Work with the race sponsor/organizer.

• Determine the source of the initial funding.
• Establish a timetable for the race director's responsibilities prior to, during and following the race.
• Sign a letter of agreement, if applicable.
• Agree upon an initial budget.
• Attend required meetings prior to the race.
• Meet at least once or twice during the week before the race for last minute determination of "who is doing what." This will help insure that responsibilities are not forgotten and that a well-conducted event is achieved.

Determine the race course.

Consider entry form requirements.

• Make sure all pertinent data is on the form: WHAT, WHEN and WHERE (name of race, distance, date, starting time, purpose of race or beneficiary (if applicable), locations of start and finish, entry fee, what the runners will receive (T-shirts, awards, food, etc.), age categories for awards, and waiver/agreement.
• Be sure any rules or restrictions are stated, e.g. no pets, headsets, baby strollers/joggers, in-line skates, etc.
• Review registration information:
  

  how to register: in person, by mail or fax, via the Internet where to register entry fee (and late fee, if applicable) name, address, phone number, age and sex

• Prominently display sponsors' names and logos.
• Include a map of the course (if space allows) and how to get to the race site (if location is difficult to find).
• Obtain agreement from selected local specialty running stores or other outlets to handle a portion of the registration process.
• Deliver entry forms to running stores, athletic clubs, recreation centers, and running clubs.
• Mail entry forms (if funds are available for labels and postage). Use lists from your previous year's race and/or other races.
• Distribute entry forms, by hand, at other races for several weeks preceding your event

Organize the volunteer effort.

• Determine how many volunteers are needed and how they will be provided (from sponsors' organizations, scout troops, civic organizations, military units, schools, running clubs and citizens).
• Compile the list of volunteers as early as possible. Call the volunteers to verify that they are working. Inform them of the check-in time and location. A postcard verification--detailing when to arrive, where to park and where to check in--could be substituted for phone calls if the race budget allows.
• Make arrangements for all required positions. If time and budget permit, prepare individual volunteer assignment sheets with each volunteer's duties and assigned supervisor, and the time set for pre-race training.
• Select supervisors and meet with them to be sure they understand their responsibilities, particularly relating to race-day training.

Handle any of the following responsibilities that are not being taken care of by the race sponsor/organizer.

• Purchase liability insurance through USA Track & Field (USATF), Road Runners Club of America (RRCA) or other provider.
• Obtain permits, if required, for use of parks and city streets.
• Meet with the police to determine road closures and number of officers to be assigned to intersections.
• Hire (or seek as in-kind sponsorship) medical assistance, e.g. ambulances, EMT's or paramedics.
• Hire a sound system, if needed.
• Rent barricades, portable toilets, scaffolding, etc. (During the week before the race verify delivery of everything you have ordered.)
• Order bib numbers. Consider design, including use of the title sponsor's logo, if applicable. Order at least six weeks prior to the race. Order at least 10 weeks in advance if bar codes are being used on the bib tags.
• Determine who will be doing the timing, and whether manual or computerized systems will be used. (The subject of manual versus computerized scoring is complicated. In simplest terms, manual scoring requires no data input in advance; computerized scoring requires that all entrants be entered in a data base, including age and sex, before scoring can begin. Although the latter is time consuming, it allows for computerized timing, which is necessary in large races of more than 2,500 in a 5k or more than 5,000 in a 10k, and computerized results and results mailing.)
• While scoreboards, double-sided tape and ball point pens are sufficient for manual scoring, computerized scoring requires software, hardware (usually several PCs), perhaps a server to tie the PCs together, a laser printer and perhaps a copy machine.
• Choose and order awards (trophies, medals, ribbons, etc.) based on the budget available. (This should be done at least four weeks before the race.)
• Decide who will equip and staff the aid stations, and where the water will come from.
• Agree on who will set up the course and be responsible for road closures and re-openings.
• Decide who will do the announcing and be the master of ceremonies for the awards presentation.
• Determine who will handle bib and runner packet preparation (and data entry if computerized timing and scoring is used).
• Select a T-shirt color. Determine quantity. Decide who will provide the design and camera-ready artwork. Select a screen printer, deliver the artwork and agree on the delivery date.

Be sure all equipment required for the race has been secured (rented or purchased) and is in working order or adequate supply.

Arrange for delivery of all equipment and supplies.

• Obtain/rent vans or trucks if needed for hauling equipment and supplies. Provide a volunteer check-in area with tables and supervisors.

Provide assignments (either verbal or written).

• Distribute volunteer T-shirts or other volunteer gifts.
• Distribute equipment, e.g. select time clipboards, bullhorns, timing equipment, etc. to those volunteers who will need them for their assigned duties.
• Indicate where pre-and post-race refreshments for volunteers are available.
• For larger races, provide each volunteer with an information sheet, detailing placement of portable toilets and aid stations, where the start is, when the awards ceremony will be held, etc. This will help them respond to questions from participants and spectators.

Set up all required areas on race day (or before if possible). Be sure setup crews are assigned to assist with finish line and course if necessary.

• Establish the course, i.e. open (or close) park gates, place barricades, set out directional cones and mile/kilometer marker cones, signs or banners.
• Set up the aid stations (tables, cups, trash barrels and bags, a lined barrel for dipping, water jugs, hoses, and surgical gloves).
• Build the finish area (chute stanchions and flagging; table for timing equipment and spindles or stringers; crowd control fencing, particularly around the timers; scaffolding and/or poles for banners; tents or canopies for scoring and/or food distribution, etc.
• Hang sponsors' and information banners or signs for start, course and finish.
• Set up barricades and crowd control fencing.

Provide time in your race day scenario for volunteer training in every key area. (This should be done by the various supervisors assigned.)

Conduct the race with as much enthusiasm and fun as possible.

Break down the start, course (including aid stations) and finish.

Determine, in advance, who will take care of post-race requirements.

• Notify the local newspapers of the results, at least the top overall finishers and top three men and women in each age group. (This is usually handled by the race sponsor/organizer or a media coordinator at larger races.)
• Order and distribute T-shirts, if necessary. (This will usually occur only when the field exceeds the anticipated number, the initial supply runs out, and orders for shirts are taken from race entrants at the time of registration . This is an expensive proposition and should be avoided; it is usually less expensive to over-order than to order, screen and mail T-shirts after the race.)
• Be sure awards not picked up on race day are delivered or mailed to the recipients.
• Return rental equipment, sponsors' banners, etc.

Hold a post-race evaluation meeting with the sponsor/organizer and all other involved parties.