HDSRRL Race Organiser's Checklist

Last update 27 January 2008

In general, the organising club for each race will be completely responsible for the organisation of the race, from planning and permit application through to the accurate recording of results (but the League results team (Paul) will calculate and publish the results immediately after the race).

This list represents actions and considerations to be undertaken by a club organising a League event, but it is not an exhaustive list since each club will have to consider any additional local requirements.

• obtain a Race Permit well in advance of the race: the procedures are the same as for any other road race.
  Click here for a direct link to the race permit forms on the UK Athletics page.
• note there is no need for the courses to be measured: it saves much administration if the course os advertised as "approximately 5 miles", say
• contact relevant local police and council authorities to obtain their consent
• provide the League's web site administrator Paul Wood with race details e.g. directions, any changing and parking arrangements, approximate course length and profile and if possible a hand drawn map by email to enable details to be published on the League web site www.harrogate-league.org.uk well in advance
• confirm and book relevant facilities for changing, parking and catering etc.
• consider local requirements for the race in advance in regard to marshals, placing and collection of caution runner boards, catering, medical support etc and allocate responsibility to named people
• obtain and organise suitable materials to provide an adequate finishing funnel of at least 20 metres on either a flat or preferably uphill finish
• display the race permit publicly at the race
• display the following notice at the race, alongside the race permit ...
  "Athletes are advised to examine the course for potential hazards before competing.
  The course has been checked by the organising club and a risk assessment conducted.
  Any competitor who has concerns about a safety aspect on the course should bring it to the attention of the organisers and/or the referee IMMEDIATELY. If the issue cannot be resolved to the satisfaction of the ATHLETE he/she is advised not to participate in the race. "
  Downloadable copy
• accurate finish recording and timekeeping is essential to the working of the League: the organising club must provide at the very least 4 finish officials:
  (i) a time recorder with an adequate stop watch (though the League Secretary will provide a printing/memory stopwatch)
  (ii) a race number recorder
  (iii) an assistant race number recorder to "call" out numbers (also carrying a spare stopwatch)
  (iv) a 4th official close by to resolve any difficulties at the finish
  All should preferably be experienced, and equipped with medium grade pencils in case rain affects the use of biros on recording sheets
  Clubs may consider it prudent to provide an independent caller with a dictaphone to record race numbers and, where possible, occasional times as well.
• time keepers and race number recorders should periodically reconcile the number of finishers recorded so far, when a gap in finishers allows
• time keepers may attempt to add competitors’ numbers next to times at certain points if the flow in finishers allows, to act as a double-check later. Additionally
• the League provides standardised time and number recording sheets (this eases results processing):
  HRL Finish Order Recording Sheets
  HRL Finish Times Recording Sheets