KidSpirit 5K Manual

5K Operations Manual
KidSpirit Races Benefiting
Girls on the Run Willamette Valley
Oregon State University
1/26/2009

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Table of Contents
Section 1: Event Overview..............................................................................................................3-7
Keys to a Well Managed Event.......................................................................................................3
Goals.................................................................................................................................................3
Timeline ...........................................................................................................................................4
Committee Descriptions .................................................................................................................5
Committee Flow Chart....................................................................................................................7
Feasiblity Report.............................................................................................................................7
Section 2: Meetings & Communication............................................................................................7
Section 3: Event Director................................................................................................................8-9
Section 4: Marketing and Public Relations.................................................................................9-15
Sponsor.............................................................................................................................................9
Awards & Raffles ............................................................................................................................11
Marketing....................................................................................................................................... 13
Section 5: Facilities, Risk Management & Equipment ............................................................15-21
Facility & Race Mechanics........................................................................................................... 15
Risk Management & Safety.......................................................................................................... 19
Evaluation ...................................................................................................................................... 21
Section 6: Food, Decorations, & Entertainment.......................................................................21-23
Refreshments................................................................................................................................. 21
Fanfare............................................................................................................................................22
Section 7: Finance, Budget Volunteer & Registration.............................................................23-30
Registration....................................................................................................................................25
Volunteer........................................................................................................................................25
Communications ...........................................................................................................................27
Set-up & Clean-up.........................................................................................................................27
Finance & Budget.........................................................................................................................28
Section 8: Event Operations .......................................................................................................30-31
Section 9: Post Event Evaluations..............................................................................................32-33
Section 10: Appendix.......................................................................................................................33-
41............................................................................................................................................................
GIRLS ON THE RUN Willamette Valley (GOTR)

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Girls on the Run is an international prevention program dedicated to helping girls in grades
3-5, become aware of the “girl box.” The girl box is a place girls go around middle school
where they turn in on themselves and morph into what they think others want them to be instead
of who they truly are. We use experiential learning programs, which combine training for a 5K
race/walk event with curricula designed to promote positive choices for a lifetime of self-respect
and healthy living.
The season ends with celebratory 5K event, in which the girls participate with their team,
coaches, and community. Girls who participate will have the opportunity to be paired with an
adult running buddy to run/walk with during the mid season practice 5K and final 5K event. All
levels of walkers and runners from any school are welcome to attend.
Due to the success of Girls on the Run, its sister program, Girls on Track was started for 6-
8th graders. The structure of the program is the same; however, the character-building, fun
curriculum is designed to encompass middle school experiences. Both curricula are designed so
that girls can participate in consecutive seasons.
GOTR Goals
 Have a stronger sense of identity
 Learn the advantages of a peer support group
 Learn to stand up for herself in a healthy manner
 Have an improved body image
 Understand her place in her community
 Complete a 5K run/walk event
KidSpirit Youth Programs
KidSpirit links knowledge from the University to community youth in an environment that
creates service and learning opportunities for students. KidSpirit started in the 1940’s with
swimming lessons for boys. In the1970’s KidSpirit allowed girls classes such as gymnastics.
Now we have classes for girls and boys ranging from archery to gymnastics and rock climbing.
Health, physical activity and creative arts curriculum created and implemented by KidSpirit
student staff impact the skills, lifestyle and social development of children of all ages and
abilities. Activities focus on instruction and skill-building, increasing confidence and self-
esteem, and fostering personal talents while creating friendships in a safe and positive
environment.
Terminology
 GOTR: Stands for Girls on the Run

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 GOT: Stands for Girls on the Track
 Running Buddy: A male or female who is matched one-on-one with a GOTR or
GOT participant to accompany, encourage and serve as her mentor at the 5K
race.
 5K: 3.11 Miles
 1K: .62 Miles
 Brain: OSU database located on KidSpirit’s computers to access all race
documents
 Risk Management: the technique or profession of assessing, minimizing, and
preventing accidental loss to a business, as through the use of insurance, safety
measures, etc.
 The Cage: The equipment issue room located in the basement of Langton Hall
and facilitated by Larry Taylor.
 The Women’s Building Cage: The equipment issue room located in the
basement of the Women’s Building and facilitated by Cody Carson.
Girls on the Run National Sponsors:
The following are national sponsors for Girls on the Run. Their logos must be on all
Girls on the Run marketing/printed materials ; including banners, flyers, posters, t-
shirts, etc. A marketing disc with the logos can be attained from the GOTR director.
 Kellogg’s Frosted Flakes
 Secret
 New Balance
 Horizon Fitness
 Goody Products, Inc.
KidSpiritRelationship with GOTR:
Girls on the Run Willamette Valley is an affiliate of KidSpirit Youth Programs. Both
share resources and an office in Langton Hall, OSU.
Race Overview
New Balance GOTR 5K
Date: June 6, 2009
Time: 9:00am
Registration Open: 8:00am
Location: Willamette Park:
Corvallis, OR
Running with Hat-titude
Date: August 22, 2009
Time: 10:00
Location: Willamette Park:
Corvallis, OR
Beaver Fun Run
Date: December 2009
Time: 10:00
Location: Reser Stadium:
OSU, Corvallis, OR

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New BalanceGOTR5K Costs:
$15 Early Registration with T-shirt
$10 Early Registration without T-shirt
$12 Late Registration without T-shirt
$20 Day of Registration
Race Proceed:
All proceeds support GOTR and its scholarship fund
The Courses:
5K (3.1 miles) and a 1K (.625) walk/run
 Beaver Fun Run: Reser Stadium
 New Balance GOTR 5K: Willamette Park
 Running with Hat-titude: Willamette Park
Race Regulations:
 Strollers welcome on the walk course only.
 No pets allowed.
 KidSpirit/GOTR will not be held liable for any lost, stolen or damaged
belongings.
 Park in designated public parking only.
Awards:
Prize Divisions:
 Over All
 Ages 10 & under
 Ages 10-14
 Ages 15-19
 Ages 20-29
 Ages 30-39
 Ages 40-49
 Ages 50-59
 Ages 60-69
 Ages 70 and over
* These are the suggested division, if enough prizes are available
 Top male and female finishers get medals
 1st place winners males and females in each age division except the under 10 division ??
get what?
 2nd and 3rd place winners, males and females in each age division except the under 10
division ??? get awards?
 Everyone who participates in the under 10 division get what? Medals?
Door Prizes:
 All walkers and runners are eligible for door prizes
 Must be present to win
Raffle:

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 One ticket will be given to everyone who registers & attends the race

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Section 1: Event Overview
MISSION STATEMENT
Support the participants of Girls on the Run and their accomplishments through each season.
To put on an event that celebrates what the participants have worked for. To produce a 5K race
that all participants enjoy being involved in.
OBJECTIVES OF THE EVENT
 To promote GOTR Willamette Valley to the community members of Benton County and
surrounding areas.
 To raise money to support the Girls on the Run Willamette Valley program through
donations, sponsorships and participant registrations.
 To help the GOTR participants celebrate their achievements and recognize their efforts
publicly.
 For volunteers to have a meaningful experience and be inclined to volunteer again
GOALS
 To raise $10,000 in donations and registration fees per race to help support and further
the development of GOTR Willamette Valley .
COMMITTEE FLOW CHART
The best way to tackle all tasks that need to be completed for a successful event is to
separate people into different groups and then assign tasks to people. In the event
organizational chart, it is easy to see who is in charge and if there are any questions, it is easy to
see who to talk to. It is a good idea to fill out the names and the contact information of the
people in the different groups to make it easier to find the correct person to talk to.

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COMMITTEE DESCRIPTIONS
Recruit a Responsible Race Committee
One of the biggest keys to a successful race is your ability to develop a responsible race
committee that is dedicated, well connected within the community and will not let you down.
Your race committee should function as business partners. Communication, teamwork and trust
are essential keys to the working relationship
Committee directors will either work together or decide who is best suited to handle
crossover tasks. Keeping your total number of committee members to a reasonable size will help
with communication, agreements and participation in race meetings. We suggest a team of six
committee members.
Each of these directors will recruit committee members from among those who volunteer
directly to you or from among their own contacts. Each will be responsible for reporting at race
committee meetings and maintaining records of all their work which they will turn into you after
the post race debrief. With luck, each will return to help year after year.
Event Director
Marketing and
Public Relations
Facilities, Risk
Management &
Equipment
Sponsorships T-Shirt/DesignsPress Release
Sponsor Letters Registration
Flyers
First-Aid
Course
Development
Risk Management
Plan
Food, Decorations,
& Entertainment
Contact
Vendors
Raffle
Signage
Event
Operations
Timing System
Safety
Equipment
Permits
Finance, Budget,
Volunteer &
Registration
Recruit
Volunteers
Race ResultsRegistrationBudget
Monitor
Budget and
Expenses
Create
Registration
Process

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Event Director is the leader of the team. This person must be well organized and confident in
overseeing the big picture.
Marketing and Public Relations:
Sponsor Director is responsible for obtaining the race sponsorship sales and making sure
that, once sponsorships are sold, the sponsoring company gets everything they are entitled to
as outlined in the sponsorship agreement.
Awards and Raffles Director is in charge of keeping track of what awards we have
received from sponsors and donators.
Marketing Director is responsible for promoting the race via television, radio and print.
This person should also understand the benefits of public relations and grass-roots marketing
techniques including word-of-mouth publicity and personal advertising.
Facilities, Risk Management and Equipment:
Facility & Race Mechanics Director overseas all aspects of the course measuring, signs,
placement, and course monitors, etc. They are also responsible for the overall safety of the
event, especially the course.
Risk Management/Safety Director is responsible for making a risk evaluation and making
sure there are safety precautions taken care of.
Evaluation Director is responsible for creating evaluations for participants, volunteers and
staff to gain constructive feedback that is relevant to the event. The information from these
evaluations will help to improve more on future races.
Food, Decorations and Entertainment:
Refreshments Director is responsible for obtaining refreshments for the day of the event.
They are also responsible for connecting with Race Mechanics and Fanfare Directors for
placement of refreshment stations for participants, supporters, volunteers, staff, and
“vendors.”
Fanfare Director is responsible for the overall experience of the event registration area.
Layout and setup, decorations, music, general/community related information (vendors,
health promotion, etc), sponsor tables.
Finance, Budget, Volunteer and Registration:
Registration Director is responsible for all aspects on registration and race packets. This
means finding the most efficient way of tracking the amount of participants attending the
event.
Volunteer Director is responsible for recruiting all the volunteers needed for the event.
You also create job descriptions for all volunteer positions and assign them spots throughout

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the course. The day of the event, you will check-in volunteers and give them their positions,
and help organize all volunteers that day.
Recruitment Director is responsible for getting participants to the event.
Running Buddies Director is in charge of getting running buddies for the kids, having the
buddies fill out the buddy information organizing having thank you letters for both the
buddies and kids.
Finance and Budget Director is in charge of keeping track all the money coming and
going.
Event Operations:
Event Operations Director makes sure we have all necessary permits to hold the event as
well as getting the timing system and the safety equipment.

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Section 2: Meetings and Communication
OVERALL
Make sure you go to all the meetings when able so you don’t miss out on important
information. Your director isn’t going to search out each individual person that didn’t attend the
meeting to explain to them what was discussed.
Section 3: Race Director
JOB DESCRIPTION
In charge of making sure all committees understand what they are doing. Make yourself
available for questions and any help that a committee member might need.
VENUES
Willamette Park
OSU Campus
Avery Park
On OSU Campus to Off Campus and Back
Types of Courses:
Standard Loop - They are one giant loop, often sharing the same road for the start and the finish.
Point to Point – A point to point is a simple course starting at one point and ending at another
point. However, this course can be difficult to manage. Often the race will have to provide
transportation to or from the start line.
Multiple Looping – A multiple looping course runs around the same loop 2 to 3 times to equal
3.1 miles. This is the most cost effective and easiest course to manage. It will decrease the
number of police and volunteers needed and increase spectator support. It gives spectators a
chance to see their family members pass by more times, you can think of theme-related lap
markers (we handed out different colored mardi gras type beads for each lap) and it reassures
first time racers that they can always stop after the first or second lap if they need to.
Out and Back – An Out and Back course is straight out and straight back on the same road. This
is also an easy course to manage and will decrease the number of police and volunteers needed.
FEASIBILITY REPORT
To begin planning the event, a feasibility report should be conducted as soon as possible.
The purpose of the feasibility report is to gather data and information to determine the best date
to hold the event. Information included in the report focuses on the weather, other events that
could cause competition for attendance, the target population, attitudes towards the event,
facilities and services available, community support, community reputation and possible
sponsorships.
Most of the time this section will already be done but if you don’t have a date yet this is
how to put it together. Start by opening the feasibility master report it is located on the Brain >
Programs > Youth Running Programs > Feasibility. To complete the feasibility report you just
need to fill out the weather section, competition, and locations for your event.

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TIMELINE
The event timeline is a schedule that shows when tasks need to be completed. Break it up
into each committee and then write the subtasks underneath. The timeline should be broken up
into time increments that are feasible for your event deadline (ex: 3 month, 1 month, 1 week and
1 day). After each time period is up, committees should all meet and check back in with each
other. This way, each group is kept up to speed on what has been accomplished and check-ins
becomes a mechanism for addressing accountability as well as enabling timeline modifications.
TIME LINE
Event Director
Task: Who: Date Due: Done?
Example Timeline:
3 Months Out
MarketingandPublic Relations
Create registrationflyers andstart distribution
Create press release
Create t-shirt designs
Facilities, Risk Management & Equipment
Scout andreserve venue
Figure out communications system
Food, Decorations, &Entertainment
Contact possible foodsponsors
Contact sponsors about raffleprizes
Finance, Budget, Volunteer & Registration
Develop a budget
Event Operations
Obtain permits fromuniversityandcityforrace
Decide on race routes
1 Month Out
MarketingandPublic Relations
Send out press releases
Send t-shirt design toprinters
Decide on awards
Get awards
Facilities, Risk Management & Equipment
Reserve equipment such as tables andchairs
Locate radios to use on event day
Food, Decorations, &Entertainment
Confirm foodsponsors
Get a list of signs from all groups
Fill out soundpermit
Finance, Budget, Volunteer & Registration
Create a registration process plan
Begin trackingall donations andexpenses as theycomein
Recruit volunteers
Event Operations: Get timingsystem, Confirm therace route, look for
a timingsystem,Begin trainingevent staff

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FeasibilityReport(If needed) Director
Obtain venue permit Director/Assistant
Confirm Venue Reservation Director/Assistant
Create Timeline Director/Assistant
Committee Job Description and
subcommittees Director/Assistant
Committee Packets Director/Assistant
Committee task sheet Director/Assistant
Volunteer Job Description Director/Assistant
Create event Set up map Director/Assistant
SUPPLIES & EQUIPMENT
Include the following on your clipboard:
 Race Day Timeline
 Important Phone Numbers
 Copy of Map of the Courses with Course Monitors
 Copy of MC Script
 List of Equipment Needs
 List of Volunteers (names and duties)
PRE-EVENT
EVENT DAY
POST-EVENT
Section 4: Marketing and Public Relations
Sponsorship
JOB DESCRIPTION
Sponsorship subcommittee: Is responsible for obtaining most of the race sponsorship sales and
making sure that, once sponsorships are sold, the sponsoring company gets everything they are
entitled to as outlined in the sponsorship agreement. The person should be well connected
within the business community, have sales skills and thorough knowledge of CARDV (Center
Against Rap and Violence) and mission. This committee needs to stay in close contact with
Marketing/Publicity and the Development officer.
Responsibilities include:
 Obtains and distribute door prizes, raffle prizes and team prizes.
 Assists the M.C. day-of-race, with raffle, team and door prizes.
 Works with the Family Fanfare chair on obtaining food items and vendors
 Thank you letters to sponsors

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 Managing sponsorship sales
 Customizing the sponsorship package
 Serving as sole contact for sponsors – before, during and after the race
 Managing billing and receipt of sponsorship money and in-kind payments
 Performing post race follow-up
Prepare a Sponsorship Proposal
A comprehensive sample Sponsorship Proposal is included on the compact disk which
accompanies this Race Manual. You will want to tailor the proposal to fit your race. The
Sponsorship Director will be responsible for managing this document. Listed below are the keys
to a quality Sponsorship Proposal. This topic is addressed in more detail in the Sample Proposal.
Keep it Simple – Your most likely sponsors will be local business owners who are unlikely to be
contract experts. Provide them with information on the national program, your local council and
the marketing value your sponsors will receive.
Services Provided - Determine the services that you can and cannot provide to your potential
sponsors. Do not commit to anything you are not prepared to provide.
Sponsorship Level Values - Make sure the cash or in-kind values of each sponsorship level
matches the services provided.
Professionally Printed – Have your proposal professionally color printed if possible. Your
proposal is an impression of how well the race is organized.
Creativity – Be creative when tailoring your proposal. Add local program pictures, graphics or
change sponsorship level names.
TIMELINE
Sponsorship Committee
Task: Who: Due Date: Done?
Who's working
on each task
Complete Sponsorship Package Sponsorship
Create listof all sponsors Sponsorship
Gather all sponsor logos Sponsorship
SubmitRisk Managementissues
pertaining to your group Sponsorship
Assess values ofALL donations to
finance committee Sponsorship
Submitvolunteer evaluation questions Sponsorship
Submitparticipantevaluation questions Sponsorship
Give final listof prize/ raffle/ auction
items to give to Awards Committee Sponsorship
Check to see if you have all your
equipment/supplies together Sponsorship
Send out thank you cards for sponsors Sponsorship
Give budget information to Budget
committee Sponsorship

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PRE-EVENT
EVENT DAY
Help event by being a volunteer.
POST-EVENT
Send out the thank you card to all the sponsors and donors.
Awards
JOB DESCRIPTION
In charge of keeping track of what awards we have received from sponsors and donations.
You need to relay all awards and raffles to Fanfare Committee before event day.
TIMELINE
Awards Committee
Who's working on
each task
Create final listof prize/ raffle/
auction items Awards
PRE-EVENT
Work with the fanfare committee so they have all the awards information and
prizes to hand out the prizes.
EVENT DAY
 Awards area functioning:
o tables/chairs
o podium/announcing stand
o PA system
o awards display area, with awards arranged in order of distribution
o results posting board/area
Race Finish -There is no other feeling in the world like finishing a tough race. The
last one hundred yards will often determine whether or not participants sign up for
next year’s race. A great finish line can take a tired and beaten participant and
transform her into an Olympic Gold Medalist, at least for a short while. Professional
race organizers like Ironman USA and Elite Racing, spend thousands of dollars on
finish chutes, archways, banners, supersonic sound systems, fireworks, and
professional emcees to bring the racers home. They do a great job of getting the
spectators and volunteers involved and creating a feverish cheer of support, all the
way down to the final finisher. For most participants, it is the only thing about the

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actual race they will remember, so make it special. Build a glorious finish line chute,
archway and play fun music. Have volunteers directing finishers back to the cheering
sections or to the post-race celebration area. Have a charismatic or celebrity emcee
armed with a devilish with who can create a fun atmosphere and you will see nothing
but huge finishing grins! Make sure to provide your emcee with a list of your
sponsors to thank periodically throughout the entire event.
Awards - The Event Director should start the awards celebration just before or soon
after the final finisher. If you wait too long, people will start to leave. The Event
Director should start by thanking all the finishers, volunteers and sponsors, then move
directly into the awards. Do not drag out the awards.
POST-EVENT
Inventory any leftover awards
RESULTS
Data Entry: This person will be entering in scores and preparing awards and prizes.
 Results area functioning:
o isolated area close to finish line
o tables/chairs
o electric power hook-up
o typewriters, word processor and printer
o copying machine
o telephone/fax
o pre-printed awards/results sheets
Awards Area
If you want to have a specific area for Awards some items that may be needed would
include Balloons, PA system and a table to place awards on.
Marketing and Publicity
JOB DESCRIPTION
Marketing and publicity is responsible for securing the tools necessary to market
the race. This person should understand how to promote the race via television, radio
and print. She or he should also understand the benefits of public relations.
 All marketing and publicity which includes; website, press releases,
newspaper and/or radio ads, flyers, registration brochures, posters,
sponsorship posters, Thank you ads etc.
 Provides updates for the website.
 Make sure nothing goes to print without appropriate approval.

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 Acts as a liaison with designer for all publication, marketing and t-shirt design
materials.
 Works closely with Sponsorship subcommittee on final list of sponsors to
designer.
 Coordinates printing and distribution of all marketing materials.
Television – Television advertisement is very expensive. Try to sell a sponsorship to
a local affiliate in return for ten second spots or short announcements. Contact the
local news and see if they will air a short piece on the program or highlight an
individual’s effort in the program. Be creative in your approach. For instance, if there
is a “health desk reporter,” contact her with facts about girls and health. Or try the
community outreach reporter, the sports reporter, or even the business reporter
(“Business helping the community” angle).
Radio – Radio, like TV, is very expensive. Try to sell a sponsorship to a local station
in return for advertisement slots and a music van or live coverage at the race. Most
radio stations are familiar with handling sponsorship requests and will have a
marketing liaison for you to work with.
Advertisements – Local newspapers, sports and running journal advertisements can
be an effective marketing tool. Some papers will run your advertisement for free if
they have unsold space to fill or as an in-kind sponsor. If you chose to purchase the
advertisement, negotiate the cost, size and location. Print ready logos appear on the
compact disk accompanying this booklet.
Brochures, Posters and Flyers – Blanketing your community with brochures, posters
and flyers is one of the best and most effective race marketing techniques. Have a
strategy meeting with your committee and map out a plan to cover the area from
which you hope to draw registrants.
Don’t forget the suburbs and nearby communities and colleges. Focus on the
locations runners and possible participants frequent, including running stores, gyms,
parks, bagel shops, health food stores, coffee shops, kids’ stores, schools, recreation
centers, after school programs, community centers, etc. Contact other race directors
and share the opportunity to stuff brochures in each other’s race packets.
Bulk Mailing - See if you can get a local mailing list from other races or running
clubs. You can hire a mailing service or do this yourself. Research bulk mailing rates
to save money. Your race brochures are designed for this type of marketing.
Other Races in Your Area – Research other local races and, in addition to stuffing
your brochure in their race bags, see if they will let you set up a table at their race to
distribute your brochures and solicit volunteers.
Many runners may routinely toss the paper materials in their race packets, but your
actual presence (especially if you have a nice display board about your program and
maybe a banner) will heighten awareness of your race with the running community.
Registration Tables – If you are in a city with a downtown area, or if there is an area
of your community where many people congregate, consider setting up a table in a
heavily trafficked area during peak traffic times (lunch? Saturday morning?) to hand
out brochures, accept registrations, and generally raise awareness about your race.
Again, a good display board and banner, or other eye catching materials will help in
your cause.

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E-mail – E-mail blasts and e-mail distribution lists are an excellent and FREE way to
send out your race information. Ask your sponsors, local running clubs and local
companies if they will send out your race information to their distribution lists with a
link to your online registration or web site. Send a race information e-mail to all your
coaches and friends and ask them to forward it to their personal lists. If you include a
request for email addresses on your brochures, and if your Registration Director is
diligent about creating a group email with these addresses, you can send out weekly
updates for all those who have registered.
Web Links – See if you can add a web link or online registration link to other
companies, races and club web sites. A lot of community web services and sites will
do this for free and let you post all your race information.
Signs – Create signs to hang along busy intersections or running paths with
registration information. Don’t hesitate to use coaches, program participants and any
other supporters. Ask them to post signs in their yards, at their businesses, or
anywhere they have permission to do so.
Keep your signs simple. Use the race logo. Give the date. Then, reference the online
registration web address, or if you are not using online registration give a phone
number. If you design these signs well, you can use them again and again by simply
covering the date with a new date with Velcro on the back which the sign company
can produce for you.
Invitations – Personally invite running groups and clubs, sponsors and companies to
participate. Ask if you can speak about your race at their next meeting. Speaking at a
meeting is also a great source for volunteers. If you are having a “women’s only”
race, target women’s groups and clubs.
Word of Mouth – This grass-roots marketing strategy is FREE and has passed the test
of time. Tell everybody you know to tell everybody they know, to tell everybody they
know that you’re having a race and how to register! Remind everyone on your race
committee every time you meet to tell 10 new people every day about the race.
Logo
KidSpirit holds many races where you need to use specific logos for advertising.
There are multiple colors for each logo so you can choose whichever one you would
like to advertise. All of the logos are on a CD that Karen has in her office.

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TIMELINE
New Balance GOTR 5K
Who's doing
each task
Front of T-shirtDesign (JustLogo) Marketing
Create Race Poster Marketing
Create Registration Flyer Marketing
Send poster and flyer to printers Marketing
Create Thank-you Card Template Marketing
pertaining to your group to risk
managementcommittee Marketing
Press Release (keep sending out until
race) Marketing
Gazette Times Marketing
Barometer Marketing
Distribute Flyers All Over Town Marketing
Let PAC Instructors know Marketing
Email pastparticipants Marketing
Back of T-shirt design Marketing
Submitvolunteer evaluation questions
to evaluation committee Marketing
Submitparticipantevaluation questions
to evaluation committee Marketing
Place t-shirt pre-order with artwork and
general count Marketing
equipment/ supplies together Marketing
Place T-Shirt Quantity Order Marketing
Thank you cards mailed Marketing
Submitbudgetinformation to budget
committee Marketing
PRE-EVENT
EVENT DAY
T-shirts/other give-away items obtained
Sponsors Check in and Setup -The Sponsorship Director will meet the sponsors
at the race site and direct them to their booth for set-up. T-shirts are provided to
all sponsor representatives to wear during the event. The Sponsorship Director
will be the liaison for all the sponsors’ needs. Make sure the higher level
sponsorships get the most visible and accessible booth spaces. Booth space
around the food will usually get more traffic. Always ask if the sponsor needs

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assistance while setting up or distributing product or information. You may want
to assign a volunteer to the sponsors to whom you want to give special treatment.
Vendors Check in and Setup -Make sure all the vendors, such as race
management, ice and portable toilet companies, know where and what time to
arrive. Prior to race day, vendors should have established contacts and contact
information, in case they have any trouble.
POST-EVENT
 Press release with results
 Post race stories/photo's to press
 Post race mailing to participants
 Thank you’s to sponsors, volunteers, contributors, municipalities, facility
owners

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Section 5: Facilities, Risk Management and Equipment
Race Mechanics
JOB DESCRIPTION
Race Mechanics: in charge of everything directly associated with the race portion of
the event. Responsibilities include:
 Design and oversee race course
 Start and finish line banners and archways
 Obtain race equipment: signage, cones, stage, chutes, mile markers, bullhorn,
etc.
 Oversee water stops: water, table, cups
 Start and close the race
Once you have found your venue, you can decide where the start and finish lines
will be. Coordinate with the event operations committee to decide where the food
table, volunteer table, first aid tables, and registration tables will be set up.
Team job description
 Work with other groups to coordinate necessary functions at event
 Provide detailed course map for race
 Obtain and coordinate a timing system for the race
 Coordinate with Event Operations Committee to create a site map if needed
that shows where all tables, tents, chairs, etc. will be located
 Train event staff
 Confirm use of supplies and buildings
 Obtain permit for course
 Get cones, jackets, and stop signs
 Fill water jugs the morning of race
 Set up: Course, audio, finish line, balloons, taping cords down, tables and tent
 Greet participants
 Manage Water Stations
 Clean Up
 Well Known/Central Location – Choose a site that is well known in your
community and centrally located. Make sure you have detailed directions to the
site listed on your web site, brochures, posters and flyers. Detailed directions will
help your participants to arrive on time, which in turn, will help with the race day
registration process and getting the race started on time.
 Indoor Back-up Plan/Facility – If possible, choose a site that has an indoor
facility or large covered area. Participants will not show up or hang around for the
post-race activities in bad weather. Renting a tent is an option, but is very
expensive. Explain the rain back-up plan on your web site, brochures, posters and
flyers.

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Jan. 26
 Race Course – Your race site will often determine your race course.
 Parking – Make sure there is ample parking close to the event site. Parking is a
participant’s first and last impression of the race. List the available parking on
your web site, brochures, posters and flyers. Consider putting up directional signs
and “reserved” parking signs on race day.
 Bathrooms – Make sure you have ample bathroom facilities. This will help in
getting everybody to the start line on time. The rule of thumb is that you have one
bathroom per one hundred participants. You may want to rent portable bathrooms.
NOTE: Make sure your bathroom facilities comply with local and federal law for
handicapped participants.
 Storage -Having secured storage space near the race site is a huge plus. This will
save you hours in set-up time and having to haul food, beverage and equipment to
you race site on race day. If you do not have race site storage, make sure you have
plenty of time to get everything you need to the site.
 Seating – Make sure you have ample seating for elderly spectators and tired
participants. Keep in mind your plans for the finish line celebration.
 Large Pre-race and Post-race Gathering Area – It is important to keep all your
race participants in one area – for logistical purposes and for the festive
atmosphere. This is the area where all your sponsors will set-up.
 Sponsors will want to be surrounded by your race participants so they can
advertise their services or distribute sample products. Post-race food and
beverages will be in this area. Keeping your participants in one area will help in
communicating with them and in building pre and post-race excitement.
 Trash Cans – Make sure you have plenty of trash cans and recycling bins. This
will save you clean-up time. Check on any municipal requirements for trash
pickup after the race.
 Electricity – Make sure you have access to electricity in your pre and post-race
gathering area. Do not assume the electricity is turned on if there are outlets;
check it out. Make sure you have the right outlets for the equipment you will be
using. You will need electricity for music, public address system, lights, etc.
 Course Monitors/Crossing Guards: The number of course monitors/Crossing
guards will depend on the location and size of the course. The course monitors
should be placed at difficult areas of the course
 Course Monitors: Monitors will be assigned a specific part of the course and
will monitor this area for any emergencies and to help racers stay on course. The
monitors could be on bikes or stationed in one spot.
 Crossing Guards: Depending on the course you may need to have people
volunteers stopping traffic throughout the course.
 Water station monitors: Water monitors will hand out water to the racers as they
pass. They will also encourage the racers as they push on.
 Course clappers: This is an optional volunteer that may be used on different
types of races such as Girls on The Run 5K. The Clappers may be involved in the
race or be race monitors who are encouraging and clapping for the runners
Finish Line
Timers: This all depends on your timing system??

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Jan. 26
TIMELINE
Race Mechanics Committee
Who's working on
each task
Obtain Timing System Race Mechanics
Create Signs Sizes Race Mechanics
Edit Course maps ifneeded Race Mechanics
Create signs for course Race Mechanics
pertaining to your group Race Mechanics
evaluation committee Race Mechanics
Submitlistof how many volunteers
needed Race Mechanics
Submitbudgetto budgetcommittee Race Mechanics
Submitparticipantevaluation questions
to evaluation committee Race Mechanics
equipment/supplies together Race Mechanics
PRE-EVENT
EVENT DAY
 Start/Finish line equipment in place:
o pace/seeding signs (This is the placement of runner at the starting line –
Faster runners in the front, GOTR runners in the back.)
o finish tape
o chute materials (stanchions, rope)
o digital clock
o chronomix timers
o computer system (working)
o recording sheets, clipboards, pencils for timers, select timers, bib number
recorders
o bar code spindles (if applicable)
o tables/chairs
o electric power hook-up (generator)
o water station set up
 Course material in place
o mile/kilometer markers
o directional arrows
o water/aid station marker
o communication equipment/personnel (ham radio volunteers)
o stop watches for mile split callers
 Water station materials in place:

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Jan. 26
o water/electrolyte replacement fluid
o cups, pitchers
o tables
o barrels/trash bags
o rakes (for clean-up)
Race course
The things you need to complete with your race-course setup will depend on
whether or not you hired a race management company. Race management companies
can be hired to do everything involved with a race course or provide select portions
for the race course. Make sure to predetermine what is needed for your course. Here
is a list of things you will need for your course:
 Volunteers
 Start/finish banners
 Finish archway
 Digital finish line clock
 Cones
 Finish chutes
 Mile markers
 Spray chalk
 Water stop supplies (table, water, cups, trash bags)
 Lap “markers” if you are doing a lap course
Pre-race and post-race area
Layout the pre-race and post-race areas, keeping in mind that you want all your
race participants to stay together. Create the area so people can move easily around to
visit sponsors, food and beverage tables. Don’t forget to set up a GOTR booth to hand
out information, collect donations and perhaps sell merchandise. Here is a list of
things you will need for your pre-race and post-race area:
 Volunteers tables and chairs
 Food and beverage
 Table covering
 Music and PA system
 Sponsors banners
 Toilets
 Tools
 Awards
 Decorations
 Signs designating each area
 Tents
POST-EVENT

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Jan. 26
Risk Management
JOB DESCRIPTION
The risk management plan is how all staff and volunteer members working on the
day of the event will know how to act in the case of an emergency or participant
injury. The crisis plan needs to give pertinent information such as emergency contact
numbers and who to go to for first aid treatment. Take into account all kinds of
possible injuries that could afflict participants from dehydration to hypothermia to
broken bones and know what to do for each.
If local EMT are staffing the first aid station they may want to bring their own
equipment. Find out ahead of time what you will need to supply. Some supplies may
include; water and cups, first aid kit, chairs, table, mat for lying down on and a
canopy for shade or staying out of the rain
Major Course Issues:
Safety – Always keep in mind the safety of your runners, especially youth runners,
when determining your course. Do your best to limit intersections, roads with high
traffic volume, roads with high speed limits, and roads with blind corners and sharp
turns. Evaluate the road surfaces. Make sure to have a level running surface and
properly mark all pot holes or potential hazards.
Police Support – Police support may be one of your largest race expenses if you
design a course with a lot of intersections. Most parade permits will require you to
have a uniformed police officer at every intersection on your race course. At seventy-
five dollars per police officer, a city course can be very expensive. Barricading streets
is often more cost effective, but requires additional course monitors, set-up and break
down, not to mention the cost of the barricades. Always ask if barricades are an
available option and at what cost. You will probably need volunteers to put the
barricades up and this is a time consuming task.
Course Monitors – In addition to police officers, you should have a volunteer course
monitor at every intersection to direct runners and help in the event of an injury.
Water Stops – Have at least one water stop during the race. If the weather is hot,
you may want to consider two water stops. Make sure you have more than enough
water and that many cups are poured prior to the race start. Teach your water stop
volunteers on how to lead runners when passing them a drink. Sports drink, in
addition to water, is a nice option and can often be obtained as an in-kind donation.
Signage - Make sure your course is clearly marked. Have mile-marker signs, water-
stop signs and course-direction signs/arrows clearly posted and marked. “Spray
chalk” arrows on the street are a quick and effective way to make sure your runners
stay on course.

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Jan. 26
Start and Finish Line - Keep your start and finish lines as close to the pre and post-
race gathering area as possible.
Course Difficulty – Do not make your course overly difficult. Avoid large hills and
rough surfaces. Keep in mind that this is the culminating experience for your Girls on
the Run participants.
TIMELINE
Risk Management Committee
Who's working on
each task
Contact City/County to let them know
aboutour new upcoming race (for
safety help) Risk Management
Create a documentof all risk
managementissues for all groups Risk Management
Secure First Aid Staff Risk Management
Secure First Aid Supplies & Paperwork Risk Management
needed Risk Management
Submitbudgetto budgetcommittee Risk Management
equipment/supplies together Risk Management
PRE-EVENT
EVENT DAY
 Medical area set-up
 isolated, covered area near finish line
 supervising MD and qualified nurses, EMT's
 ice, IV's, hot and cold fluids, cots, blankets
POST-EVENT

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Jan. 26
Evaluations
JOB DESCRIPTION
The evaluation committee is responsible for creating evaluation s for participants,
volunteers and staff to gain constructive feedback that is relevant to the event. The
information from these evaluations will help to improve more on future races.
TIMELINE
Evaluation Committee
Who's working
on each task
needed Evaluations
Submitbudgetinformation to budget
committee Evaluations
Collectevaluation form questions from
all other committees Evaluations
Create volunteer evaluation form Evaluations
Create participantevaluation form Evaluations
equipment/supplies together Evaluations
PRE-EVENT
 Create all evaluations and have them checked by event director to make sure
nothing is missed.
 Print evaluations
EVENT DAY
Hand out the evaluations to the volunteer table and other people that are willing to
participate in the evaluations.
POST-EVENT
Calculate the evaluations forms to find out what people thought of the event and
how it could change for the next race.

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Jan. 26
Section 6: Food, Decorations and Entertainment
Refreshments
JOB DESCRIPTION
The refreshment committee is responsible for obtaining refreshment for the day of
the event. They are also responsible for connecting with the race mechanics and
fanfare directors for placement of refreshment stations for participants, supporters,
volunteers, staff, and vendors.
TIMELINE
Refreshment Committee
Task: Who:
Due
Date: Done?
Who's working on
each task
Work with sponsorship committee
to find sponsors to donate food Refreshment
Find food supplies for event Refreshment
Find table cloth for tables Refreshment
PRE-EVENT
 Organize what food will be at the event
 Make sure all the food has been gotten for the event
EVENT DAY
 Get all dry food and drinks
 Get food out of refrigerator if there is any.
 Refreshments area functioning:
o tables, trays
o ice
o cups, knives, forks, spoons (depends on foods available), napkins
o trash barrels/bags
POST-EVENT
 Put food away
 Help take down tables
Fanfare/Entertainment
JOB DESCRIPTION
Family Fanfare/Entertainment Committee: Works with Development Officer on
invitation letters for vendors and sponsors. Supplies information on tents needed for
Family Fanfare. Also responsible for locating and inviting musicians and makes sure
entertainment has appropriate supplies. Supplies set up needs to the set up

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Jan. 26
committee. Thank you letters to all Funfare participants and entertainers need to be
sent out also. Responsible for locating and inviting musicians. Obtain appropriate
supplies for the entertainment. Supply set-up needs to the set-up chairperson.
 Locating Musician
 Sends “thank you” letters to Fair participants and entertainers.
 Obtain appropriate supplies for fair and entertainers
 Create list of supply needs and tents
Information booth Staff: Those working at the information booth will need to have
knowledge of the race and the organization putting on the race. They should also
have basic knowledge of upcoming events and Sponsors
Food Booth Staff: Those working the food booth will need to know where to get
more food and beverages if not located on site. They will need to prepare the food
which may be cutting fruit, bagels, and muffins and placing on serving trays.
Greeter: This person should be outgoing and in the crowd talking to people,
showing them where to go and available to answer any questions or knows where to
find the answer.
Starter/Announcer: It is nice to have a celebrity Starter/Announcer. This person
should have a script. They will Read through the script thanking sponsors and
participants and will also give warnings for when the race will start. This person
could also be the starter for the race. This person may also announce the awards.
Announcer: Could be the same person who announced at the start of the race. This
person will announce the winners in each division and the Raffle drawing if available.
 Runners' information prepared for distribution and/or posting on race day:
o medical/weather information
o timing/starting line-up information
o course map with mile markers and aid stations
o clothing/check-in/changing facilities/showers results posting

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Jan. 26
TIMELINE
PRE-EVENT
EVENT DAY
Race Start -The Race Director should line up the race participants at least ten minutes
before the actual start. This will help with the stragglers and last minute registrants.
Play uplifting music to energize the crowd and build the excitement. With three
minute to race start, the Race Director needs to address all the participants. For small
races a bull horn will work, but a PA system is best. The Race Director should:
 Thank all the race participants for having the courage to sign-up and let them
know they are running for a worthy cause,
 Thank all the wonderful sponsors BY NAME that made the race possible,
 Briefly go over the race course and note any possible hazards, like a busy
intersection
 GET THEM EXCITED!
 Start the race with a siren or unique sound and make sure everyone can hear it.
POST-EVENT
Fanfare Committee
Who's working
on each task
Secure Arch with the athletics department
(Beaver Boulevard Arch or different one) FanFare
SubmitRisk Managementissues pertaining
to your group to evaluation committee FanFare
Find celebrity race starter FanFare
Get Master of ceremonies Fanfare
evaluation committee FanFare
Submitparticipantevaluation questions to
Daniel FanFare
Obtain decorations FanFare
Get retail items in order (Merchandise) FanFare
Submitlistof how many volunteers needed FanFare
Submitbudgetto budgetcommittee FanFare
Check to see if you have all your equipment/
supplies together FanFare
Create Announcer Script FanFare
Determine prize categories FanFare
Obtain live music FanFare

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Jan. 26
Section 8: Finance, Budget, Volunteers and Registration:
Registration
JOB DESCRIPTION
Registration Committee- is responsible for all aspects on registration and race packets
and works closely with the Marketing/Publicity committee. Also works with the t-
shirt committee to give them estimations of early registrations. Responsibilities
include:
 Database of race registrants for future mailings
 Send out email updates regarding the race.
 Coordinates the set-up of registration area, staff, and day-of-race registration.
Prepares and Distributes runners packets (bibs, safety pins, t-shirts).
 Receives all mail-in registrations and collects registration forms and fees from
late participants.
The registration process needs to be set up in a way that is easy for participants to
understand and easy to keep track of all information coming in. If you put all the
information of each participant on one page it will make it easier for outsiders to
understand the information. As part of the registration process, the price to
participate in the event needs to be established and the registration flyer needs to be
put together. The registration committee should collaborate with the marketing
committee with the flyer. Once registration forms start to come in, it is a good idea to
keep forms separated by pre-registered and day-of-registration. They can then be
organized by last name and separated out by who has paid and who has not.
On the day of the event, participants can check in at registration tables that are
separated by pre-registered and day-of registration. Both areas should be broken
down into 3 groups: A-J, K-P, and Q-Z. This will help keep the registration areas
from becoming backed-up.
Registration Check In staff: the registration booth should have an area for pre-
registered check in and Day of Race registration
 Pre-registered Check in staff: This volunteer will check in pre-registered
racers. They will make sure all their information is correct and give the racer
the race packet which will include a course map, bib number, and t-shirt
(these packets should already be put together)
 Day of race registration check-in Staff: Those who didn’t get signed-up
before the race will need to fill out a registration form and pay (if required).
The Day of Race Registrar will assign a bib number to the race and mark their
bib number assigned. Shirts may be given to the registrant or could be
available for purchase.
 Race numbers/Safety pins obtained
 Registration data system established
 Entry forms filed in alphabetical order and entry fees deposited

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Jan. 26
 Provide sponsors with t-shirts during the event
RACE PACKET
 T-shirts
 Bib Numbers
 2 or 4 Safety pins (pre pinned on bibs)
 Any other race information on other races
TIMELINE
Registration Committee
Who's working on
each task
Set up Registration database Registration
Set up online registration (Active.com) Registration
pertaining to your group to Daniel Registration
Set registration drop-offpoints and
collection times Registration
Registration packetprocedures
finalized Registration
to Daniel Registration
Submitparticipantevaluation
questions to Daniel Registration
needed Registration
Submitbudgetto budgetcommittee Registration
SubmitRegistration info to timing
person with bib numbers Registration
equipment/supplies together Registration
Put bib numbers in packets Registration
Supply Timing person with a
spreadsheetofnew racers Registration
Update registration spreadsheetwith
day-of-event participants Registration
Create event demographics Registration
Manage registration database Registration

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Jan. 26
PRE-EVENT
Items to get before the event
 Cash boxes (at least 2)
 Petty cash
EVENT DAY
Pre-registered runners area
 list/printout posted
 number pick-up
 t-shirt/packet pick-up
Post-registration area set up
 entry forms/pens/pencils
 race numbers/pins
 race packets
 cash box/change
Race day registration and packet pick up
Keep race-day registration and packet pick-up together in an area away from your
start line. Your Registration Director should take the lead with volunteers and create a
process to minimize any confusion. Be prepared for some “lost” online registrations,
and decided on how you will treat these. Generally, if someone said they had
registered online, but we did not have them listed, we just accepted their word and
gave them a packet. Here is a list of things you will need: signage directing people to
the registration/pick up site signage for the tables (e.g. “A-F pickup,” “G-N pickup,”
“Registration”) etc. multiple copies of your registration lists, both mail in and online
volunteers tables
T-shirts stuffed race packets and extras to make more registration brochures pens cash
box with change.
POST-EVENT
Clean up your section after the event is over keeping everything in order. Next
help take down other stations at the event

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Jan. 26
Volunteers
JOB DESCRIPTION
Volunteer Committee: This committee is responsible for communicating with all
committees to determine volunteer needs. They will recruit and train race volunteers
prior to the start of the race. This committee needs to supply the number and sizes of
t-shirts required for all volunteer. They also need to send out thank you letters to all
the volunteers. This committee also needs to put together a group to do
communications during the event.
 Recruit and train volunteers
 Update volunteer contact list (past and current volunteers)
 Send thank you letters to volunteers
 This staff will be responsible for checking in all volunteers. They will let
them know what jobs they are assigned if available and let them know when
the volunteer meeting will be. They should also make sure that their contact
information is correct and if they are interested in helping with future events
Volunteer committees established and captains appointed for:
o registration
o publicity and promotion
o sponsors and donations
o timing and scoring
o medical
o aid stations
o course security/marshals/communications
o results posting and distribution
o awards
o refreshments/clean-up

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Jan. 26
TIMELINE
Volunteer Committee
Task: Who:
Date
Due: Done?
Who's working on
each task
Walk Course Volunteer
Review and revise course maps Volunteer
Review and revise job descriptions Volunteer
Meet with Event Director Volunteer
SubmitRisk Managementissues pertaining to
your group Volunteer
Confirm volunteer amountwith women in sports
class Volunteer
Create volunteer pre-event notice (welcome &
info) Volunteer
Submitvolunteer evaluation questions Volunteer
Submitparticipantevaluation questions Volunteer
Confirm volunteer book put together Volunteer
Submitbudgetinformation to budgetcommittee Volunteer
Send out pre-event notice to volunteers Volunteer
Check to see if you have all your equipment/
supplies together Volunteer
Create Check-in sheets for day of event Volunteer
Help with Thank you cards template Volunteer
Send out thank you cards Volunteer
Submitbudgetto budgetcommittee Volunteer
Work with recruitmentcommittee to find
volunteers Volunteer
PRE-EVENT
EVENT DAY
Volunteers -Prior to race day, the Volunteer Director will have a detailed list of all the
volunteer positions needed and a brief description of each. They will have recruited
more than enough volunteers needed in case of some “no shows.” Have all the
volunteers meet at a predetermined area near the race site (mark this area with a large
VOLUNTEERS sign, and have some refreshments available there) an hour or two
prior to race start. Have the Volunteer Director:
 Meet with the volunteers to assign duties and to keep track of who is doing
what.
 Distribute race T-shirts to all the volunteers and ask them to wear it
throughout the event
 Collect volunteers names, addresses and phone numbers for follow up after
the race.

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Jan. 26
 Ask all volunteers to help with setup and, if possible, help with clean-up.
The Volunteer Director will determine which volunteer does what job during the race.
Fill the most crucial volunteer positions first. Your parade permits may require you to
have course monitors at certain intersections, which take priority over helping cut and
serve bananas. The list of volunteer positions you may need: setup/clean-up, course
monitors, water stop, race sponsor setup, registration, food and beverage, race
management and parking.
 Volunteer/Official area assembled
o tables/chairs/signage posted
o coffee/refreshments
o t-shirt/official identification
o instructional briefings prepared
POST-EVENT
Communication
JOB DESCRIPTION
This group is in charge of assisting people during the race to make sure everyone
has what they need.
PRE-EVENT
Help set up the event stations.
EVENT DAY
Race Day Committee Meeting and Communication - Meet at the race site two to three
hours before participants are scheduled to arrive. Go over the race day section on
your Activity Time Line and make sure everyone has a clear understanding of his or
her responsibilities for the day. Know each other’s responsibilities so you may direct
vendors, volunteers, etc. to proper locations or to other committee members. Have
race-site and racecourse maps available for the committee and all your volunteers.
Communication is key race day. Make plans to have walkie-talkies or cell phones for
all committee members. Consider getting a local cell phone company or electronics
vendor to act as an in-kind sponsor by providing short term cell phones or walkie-
talkies. Create a master contact list with your race committee’s cell phone numbers
and your vendors’ phone numbers. Remember, too, that one of your objectives is to
create a “glorious celebration” – so celebrate with your committee and keep that
attitude and spirit throughout the hours to come.
POST-EVENT
Fill out evaluation forms and help everyone take down their stations.

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Jan. 26
Running Buddy
JOB DESCRIPTION
Running Buddy: is in charge of recruiting running buddies for the Girls on the
Run and or Chefs in Motion participants, having the buddies fill out the running
buddy applications and getting background checks. They also need to organize thank
you cards for both the running buddies and the kids that participate.
Responsibilities:
 Keep track of all kids wanting a running buddy
 Creating a database to match kids with running buddy
 Keep track of any changes between each partners
TIMELINE
Running Buddy Committee
Who's working on
each task
Organize the running buddies and
match them up with the right
participants Running Buddy
Work with recruitmentcommittee to
find Running buddies Running Buddy
PRE-EVENT
EVENT DAY
Have running buddies and kids sign thank you letters to send out after the race.
POST-EVENT
Make sure the list of running buddies and kids are undated. Send out thank you
cards. In the thank you cards add information about the next upcoming race and ask
them to participate as a running buddy again.

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Jan. 26
Finance
OVERALL BUDGET

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Jan. 26
SUBCOMMITTEE BUDGETS
Using the budget template create an estimated budget for the event so the director
knows where he or she can spend with money. Make sure your updating the budget
as items are purchased or donated.
INVOICES
Invoices are a detailed list of goods shipped or services rendered, with an account
of all costs. Basically it’s an itemized bill. Invoices have terms of agreements which
can be discussed and changed. Here at KidSpirit we don’t give out invoices but we
will receive them. Here is an example of what an invoice could look like.
RECIEPTS
When someone purchases an item form KidSpirit they need to get a receipt
showing the purchase. If KidSpirt purchases an item from a company we need to get
the receipt and keep it will all the finance information as a reference.
REIMBURSEMENTS
A reimbursement is when someone wants their money back for the purchase of an
item. When doing a reimbursement you need to make sure the money is being
processes as it came in and then when you give the reimbursement you need to make
a record of who was reimbursed and for how much. When getting all this information
it is better if you keep all relevant information together.
IN-KIND
There are three different types of in-kind contributions. All three of these
contributions need to be recorded on the budget so we have a record of it.
 Donating items not money.

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Jan. 26
 Volunteers and staff donation time. This donation is tax deductable for the
people so we need to record their time. When applying for a grant if we can
show we have a lot of volunteer hours it will make it easier to receive the
grant.
 Trading one item for another. This would include prizes and raffles we are
receiving from people. This is recorded on the budget as an income when we
receive the prize and then when it’s given away it’s an expense.
TIMELINE
Budget/Finance Committee
Who's working on
each task
Proposed Budget Budget/Finance
Get budgets items from all
groups Budget/Finance
Final Budget with donations Budget/Finance

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Jan. 26
Section 9: Event Operation
JOB DESCRIPTION
Makes sure we have all necessary permits to hold the event as well as all non
course equipment. This includes
 Tables
 Chairs
 Tents, etc
PRE-EVENT
 Obtain city permits
 Obtain race day insurance
 Obtain emergency medical services
 Obtain and organize police services
 Obtain timing device/scoring (if applicable)
 Obtain Porta-Potties (if needed)
 Obtain equipment for everything not directly related to the course
 Timeline for choreographer
 Help with creating the set up map
Set Up “Race Central”: In charge of all aspects of set up for race day. Race Central
works with the Family Fun Fair committee, Entertainment committee and
Registration Committee. Tasks include:
 Obtain canopies, chairs, tables
 Obtain Porta-Potties if needed or make sure how many are around event
 In charge of set up and break down
 Race day timeline
 Are there connections for PA System
OBTAINING PERMITS
Apply for Permits and Services
You will need to apply for several permits and services for your race. Do not assume
that you will be accepted. Many times, competing events make police services
unavailable and you may be denied. Have a back-up date and race site. Take the time
to personally meet with the folks from your Department of Transportation, Parks and
Recreation, Emergency Medical Services, Police Special Events Services, School
Districts and Home Ownership organizations.
They will help walk you through the paper work and can be a valuable resource for
race equipment. Make sure to include them as sponsors when they volunteer services
or donate equipment. Building relationships and following proper procedure with the
respective organizations will assist in organizing future races.

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Jan. 26
Department of Transportation – Contact your Department of Transportation (or
other appropriate entity) for your parade permit. You will need your race site, date,
times, back-up plans and course map. They often work closely with all the other
departments listed below and can usually provide you with all the necessary contacts.
Parks and Recreation – If you choose to have your race at a county or city
maintained and operated park, you will often need to apply for a one day park permit.
Parks and Recreation can be an excellent sponsor in providing you with the use of
facilities and equipment.
Emergency Medical Services – Contact the EMS’s Special Events Coordinator to
schedule on-site service. You will need your date and times.
Police Special Events Services – Contact your Police Departments
Special Events Coordinator and set a meeting. You will need to bring a race course
map, dates, times, back-up plans and be prepared to discuss number of expected
participants, police coverage, volunteer assistance and safety details.
School Districts – If you choose to have your race at a school, start with the school’s
principal. He or she will direct you through the proper channels in securing school
facilities.
Home Owners’ Associations – If your race course runs through a neighborhood,
make sure to contact the Home Owners’ Association if applicable. This is often
overlooked and can create a lot of frustration on race day. You will want to have the
cooperation of the HOA if possible.
You should also consider delivering notices to those home owners who live on your
route inviting them to participate in the race and letting them know of possible
parking and traffic problems.
Insurance – Contact the company that provides you with general liability insurance
for your Girls on the Run Council and request one day insurance to cover the total
event. You will need to provide them with the details of the event, the race and
approximate the number of participants and volunteers. If this is your first rate,
overestimate to be sure you are covered.
Instructions on how to obtain a grounds use permit
The LaSells Stewart Center website has all the information to obtain a grounds use
pass on the Oregon State Campus.
 Go to the website: http://oregonstate.edu/lasells/groundusebasics.html
 Once on the main page, click on the Campus Grounds Use link.
 Then click on All Other Campus Grounds link
 Click on Campus Grounds Use Form
 Fill out to best of ability. There might be areas where you need to other
people’s contact information.
 Submit the completed form to the email address shown on the permit.
 The form should be sent a couple of weeks prior to the event.
During the months preceding the race, the following tasks should be accomplished:
 Municipal Permits
 State Permits

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Jan. 26
 Sanction (USATF-NE, P.O. Box 1905, Brookline, MA 02446), providing
insurance
 Certificates of Insurance
 Course measurement and certification
 Course miles marked
 Signage prepared for course and race site
 Police Liaison/details arranged
 Fire department notified
 Hospitals notified/Ambulance services arranged or notified
 Press/Course vehicles obtained
TIMELINE
Event Operations Committee
Who's working
on each task
Create Inventory listbefore received
items Event Operations
Obtain equipmentcheck listfrom
each committee Event Operations
Submitbudgetto budgetcommittee Event Operations
Create Inventory listafter received
items Event Operations
Confirm where your picking up
equipment Event Operations
equipment/supplies together Event Operations
Have all equipmentfor non course
activities Event Operations
Help with setup maps for non
course section Event Operations
Choreographer
PRE-EVENT
Create a check list of the time each activity will occur during the event. If they
need to be started at a certain time the choreographer need to keep track of it so they
start on time.
EVENT DAY
Keep event on track during the day so you aren’t there for hours.
Set-Up and Clean Up
JOB DESCRIPTION
Course Set-up Crew: Course set-up crew will be responsible for marking the course
and setting up any necessary road barriers. Course set-up crew will also make sure

44
Jan. 26
that the starting line and the Finish chute are set up according to the Race Mechanics
Committee. Place tables, cups, and water at all the watering stations and make sure
that the Course maps are placed accordingly
Booth Set up Crew: This crew will be responsible for setting up all the booths
needed for the race including the registration booth, information booth, Volunteer
booth and Food booth. Not all booths will require a canopy.
 Registration booth: will need to have Pre-registrant information and Day of
Race registrations, tables, chairs, Course map, t-shirts, pencils, clipboards and
day of race schedule
 Information booth: This booth could be part of the registration booth but
should have information about the race, specific programs offered,
sponsorship information and Course Maps, tables, chairs and any necessary
fliers and day of race schedule
 Volunteer Booth: This booth should be set up first and have pencils,
clipboards, t-shirts (if available), volunteer job descriptions, Volunteer sign-up
sheet, race information, table and chairs and day of race schedule
 Food booth: This booth should have cups and water, napkins, and other
serving utensils. Any food served should be cut and laid out on serving trays.
This booth will need tables, table cloths, and chairs. A Course map and day of
race schedule should also be posted here
 GOTR Booth: This booth is separate from other booths. It is where the Girls
on the Run girls go after checking in at the registration table.
 Team Booth: These booths are for the girls from different schools so they can
check in with their running buddies and the schools can also check them in.
Course clean-up Crew: This crew will tear down the course and pick up any
garbage (cups) left behind on the course
Booth and Race Area Tear down Crew: This crew will be responsible for tearing
down all booths making sure all supplies are placed in the correct box or location.
This crew will also be responsible for picking up all garbage around the starting line
and all the booths. This crew will also help clean up the starting line area and the
First aid Station.
EVENT DAY
Clean up -There is a tradition in the Alaskan wilderness that still holds true today—
“leave any place you spend time in better condition than when you arrived.” Ask
everyone to do their best in picking up trash and cleaning up the race site so you are
welcome back next time.

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Jan. 26
Section 10: Post Event Evaluation
POST EVENT WRAP UP
After the event, all committees are responsible for returning all equipment that
was used. This is not a job that should be left for one person, so designate a time
where all members can help with this task.
Any final budget information should be turned into the budget committee if it has
not been submitted already and all contact information for any donors or sponsors
should be given to the marketing committee. After receiving all contact information,
the marketing committee is responsible for sending out thank you letters to all
recipients. The following is an example.
 Post-race evaluation meeting with organizing committee
The race is over and it is time to thank your sponsors and volunteers for making your
race possible. Mail all your volunteers sincere thank you letters. Ask for their
feedback on the race and whether you can count on them to volunteer next year.
Personally deliver your thank you letters with a small gift to your sponsors and any
leftover T-shirts you would like to get rid of. It is a good opportunity to return
banners, get feedback on the race, and, most importantly, ask them for their
sponsorship next year.
Organize a final race committee meeting to reflect on some of the things that could
have been done better or made easier. Evaluate all the director positions, services and
processes and determine whether they need to be changed or how they may be
improved.
Then, start planning for next year!!
CELEBRATING YOUR SUCCESS
PLANNING FOR NEXT YEAR

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Jan. 26
Section 11: Appendix
ACTIVITY/COORDINATOR TIME NAME PHONE
Pre-Registration Crew:
 Process pre-registration: check forms and verify
data: track dollars
 Forward pre-registration forms to ____________
 Get change from race-day registration
 Coordinate collection of miscellaneous registration
supplies (t-shirts, race numbers, safety pins,note
pads,pens,extra registration forms, clipboards).
 Coordinate with Race Day Registration Crew
Crew Chief:____________________________
1.
2.
3.
4.
5.
6.
7.
8.
Door Prizes/Raffle Crew
 Collect and organize door and raffle prizes
 Procure raffle tickets
 Bring everything to race day
 Get race numbers in container for drawing
 Sell raffle tickets
 Secure moneys collected from raffle prize
Crew Chief:____________________________
1.
2.
3.
4.
5.
Food/Water Preparation Crew:
 Purchase and p/u food from grocery stores
 Make sure all food supplies are available and clean
 Pick up water, ice and barrels from Pepsi
 Coordinate with Race Day Water/Food Crew
Crew Chief:____________________________
1.
2.
Equipment Pick-Up Crew:
 Pick-up tables and chairs
 Pick-up canopies
 Pick up cones, direction signs from Corvallis
Disposal
 Pick up PA system
 Pick-up race supplies from SE & J Warehouse
(timer, walk stanchions, back-up generator,
etc.)
 Pick-up Race signage from 5-Star
 Arrange for delivery of Porta-Potties
Crew Chief:_________________________________
1.
2.
3.
4.

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Jan. 26
Course Monitors:
 Arrive at Volunteer Booth for assignments by no later
than 8:15
 Put on orange vest and move to race locations
 Be in place on course by 8:45
 Call out times at 1-mile marker
 Set-up water table
 Bicycle course just prior to race to make sure
everything is set up and ready to go
 Coordinate with Emergency/Safety coordinators
 Bike monitors lead off run/walk. Wait at turn around.
Follow the last runner/walker back to the finish
Crew Chief:____________________________
Turn Around
PT/Walker:
1.
1-mile Call-out
1.
Run Bike Monitor
1.
Walk Bike Monitor
1.
Traffic Control
Monitors (age 18+)
1.
2.
3.
4.
5.
6.
7.
8.
Balance of Course
Monitors:
1.
2.
3.
4.
5.
6.
7.
8.
Corvallis PD Cadets
1.
2.
3.
4.
Emergency/Safety Coordination
 Coordinate with Benton County Amateur Radian
Emergency Service volunteers (1 at start/Finish; 1 at
Walk turnaround;1at 1-mile spent on run, and 1 at
Run turnaround)
 Get EMT set-up and on-call at start/finish
line/Coordinate with race monitors.
Crew Chief:________________________________
1.
2.
3.
4.
Food Crew:
 Deliver food/water to race site
 St-up food/water table at finish
 Staff food/water tables at finish
Crew Chief:________________________________
1.
2.
3.

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Jan. 26
Race Announcement/Music
 Introduce celebrity MC; have back-up megaphone
available
 Celebrity MC to announce race, introduce celebrity
starter, announce winners, and announce prize drawing
 Celebrity Starter to start race using air horn
 Musicians to set-up and play before start, during and
after race.
Crew Chief:_______________________________
Finish Line Crew:
 2 volunteers to input keypads
 2 volunteers on race timer buttons
 1 volunteer directing walkers to walk chute
 1 volunteer directing traffic in run chute
 2 people handing out flowers and chocolates to
walkers
Crew Chief:____________________________
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Clean-Up Crew:
 Bring cleaning supplies to site
 Clean up tables and chairs, break down and load onto
truck
 Take down canopies
 Pick up all cones,signage, etc
 Break down signage
 Clean up site
 Return all borrowed equipment
Crew Chief:________________________________
1.
2.
3.
4
5.
6.
7.
8.
9.
10.

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