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Dan Clark

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Why Put on a Race? Raise money for a charity Generate awareness or interest about your charity or business Who doesnt love to hang out with a few hundred sweaty people?

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What do I want from this Workshop? From a Runners Perspective High quality events= Correct measurement Good group to run with on a scenic course Accurate timing & results Recognition- Awards Fun post-race celebration (beer is a plus) Runners want to know which events are high quality races and which ones are Fun Runs

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*Types of Runners* Charity Runners Fitness Runners Competitive Runners Core Runners

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*Types of Runners* Charity Runners12% Fitness Runners Competitive Runners

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*Types of Runners* Charity Runners12% Fitness Runners38% Competitive Runners

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*Types of Runners* Charity Runners12% Fitness Runners38% Competitive Runners50% Ignore the aspects of the race that competitive runners desire and you ignore 50% of your target market!

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How do these goals work together? 73% of Core Runners report household income of over $75,000 Great target market to get sponsors! 80% of Core Runners are college educated 43% of Runners have been in the sport for over 10 years They will run your race next year if it is a good event

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Local Survey Results Used online survey tool from KwikSurveys.com Asked local runners to complete the survey RunGvl Google email list. AKA- Dianes email group Asked local race directors to send the link to runners Used facebook to reach local runners Asked about 50 Questions Asked runners to rate 16 local races if they had run them Over 100 completed surveys

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Local Survey Results

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Important Factors Rate the importance of the following factors in selecting a race you will run. 1 Star = Not at all important 2 Stars = Low importance 3 Stars = Medium Importance 4 Stars = Very Important 5 Stars = Extremely Important. I won't run the event if you don't have this!

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Important Factors

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26% say Chip Timing is a 5 - Star level of importance. 79% say a reasonable price is Very Important or Extremely Important. An accurate course is given 4 or 5 stars by 72% of runners. A Good T shirt is 1 or 2 Stars (low / not important) for 34% and 4 or 5 stars for 35%. Almost an even split!

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Price What is a FAIR registration price for the following race types? Pick the price level closest to what you think is a fair price. 1 Star = $15 or less 2 Stars = $20 3 Stars = $30 4 Stars = $40 5 Stars = $50+

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Price Answers Local 5K= $20 Local 5K for a child age 13 or under=$15 or less 10K=$30 15K=$30 Half Marathon=$40 Marathon=$50 +

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National Price Averages 5K =$25- $30 10K- $45 - $60 Half Marathon and Marathon= $60 - $100

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How do you find races? Scored by RANK so a lower # is better. The #1 way runners hear about races is from friends.

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How would you LIKE to find races?

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Race info options NOT in top 5 Flyers at local running store Race flyers in goodie bags at other races I run Emails from event promoters Athlinks.com Other online resources

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Top Races Race Name % ranked it 4 or 5 Stars Finishers Average Star score Newnan's Lake 15K90.262614.49 5 Points of Life Half Marathon 90.256814.44 LGAA 5K at Ironwood86.23854.21 Season of Hope 5K81.811484.18 Turkey Trot 10K81.85104.32 Flatwoods 5K78.581674.43 Trail of Payne 10K75.682444.16 5 Points of Life 5K72.733544.14

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2013 Top Races 1. Tom Walker Memorial Half Marathon 91.2% 2. Flatwoods 5K (Austin Carey Memorial Forest) 88.6% 3. Five Points of Life Half Marathon 88.0% 4. Newnan's Lake 15K (Earl Powers Park) 87.6% 5. Trail of Payne 10K (Payne's Prairie trail run) 87.6% 6. Race the Tortoise 5K (O'Leno State Park) 86.8% 7. LGAA 5K (Ironwood Golf Course) 85.6% 8. Turkey Trot 10K 85.1%

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Things I didnt ask in 2014 T shirt preference- It is pretty clear people want tech fabric shirts and race directors want everyone to get a shirt because it is a major point in sponsorship packages. Awards- That has been covered and was so clear it didnt make sense to waste time on the question. Runners do not want a trophy, plaque or medal. They want gift certificates for running stores and practical or unique awards. Favorite Distance- The local survey tracked the national trends so why bother asking? Half Marathon and 10K are the favorites. Running surface- It didnt make any difference on the scores for the quality of races. It appears you can put on a successful race on any surface.

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Basic Race Operations Selecting a Location Parking Shelter in case of rain Restrooms- 1 seat per 50 runners Electricity Long straightaway for start and finish No sharp turns the first or last 200M if at all possible Traffic Railroad tracks Other issues?

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Measuring the Course Rough Design Use online mapping Drive Garmin Exact Measurement Jones Meter Survey Wheel Take shortest path possible Take pictures of course and markings

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Course Markings Flour Arrows- Environmentally friendly, washes away. Signs staked into dirt Flagging tape Cones Mile Marker signs Do NOT depend on volunteers or Police to direct runners. They WILL mess it up. Lead vehicle or lead bike Mark every turn, every location where there could be a turn but the runners go straight, and put confidence markers on long straight portions. Place volunteers on the course in key locations. REMEMBER- Runners have all the oxygen in their bloodstream going to their legs, not their head.

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Water Stops For a 5K; one water stop. 1 Stop every 2 miles for longer events. The water stop for a 5 or 10 K should be water only Use 8-12 oz paper cups- NOT plastic Fill cups 2/3 up No ice Pre-fill as many cups as you can Hold cups out to runners as they run by Use latex or plastic gloves RRCA guideline

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Finish Line Design Long straightaway of at least 50 meters to finish No sharp turns last 200M Finish chute past finish line of at least 20 meters Opening of finish line depends on size of your race Good illustrations / ideas in Rainbow guide

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Timing and Results Chip Timing Half Mile Timing - http://halfmiletiming.com/http://halfmiletiming.com/ Start2Finish - http://start2finishracemanagement.com/http://start2finishracemanagement.com/ Others available too Computerized hand timing with pull tabs in race #s Manual card file / Hand timing Post results within 24 hours

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Registration Copy other race registration forms Use Active.com or other online registration tool Retail locations to drop off forms Packet Pick-up at retail location of sponsor Day of Race Table Have a well planned system- practice it Plan for when you run out of T-shirts Have plenty of registration forms with waiver and correct fields Safety pins for race numbers not straight pins Plan for last minute changes to team members, etc Have a decision maker authorized to do what has to be done!

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Insurance and Waivers RRCA USATF Use the Approved Waiver for the Insurance Coverage Director / Board Insurance Document Everything If there is an accident or problem, take pictures, get names and contact information and write down details Keep Waiver Forms

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Medical Director Have Medical Professional organize this Volunteers need to know the communications plan Read RRCA guidelines

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Planning and Promotions Registration T shirts Awards Promoting the event Recruiting volunteers

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Registration Pricing Compare to other similar events Consider offering reduced price to kids No shirt, kids under 12 = $5 If a round of Golf (18 holes) costs $5.50 for a kid high school age or younger, why would a 5K cost $25? Offer a No T shirt option Most runners have hundreds of shirts You can make more profit on a No Shirt runner Calculate your total race cost divided by total runners

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T Shirts Ordering too many T-shirts is the #1 way to lose money on your race! Shirts ONLY for pre-registered runners Shirts for first _____ runners to register

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Awards Overall Masters Division 5 yr Age Groups: 9&U, 10-14, 15-19, 20-24. And so on Teams Total time XC style

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Awards Race The Tortoise 5K | Prediction Run | Far Right- Pinecone from Flatwoods 5K

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Promoting the Race The Best Target market is Runners Place flyers in the goodie bags at other races Use facebook, Google RunGnv email list and meetings Place flyers at Lloyd Clarkes, Fit 2 Run and Running & Walking Get each person in your charity group to sign up 5 runners Public Service Announcements on radio / TV Various community calendars in print

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Recruiting volunteers Access volunteers from charity your event benefits Contrary to popular belief- Runners are not good volunteers. Hold a volunteer meeting prior to the event and provide food or something nice as a way to show appreciation Your number of volunteers depends on the race course, # of runners and other factors Make an estimate and add 10%

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Finding Sponsors Get Sponsors to cover costs Cash to buy needed items Donations so you dont have to spend $ Gift certificates for award winners so you can buy cheaper awards Food for after the race Target sponsors that are NOT running related.

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Final Thoughts Network with other Race Directors Attend races and analyze their organization Count volunteers Read reviews by runners Volunteer one or two races a year other than your own event

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Resources Rainbow Racing https://www.rainbowracing.com/Images/GuideForRace Directors.pdf https://www.rainbowracing.com/Images/GuideForRace Directors.pdf Road Runners Club of America http://www.rrca.org/event-directors/guidelines-for- safe-events/ http://www.rrca.org/event-directors/guidelines-for- safe-events/ Gainesville Race Director Group: https://www.facebook.com/#!/groups/37232478611871 6/ https://www.facebook.com/#!/groups/37232478611871 6/ This file will be posted at: www.CoachDanClark.comwww.CoachDanClark.com