Brochure Information:

• Date of race
• Starting time(s)
• Start & finish site(s), directions, public transportation, parking
• Race distance(s)
• Course description (include terrain, mile markers, elevation)
• Course map
• Course certification number
• Race sanction, insurance with USA Track & Field
• Sponsors, assisting organizations
• Municipalities recognition
• Sponsor/contributor recognition
• Age groups awards with depth in each category
• Team categories / prizes (spell out team rules, number per team, scoring method)
• Time/Location of awards ceremony (usually 15-30 minutes after last finisher)
• Amenities (T-shirt with limits, food, etc.)
• T-shirt/packet pick-up information
• Entry fee (non-refundable!), entry deadline, checks payable to...
• Mailing address to send bottom of entry with check
• Race limit, if applicable
• Refreshments and other amenities
• Clinics & other related activities

The Entry Blank Should Request:

• Name (First Name, Middle Name or Initial, Last Name)
• Address (street, city, state, zip)
• Telephone
• Email
• Age & date of birth
• USATF number (optional)
• Special categories and team/club designation such as Wheelchair, Clydesdale, Walker or Police
• Signature (parent or guardian if under 18) acknowledging Waiver of Liability (see sample application)

Promotion Opportunities

• Distribution of entries through direct mailing, TCTC Flyer, at running stores, health clubs, at races
• Notification thru TCTC Email list
• Posters
• Press announcements (calendar listings in local newspapers)
• Regional & national running magazines
• Television/Radio public service announcements
• Press releases
• Neighborhood flyer to advertise and notify any inconvenience to residents
• Advertisements (Running Journal, Runner's World, Running Times)
• Create Web Page
• Online Registration
• Assign race photographer: (Optional) for participants' photos (sales) and for documentation & future sponsor presentation

Course & Permits

• Municipal Permits
• State Permits
• USATF Sanction 
• Certificates of Insurance
• Course measurement & certification 
• Course miles marked
• Signage prepared for course and race site
• Police details arranged
• Fire department notified (alternate routes in case of emergency)
• Trains notified if course crosses railroad tracks
• Hospitals notified/Ambulance services arranged or notified
• Press/course vehicles obtained

Supplies and Last minute details

• T-shirts and other give-away items obtained
• Race numbers and safety pins obtained  
• Registration data system established 
• Portopotties (if necessary)
• All race applications data entered into registration system

Volunteers for day of race

• Registration
• Finish line timing & scoring and results
• Medical
• Aid stations
• Course security/marshals/communications
• Results posting & Distribution
• Awards
• Refreshments/clean-up

Race Day Details

• Water at Start, Finish and along course
• Course information signs posted with map
• Table and chairs for registration
• Coffee/refreshments
• T-shirts with "Race Official" identification
• Instructional briefings prepared for race start, awards and sponsors
• Restroom information
• Medical/weather information
• Starting line information
• Course map with mile markers and aid stations
• Clothing/check-in/changing facilities/showers (optional)
• Results posting

Water Stations in Place:

• Water/electrolyte replacement fluid
• cups, pitchers
• tables
• barrels/trash bags
• rakes (for clean-up)

Course material in place

• Mile/kilometer markers
• Directional arrows
• Wwater/aid stations
• Communication equipment
• Stop watches for mile split callers/Splits

Refreshments area:

• Tables
• Ice
• Knives, forks, spoons, napkins  (depending on food)
• Trash barrels/bags
• Cups

Registration

• Alphanumerical lists printed and  posted
• Number pick-up
• T-shirt and packet pick-up
• Post-registration area set-up
• Entry forms/pens/pencils (use separate table)
• Race numbers and pins
• Race packets
• Cash-box/change  (Plenty of ones and fives)
• Trouble table set-up (if large race)

Results Area:

• Isolated area close to finish line
• Tables and chairs
• Electric power hook-up
• Copying machine (optional)
• Telephone, fax
• Pre-printed awards with age groups, teams and special division
• Bulletin Board with tacks
• Tie Wraps
• Scotch Tape

Awards Area:

• Tables and chairs
• Podium or announcing stand
• PA system
• Awards display area, with awards arranged by age group
• Results posting area

Last Minute Details

• Course officials briefed
• Official photographer briefed (provided with shot-list)
• Course vehicle drivers briefed (someone familiar w/ course should guide each vehicle)
• Sweep vehicle driver briefed
• Official starter equipped and briefed
• Banners placed in area easily view by runners and press
• PA system or bullhorns functioning
• Rest room facilities in place

Start/Finish line equipment in place 

• Tent for inclement weather
• Pace/seeding signs (optional for large races)
• Finish tape with sponsors name
• Chute materials (stanchions/rope)
• Digital clock
• Computer system
• Recording sheets, clipboards, pencils for timer,  bib number recorders
• Tables and chairs
• water station set up

Medical area set-up

• Isolated, covered area near finish, often an EMT vehicle
• Supervising MD & qualified nurses, EMTs
• Communications
• Ice, IVs, hot & cold fluids, cots, blankets
• Immediate triage capability

Post Race

• Results posted on TCTC Results page 
• Clean-up  (course, start & finish are, locker rooms, etc.)
• Press release with results
• Post race stories with photo's to press
• Post race mailing or email to participants
• Thank you's to sponsors, volunteers, contributors, municipalities
• Post-race evaluation meeting with organizing committee
• Volunteer/Officials' party

Bold Items provided by TCTC when using various TCTC Services.