Race Director Portal
Points of Contact
Primary:
– Jennifer Summers (Vice President)
Additional:
– Eddie Weaver (Treasurer)
– Karen Gildow (Registration)
– Wesley Williams Photography (Race Photographer)
The club has contracted with Wesley Williams Photography to provide pictures for ALL club events. No action is required on your part. Wesley will cover all events as long as they occur on the scheduled date. If your event is rescheduled for any reason, please let Wesley know so that he can adjust accordingly.
– Jen Yoak (Timing & Finish Clocks)
Services
Below are a few known options for services for your race. You may elect to use them, or any other service provider.
Portable Toilets
Rumpke
Orders: https://www.rumpke.com/contact-us/request-service
Phone: (800) 828-8171
Royalty Restroom Rentals
royaltyrestroomrentals@gmail.com
Mobile: 937-570-2118
** Can Only Serve Englewood, Tadmor, Lou Cox, Stillwater, and OX 12 Hour (Geographic Restrictions)
Mobile Sanitation Solutions
E-Mail: mobilesanitation@gmail.com
Phone: 937-478-6617
Waste Management
Web: https://www.wm.com/us/en/services/business-services/portable-toilets
Contact Info: https://www.wm.com/us/en/services/scheduled-pickup/business-waste-pickup/request-for-quote
Please tell all of the above to bill:
Ohio River Road Runners Club
3195 Dayton-Xenia Road, Suite 900
PMB 316
Beavercreek, Ohio 45434-6390
Awards
Skeleton Sports
150 S Main Street Centerville, OH 45458
937-433-8888
info@skeletonsports.com
Documents
- Race Director Reports
- ORRRC Race Directors Checklist
- Excel Version: If you have access to Excel, Open Office or Google Sheets
- PDF Version: A basic version
- Permission Slips
- Insurance Information
- Tax Exempt Forms
- Legal Forms & Information
- Club Logo
Quick Information for Race Directors
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.
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 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.
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.
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:
- Trophies or Plaques: Awards are available through your own source for awards, or also through Mr. Bill Mercer.
- 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.
Membership Race Budgets
(Races that are free for members)
Many membership races lose money overall since many runners are free and therefore a race director is not expected to make a profit or even to break even on these races. However, the board of trustees has placed the following expense guidelines based on past performance of the race or type. As race director, you should try to get as close to the allotted amount so that quality is maintained. If you feel that you need additional money allocated please contact to Board to request a budget-ceiling increase. This may be done by contacting Eddie Weaver.
| RACE | |
|---|---|
| NOTE: Race expenses do *not* include toilets/restrooms, park permits, photography, or other ORRRC-mandated items. | |
| ULTRAS / CHALLENGES | YOU ARE EXPECTED TO MAKE |
| Tie Dye 50k | 1000 |
| 200K No Way! (Challenge) | 0 |
| Another Damn 50k | 1000 |
| Dawg Gone Long 50-Miler | 1000 |
| Germantown 50k | 1000 |
| MOX 12-Hour | 1000 |
| Broken Toe 50k | 1000 |
| Grand Prix | -800 |
| TRAIL RACES | DO NOT SPEND MORE THAN |
| Frosty 14 | 900 |
| Sycamore 10-Miler | 300 |
| Camp Hook 4 Hour Trail Relay | 300 |
| George Rogers Clark Park 5k | 300 |
| Summer Solstice | 300 |
| Darby Creek Bison 5k/10k | 400 |
| Stillwater 7-Miler | 300 |
| Grant Park Cross Country | 300 |
| The Narrows | 300 |
| Winter Solstice | 300 |
| ROAD RACES | DO NOT SPEND MORE THAN |
| Frostbite 5-Miler | 300 |
| Sweetheart Shuffle | 300 |
| Little Miami 10-Miler | 300 |
| St Patrick 5k | 300 |
| Sugar Maple 5k | 300 |
| Vandalia 5k | 300 |
| Dash for Cash | 700 (Including Award Cash) |
| WingMan 10k | 300 |
| Englewood 5k | 300 |
| Tadmor 10k | 300 |
| Lou Cox DeWeese 5k | 300 |
| Fall Festival 15k | 300 |
| Pumpkin Patch Prediction | 300 |
| Gift Exchange 5k | 300 |
