Document Sample
director Powered By Docstoc
					ITC Race Directors' Information
Available online at

 Clock/Printer-Timer/RunScore Demonstration: Fred Hable is willing to do this if
you make arrangements with him at 835-5897.

Planning your event

 Race Calendar: Mike Salm ( maintains the calendar. Please
contact him with your race information or changes. The president will contact the race
directors at the first of the year to update the next year's calendar and to submit the
necessary race information to our insurance carrier. He/she will need your information
no later than January 31. The calendar is available on the website.

We encourage you not to schedule your event on the same day as another event. Even
two on the same weekend makes it more difficult for equipment checkout, getting
volunteers, and getting participants. If for some reason you have to double up on a
weekend, if at all possible try to do it on a weekend where the other event isn‟t similar in

 Insurance: Your race must have insurance. If you do not, you will be personally
liable. The ITC has insurance through the RRCA and we also have director‟s and
officer‟s coverage should anyone on the board be named in a lawsuit personally.

In order to be covered by RRCA insurance,
       (1) the race must be “owned” by the club
       (2) you, the race director, must be an ITC member
       (3) your race must be listed on the ITC calendar,
       (4) you must use the standard waiver,
       (5) the RRCA and ITC logos must appear on your race application; and
       (6) the ITC board must be involved in the planning of your race.

What we want you to do is to come to a board meeting(s) prior to your race (we meet
the first Monday of every even-numbered month at 6:30 at Sammie‟s Pizza) and let us
know how things are progressing and answer any questions that the board members
might have. The insurance certificate filed with the city permit in Eau Claire and
Chippewa Falls. You can obtain an insurance certificate listing the city as an additional
insurance by completing the “Additional Insured Form” which can be found on the Race
Directors page on the ITC website or at and
emailing, faxing or sending it to the insurance company.

 Standard Waiver on Race Applications: In order for our races to be covered by
our RRCA insurance, the RRCA strongly suggests that you use the waiver that they
specify. If your race is covered by our RRCA insurance, please use the following on
your race applications (I can email the text or you can pull it off the document on the

    I know that running a road race is a potentially hazardous activity, which could cause injury
    or death. I should not enter and run unless I am medically able and properly trained, and by
    my signature, I certify that I am medically able to perform this event, am in good health, and
    am properly trained. I agree to abide by any decision of a race official to deny or suspend
    my participation for any reason whatsoever. I assume all risks associated with running in
    this event, including but not limited to: falls, contact with other participants, the effects of
    the weather, including high heat and/or humidity, traffic and the conditions of the road, all
    such risks being known and appreciated by me. I understand that bicycles, skateboards,
    baby joggers, roller skates or blades, animals, and radio headsets are not allowed in the
    race and I will abide by this guideline. I hereby grant full permission to use my name and
    any photographs, videotapes, or other record of this event for any purpose. Having read this
    waiver and knowing these facts and in consideration of your accepting my entry, I, for
    myself and anyone entitled to act on my behalf, waive and release the Indianhead Track
    Club, the City of Eau Claire/Chippewa Falls, the County of Eau Claire/Chippewa, and all
    sponsors, their representatives and successors from all claims or liabilities of any kind
    arising out of my participation in this event, even though that liability may arise out of
    negligence or carelessness on the part of the persons named in this waiver.

 The RRCA logo should appear on your application (race entry form) as well as the
ITC logo if you're using our insurance. The logos are down-loadable from the ITC
website ( right click on the logo on the main
screen) and the RRCA website ( or you can e-mail Tina Killey
( and she can e-mail them to you.

 City permits: The cities of Eau Claire and Chippewa Falls require that a city permit
be issued prior to your race. They will need the course information before issuing the
permit. In Eau Claire, the permit application needs to be filed at least 60 days prior
to the event. The police and Park/Rec may both review this permit. The permit forms
are available at the City Clerk‟s office. There is a fee for a city permit.

For Eau
Or call 715.839.5032

For Chippewa Falls, call 715.726.2719

 Walkers: We have had requests for walking events in the last few years and we
encourage you to include walkers in your event and to advertise that your event is
walker-friendly. Please indicate this on your entry form. If you have a longer race that
doesn‟t realistically allow for walking (your volunteers would have to be out on the
course too long), you can consider allowing the walkers to start early and adjust their
finish times later. Let the walkers know that there won‟t be support out on the course
until the volunteers are scheduled to be out on the course. If you have a separate walk,
consider using a different course or start the walkers later so as to not impede the

Please be respectful of everyone who has entered and is participating in your event.
There are fast runners, and slow runners. Don‟t take down the finish line until all
participants have finished. Consider using a sweep runner (with vest) or biker so that
you know when all runners have crossed the finish line.

 Course certification: Your course does not have to be certified. However,
state/national records can only be set on certified courses. If you wish to certify your
race, there are forms and instructions on the web at This needs to
be done every 10 years. Don‟t wait until the last minute to do this! It‟s quite the
involved process and requires lots of paperwork, bike riding and number crunching.
Make sure to read the online instructions and forms BEFORE starting!

 Entry Fees for ITC races: We'd like most ITC-sponsored races to cover costs, of
course. And since races are our main fund-raising source, we'd like them to make
money for the ITC while maintaining a reasonable entry fee. If you'd like some or all the
proceeds of your race to be donated to charity, please speak with someone on the
board. If your race is sponsored by the ITC, checks can be made payable to „ITC‟ and
given to our treasurer, Jeanie Lubinsky. If your race is not sponsored by the ITC and
profits will not be staying with the ITC, please do not have checks made payable to the
ITC. Have them made out to a third party.

      The ITC Board suggests that that the entry fees for ITC-sponsored races follow
these guidelines posted on its Race Directors webpage.

 Newsletter: Race applications may be sent out in the ITC newsletter. They must
be 8 ½ x 11 and flat. If they’re larger than 8 ½ x 11 (i.e. 8 ½ x 14), fold them to 8 ½
x 11 before delivering them. If they’re a tri-fold, please have the printer not fold
350 of them. If they’re all folded, please unfold 350 before delivering them. No
postcards (they fall out).

There is no charge to have your applications mailed in the newsletter. The newsletter is
published in:
 January (need applications by January 1)
 March (need applications by March 1)
 May (need applications by May 1)
 July, (need applications by July 1),
 September (need applications by September 1), and
 November (need applications by November 1).

Currently, we publish about 200 copies of the newsletter. The applications need to be
delivered to Tina Killey or the Mary Beth Clark by the date listed above. Contact them
to make arrangements.

      Paul Meznarich    
      Mary Beth Clark

Race results are published in the ITC newsletter. We strongly recommend that race
directors write both a preview and a post-mortem (including pictures and results) of the
race with a write-up for the newsletter and display on the web. Submit the articles,
pictures and results to Paul Meznarich at least 10 days prior to the first of the month of
publication (see above). He'd also appreciate knowing that it's coming so that she can
allow space for it in the newsletter.

Race results and pictures are published on the ITC website (
We strongly recommend that race directors take advantage of this free form of

 Advertising:

    We can put a printable version of your race application on the ITC website (one that
   can be printed and mailed in). Contact Mike Salm( he will
   put the application on the website. The format of the application can be a Word
   document or .pdf file. If you want to use registration for your race,
   contact Karen Schoenrock at for instructions. Once your
   race has been set up on registration, contact Mike Salm
   ( and they can put a link to it on the ITC website.

   Eau Claire Leader-Telegram: You can email or call using the addresses and phone
   numbers at To post the race on the MDRA calendar (online and spiral
   bound), go to and click on Road Races and then click
   on Schedule. Near the top of that page you'll see 'To add your race information to
   the schedule (a free service of MDRA), click here. You can then enter your race
   info to be published on the MDRA site ( and in their spiral-bound
   calendar published each year. To make it into the spiral-bound calendar, you must
   post the information in the fall (usually a mid to late September deadline).

   To post it on the calendar requires a fee. This is from their

      "Results of races on certified courses in Minnesota are posted gratis provided we
      receive them (along with the documentation required for record keeping) within a
      week of the race. Results of other road races are published for $10 per race ($20
      if there are more than 500 finishers, in which case the men's and women's
      results are separated). There is a small fee for posting entry information ($10 or
      one entry fee, whichever is greater)."

                                          4 See their website for information on registering your race with them.
Contact Mike Salm ( and or Karen Schoenrock
( for the logon and password. There is a fee per entry to
use their services which can either be tacked on to the normal fee, or absorbed into
the normal fee, or split between the two. Be aware that as part of using the services, you are not supposed to use any other online registration
service, though you are allowed to use other online advertising. This service is quite
user-friendly and easy to set up. See their website for information on registering your race with
them. There is a fee for this service and is quite user-friendly.

Running Times: You can advertise your event for free on the Running Times
(magazine) website at Near the bottom of the page,
click on Race Calendar Listing under Race Directors' Corner. Click on on-line form
and fill in the information. Check the website for publication deadlines (usually a
couple months before the month of publication).

Runner's World: You can advertise your event for free on the Runner's World
website/magazine at Under Race Calendars, click on
Sponsorship. You'll have to register as a user. You then have three options to
choose from: 1) Sponsorship with calendar and website listings, 2) Sponsorship
without calendar and website listings, or 3) Website listing, no sponsorship.
Sponsorship will give you free bib numbers or bags or raffle prizes. However,
sponsorship requires that you send them a complete mailing list after your event is
over. Check the website for publication deadlines.

RRCA: You can advertise your event on the Road Runners Club of America site at for free. Click on Calendars, then the state of WI, then on the post
new event button on the top of the page. You can advertise your event for free on the Cool Running
website at Click on RACES/RESULTS, then >Find an
upcoming race, then Race directors: promote your event. The rest is pretty self-
explanatory. This site does allow you to set up online registration. You can advertise your event for free on the Midwest Events
website at Click on Race Directors on the left and
create a login/password. Then click on List an Event under Basic Listings. You can advertise your event for free on the Badgerland
Striders website at Click on Race Info on the
menu, then choose Race Book. Read the instructions for Event Directors. Contact
Mike Salm ( and or Karen Schoenrock
( for the password.

                                       5 You can advertise your event for free, and also get free race numbers
   from The numbers are not personalized and say „Roadid‟ on them.
   You also receive some flyers/coupons to pass out to your runners in exchange for
   the numbers. You do not have to share your mailing list, however. You can advertise your event for free. Click on Calendar , To
   submit information click here, Click here to go to our secure server.

   Many of the local TV and radio stations will promote local events. Either check
   web-sites or call the station. Here are some examples

   CVC TV:( has a public announcement email address listed
   on their website and their public announcement calendar gets
   read on a regular basis on channel 11. You can email the who
   what where when & why and include a contact person’s name and
   phone number. Their fax number is 715-839-6261.

   WEAU TV has a community calendar at Click on
   Submit an Event on the bottom of the page. All events must be received two weeks
   in advance.

   WQOW TV has a community calendar at

   WAYY radio maintains a community calendar. Send your notices for the
   Community Calendar to:
                               WAYY Community Calendar
                                      P.O. Box 1
                                 Eau Claire, WI 54702

   WCFW Radio does on air community event announcements. Contact them at 723-

   If you have your race applications done in time, it would be great to have them
   available at the race(s) prior to your race during the racing season. After all, they
   are your best prospects for entrants! Contact the other race director(s). See the
   race calendar from the newsletter or on the website for RD names/contact info.

   Applications can be dropped off at the Eau Claire YMCA and the Family Y. Other
   possible locations include Fleet Feet on Water Street.

   Additional websites and calendars can be found at

 Picnic shelters can be reserved from Park/Rec by going to this webpage

( )

completing the form and sending in the fees.

 Portable Toilets: Meyers Septic Service, 2500 20th St, Elk Mound, WI,
(715) 874-5274.

 Logo Design:
 John Qualheim at Greendoor Graphics designs artwork.

 T-shirts/Giveaways: A suggestion for a distribution of shirt sizes: 15% small, 30%
medium, 40% large, 15% X-large. If you run out of shirts and have to order just a few
extra, they will cost significantly more than ordering a large quantity on your first order.
Some races order a set quantity (say 250) and advertise that the „first 250 registered
runners get shirts‟ and then don‟t order more if they run out. If you have leftover shirts,
the RTC is happy to take them. We give away race shirts at the Beer and M&Ms Fun
Run in September, and the annual banquet in February.

Shirts made from a wicking fabric (such as Soffee dri-release) are available at:

Fred Hable, Fleet Feet on Water Street, 402 Water St., Eau Claire, WI
54703, (715) 835-5897

These are nice for running in, but cost more than cotton tees.

Some sources for screen printing:

Fred Hable, Fleet Feet on Water Street, 402 Water St., Eau Claire, WI
54703, (715) 835-5897

Some sources for embroidery:

Fred Hable, Fleet Feet on Water Street, 402 Water St., Eau Claire, WI
54703, (715) 835-5897

Some runners prefer not to get a shirt as they have so many already. Some races give
a discounted entry fee if you don‟t want to get a shirt.

Some of the races give away other things besides T-shirts for their races (ideas: towels,
mugs, headbands, water bottle carriers, socks, gloves, boxers, coolers, hats, mouse
pads, lanyards, backpacks, drawstring bags, etc.) Something to think about one-size-

A nice thing to do is to set aside the shirts for the people who have registered early so
that they get the size they ordered. Don't take the pre-registered runners' shirts for
same-day registrants!

 Race numbers: is a good source for reasonably priced race
numbers. You must telephone in your order (1-800-962-1011) however (no online
ordering). They are very friendly and easy to work with. They keep track of your orders
from year to year.

When your race is done, if you have leftover numbers, please put them with the generic
numbers in the trailer.

Runners World used to give you free race numbers if you will send them your entry list
after the event. Now there is a charge. More information is available on their web-page

RoadId will give you free numbers and don‟t require your race entry list, but want you to
hand out their flyers to all runners. ( Also, see the Advertising
section above.

When giving pre-race instructions, please instruct the runners to wear their race
numbers on the front of their clothing and to not pin the tear-off tag (if you‟re using
one) to there clothing. When the runners finish, it‟s very important for the finish line
crew to be able to see their numbers as they‟re approaching the finish line.

 Medals/Trophies: These are the local sources I found in the yellow pages:

We recommend Julie Berg at the Trophy House, (715) 878-4492, at
S12580 State Road 93, Eleva, WI 54738. If you order in bulk, the
price is cheaper.

Crown Awards ( is a reasonably priced source.

 Food: Most race directors try to get donations of food from local grocery stores.
Some have success, some don‟t. The stores get countless requests for food and can‟t
accommodate them all.

Sam‟s Club seems to be the cheapest for electrolyte replacement drinks and bottled
water. Sometimes, a deal can be worked out with the Pepsi or Coke distributors—i.e. if
you buy water or another beverage or drink mix, they‟ll throw in the cups for free and let
you use their water jugs, or another similar arrangement. But they seem to be doing
less and less of this.

 Volunteers: On the membership renewal forms which our membership chairman
sends out, we've listed many of our races. We've tried to encourage volunteers by

giving members the opportunity to volunteer at the races when they renew their
membership. Contact Paul Wagner
to see whether anyone has volunteered to help at your race. Encourage new
volunteers at your races! We don't want to 'burn out' those faithful volunteers that seem
to show up at races year after year and we want to expand our volunteer base.
Volunteers should wear blaze orange safety vests (available in the shed).

Scout troops and athletic teams (X-country, track) are good sources for volunteers. A
nice thing to do is to provide treats, coffee, etc. and possibly shirts for the volunteers.

All volunteers out on the course should wear blaze orange vests. There are about 20 or
so available in the trailer. If more are needed, contact the club president. You can find
his or her email address on our webpage under contacts. But don‟t wait until the last

Lead bicyclists should wear an orange vest and a helmet.

Another suggestion is to have volunteers hand out bags at the end of the race (to race
finishers) which contain the post-race food and beverages. This is so that there is food
and beverage for ALL finishers, not just the speedy ones! And so that non-runners are
not taking runners‟ food.

Charity events: Please try as much as possible to use volunteers from your own
organization to avoid over-taxing the ITC volunteers. Have them volunteer at another
race prior to your event if at all possible.

 Equipment: Please contact the person on the trailer schedule on the website prior
to your race to make sure that the equipment that you need is available, to sign the
rental agreement and provide your damage deposit, if necessary, which will be returned
subsequent to your race, and rental fee. We ask for a damage deposit of $100 when
using the equipment in the event that something gets damaged and needs repair
(especially the clocks). A sample rental agreement and equipment inventory forms are
on the website. An ITC member must accompany the equipment if electronic equipment
is being rented (clock, printer/timer). It is up to you as race director to find such a
person. The equipment rental does not include race scoring services. It‟s up to you to
find someone to score. The person scoring and using the printer/timer has to either
have prior experience or have taken the race scoring education. (Our equipment is very
expensive to repair and/or replace. Clocks alone cost more than $3K now.)

Our trailer is at Roger Skifstadt‟s house. Fleet Feet on Water Street, 402 Water St.,
Eau Claire, WI 54703, (715) 835-5897

Arrange to pick the equipment a few days before your race. You‟ll want to ensure that
the clock(s) and printer/timer are fully charge or have working batteries. If you end up
putting new batteries in the old clock, please tell the board member that you‟re dealing
with so that we can replenish the supply in the clock case. Also, make sure there are

enough copies of tic sheets and finish order sheets for your finish line crew (copies on
the website).

We have generic race numbers and safety pins in the trailer. They are meant to be
used by the smaller races. CAUTION: If you use bibs from multiple races, be SURE
you don‟t have any duplicate numbers! This will cause chaos at the finish line!

Non-permanent spray chalk for marking streets/bike paths is available through Rainbow
Racing. You can also use carpenter‟s chalk in a squirt bottle at Menards to mark the
course. Kids‟ sidewalk chalk would also work if there‟s no rain in the forecast.

If your race course is certified, you must use the starters‟ gun and multiple timing
devices (see There are a few stopwatches available in the trailer,
but a runner‟s watch is probably more reliable.

During the Event

 ITC Membership Applications: If at all possible, please have ITC membership
forms available at your races. You can print one off the web and photocopy or they‟re
also available in the supplies in our traveling membership box. We will try to have a
board member present with the box and ITC hats and shirts at most races. Encourage
area runners who are non-members to join! We're always looking for new members!
Checks can be made out to ITC and the forms/checks can be sent to our membership
chair. The address is:

c/o Paul Wagner
120 S. Michigan Street
Eau Claire, WI 54703

 Pre-race announcements: It‟s helpful for everyone (both participants and
volunteers) if you make some pre-race announcements. Some things to possibly
     Wear your number on the front of your clothing, not the side or the back.
     Do not pin your tear tag to your clothing.
     Warn them of any unusual course conditions (poor pavement, obstacles, ice,
       standing water, etc.).
     If they leave the course for any reason before finishing, have them stop at the
       finish line and check in first.
     Remind them to thank the race volunteers as they pass.
     Thank them for coming!

 Inclement weather: The ITC does not have an inclement weather policy for our
insured races, but we certainly urge you to err on the side of caution. If the weather is
extreme (extremely hot or extremely cold), consider shortening the course or even

canceling the event. If there is lightning in the area, postpone the start until the lightning
has passed. Remember you‟ll have a bunch of lightning rods running around out there.

 Finish Line: Chute supplies (standards/flagging) available in the trailer.

I found a finish line manual produced the USATF on the site at It also includes information on
registration, race entry forms, packet pickup, etc. The information is much more
detailed than what we have here.

The following is courtesy of Peg Arnold of the Med-City Marathon:

   All finish lines, no matter how long the run, should have at the very least 6 or 7
   people. This is the minimum number of people to guarantee your results are
   accurate. The following is a description of each volunteer position.

   4 people are needed to do tic sheets, 2 for writing down times, 2 for writing down bib
   numbers in the order of finish.

   1 person is needed to run the Time Machine. This person should be able to stay
   focused on the job--even a small distraction can cause problems with the final

   1 to 2 people are needed to tear off tags from bibs. One to tear off the tag and one
   to put the tag on the spindle, in the order of finish!

   If your bibs do not have tear tags, the 5 & 6th people can use the tic sheets to figure
   out the finish order, and get the results out.

   All of these volunteers are very important and when they are properly trained, it
   helps get the results out faster and more accurately.

   If enough people are available, consider having someone at the beginning of the
   chute to stop “bandits” and runners who have already finished from going through
   the finish.

   Probably the best way to get your finish line organized is to recruit a finish line
   captain who will be responsible for running of the finish line: assigning duties to the
   volunteers, giving instructions, etc.

   The best way to learn how a finish line runs is to volunteer at a race prior to yours.

 Photographs: The best way to advertise next year‟s race is using this year‟s
photographs. Make sure someone is responsible at the starting and finishing lines to
take pictures of runners. For ITC sponsored races, email your pictures to Robert St.

Louis ( or Mike Salm ( so that they can be
shown on our website.

 Scoring: The Indianhead Track Club does not provide scoring services along
with race equipment. Race directors are responsible for finding someone to score their
races. If you‟d like to learn how to score, please volunteer to help/observe scoring a
race(s) prior to your race or contact someone who knows how to score and ask for a
demonstration. The electronic scoring equipment will be loaned out only to persons who
have been approved by the ITC board as being knowledgeable about the equipment.
Please contact the board with your request for the electronic scoring equipment as soon
as possible after obtaining your race scorer.

Tagboard scoring is a very practical way to score a small race (less than 100 runners or
so). This is the best way to do it:
 Write each runners name, gender, age on a mailing label in numerical (bib #) order
   (write the info in the same location on each label)
 It‟s helpful to use a highlighter to highlight specific information (different color
   highlighter for each type) to make it easier to spot during tabulation (Rainbow
   Racing sells a tagboard race scoring system)
 As each runner finishes, pull their mailing label and place it on the tagboard in order
   of finish
 To tabulate results, go through finishers and write their name into the appropriate
   age category (this is more efficient that scanning the finishers names multiple times
   looking for a particular finisher in a given age category)

After the Event

 Race Results: Race results should be sent to:
    Mike Salm ( to be posted on the ITC website

Thanks for being a race director!


Shared By: