Ambler Area Running Club

AMBLER AREA RUNNING CLUB

RACE PROCEDURES

FOR

FROSTBITE 5-MILER

AND

PHIL’S 5K

TABLE OF CONTENTS

A. PRE RACE ACTIVITIES

1. Race Application Preparation & Distribution

2. Site Requirements

3. Beneficiary

4. Committee Formulation

B. RACE DAY

C. POST RACE ACTIVITIES

D. FORMS & CHECKLISTS

A. PRE-RACE ACTIVITIES

Part I: Announcement of Upcoming Race

Preparation and Distribution Race Applications

The following activities are common to both the Frostbite 5-Miler and Phil’s Tavern 5K races. These activities should take place approximately 90 days to 120 days before race day.

Race Application Preparation

1. Design Application and arrange for first printing.

a. Arrange for a new logo, or a color change to the existing logo.

2. Decide race particulars i.e.

a. Distance

b. Fun run/walk (w/ distance)

c. Team categories

d. Prizes

e. Give Aways

f. Entry Fee and Deadline

g. Race Limit

h. Baby Strollers

Race Application Distribution:

1. Distribute race applications to AARC members.

2. Distribute applications to local runners and previous race attendees.

3. Place applications at various points i.e.:

a. Local Health Club

b. YMCA’s

c. Running Apparel Stores

d. Neighborhood restaurants, grocery stores, etc.

e. Local Corporate Offices

f. Local races and Expos

4. Club Press Secretary and/or Committee Lead should notify local newspapers and running magazines of upcoming race.

5. Develop and distribute posters, banners, flyers, etc.

6. Update website

7. 1st printing of Frostbite applications should be available for the Philadelphia Distance Run expo.

Part II: Site/Course Requirements

Frostbite 5-Miler

1. Contact Madison Avenue Elementary School Grounds Personnel and complete application for use of school. Application must be completed and returned to school for approval.

2. Notify Ambler Police.

3. Notify Ambler Volunteer Fire Police.

4. Notify Lower Gwenydd Police

5. Notify Ambler Ambulance.

6. Notify Ambler Streets and Facilities Dept – re: Snow Removal.

7. Obtain Insurance Certificate for school from _________________.

8. Determine Course

9. Develop Course Map and certify course if necessary.

10. Parking Limitations (Septa Lot)

Phil’s Tavern 5K

1. Contact ________________ for use of property

2. Notify Whitpain Police

3. Confirm that Whitpain Police will arrange ambulance.

4. Obtain Insurance Certificate from ___________________.

5. Determine Course

6. Develop Course Map and certify course if necessary.

7. Parking Limitations

Part III: Race Beneficiary (Phil’s Tavern 5K & Frostbite)

1. Determine race beneficiary

2. Contact organization and request its assistance with race sponsorship and volunteers.

Part III: Committee Formation

The following activities are common to both the Frostbite 5-Miler and Phil’s Tavern 5K races. Request for committee members should be announced. Committee members should be assigned approximately 90 days to 120 days before race day. Committee must be responsible for the following:

1. Race Application -- Committee Lead. 1 committee member -- The Race Application Lead is responsible for completing the following activities:

a. Application design

b. Printing

c. Application distribution

2. Pre Race – Committee Lead, 1 or 2 Committee Members – The pre-race committee chair is responsible for the following:

a. Awards

b. Shirts

c. Site/Course requirements (identified above)

d. MC/awards announcements

3. Site – Committee Lead 3 Committee Member -- The Site Committee Chair is responsible for organizing and completing the following

a. Obtain all necessary permits

b. Complete all paperwork

c. Contact Police, Ambulance & Fire Departments

d. Parking restrictions and Limitations

e. Building restrictions and Limitations

f. Race Cones

g. Job Johnnies

h. Course Map

i. Results Board and Recording Sheets

j. Race Numbers

k. Race Pins

l. Equipment needed for site – i.e. megaphone, tables, tent, etc.

m. Mile Markers

n. Results Board

o. Timer

p. Chute

4. Race Press Secretary – Committee Lead 1 Committee Member -- The Press Secretary Committee Chair is responsible for all race advertising.

a. Contact local newspapers, radio stations, etc. and coordinate press releases to announce race.

b. Distribute posters, flyers, and announcements at local places of business.

c. Formulate post race press releases.

5. Sponsors – Committee Lead, 3 Committee Members -- The Sponsorship Committee Chair is responsible for all solicitation, introductory race and thank you letters, and assuring that sponsors are recognized throughout the process.

a. Decide sponsor levels and benefits

b. Formulate announcement requesting for race sponsors.

c. Send letters to local business, previous race sponsors, etc.

d. Maintain list of sponsor money received to date.

e. Determine deadline for receipt of check from sponsors.

f. Write thank you letters

6. Volunteers – Committee Lead, 4 Committee Members -- The Committee Chair for Volunteers is responsible for assigning volunteers to various posts during the race.

a. Registration Table -- approximately 8-10

b. Course – varies with race – see Race Director

c. Race Results – approximately 4 for race board

d. Results Runners – approximately 6 for incoming runners

e. Water Stations – varies with race – see Race Director

f. Food Pick up and Set up – varies with race – See Race Director

g. Parking – approximately 3

h. Starting Line Up

i. Clean Up

7. Post Race Committee – Committee Lead, 2 Committee Members

a. Thank you letters to all volunteers, municipalities, etc.

b. Results posted on Internet, etc.

B. RACE DAY ACTIVITIES

· RACE DAY (Final details for a smooth running & safe race:)
___ Water at Start, Finish and along course
___ Course information signs posted with map
___ Table and chairs for registration
___ coffee/refreshments
___ Instructional briefings prepared for race start, awards and sponsors
___ Restroom information
___ Medical/weather information
___ Starting line information
___ Course map with mile markers and aid stations
___ Results posting

· Water stations in place:
___ water/electrolyte replacement fluid
___ cups, pitchers
___ tables
___ barrels/trash bags
___ rakes (for clean-up)

· Course material in place
___ mile/kilometer markers
___ directional arrows
___ water/aid stations
___ communication equipment
___ stop watches for mile split callers/Splits

· Refreshments area:
___ tables
___ ice
___ knives, forks, spoons, napkins (depending on food),
___ trash barrels/bags
___ cups

· Registration
___ alphanumerical lists printed and posted
___ number pick-up
___ t-shirt and packet pick-up
___ Post-registration area set-up
___ entry forms/pens/pencils (use separate table)
___ race numbers and pins
___ race packets
___ cash-box/change (Plenty of ones and fives)
___ Trouble table set-up (if large race)

· Results area:
___ isolated area close to finish line
___ tables and chairs
___ electric power hook-up
___ copying machine (optional)
___ telephone, fax
___ pre-printed awards with agegroups, teams and special division
___ Bulletin Board with tacks
___ Tie Wraps
___ Scott Tape

· Awards area:
___ tables and chairs
___ podium or announcing stand
___ PA system
___ awards display area, with awards arranged by age group
___ results posting area

· Last minute details

___ Course officials briefed
___ Official photographer briefed (provided with shot-list)
___ Course vehicle drivers briefed
(someone familiar w/ course should guide each vehicle)
___ sweep vehicle driver briefed
___ Official starter equipped and briefed
___ Banners placed in area easliy view by runners and press
___ PA system or bullhorns functioning
___ Rest room facilities in place

· Start/Finish line equipment in place:

___ finish tape with sponsors name
___ chute materials (stanchions/rope)
___ digital clock
___ computer system
___ recording sheets,clipboards,pencils for timer, bib number recorders
___ tables and chairs
___ water station set up