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Race Checklist

Race Director WIKI

1. Best Practices for Road Races

  • Packet Pickup
    • For races under 500 participants, it’s best to have packet pickup only on race day to minimize logistical issues like lost bibs and the need for additional volunteers before race day​ (See how to handle race day registration)
  • Bib Management
    • Let TSR handle the numbering and labeling of bibs for accuracy and ease on race day​.
  • Registration
    • Close registration as late as possible to reduce race-day signups, ideally at the start of the race on the day before the event (More Info).
  • Team Participation
    • Boost attendance by encouraging team sign-ups, perhaps awarding a "Largest Team" trophy (More Info).
  • Event Setup
    • Keep the start/finish and registration areas close together for convenience and to streamline resource sharing​.

2. Race Director Checklist

  • Entry Information
    • Essential details for entry forms include the date, start/finish location, parking, race distance, course map, age groups, awards, amenities, and contact information​.
  • Promotion Strategies
    • Effective ways to promote include entry forms, posters, press releases, and online announcements, particularly on TriStateRacer.com​ (See our Marketing Ideas).
  • Pre-Race Preparations
    • Complete tasks like obtaining permits, setting up medical support, organizing volunteer teams, and ensuring signage well before race day​.
  • Race Day Essentials
    • Prepare volunteer areas, set up water stations, and ensure course markers are visible. Designate areas for press and official briefings​.
  • Post-Race Activities
    • Handle cleanup, publish results, and send thank-you messages to volunteers, sponsors, and municipalities. Evaluate the event with your team for future improvements​.

3. Race Day Information Sheet

  • What TSR Provides
    • TSR offers full timing support, online results posting, a race clock, and printed awards/results lists. Additional resources like sound systems and participant information sheets are also included​.
  • Pre-Registration Process
    • Use TSR’s online registration system to manage entries accurately. Avoid data issues and additional fees​.
  • Race Day Registration Setup
    • Set up entry, registration, and pre-registration tables with specific tasks for each team to streamline the flow (More Info).
  • Volunteer Guidance
    • Place volunteers at every course intersection to control traffic. Assign a volunteer team for registration duties and reassign them to the finish line after registration closes​.

4. Volunteer Guidelines

  • Course Volunteers
    • Distribute race maps with marked locations for each volunteer on race day to ensure all critical points are covered.
  • Finish Line Volunteers
    • Assign 3-5 volunteers for bib-tag events to ensure orderly finishing and accurate results. For chip-timed races, fewer finish-line volunteers are needed​.