Race Organiser’s Symposium 18 August 2012 Discussion on Minimum Standards for Road Races Presented by Chris Goldschmidt

Marketing Make sure that the fixture list details are correct as they are published in many places. Submit your race flyer in plenty of time. Use electronic media to advertise through club newsletters. (Reduce file sizes). Don’t assume that runners are aware of your event. Temporary licenses can significantly boost numbers. Why should “small” events not attract more temps ?

Permissions The bigger the event, the earlier the application process should start. Racing wheelchair participation requires special permission and planning. Clubs remain responsible even if they appoint a professional event company to manage the race. A change of date or time requires permission from WPA (and may not be given). TV coverage requires permission from ASA.

Sponsors Advertising is in accordance with IAAF Regulations. No advertising of tobacco, alcohol over 20% proof, food supplements, political or religious bodies. Sponsor branding is controlled in terms of the CoCT permission process. “Regular” sponsors such as Coca Cola will tend to dominate “occasional” sponsors if allowed. If you have multiple sponsors then prepare a branding plan.

Entry Forms Allow at least one week for flyer approval (and changes). Do not open online entries before the race flyer detail is approved. Maximum entry fees are agreed annually by the clubs. Applications for exempt status must be justified and can take up to a month to approve. Juniors get discounted entry fee on 10km races. (R20) Prize money MUST total at least 15% of entry fees (based on last year’s finishers). Make prizes worthwhile ?

Entry Forms (continued) The time for prize giving is often contentious. Winners have to wait for hours ! Absolutely no need to delay prize giving after cut off and in many cases could start before cut off. Temp licenses were increased in April 2012. (See domestic rules) Clubs now keep portion of the temp license fee. Online entries cost more. Always provide a manual option. Closing date. Will entries be taken on the day ? “OPEN” is not an age category but is a prize category.

Entry / Registration Entry forms for entries on the day generally cause chaos ! Say NO to your sponsors wanting runners info. Runners normally write nonsense anyway ! Pre-entries often have the longest queue at registration. Stamp the back of the name cards to prevent fraud. Cash taken at registration is a serious safety concern. Have age category tags available for sale. (esp Juniors) Sell race entries WITH temp licenses.

Race Numbers (bibs) Normally required for two reasons Sponsor exposure To separate different distances Must be submitted to WPA for approval Must adhere to IAAF standards for size Only TWO sponsors allowed on a bib If only one race number is issued then it is worn on the front with the ASA license on the back. Entry form should indicate that race bib is to be used.

Route design SAFETY IS NOT NEGOTIABLE !! Which side of the road to run on ?? Identify hazard areas and make plans. Route must be measured by a qualified measurer using the calibrated bicycle method. Re-measure routes at least every 5 years or if there have been road-works. Ensure that different race distances will not conflict. Standard IAAF distances 10, 15, 20, 21, 25, 30, 42, 100 km.

Route Marshalling Do not use traffic police as the (only) lead vehicle !! If cyclists are used then have at least two In case of breakdown / puncture In case the leaders open a significant gap Marshalling and marking must ensure that participants run the measured route – particularly at turns. Ensure that marshals are properly briefed and have contact numbers for medical assistance.

Refreshment Stations Only have to provide Coke at every second station. Coca Cola has an agreement with WPA. Get permission to use any other drinks brand. Pen Bev service is based on event size Full service on Route and Finish Service at Finish only Product only If weather is hot provide water at the Start.

Litter CoCT permission may require a litter plan. Spread litter boxes up to 200m beyond feed station. Position feed stations to avoid litter blowing into the sea, streams or culverts. Be particularly aware of litter collection if the wind is blowing. Pick it up without delay. Ensure that station manpower is aware of their responsibilities regarding cleaning up.

Technical Officials Referees and time keepers will be appointed by WPA. Clubs can appoint Results Official and Line Judge provided they are qualified officials. The Chief Referee also acts as the Technical Delegate for most races. Use his/her expertise in your planning. The new payment scheme is working well. It is up to you whether to give officials refreshments. They are definitely not entitled to VIP access unless invited.

Safety concerns The Event Safety Act requires organizers to have public liability insurance. All temporary structures including scaffold and marquees have to have relevant permission and certificates. All races should appoint a Safety Officer. More races should have a VOC ? The Race Information Sheet helps the Technical Delegate (Referee) assess organizer’s readiness.

Conclusion The best races don’t just happen, they are planned. Work as a team. Spread the work load. Aim for constant improvement. Use last year’s lessons to make changes. If in doubt, ask for help. Pray for fine weather. GOOD LUCK !