Measure your course accurately. Ask the GMAA officers for methods.

Mark the course with lime (granular lime from AGWAY works great!) arrows and/or cones at all points where runners might go astray. Also mark each mile/kilometer with a lime stripe across the running path and mile marker sandwich sign.

Arrange for traffic guards at confusing or busy intersections to control traffic and direct runners.

Set up water stations for races of 10K or more and 8K or more if the weather is hot and humid. Have water available at the start and finish of the race. In order to enhance the "play-by-play" description of the race, it is often helpful (not required) to have the water stop workers write down the top three men and women's bib numbers at the station. Runners like to know more than the final finish order - it is often interesting to see how the top runners rise and fall during the race, especially long races.

Get commitments for the following volunteer positions one to two weeks before the race:
(NOTE: some people can cover more than one position (i.e. registration and results))

• Finish line assembly
• Registration (2-3)
• Mile split timer
• Finish timers (2)
• Popsicle stick distributor
• Name and division recorder
• Results computation
• Traffic control (number depends on course)

OPTIONAL VOLUNTEERS:
• Water stop (at least two per water stop)
• Refreshment setup
• greeter (directs runners where to sign up, etc.)

Have the finish line set up during the registration process. Put the large clock in a visible location. Make a chute and put a lime line on the ground at the finish. The chute should be about 10 feet wide at first and narrow down to 3 feet after about 20 feet. This is to keep the finishers in a single file. Put the refreshment tables nearby.

Make an announcement that the race will start in 15 minutes at the appropriate time. Get the runners to the starting line at least five minutes before the race so race instructions can be given out. Describe the course, direction markings, splits, aid stations, and anything else they should be aware of on the course. Important: Give the runners clear instructions on how the finish line will work. Runners will grab a popsicle stick after crossing the finish line and turn it in to the recorder as soon as possible after catching their breath. They must give their name and division (or age) to the recording official. Remind runners that it is not safe to wear headphones, use a baby jogger, or run with a pet in the race (and insurance doesn't allow it!)

Start the race on time! Mental and physical warming up can be messed up by a five or ten minute delay as well as frustrate runners.

SIMPLE TIMING/AT THE FINISH (SMALL FIELD OR LONG RACE):

• MILE SPLIT TIMER: Start one or two watches at the starting line and ride ahead in a car or bike to the mile mark. Call out times loud and clear for all runners as they pass.

 
• FINISH TIMERS: Start the two printer-timers and large clock at the beginning of the race. The clock should be in a visible place for all finishers to see. As each person comes across the finish, timers should hit the lap button on their timer. The printer-timer will record the time and place of each finisher.

 
• POPSICLE STICK DISTRIBUTOR: Get the sticks from the race kit and verify that they are in the correct order. Hand one to each runner in order of finish. Be sure every runner gets one.

 
• NAME AND DIVISION RECORDER: Collect the popsicle sticks form the runners and record their first and last name legibly on the results sheet. Record each runner's division by putting a large circle in the box in correct column. (A number will be written in the circle later so make sure the circle is big enough for two digits.) Be sure each sheet is complete and number before going on the next sheet. Stand or sit in a conspicuous location near the finish line. Call out for any missing numbers. Don't let the runners wander off with their sticks. A second person can do a second sheet to help alleviate any backups when the middle of the pack comes through.

 
• RESULTS COMPUTATION: Take each finish sheet as it is completed by the recorder. Go down each column by age group and write in circle what place each runner finished. When available (as the number of finishers slows or at the end), get the times from the finish line timers and write them next to each name on the finish sheets. When finished, provide to the race director for awards. It is good to summarize the top runners in each age category on a sparate sheet of paper so the awards ceremony goes smoothly.

 
• RACE DIRECTOR: Be sure there is plenty of water for the runners after the race. Provide other refreshments (bagels, bananas, apples, oranges, cider, sports drink, etc.) as possible. Prior to the race your only job should be to mark the course and make sure all the facilities are open. During the race your only job should be to get the race started and give out the awards. Otherwise you should be supervising your volunteers. You should not run in the race! Some of your staff might probably have questions or need help. Be prepared for things to get hectic when the middle of the pack finishes.

After the race, make sure the results get to Tom Chadwick for posting on the web and in the newspaper. The results are listed by age group with each runner's name, town, age and time listed. Make sure the financial balance sheet gets to the treasurer (currently Matt Gallagher). Promptly return the race kit. Good luck!
 

BIB NUMBERS FINISH LINE TECHIQUE (FOR LARGE FILEDS OR SHORT RACES):
For races with more than 50-75 runners, the popsicle stick method will get cumbersome. The finish recorder will get extremely backlogged, and runners won't have a chance to cool down before they stiffen up from waiting in line. Additionally, it can take a long time to type in the results because the town and age of each runner needs to be looked up. The alternate method is to have runners wear bib numbers. We have found that the Rainbow Racing system with pull tag works the best (call 1-800-962-1011 to order or visit www.rainbowracing.com).

At least a month before race day numbers need to be ordered. Quick print (type B with pull tag) should be used. Numbers can be red or black and the other writing has a choice of eight colors. For GMAA races, have them write Green Mountain Athletic Association in small letters on two lines under the number and the race name in larger letters (one or two lines) above the numbers. Do not put a date on the numbers so next year you can start where you left off. You also use the finish line "wickets" and the color-coded stickers. Once you know what you want you numbers to look like, contact the Rainbow Racing interface for the club to have them ordered (currently Steve Eustis). Click on this link for example GMAA bib numbers. The GMAA publicity officer will order GMAA race bibs - contact him/her when you know you need numbers.

Pre-registration should be encouraged as much as possible since any pre-registered runners can have all their bib information filled out ahead of time. On the pull tag write in ball point pen the runners name, town, gender and age and affix the proper age group sticker. Remember to write the bib number on the registration form!

On race day there should be at least four people writing out the bib information. This way there should not be a back up. A crib sheet showing all the age groups and associated stickers is handy - have one crib sheet for each pair of registration people. Sometimes it works best to have three people writing out the bibs and one person doing all the stickers (that way they really "get into the groove" with the various colors). A separate table should be set up to give out the pre-registered runner's bibs. 

You will need four finish line workers besides the two timers. One person will stand in the chute where it necks down to make sure all runners are in single file (can skip this person if you are short on volunteers). At the end of the chute there will be one person ripping off the pull tags. The person hands the pull tag to a wicket holder who slips each pull tag on the wicket in order. After about 1/2 to 2/3 of the field a new wicket can be started. A results person will flip throught hte wicket writing down the top age group finishers on a summary page. Note: the first thing the results person should do is write done the finish "place" on each pull tag. As time permits, finish times can be added to the pull tags. Age group information for awards can be easily determined by looking at the color coded stickers. When you sit down to type in the results you have all the information at your finger tips! 

This method offers several advantages:
1) The runners are free to cool down, stretch, and have refreshments as needed without waiting. 
2) Results are quick and easy, both for the awards ceremony and typing.
3) Every runner has all his/her information recorder - no chance of someone wandering off without turning in a popsicle stick.
4) PR for your race - many runners save their numbers. You race and club name are displayed prominently!

There are some disadvantages:
1) Cost of numbers (between $25 and $49 per 100, depending on how many you order.
2) Some extra work at registraion (but less at the finish and after the race)
 

FINAL RACE CHECKLIST:

• Make any facilities arrangements (schools, etc.)
• Get awards and refreshments lined up
• Determine how awards will be distributed
• Prepare a race flyer or pre-registration form, put information on web and in paper
• Mail out race flyer to runners from prior year
• Arrange for volunteer help
• Pick up GMAA race kit a few days before race and go over equipment
• Arrive at race early enough to finish marking the course before registration starts
• Enjoy the race!
• After the race (return race kit, fill out financial form, turn in results)