AORTA Race Director Guide 2016-09-11

Race Director Guide This guide was written primarily for the prospective race director with support from the Auburn Opelika Running and Track Association, but can be used by veteran race directors as a formal checklist to ensure all facets of their proposed event are covered. AORTA Website: www.auburnrunning.org 1 Updated: 09/11/2016 2 Table of Contents Initial Event Planning ......................................................................................................................................... 4 Know What You’re Getting Into ........................................................................................................................................ 4 Selecting a Date ............................................................................................................................................................... 4 Budget .............................................................................................................................................................................. 4 Sponsors .......................................................................................................................................................................... 4 Selecting a Course ........................................................................................................................................................... 5 Awards ............................................................................................................................................................................. 5 Race Fee .......................................................................................................................................................................... 6 Liability Insurance ............................................................................................................................................................. 6 T-Shirt or Tech Shirt ......................................................................................................................................................... 6 Committees ...................................................................................................................................................................... 6 Permits (Auburn City) – Minimum 2-week lead time ........................................................................................................ 7 Permits (Auburn University) – Minimum one month lead time ......................................................................................... 8 Permits (Opelika) ............................................................................................................................................................ 10 Six Months Prior to Race Date ........................................................................................................................ 12 Registration Forms ......................................................................................................................................................... 12 Promotion ....................................................................................................................................................................... 14 Refreshments ................................................................................................................................................................. 15 Door Prizes ..................................................................................................................................................................... 15 Speakers and Aubie ....................................................................................................................................................... 15 Race Timing and Bib Numbers ...................................................................................................................................... 15 Three Months Prior to Race Date .................................................................................................................... 16 Meet with Race Support Team Representative .............................................................................................................. 16 Communication .............................................................................................................................................................. 16 Finalize T-Shirt Design and Order .................................................................................................................................. 16 One Month Prior to Race Date ........................................................................................................................ 17 Update Participant List ................................................................................................................................................... 17 Design Race Day Signs ................................................................................................................................................. 17 Gather items for race packets, awards, and door prizes ................................................................................................ 17 Police .............................................................................................................................................................................. 17 Medical ........................................................................................................................................................................... 17 Review Checklist ............................................................................................................................................................ 17 One Week Prior ............................................................................................................................................... 18 Update Participant List ................................................................................................................................................... 18 Fill race (swag) bags ...................................................................................................................................................... 18 Assign Preliminary Volunteer Positions .......................................................................................................................... 18 Early Packet Pick-Up (Normally 1-2 days prior) ............................................................................................................. 18 Race Morning Preparation ............................................................................................................................... 19 Weather .......................................................................................................................................................................... 19 City Support .................................................................................................................................................................... 19 Volunteer Desk ............................................................................................................................................................... 19 Volunteers ...................................................................................................................................................................... 19 Parking Areas (if dedicated parking) ............................................................................................................................. 19 Restrooms ...................................................................................................................................................................... 19 Pre-Registered Packet Pick-Up ...................................................................................................................................... 20 Race-Day Registration ................................................................................................................................................... 20 Participant Bag Drop-Off ................................................................................................................................................ 20 PA (Public Address) System .......................................................................................................................................... 21 Finish Line Support Service ........................................................................................................................................... 21 Course Set-Up ................................................................................................................................................................ 21 Brief to Course Marshals ................................................................................................................................................ 22 Finish Line ...................................................................................................................................................................... 22 Water Stops .................................................................................................................................................................... 22 Refreshments ................................................................................................................................................................

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