ROAD RACE MANAGEMENT CHECK LIST
Organising a road race can be a daunting undertaking for anyone whether you are a club, a charity, a business professional or an experienced race organiser.
SAVVY Sports appreciates the challenges facing an organiser and is happy to consult and help organisers to achieve their goals for their event and make sure it is a huge success.
The content below covers some of the main items that need to be addressed by race organisers before an event.
It is not a definitive guide but covers most of what organisers need to think about.
A
Athletics Ireland Permit
Accommodation
- for guests, officials, participants and spectators
Accounts
Accreditation/Reception
Acknowledgements
Administration
Admission
Advertising
Age Groups
Aims and objectives of event
Announcements
- by whom, how, when and where?
Arrival and departure arrangements
- for people and cars
Artwork
Audio-visual displays
B
Bouquets
Briefings and debriefings
- for organisers and helpers etc
Budgeting procedures
C
Car parking
- area/zoning
- for public, officials, guests/dignitaries
- participants and spectators
Cash handling
Catering
Ceremonies
Changing rooms
- for officials and teams
Charging policy
- fee levels
Children’s entertainment
Civic receptions
Circulation and movement
- around site
Cleaning
- the site
- before and during the event
Clearing away/dismantling
- after the event
Cloakroom
Committees
Communication
- chain of command before and during the event
- method e.g. `walkie-talkie, mobile phones etc.
Competition results
- recording and display
Complimentary tickets
Computer Chip Timing
Concessionaires
Confirmations
- of attendance, speakers, guests and participants
Contingency plans
- wet weather arrangements
Coordinator
- for the event or part of.
Control points
- for police and event co-ordinator
Copyright/Data Protection
Crèche/Child play area facilities
D
Date of event (and of other similar or competing events)
Decoration
Delegates list
Diplomacy
Disability Discrimination Legislation
Disabled (arrangements for) Documentation
- site passes and identification
Drink Stations
Drug testing area and procedures
E
Electricity Supply
Emergency procedures
- bomb, fire, chemical spillage, drowning, evacuation procedure
Emergency services
- fire, police, ambulance
Entertainment’s
- pre-event and interval
Estimates
- of income and expenditure
Events Safety Code. [knowledge of]
Exhibitors/traders
Exits
F
Facilities on site
- dimensions, suitability
Franchise arrangements
Finance
Flags and bunting
Food Hygiene Act
Fundraising
- before and during the event
Facebook
G
Garda permission
Group Entries
H
Health and Safety
Hire arrangements
- of facilities for activities, seating; equipment and staff
Hospitality
Hosting
I
Identification
- name badges and security passes
Information packs
- for distribution to delegates, guests, performers and spectators
Insurance
Irish Runner ad
Interpreters
Invitations
J
Judges
K
Key Personnel details
L
Leaflets
Legal aspects
- Contracts, legislation such as Health and Safety Acts
- Fire Prevention Acts and the Data protection Act.
Licenses
e.g. fire, public entertainment’s and performing rights agreements.
Local Authority Safety Advisory Groups. [Knowledge of]
Logo
Lost property
M
Maps
- to site, and of site/facilities
Marketing
Marshals
Media
- Press (press releases, press packs, press box)
- Television (lighting, camera positions, space for rigging; power sources)
- Radio (interview areas)
Medical prevision
- first aid
Meetings
- programme of scheduled meetings leading up to, during and post event
Monitoring and evaluating
- for the next event
Muster points - e.g. lost person arrangements/emergency evacuation
N
Notice boards
Numbers
O
Office accommodation
Officials
- referees, timekeepers, scorers
Organisation structure
Online entries
P
Patents/trademarks
Patrons
Photography
- to display at the event
- staged photograph opportunities for the media
- allocate photographs after the event with further press releases
Police
- notification, and presence at the event
Postage/mailings
Posters
Practice and warm-up area
Printing
Prizes
Programme/itinerary for the event
Programme (printing)
- format, quality, method of distribution
Protocol
- e.g. meeting guests, seating arrangements, vote of thanks
Publicity
Public Address System
- commentary, announcements, interpreter
R
Receptions
Recording of decisions made during event planning
Refreshments
- for organisers, guests, spectators and participants
Registration
Research
Responsibilities
- who does what, when, where and how
Results
Risk Assessment Appraisal
S
SAVVY Sports - for all your event needs!
Sales and souvenirs
Scoreboards
Seating arrangements .
- reserved seats?
Security
- of site and VIPs
Signposts
- to and throughout the site
Spectator arrangements
- including spectator flow and crowd pressure points
Special guests, stars and personalities
Sponge Stations
Sponsorship
- sponsors spot
- looking after sponsors
Static Displays
Staff
- paid and unpaid
T
Target audience
- spectators, participants and guests
Technical equipment
Telephone arrangements
Thank-you letters etc
Theme
- of event or elements of it
Tickets
Timekeeping
Toilets
Traffic control
Training of personnel
Transport
- to site
- throughout site
Trophies, medals and certificates
T shirts
U
Uniforms
V
Venue/site
Videoing
VIPs
Voluntary helpers and organisations
W
Website
Water Supply
Work schedules
- for all members of organising committees
Y
Youtube coverage for your event
