Pre and Post Race Checklist

1. Playmakers Involvement

· Contact Playmakers at least two months ahead of your event if possible.

2. Entry Form (Complete, easy to read, professional appearance)

· Time and date

· Location of course (including parking and registration)

· Entry fees (clearly outlined with dates)

· Check and mailing information

· Name of any charity organizations involved

· Prizes and age groups

· Sponsors

· Waiver

· Contact person and phone number (e-mail is nice, too)

· Packet pick up information

3. Registration & packet Pick Up

· Set-up 60 minutes prior to opening

· Pre-registered packet pick-up

· Convenient and well organized (eliminate unnecessary steps)

· Minimize delays (#’s and T-shirts organized)

· New Registrations

· Entry forms, pencils, pins, etc. readily available

· Process new entries quickly

· Hang Signs listing race day events, times, restroom locations, course map, etc.

· Hang a person available to deal with problems

· Have extra copies of lists of registered runners and walkers available on race day as at well as at early packet pickup

· Keep registration area clean

4. T-shirts

· Pre-check shirts for quality, correctness and quantity

· Remember to account for volunteer shirts

· Set volunteer shirts aside

· Pre-pack or set aside all preregistered runner/walker T’s so that you won’t run out early.

· This also makes their distribution easier and faster.

· Have some plan in place in case you run out shirts at registration.

5. Parking

· Convenient and adequate

· Volunteers to direct traffic, if neccesary

· These volunteers need to be assertive. Be aware, as well, that they may not be available to help with other jobs on the course.

6. Bathrooms (approximately 1 per 75- 100 participants)

· Have sufficient toilet paper available

· Restrooms need to be accessible and well signed

7. Race

· Verify course and race distances prior to race day

· Start on time

· Provide a lead vehicle.

· This person needs to be very familiar with the course

· Make sure course is well marked

· Provide accurate split times

· Position sufficient volunteers along the course

· Provide adequate aid stations

· Have enough cups for all aid stations and the refreshment area (≈3-4 per participant)

· Provide water at or near the finish line

· Provide adequate trash containers near finish and aid stations

· Set up adequate finish line chutes

· Have necessary supplies (spindles, bandit tags, etc.) available

· Have experienced volunteers and training for new volunteers

· Make sure chutes are long enough

· Create atmosphere at the finish

· Announce finish times

· Provide music/entertainment

· Provide encouragement for finishers, especially the last ones

· Keep finishers moving through the chutes

· Have someone trailing the last finisher

· Pick up trash on course

8. Post Race Refreshments

· Have enough for all participants and volunteers

· Have sufficient utensils

· Make sure that refreshments are still available for later finishers

· Provide adequate trash containers

9. Results and Awards

· Have results available quickly after the race

· Plan your award ceremony before race day

· Be sure to thank all participants, as well as volunteers and sponsors

· Determine/communicate method of distributing awards and/or T-shirts after race day.

· If you tell participants items will be available at Playmakers, please make sure to get items to Playmakers

10. Publish official race results promptly

· Results can be published on Playmakers website. In addition, a copy can be left at the store

11. Post race debriefing

· Was the race enjoyable and productive for all involved?

· Identify problem areas and discuss potential solutions

12. Begin planning for next year’s race

· Start early

· Establish goals

· Delegate responsibilities to dependable volunteers

· Make the race a win/win for everyone involved