Timing Team

The timing team provides data entry and the actual race timing. We’ll bring the chips, ties, and forms, as well as the timing equipment and finish line clock. In some cases, we may implement an online pre-registration process, and, in such cases, we will manage that part of the registration. We will arrange for the posting of online race results. What we need from each race director: A reserved parking location as close as possible to the finish line – in some cases, this may necessitate special permissions with your host site for access through gates, or parking off-pavement. You should provide a table, and perhaps a canopy (if rain is predicted), for the finish line. You need to provide registration volunteers who make sure the forms are completed properly and will distribute chips. You should bring other materials for registration – pens, signage as needed, bibs (if you want them to have emergency contact info on them), key bucket, money tray, seed money, volunteer sign-up form, etc. You should also arrange for one or more volunteers (depending upon the size of the race) to pull chips from shoes at the finish line. If you hand out awards at the finish line, you should also provide folks for that. You are also responsible for getting your volunteer list to the lead race timer at the end of the race so that volunteers can be credited in the race results.

Event Cancelation

The club strives never to cancel a race, however, cancellations within 24 hours and at race time are trusted to the race director without approval from the club leadership.   This can include weather, course/race safety, or local authorities issues.  Due to permitting issues, most races will not be rescheduled at a later date.  The race director is expected to be at the venue to handle questions even if the race is canceled.  Please notify the president and the race director coordinator for getting the word out. For non-emergencies (greater than 24 hours), please notify the president and the race director coordinator for input.

Permits

Permits should be the first thing you should pursue after your race has been approved,  In general, permits may require a small fee, a map, and proof of insurance.  They may also ask for an additional insurance certification.

Radios and Communication

The Club has divested itself of the radios we formerly had. They suffered from poor battery life, unreliable coverage, and gave race directors a false sense of communication security, which was more dangerous than relying on cellular phone networks. The Club recommends that each race director establish a list of key volunteer and point-of-contact cellular phone numbers for their race, and distribute those to each of those key volunteers for emergency coordination.

Awards

General Information: It’s your race so the awards are up to you – all we ask is that your awards reflect well on the Club. Race directors should provide nothing that seems cheap or poorly made. The inclusion of the ORRRC brand on the award is a plus.

Award Depth & Requirements:  Please verify the awards you are planning match the event page on the website.

Youth Participants: All 9 and under runners must get an award.

Award Distribution: At races under 250 participants, hand out awards at finish using award tables and chute. For races with over 250 participants, an award ceremony may be held or awards can be mailed to winners.

Selecting Awards: There are three basic approaches to award type:

• Age Group Awards: Awards are available through your own source for awards. These types of awards should be 3 places deep per Age Group in races under 250 runners, and 5 deep for races over 250 participants. In cases where 5 deep is utilized, you may want to mark awards for 1st, 2nd, and 3rd place and “award winner” for 4th and 5th. 1st place awards should be procured for Overall, Master (Over 40), Grand Master (Over 50), Senior (Over 60) winners. Recipients of overall awards are not eligible for age group awards. You may not have participants in all Age group categories : 10-14, 15-19, 20-24, 25-29, 30-34, 35-39, 40-44, 45-49, 50-54, 55-59, 60-64, 65-69, 70-74, 75-79, 80 & up.

• Finisher Awards: You may determine that you would like everyone who finishes your race to get an award. In this case, your cost per award should be a little less than place awards. Use previous occurrences of your race to get a guide on the number of participants expected.

• Themed or Created Awards: You may elect to make your own awards or purchase awards that match the theme of your race.

• You should still have 1st place awards for Overall, Master (Over 40), Grand Master (Over 50), Senior (Over 60) winners.

• Also, you should follow the age group categories : 10-14, 15-19, 20-24, 25-29, 30-34, 35-39, 40-44, 45-49, 50-54, 55-59, 60-64, 65-69, 70-74, 75-79, 80 & up. Again you will not have participants in all age groups.