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How would one go about planning and directing a marathon? (Read 181 times)

jojo61397


    I live in Destin area Florida.  We have two half marathons nearby.  The closest marathon is in November in Pensacola.  Otherwise, the closest marathons are 4-5 hours away.  The weather is great in the spring (Feb-Mar) for a full.  I have a charity in mind, but don't know where to go next?

    Jodi

     

    PR:

    Half: 1:48 (March 3rd, 2013)

    Full: 4:05:40 (March 17th, 2013)

     

    2013/2014 Goals:

    Sub-4:00 hour Marathon

    Sub- 125 pounds
    Sub- 1:45 hour half.


    A Saucy Wench

      Is the point the charity or is the point the marathon?  You can do it as a fundraiser of course, but it isnt necessary.  Do you have any other races nearby?  My suggestion is to hook up with the running group who does one of the halfs (unless it is a big corporate race machine) or some other LOCAL race and shadow the RD for a race. 

      If there is a club that puts on a LOT of races shadow and then write up a proposal.  You can do them independently for sure, but sometimes you can really save on advertising and more importantly, event insurance if you team with an established race series (road runners club of america for example)

      I have become Death, the destroyer of electronic gadgets

       

      "When I got too tired to run anymore I just pretended I wasnt tired and kept running anyway" - dd, age 7


      Right on Hereford...

          If you have a location in mind, find out the managers in the area and what you need to do for permits. If there's other races there already, finding out from those RD's is a great starting point.

          "So many people get stuck in the routine of life that their dreams waste away. This is about living the dream." - Cave Dog

            There is also a marathon in Tallahassee in early February, which is around 2.5 hours away.

              Race Director's Checklist Race director's checklist by USATF.

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              By By USATF Posted Monday, 29 April, 2002

              Entry Blank Information

              The entry blank should contain the following information:

              •    Date of race
              •    Starting time
              •    Start and finish site(s), directions, transportation, parking information
              •    Race distance
              •    Course description (include terrain, landmarks, mile markers, elevation)
              •    Course map
              •    Course certification number
              •    Race sanction with USA Track & Field
              •    Sponsoring/assisting organizations
              •    Municipalities recognition
              •    Sponsor/contributor recognition
              •    Age groups/Awards
              •    Awards/Prizes (with depth in each category)
              •    Club/corporate team categories/prizes (team rules spelled out), if applicable
              •    Time/Location of awards ceremony
              •    Amenities (Tshirt, etc. with limits)
              •    Tshirt/package pickup information
              •    Race information contact/address/telephone number
              •    Entry fee (spell out nonrefundable!), entry deadline, check payable to...
              •    Number pickup information
              •    Postentry procedures
              •    Mailing address (on the application part to be mailed and on the    information part kept by the athlete)
              •    Race limit, if applicable
              •    Refreshments
              •    Clinics and other related activities

              The application part should request:

              •    Name, address (street, city, state, zip), telephone
              •    Age and date of birth, sex
              •    USA T &  F Number
              •    Where applicable:  Special category and team/club designation, estimated               finish  time
              •    Signature (parent or guardian if under 18) acknowledging Waiver of Liability

              Promotion

              Promote the race with help of the following methods:

              •    Distribution of entry forms through mailing, at running stores, health clubs,       at races
              •        Posters
              •    Press announcements (calendar listing) to local newspapers, running               magazines, National
              • running magazines.
              •    Television/Radio public service announcements
              •    Press releases
              •    Neighborhood flyer
              •    Advertisements (New England Runner, USATF's Exchange Zone)

              Assign race photographer

                1. for participants photo's (sales) and 
              •     2.  for documentation and future sponsor presentation

              Pre Race

              During the months preceding the race, the following tasks should be accomplished:

              •    Municipal Permits
              •    State Permits
              •    Sanction (USATF, P.O. Box 1905, MA. 02146), providing insurance
              •    Certificates of Insurance
              •    Course measurement and certification
              •    Course miles marked
              •    Signage prepared for course and race site
              •    Police Liaison/details arranged
              •    Fire department notified
              •    Hospitals notified/Ambulance services arranged or notified
              •    Press/Course vehicles obtained
              •    Tshirts/other giveaway items obtained
              •    Race numbers/Safety pins obtained
              •    Entry forms filed in alphabetical order and entry fees deposited

              Volunteer committees established and captains appointed for:

              •        registration
              •        publicity and promotion
              •        sponsors and donations
              •        timing and scoring
              •        medical
              •        aid stations
              •        course security/marshals/communications
              •        results posting and distribution
              •        awards
              •        refreshments/cleanup

              Runner's information prepared for distribution and/or posting on race day:

              •        Medical/weather information
              •        Timing/starting lineup information
              •        Course map with mile markers and aid stations
              •        Clothing/checkin/changing facilities/showers
              •        Results posting

              Race Day

              Final details for a smooth running and safe race:

              Course/informational signs posted Volunteer/Official area assembled

              •        tables/chairs/signage posted
              •        coffee/refreshments
              •        Tshirt/Official identification
              •        Instructional briefings prepared

              Press area assembled

              •        tables/chairs/signage
              •        copying machine, fax
              •        race information/printouts

              Preregistered runners area

              •        list/printout posted
              •        number pickup
              •        tshirt/packet pickup

              Post registration area setup

              •        entry forms/pens/pencils
              •        race numbers/pins
              •        race packets
              •        cash box/change
              •    Trouble table setup
              •    Police briefed
              •    Course officials/marshals briefed
              •    Start/Finish officials briefed
              •    Official photographer(s) briefed (provide with shotlist)
              •    Press/Course vehicle drivers briefed (someone very familiar with course should   serve as guide in each vehicle!)
              •    Trailsweep vehicle driver briefed (provide vehicle with water, cups, blankets,  firstaid kit, etc.)
              •    Official starter equipped and briefed
              •    Start/finish banner(s) mounted
              •    Start/finish review stands assembled
              •    PA system(s) bullhorns functioning

              Start/Finish line equipment in place:

              •        pace/seeding signs
              •        finish tape
              •        chute materials (stanchions, rope)
              •        digital clock
              •        chronomix timers
              •        computer system (working)
              •        recording sheets, clipboards, pencils for timers, select timers, bib number   recorders
              •        bar code spindles (if applicable)
              •        tables/chairs
              •        electric power hookup (generator)
              •        water station setup
              •    Restroom facilities in place
              •    Clothing checkin in place

              Medical area setup

              •        isolated, covered area near finish line
              •        supervising MD and qualified nurses, EMT's
              •        communications
              •        ice, IV's, hot and cold fluids, cots, blankets
              •        immediate triage capability

              Water stations materials in place:

              •        water/electrolyte replacement fluid
              •        cups
              •        pitchers
              •        tables
              •        barrels/trash bags
              •        rakes (for cleanup)

              Course material in place

              •        mile/kilometer markers
              •        directional arrows
              •        water/aid station markers
              •        communication equipment/personnel (ham radio volunteers)
              •        stop watches for mile split callers

              Results area functioning:

              •        isolated area close to finish line
              •        tables/chairs
              •        electric power hookup
              •        typewriters, wordprocessor and printer
              •        copying machine
              •        telephone/ax
              •        preprinted awards/results sheets

              Refreshments area functioning:

              •        tables
              •        trays
              •        ice
              •        knives, forks, spoons (depends on foods available), napkins
              •        trash barrels/bags

              Awards area functioning:

              •        tables/chairs
              •        podium/announcing stand
              •        PA system
              •        awards display area, with awards arranged in order of distribution
              •        results posting board/area

              Post Race

              •    Cleanup accomplished (course, start and finish area, locker rooms, etc.)
              •    Press release with results
              •    Post race stories/photos to press
              •    Post race mailing to participants
              •    Thank you's to sponsors, volunteers, contributors, municipalities, facility owners
              •    Postrace evaluation meeting with organizing committee
              •    Volunteer/Officials party

               

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              I came accross this in my local running club's links. I've also seen a reference to a RD's Handbook before, but couldn't find it.

               

              Sorry (hey, my longest post ever) - I just meant to post the link! 

              "I can do 440 in 220"    Half Fanatic #846    "90% of running is half mental"    I ran half of my last race on my left foot

               

              jojo61397


                Thanks.  I think I'm going to draft a proposal for the track club after my 5k/10k (as director).

                Jodi

                 

                PR:

                Half: 1:48 (March 3rd, 2013)

                Full: 4:05:40 (March 17th, 2013)

                 

                2013/2014 Goals:

                Sub-4:00 hour Marathon

                Sub- 125 pounds
                Sub- 1:45 hour half.


                A Sweetheart

                  I want to do it because I want to do it.  -Amelia Earhart


                  old woman w/hobby

                    That's for damn sure, porto-johns.  And it would be nice if they were stocked with toilet paper.

                    steph  

                     

                    OCD  If you don't laugh...   


                    A Sweetheart

                      That's for damn sure, porto-johns.  And it would be nice if they were stocked with toilet paper.

                       

                      Or you can put on a trail race. Big grin

                      I want to do it because I want to do it.  -Amelia Earhart

                      thekl0wn


                      Pigtail Connoisseur

                        Key items:

                         

                        • People to "own" areas (e.g. - volunteers, accounting, sponsorship, advertising, course/logistics, packet/expo, entertainment, etc)  While one person needs to be over everything, unless it's a 10-person race, it's going to require an organized group.
                        • Sponsorship!  Marathons are NOT cheap, even when most things are donated.
                        • Good relationship with emergency response group, law, and government.  While the permits are the bare minimum, life will be much easier if everyone is on the same page.
                        • RRCA membership.  It's by far the easiest way to get going on everything, and a great resource.  
                        • TIME...  Lots and lots of time!

                        With that, most everything else is in the details.

                        Something witty

                          I was just the first time RD for a small 5k (we had 275 runners).  The church I am a part of asked me if I would direct one and I thought "5k sure, bit of work but can't be that bad".  The race went great, and feed back from the runners and community was fantastic, we raised a little better than $4,800 for the charities, but.......Wow, was it a lot of work, more than I ever expected and I had a lot of help.

                           

                          The moral of my post is being an RD can be fun and rewarding experience but putting a race together takes more than you expect.  Take the total hours you think it will require....triple it and add 20 or so.....for a 5k.....

                           

                          I am sure I will be much more efficient next year, and the time investment will not be so huge, but for the first time around be prepared.

                          Whatever my lot, thou hast taught me to say, It is well, it is well with my soul.

                          jojo61397


                            I'm RD-ing my third race this April.  I know it's a lot of work.  I just really, really enjoy doing it.   I love the community I live in and I really think that a marathon would be huge boost to our tourism, plus I would really like it to benefit my son's school.  They are an ABA- based autism school.  Right now they are looking for land to build a long-term facility, right now they are renting office space at a church and another mall.  A large event like a marathon, could really get the ball rolling and get them the funds they need to have a marathon.  Since directing a 2 5Ks and now a 10K, I have a lot of contacts in the running world.

                             

                            I was just the first time RD for a small 5k (we had 275 runners).  The church I am a part of asked me if I would direct one and I thought "5k sure, bit of work but can't be that bad".  The race went great, and feed back from the runners and community was fantastic, we raised a little better than $4,800 for the charities, but.......Wow, was it a lot of work, more than I ever expected and I had a lot of help.

                             

                            The moral of my post is being an RD can be fun and rewarding experience but putting a race together takes more than you expect.  Take the total hours you think it will require....triple it and add 20 or so.....for a 5k.....

                             

                            I am sure I will be much more efficient next year, and the time investment will not be so huge, but for the first time around be prepared.

                            Jodi

                             

                            PR:

                            Half: 1:48 (March 3rd, 2013)

                            Full: 4:05:40 (March 17th, 2013)

                             

                            2013/2014 Goals:

                            Sub-4:00 hour Marathon

                            Sub- 125 pounds
                            Sub- 1:45 hour half.