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Race Director

Reigate Priory Athletic Club (‘RPAC’) hosts three races each year: the Summer 10 kilometre in July, the Priory Relays in November and the Holly Run in December. Each race has a notable history and provides important income for the club. Few clubs hold such a combination of races each year, and the club is well respected for its expertise in race management.

The Race Director (‘RD’) is in overall charge of all of the tasks of running the event. The RD is supported by other members of the club, many of whom have considerable experience in the various roles within the race.

The role is challenging, but it is also very satisfying to deliver a race in which so many participants derive great pleasure from competing.

Each event is different in nature: the Summer 10k is a straight race, the Priory Relays is a relay race of teams of 4 and the Holly Run has eight different races for different genders and age groups.

The tasks involved in the races are set out below.

Items in black are common to all races
Items in red relate to the Summer 10k.
Items in blue relate to the Priory Relays
Items in green relate to the Holly Run

Topic

(not in sequential order)

Description

10K

PR

HR

Race format

Review last year’s race and suggest changes for approval by the club committee

x

x

x

Date

Agree the race date with the club committee

x

x

x

Race Venue

Book use of Reigate Priory Park on the chosen date

x

x

x

Race HQ

Book use of HQ for the race

Urban Kitchen in the Park, if available

Otherwise,  Methodist Church SR1 & SR2

Reigate Community Centre

Reigate Priory School

Road Usage

Arrange use of roads with relevant authorities.

x

NA

NA

Sponsorship

Secure race sponsorship

Provide sponsors’ requirements.

After race, send thank-you letter

x

x

x

Race fee

Review race fee and introduce changes

x

x

x

First Aid

Arrange first aid cover

Red Cross

Stationary Red Cross and Own First Aiders

Red Cross

Race Entry Form

Update entry form for new dates plus any other changes. Post to RPAC website

x

x

x

Letter to runners and clubs

Update letter to be sent to runners/clubs with their race numbers

x

x

x

Publicity

Inform running magazines and local press about the race details

x

x

x

Send appropriate entry form(s) to schools and clubs (and individuals) which/who have participated recently

x

x

x

Submit results report to local press and other running press.

x

x

x

Race Equipment

Before the event: Check sufficient equipment is available and source/purchase (with committee approval) any short falls. [Route markers and other equipment in the container at Battlebridge]

x

x

x

Race Permit

Get race permit from UKA / SoEAAA.

Laminate certificate for posting in race HQ

Submit Race Promoters Return Form

x

x

x

Race medals and trophies

Procure medals/ mementoes/ prizes as per RD's specification in conjunction with the race Sponsor.

Arrange for return of last year’s trophies and engraving of winners’ name(s).

x

x

x

Check UKA Regulations

Check any changes in UKA rulings e.g. re first aid requirements v race numbers.

x

x

x

Catering

Organise catering resources: staff, food etc.

NA

[but may be needed if race HQ changes]

x

x

Race entries

Organise person responsible for receiving race entries and fees, send out race numbers and race details

X

10K has a specific race secretary.

x

x

Other key roles

Appoint race referee/adjudicator, starter, timekeepers, announcer, chief marshal etc.

X

For the 10K, a separate

race referee and race adjudicator   are needed.

The adjudicator is not an internal appointment and has to be a qualified and accredited official from the Surrey County AA. The Race licence will not be granted without an adjudicator, whose name has to be on the licence application 

X

Race referee only needed

X

Race referee only needed

Officials, marshals etc. for the race.

Arrange a volunteer co-ordinator to organise support to mark out the race route, start and finish (Clerk of Course – CofC). Also a volunteer to organise the course marshals and to provide start/finish support, (Chief Marshal). Volunteers also needed for results processing, medal and trophy presentation etc.

CofC to lead the building of the course, in conjunction with Race Referee (both need to have walked the course 72hrs prior to race day). Any issues e.g. exposed tree roots, to be reported to the race referee.

Design of the start/finish area to be led by the race referee.

.

X

10K also requires volunteers to set up and man an on course drinks station (currently undertaken by the Holland family).

x

x

Cash floats and other items

Arrange for cash floats from the Treasurer. Also any other miscellaneous equipment for catering and late entries (pins, forms, pens etc.)

x

x

x

Open access to Priory Park

Open gates in Priory Park to allow access for equipment and race officials and marshals

x

x

x

Race distance

Measure race distance to ensure correct length of race. [Race Director with the Referee].

X

the 10k course is covered by a race measurement certificate so doesn't need to be measured each time providing it is not deviated from. 

However, the course (including start/finish) should be laid out - and the km markers accurately sited - in accordance with the data provided by the official measurer

NA

NA

Risk assessment:

Walk the course

Race referee to complete a risk assessment of the race course.

Have laminated copies accessible to the participants in Race HQ

x

x

x

Expenses

Gather details of race expenses and submit for repayment

[Expenses may be sent direct to the club Treasurer for payment]

x

x

x

Return equipment

Return any equipment hired/borrowed e.g. PA system

x

x

x

Close access to Priory Park

Close gates and re-padlock. Failure to do this may jeopardise the permanent loan of the key

     

Race Account

Agree final race account with Treasurer

x

x

x