Hip hip hurray!  Part III is finally here.  If you didn’t read Part I and Part II, go back and do so.  Then come back for Part III, Dr. Horton’s take on race weekend.  And as always, leave your comments or questions below.

RACE WEEKEND – ORGANIZED CHAOS

By:  Dr. David Horton

If you are a race director, forget about getting much sleep the week of the race.   You are always

Horton Runs the Colorado Trail

thinking,  “Is there something I forgot to do or cover?”    I make lists each day of things that I have to address that day.   This becomes a difficult task when you also have a full-time job that you must take care of as well.  I have always given the analogy that directing a race is like preparing for a hurricane.   You try to take care of everything before it hits.   However, if you leave one window or door not properly closed or nailed shut, chaos can occur.   If you forget one important point about the race, disaster can result.   MAKE LISTS.   Keep them from year to year so you can see what you did last year.

Following is a list of issues or subjects that I think are important and need to be addressed.

1. You will be the first one to the race course and the last one to leave.  No one knows as much as you do about what is going on with the race, you have the ultimate responsibility for everything that happens.
2. The MOST important thing in any race is a properly marked course.   There is NO such thing as too many race markers.   I use streamers, surveyors paint, flour, reflective streamers, and chemical lights.  I don’t use all of these, just the ones that are needed.  I really like to use paint at tricky intersections or turns.  It is very easy for vandals to take down streamers and mark the course the wrong way.  You can’t do that with painted arrows.  Orange paint is the best in most cases.  I also block off side trails or routes if possible.  Mark the course in the direction that runners are running, if possible.   I use the philosophy that is used in marking the Appalachian Trail, place streamers WITHIN SIGHT DISTANCE of each other.  Also, try to use colors that contrast with the surrounding background.   WARNING: Check with the Forest Service on using paint if you will be using their land.  ALWAYS CLEAN THE COURSE OF TRASH, STREAMERS, ETC., IMMEDIATELY AFTER THE RACE.
3. Drag runners.  This is something that I highly recommend.  Having at least two runners (but not participants in the event) to follow the last runner in.  This serves two purposes:  to make sure there are no more stragglers on the course, but can also help clean the course as they come behind the last runner.
4. Be a good politician and salesman.  You have to sell the race to runners, aid station workers, potential sponsors, any agencies that you are working with, and the folks who live in the area of the event.  You have to get along with everyone.  On race day, I pray for patience in dealing with runners and wisdom in the decisions that I make.  I have to bite my tongue in many situations and not say some of the things that I may be thinking.
5. When do you mark the course?  As close to race day as possible, not the day before however.   I use to mark the race courses the week before the event.   That is too far away and you are at much greater risk of the markers being torn down.
6. Start the race on time.  I am a firm believer in starting on time.  In the 60 ultras that I have directed, I started one race late, about 30 seconds.  It is much easier as a runner to KNOW for SURE that races are started on time.  There is nothing worse than standing at starting line waiting on a race director to finish some last minute detail.
7. What do you do for race communication?  Contact your local amateur radio club.  Usually, they like to work these events, especially in the mountains, to test their skills.
8. You MUST know how many are runners are starting the event. In many races, runners
   

   Annette and David at MMTR 2009

   are asked to check in the night before the event to pick up their numbers, etc.  However, you should also re-check them in (roll call) right before the start of the event.  Runners who check in the night before the race may decide at the last minute not to run, but because they’ve already checked in, you assume they are there.  THE MOST frustrating thing for me is runners who wait to register or check in right before the start of the event.  Many runners get to the start within an hour of race time.  Fine for them, but an extremely busy, stressful time for the race director.  Trying to check in an additional 50-100 runners, give out numbers, shirts, etc., takes a lot of time, when there are last minute problems or questions that the director must take care of, as well as getting the race started on time.

9. Secure helpers you can depend on to take care of the “little things” that you can’t do yourself.
10. Aid crews.  You need to have one person designated as the leader.   They are responsible to find crew members to help, possibly 3-4 additional people (but you can assist them in securing people as well).  The crew leader is responsible for the overall working of the station.  The race director meets with each crew leader prior to the race to give overall instructions and directions to the station.
11. How many aid stations should you have?  For the Mountain Masochist 50 Miler, we have 16 aid stations.  Promise Land 50K provides  9 stations, Hellgate 100K has 9 aid stations, while the Holiday Lake 50K, a turnaround race, has 5 stations, but each station is used twice.  There is no correct number . . . depends on the race itself and how it is designed.  However, if you are going to have a large number of runners with many first timers, I would recommend more aid stations.
12. What do you provide at an aid station?  A lot and a variety of items.  You need items that are sweet, salty, greasy, hot items, cold items, unique food items, replacement drink, Coke or Pepsi, Mt. Dew, water, Vaseline, paper towels, Bandaids, Ibupropen, Tums, etc.    Make a list of items that you want every aid station to have and give it to each crew.  Have the food set out and easily accessible to the runners to grab, also the crews should be ready to assist the runners with their bottle refills  . . . anything that will save them time.
13. What do you do as race director after the race starts?   If everything is in order, you drive around the course to each aid station, trying to stay in front of the lead runners, to make sure each station is in place, as well as check the marking on any sections that are susceptible to being sabotaged.
14. Pre- and/or post-race meals.  Although not mandatory, I know the runners appreciate this extra benefit.  These meals can be underwritten through your registration fees.  Or, offer one free and the other at a small cost.  Pre-race is a time for the runners to check in, renew friendships, and catch up on life.  This also allows the director time to give race directions and answer questions.  Post-race dinners give the runners the opportunity to congratulate each other, share their incredible stories, mishaps, adventures, and bash the race director for making them do this.
15. Presentation of Awards.  I used to be a stickler for having an awards dinner where you announce each runner by name, finishing place, time, have them come forward and present their award.   However, over the years, as the races have grown, and with suggestions from the runners themselves, I have begun giving awards after they cross the finish line.  They are then free to do whatever.  However, I do encourage participants to hang around the finish line to be a support to the other finishers
16. EVERY runner is important.   I highly recommend that the race director be at the finish line to congratulate EVERY finisher, and if possible, know their names and announce them as they come across.  They have worked hard . . . they deserve the recognition.

Tagged as: david horton