remember here: Runners Hate Lines. The key to a successful registration is
planning ahead.
1. Have you selected an
appropriate location for your registration?
Registration should be conveniently located to both parking and the
event. Consider, also the expected size
of your crowd. It is very difficult to
process a large crowd through a small room.
2. Have you selected an
appropriate layout for your registration?
Unless you have a very small event, it is not efficient to process all
of your participants through one person or area. You should have a separate area for pre-registered
and walk-up registration. Your
pre-registered area should be appropriately segmented to handle multiple
runners (alphabetical, etc.). You need
to make sure o have plenty of volunteers here.
3. Have you properly trained
your volunteers?
Your volunteers need to know how to efficiently process registrations before
registration begins. Never assume that
someone will be able to figure it out as they go. In addition, your registration staff should
be able to answer basic questions about the event. A prepared information sheet is helpful.
4. Do you have all of the
necessary supplies?
Make sure to have plenty of pens, markers, cash, safety pins, etc. that
your registration volunteers may need.
Course
There are many factors in the design of a
successful racecourse.
1. Is the course enjoyable?
Consider scenery and terrain, as well as potential crowd support. Remember, you want your event to be more fun
than running on the treadmill at the local health club.
2. Is the course safe?
There is no room for error here.
All reasonable precautions must be taken to ensure that every
participant is able to complete the event safely. If the course utilizes roadways in any form,
there must be sufficient barricades or safety personnel. Any hazards on the course should be
sufficiently marked, and announced to runners in advance of the event.
3. Is the course accurate?
Unless your event has been published as a fun run or walk, every effort
should be made to ensure that your course is accurate. This means measuring the course several
times. Remember to account for any
obstacles around which runners will have to detour.
Make sure, as well, that the entire course is clearly
marked. Cones can be moved or knocked
over. Chalk and paint work great. Never assume that runners will be able to
figure out the correct line to take.
Always assume the worst when it comes to marking your course. All corners should be marked, and incorrect
paths blocked whenever possible. It is
helpful to have volunteers stationed around the course to help direct
runners. In addition, most runners like
to have mile marks clearly indicated on the course.
4. Does your lead vehicle know
the course?
The race leader must be certain of the entire course. The leader needs to go over the course in
advance of the event.
Finish Line
A race is, after all, a race. Most people are there to make it to the
finish as quickly as possible. This is,
therefore, one of the easiest places to ruin an otherwise excellent event.
1. Does your finish line look
professional?
You should have sufficient signage or banners so that runners are able
to clearly identify the finish line. In
addition, a professional looking finish line helps to leave runners with a
positive impression of your event.
2. Is your finish line large
enough?
This is based on the number of participants, as well as the timing
technology being utilized. Your finish
chute, or chutes, should be large enough that every runner has the chance to
finish easily and safely.
3. Do you have enough workers
at your finish line?
Make sure to have enough workers to assist runners, as well as process
finishers quickly. Make sure, too, that
these workers know their assignments ahead of time. It’s very difficult to train chute workers
once runners are finishing. Along with registration,
this is an area where it can be particularly helpful to have experienced
volunteers.
4. Do you have some means of
recognizing your participants?
Runners enjoy being cheered, by name, if possible as they approach the
finish.
5. Are you prepared to process
the results?
It’s important that your results are processed quickly and
accurately. You may want to hire someone
to do this for you. If you do hire
someone, make sure to communicate about whom will be staffing the finish.
6. Did you stay for the whole
event?
Every participant counts, even the last one. Make sure that the impression of the last
runner is as positive as the leader.
Kid’s Run
A children’s run can help to make your event
more enjoyable for whole families. It is
a great supplement to your adult’s run.
1. Did you give attention to
your kid’s event?
The kid’s event takes just as much focus as the adults run. If you don’t have someone who can really
focus on your children’s event, it is usually better to forgo it.
2. Do you have a course clearly
laid out for the children?
It is important that the course be clearly marked, as well as
safe. It is usually best if the course
doesn’t get too far from a central location.
You need to station volunteers around the course.
3. Have you communicated the
details of the kid’s run?
All of your volunteers should know the particulars of the kid’s run, so
they will be able to answer parent questions.
These include the time and location, as well as the necessity of
registering their children.
Refreshments
Refreshments refer both to food and drink
after the race, as well as to any that might be available to runners on the
course. There are several keys to
successful race refreshments.
1. Is the food appealing to
your participants?
The food should be appealing to people who have just completed a
run. Items such as bagels, rolls, fruit,
juice, and water are popular choices, but feel free to be creative. Food should be easy to serve and relatively
mess free. Make sure to keep food well
presented for all of your participants.
2. Do you have enough?
Don’t try to be stingy here.
Make sure you have plenty of refreshments for all of your
participants. This can depend on the
weather, as well. In hot conditions, it
is vitally important that you have lots of water conveniently available to your
participants.
3. Are the refreshments
accessible to your participants?
Your refreshment layout should be set up to minimize lines. It helps if you can spread your food out over
a large area. It helps, as well, if your
refreshment area is accessible from multiple sides.
Awards
The awards are one of the last opportunities
you have to impact your runners.
1. Did you select appropriate
awards?
Cash prizes can appeal to the more elite runner and give the race an
air of professionalism. They are out of
the reach, however, of a majority of your participants. Most runners prefer more attainable prizes
and momentos of their run. Take this
opportunity to give them something unique.
Finisher’s prizes give you the opportunity to reach the greatest number
of participants. Whatever form of award
you choose, make sure that you invest the time to make it special.
2. Have you planned the award
ceremony?
All too often there is little thought or organization to the awards
ceremony. You need to have a plan in
place prior to your event. It can be
helpful to have a person in charge of your award ceremony. Take this opportunity to thank your
participants, volunteers, and sponsors.
3. Did you make your runners
feel special?
The main point of an award ceremony is to make people feel good about
themselves. Make sure you do this. Give attention not only to your overall
winners, but also your age group winners and placers. The more people you can reach, the better.
Intangibles
This one is a little more general than the
other nine. Put simply, focus on the
things that make your race special.
Inattention here may or may not wreck your race, but attention to these
details could turn your event into a truly great one. Take advantage of the uniqueness of your
event.
1. What have you done to make
your race really stand out?