Road Race Handbook 2012

Road Race Handbook 2012

1 BACKGROUND & PLANNING
Runbritain 3
Race Director courses 3
Preliminary considerations 5
Obtaining consents 7
Highways and Police 11
Preparing an Event anual 15
Ris! assessment 17
"#$ road race licensing %1
&nsurance %'
Disability provision %5
Health ( )a*ety %+
edical planning %,
Emergency contingencies 31
Entries anagement 3'
-ood Hygiene 33
Personnel 35
Organisational structure 35
2 INFRASTRUCTURE
)tart 3.
-inish 37
Race timing '%
/ourse measurement ''
Drin!s and sponge stations '5
0oilet provision '.
3 RACE DAY
Registration '+
1ead 2ehicle '+
arshals ',
/ommunications 51
)pectators3security 5%
)ponsorship and publicity 5%
4 POST EVENT
Rules o* competition 55
$wards and presentation 5.
4aste anagement 57
5 MISCELLANEOUS
Event /hec!list .5
Race grading scheme .%
Relays3ultras3championships .%
ulti6terrain events .'
7ood Practice )a*ety 7uide .5
1in!s ..
1
INTRODUCTION
0he most common *eedbac! which we received when runbritain published the *irst road running
handboo! *or eight years8 at the start o* %5118 was 9this is use*ul8 will you be updating it every year:;
and 9could you do a printed version:;< 0he answers are 9yes; and 9no; respectively< &t;s the same
reason on both counts =things change so rapidly that an online version is really the only way to !eep
pace< )ince last year8 the Disability and Discrimination $ct has been superseded> the best practice on
police8 tra**ic management and medical matters has moved on and we have started to roll out regional
licensing panels in succession to individual county licence o**icers< runbritain has introduced the new
role o* Event $d?udicator at road races to accentuate and monitor licence standards8 *ollowing a
review o* the licensing process on behal* o* England $thletics< $ll o* the changes are covered in here<
$s well as ac!nowledging the 1. individuals who contributed to the %511 Handboo!8 most notably the
late and much6missed @ill Reynolds8 than!s are due to Aigel Rowe8 Roland 7ibbard8 Bohn
0emperton8 7avin 1ightwood and )arah Hall *or their wor! on the %51% handboo!< & would also li!e to
salute Aigel8 Bohn8 7raham Bessop8 $ndrew 0aylor and Aigel Bones who have delivered accredited
level C*irst tierD race director courses to 135 delegates over the past twelve months< 0hese have been
well received by race directors and as well as planning '65 more in %51%8 we will pilot an intermediate
level course8 too< Details *rom msinghEu!a<org<u!

-inally8 & would li!e to salute our sponsors = adidas8 )ennheiser and Running &mp< 4e recommend
Running &mp *or all o* your race supplies = numbers8 medals8 trophies8 cloc!s and signage< $bove all8
we would li!e to than! the %8555 or so licensed road race organisers around the "# *or their continued
support Cmore than 355 now using our at6cost online entry systemD and *or ma!ing the @ritish road
racing scene the sa*est8 best6value8 healthiest and most inclusive mass participation sport anywhere
in the world< -or more in*ormation8 log on to www<runbritain<com
0he purpose o* the handboo! is to in*orm and support organisers o* "# $thletics6licensed road races8
to promote best practice within the sport o* road running *or the bene*it o* competitors8 participants8
organisers8 o**icials and the general public<
0here have been many changes to the whole environment a**ecting "# road running since %553 and
this is li!ely to continue< -or that reason8 the handboo! will sit as an online Cbut printableD document
on the runbritain website8 to be updated annually< @etween times8 updates will be included in our bi6
monthly runbritain newsletter Csent *ree to all "#$ licensed road race organisersD as well as the race
director;s portal o* the website and regular roadshows around the country< 4e hope you will *ind all o*
them use*ul and would welcome *eedbac!<
Ge!! "#$%&'(n
M(n($#n$ D#re)&r* runbritain
2
Runbritain
runbritain was *ormerly !nown as the Road Running 1eadership 7roup CRR17D and was *ormed in
%557 *rom representatives o* "# $thletics8 England $thletics8 +)&&#+%athletics8 4elsh $thletics8
Aorthern &reland $thletics8 elected representatives o* large and small road races and clubs8 together
with co6opted members *rom organisations including 1ondon arathon and the @ritish $ssociation o*
Road Races C@$RRD<
$s well as see!ing to ma!e runbritain a more relevant and use*ul organisation *or runners including
the introduction o* the runbritain ran!ings and handicap schemes in %5158 the wor! o* all "#$6
licensed race organisers is also supported< &n addition to ta!ing a national lead on matters relating to
insurance8 policing8 medical8 sa*ety and local government issues8 this support also includes the
*ollowingF
- Online calendar advertising more than %8555 licensed races each year
- Online race licensing
- $t6cost online race entry system
- Editorial support8 results8 reviews and race supports online
- 0hree6tier race directors courses8 with components including ris! assessment8 legal and
public partner wor!ing
- Race directors eGclusive portal on website with latest advice and guidance
- -ree race directors newsletter every two months
- /ourses *or endurance o**icials
- Regional road shows and annual road race congress
-or more in*ormation on all o* the above8 visit www< run britain<com
Race Director Courses:
$s a service to race organisers8 runbritain has developed a three6tier series o* courses8 covering the
!ey areas o* !nowledge and eGpertise needed by race organisers< $ttendance is voluntary and not
assessed< 0he aspiration is that you will sign up to them in line with the approGimate level that
coincides with the standard o* your event< $nticipated costs are H356'5 per day< $ /erti*icate o*
$ttendance will be issued to attendees along with other course material< 0he content will includeF
$ccredited level runbritain organisers course C1 daysD
- Ris! assessment &
- 4or!ing with public partners
- Rules o* road running
- 1egal and administrative issues
- edical
- @rie*ing marshals and stewards
- Health and )a*ety
- "se o* &0
&ntermediate level runbritain organisers course C 1 daysD
- Role of Local Authority and Highways (include effects on budget)
- Eent Risk Assess!ent " H#E $e!%late
- &edical 'roision and Assess!ent
- (hat is )hi% $i!ing*
+
E!%hasis on grou% actiities coering to%ics that are in the !ost
challenging areas of Race &anage!ent and deliery,
$dvanced level runbritain organisers course C1 dayD
- Hosting championships
- &$$- rules
- $nti6doping
- Emergency action planning
- 02 and media
Delivered by Pro*essionals in their *ield o* eGpertise
-
PRELIMINARY CONSIDERATIONS
PRELIMINARY CONSIDERATIONS
4hether you are ta!ing on the organisational lead *or an eGisting road race30rail or starting a brand
new event> whether it has championship status or is a local *undraiser8 there are some !ey areas o*
best practice which you should *ollow in see!ing to deliver the best possible event *or everyone
involved in the race<
Ser#u+ r()e r !un run,
@oth *ormats reIuire care*ul planning to create a well managed and en?oyable event< However8 the
essential distinction is that i* no special rewards are made to any participants Cother than a *inisher
memento to allD and i* no results or times are recorded8 then your event;s status is a *un run<
/lubs and associations which are a**iliated to their national athletics governing body and who wish to
stage a road race can apply *or a "#$ road race60rail licence< Event promoters can also ta!e
advantage by ?oining as an a**iliated member<
$pplications *or a "#$ road race licence can be underta!en online at www< run britain<com3rdp < Once
a "#$ licence is awarded8 the current H55m o* public liability insurance Cyou have to be a**iliated to
your Home /ountry $ssociationD8 with a claims history *or road racing going bac! many years8 will
cover your event8 your competitors and volunteers< ore details o* the licensing process are outlined
elsewhere in this handboo!<
D(- (n. .(&e
0raditionally8 a high proportion o* "# road30rail races ta!e place mid6morning on a )unday< $s
)undays have become a busier day *or shopping and public highway tra**ic generally8 consideration
needs to be given to the impact this may have on your race at the time when the pea! number and
*inal runners are *inishing< $n earlier start8 as happens in many road races in the ")$8 may be worth
reviewing8 especially i* you will be using the highway and need the support o* public partners<
0he month o* the year that you choose will be signi*icant< 0he pea! periods *or road race *iGtures are
the spring Carch6ayD and autumn C)eptember = OctoberD but8 with more than %8555 events each
year licensed by "#$8 any given date will be occupied by a number o* other races< Jour Regional
licensing team can advise you on other *iGtures that are scheduled8 which may include cross country
or trac! and *ield meetings< 0he summer months may also present opportunities *or midwee! evening
events8 especially on tra**ic6*ree courses< 0he choice o* a summer or winter date and the li!ely
weather conditions will also a**ect the hot or cold reIuirements that you will need to consider *or
runners8 including8 drin!s8 sponges8 shelter8 bad weather contingencies etc<
Venue
F()&r+ & )n+#.er #n -ur )%#)e ! r()e /0
L(r$e enu$% & (.e1u(&e2- ())''.(&e &%e nu'3er ! e45e)&e. runner+ (n.
+u55r&er+6
Pr4#'#&- & (.e1u(&e 5(r7#n$ (n. & &%e )ur+e6
A.e1u(&e &#2e&* 3($$($e (n. )%(n$#n$ !()#2#&#e+ 8r +5()e & 5r9#.e &%e+e !()#2#&#e+:
!r &%e e45e)&e. nu'3er ! runner+6
Re!re+%'en& !()#2#&#e+ 8r +5()e & 5r9#.e &%e+e !()#2#&#e+:
A9(#2(3#2#&- ! ( .e+#$n(&e. (re( !r 2(&e en&r#e+* #n!r'(&#n .e+7* 5r#;e 5re+en&(&#n+6
.
PRELIMINARY CONSIDERATIONS
-actors to consider in your choice o* course includeF
0ra**ic *ree Cpar!s8 trails8 commercial areas8 disused air*ields8 cycle ways8 closed estatesD or
public roadsCraising a 0emporary 0ra**ic Regulations Order i* you have to close any roads8 put
*ormal signage in place8 put cones or barriers as a means o* segregation or reducing the
speed limit D which may have signi*icant eGtra cost and manpower implications
$vailability o* suitable tra**ic *ree start3*inish and assembly areas8 car par!ing etc
Point6to6point8 single loop8 out6and6bac! or multi6lap route8 with all the organisational issues
that each o* those raise
$ccuracy o* measurement i* you are advertising a speci*ied racing distance< Jour licensing
team can put you in touch with the $ssociation o* "# /ourse easurers or see
www<coursemeasurement<org<u!
1i!ely volumes o* pedestrians and road tra**ic on the route and overall disruption that the
event would cause
Aumber o* potential road crossing or right hand turns *or ris! assessment and 0ra**ic
anagement purposes<
$reas that will reIuire barriers8 cones8 tape and marshalling
0rading conditions at di**erent times o* day and wee! in built6up areasC1oo! at your course at
the time and day o* your event to understand impactD
Road wor!s8 current or planned
Jou will need to consult a number o* public bodies = some o* them siG months in advance o* your race
Cnoti*ication periods vary *rom authority to authorityD8 including your local council8 highways authority8
police and other emergency services< /onsultations are increasingly being co6ordinated by local
authority )a*ety $dvisory 7roups C)$7;sD< 0here is *urther advice on these matters elsewhere in the
handboo!<
Organisers o* "#$6licensed events can also access the *ree race director;s portal section o* the
runbritain<com website<

/
OBTAINING CONSENTS
OBTAINING CONSENTS
&n order to organise a race e**ectively8 advanced planning is necessary be*ore advertising the event
and ma!ing entry *orms available< -irst you need to obtain the agreement o* the landownerCsD *or the
use o* their *acilities *or your assembly area8 race HK8 car par!ing etc< )econdly8 you should
approach your local highways authority to establish their support *or the race and any reIuirements in
terms o* road closures< 0hen you should approach your local council;s )a*ety $dvisory 7roup Cor its
eIuivalentD and the police< -or road races8 the primary responsibilities o* these bodies is as *ollowsF
0he starting place *or this is the local )a*ety $dvisory 7roup Cor its eIuivalentD8 the local Highway
$uthority and the Police8 to gain permission in principle< AeGt would be the local council *or car par!s
and toilets *ollowed by site and land owners< -or road races the primary responsibilities o* these
bodies is as *ollowsF -or road races your *irst point o* call is through the 1ocal $uthority and their
Highways Department
0he Highway $uthority
Duty to ensure sa*e management8 maintenance and *ree tra**ic *low on their highway networ!
Powers to grant road closures *or sporting and other public events on the highway by
temporary tra**ic regulation orders C00ROD under the Road 0ra**ic Regulation $ct 1,+'
AoteF &t is a reIuirement *or events held on the public highway or those that impact on the highway to
raise a 00RO C0emporary 0ra**ic Regulations OrderD by changing or adding restrictions to said
highway Cclosures8 diversions8 reduction in speed limits8 athlete3vehicle segregation8 *ormal signageD
0he 1ocal /ouncil Co*ten also the highways authorityD
Power to grant closures *or 9processions8 re?oicings and illuminations; on the road under the
Police 0own /lauses $ct 1+'7 6 these powers are being used less and less *or road race
events
Primary local authority contact *or road races and other 9unlicensed; public events = *acilitates
the )a*ety $dvisory 7roup or local eIuivalent
Police Cwill still have an input into events held on the public highway but as part o* )a*ety $dvisory
7roups or eIuivalentDD
Protection o* li*e and property
Prevention and detection o* crime8 preventing or stopping breaches o* the peace
0ra**ic regulation Cwithin legal powersD = note this does not eGtend to tra**ic management *or
planned public events
$ctivation o* a contingency plan where there is an immediate threat to li*e and co6ordination o*
resulting emergency service activities<
)peci*ically authorise cycle races but not road races
Policy changes in recent years have seen increasing *ocus and awareness o* highways sa*ety issues
by all public authorities8 coupled with increasing use o* *ormal road closures *or road races< 0here
has also been a mar!ed tendency *or withdrawal o* police support *or road races = even *or long6
standing events< /onversely8 some local authorities insist on substantial police attendance at events8
with conseIuent increase in charges *or police services< 0hese issues are considered more *ully
elsewhere<
0
COURSE
SAFETY ADVISORY GROUPS AND /IG/"AYS AUT/ORITIES
)a*ety $dvisory 7roups C)$7sD or their eIuivalent8 can usually be *ound at district council level =
within the licensing team in the environmental health or public protection departments
-urther advice on *inding your )$7 can be *ound on the runbritain website
Each highways authority is responsible *or the sa*e management and *ree *low o* tra**ic on their own
highways networ!< Burisdiction *or highways can be complicated 6 with many trun! roads managed by
the Highways $gency8 main roads by county or metropolitan councils and smaller roads o*ten
delegated to district councils< &* your race route includes di**erent categories o* road or crosses
authority boundaries8 you may have to liaise with various police and highways authorities
0he )a*ety $dvisory 7roup will help you ensure that the right people in each o* the respective
authorities = councils8 highways authorities8 police8 *ire and ambulance services8 councillors8 residents
groups etc 6 are noti*ied and consulted about your race<
P2(nn#n$ &%e ru&e
One o* the most important *actors contributing to the success o* your race is the chosen course<
4here signi*icant tra**ic levels are anticipated during a race8 or speed limits over '5mphL8 or poor
sightlines or narrow carriageways8 the highways authority will eGpect the race organiser to apply *or
*ormal road closures<
LPart o* your 00RO30ra**ic anagement Plan could reIuest the reduction in speed limit<
0here are a number o* criteria and guidelines that you should *ollow to ensure sa*ety8 *airness and the
overall suitability o* the chosen course<
&s the course sa*e:
$re road closures reIuired: &* yes you need to show in the 00RO30ra**ic anagement Plan
where and what the diversion routes are8 along with the necessary signage to in*orm
motorists and how you will en*orce it<
&s the sur*ace suitable:
$re all road crossings marshalled:
$re all turns signed and marshalled:
$re warning signs8 e<g< 9/aution Runners;8 reIuired on the course: 0hese are classed as
advisory signs and you may need permission to erect these<
4here will the distance mar!ers be positioned:
&s the course wide enough *or the pro?ected number o* competitors:
&s the course accurately measured:
&s the start and *inish line wide enough to accommodate the pea! *low o* runners: $ppendiG %
How many drin!s stations are there:
4here are the drin!s at the *inish:
Has the *inish area been properly planned in layout and marshalling:
Once this process has been concluded8 it should be possible *or you to draw up a course outline with
the *ollowing supporting statementsF
Road closure schedule Cwhere reIuiredD
Proposed date o* event and venue
Proposed timetable including start8 last competitor to *inish8 times o* highway use especially
road closures
Outline route o* course
Estimated number o* competitors
1
COURSE
L#(#+n <#&% &%e L)(2 /#$%<(- Au&%r#&-
&ncreasingly8 local councils have *ormal noti*ication procedures *or unlicensed public events through
their )a*ety $dvisory 7roup C)$7D or eIuivalent< any )$7;s reIuire submission o* a noti*ication
*orm with a management plan event manual describing general arrangements *or the race8 plus ris!
assessment8 insurance details8 contingency plan8 course route etc8 siG months be*ore the event<
0he )a*ety $dvisory 7roup will circulate your noti*ication and co6ordinate responses *rom all relevant
council departments8 emergency services8 statutory underta!ers8 public transport providers etc< -or
new or larger races8 or where issues have arisen *rom previous years8 you may be as!ed to attend a
meeting o* relevant agencies to discuss your proposals8 and the responses received8 in more detail<
&n some cases8 you may also be as!ed to attend a post6race 9de6brie*; meeting a*ter the race<
$lthough such meetings can seem daunting8 )a*ety $dvisory 7roups are generally supportive o*
community events
S(!e&- A.9#+r- Gru5+ . n& nr'(22- !r'(22- =(55r9e> 52(n+ !r (n e9en&* 3u& UKA <u2.
n& nr'(22- (55r9e ( 2#)en)e (552#)(&#n !r ( r()e <%ere 5u32#) +(!e&- )n)ern+ %(9e 3een
r(#+e. 3- ( SAG (n. <%ere &%e+e (re +&#22 & 3e re+29e.6
)ome authorities reIuire the )$7 consultation process proves to be completed be*ore application *or
a road closure order = a separate process described elsewhere in this handboo!<
4here a local council is also the landowner *or your assembly area8 race HK or start3*inish area you
may also be reIuired to complete a separate rental agreement or licence8 governing the terms o* your
use o* their *acilities<
0emporary structures such as gantries8 stages8 wal!ways8 seated stadia8 signage or eIuipment
towers8 placed on the highway or within public areas8 will reIuire *ormal 9sca**olding; licences *rom the
local council8 including a copy o* the contractors insurances8 method statements and ris! assessment<
-ormal @uilding Regulations consents are not normally reIuired *or temporary structures but details
may need to be provided and the structures inspected by the local council building inspector<
&t is suggested at this stage that you should contact your Regional Panel to discuss your proposal8
prior to applying *or your "#$ licence<
Tr(!!#) M(n($e'en& P2(n
0he event 0ra**ic anagement Plan C0 PlanD summarises the highways haMards identi*ied in your
tra**ic ris! assessment and describes the actions you propose to carry out to minimise ris!s and
disruption to tra**ic< Jour primary responsibility in the production o* the plan includes
Duty to determine and manage all reasonable *oreseeable ris!s to participants8 spectators8
and other highways users = motorists and pedestrians<
Duty to obtain all necessary temporary road closures and tra**ic restrictions and to comply
with the appropriate conditions<
/onsider the implications *or other road users such as bus companies8 taGis8 tourist coaches
etc<
/onsider the suitability o* any proposed diversion route *or all vehicles<
&denti*y provision *or vehicle removal *rom any road that is sub?ect to a road closure order
where it could cause an obstruction *or the event<
inimise disruption by *ul*illing 9good neighbour; duties<
0he content o* the plan includes
2
COURSE
$ course map
$ road closure schedule8 plus copy o* the legal order
$ signage schedule8 including details o* signage *or advance warning par!ing suspension8
diversion route and road closure< 0his o*ten also includes details o* noti*ication to local
residents8 businesses8 churches8 councillors etc
Diversion routes
Details o* consultation with other organisations8 including police attendance Ci* anyD and lists
the agreed actions
Description o* how the noti*ication8 signage8 road closures and diversion routes will be
e**ected8 monitored and removed8 including communication systemCsD
/opy o* brie*ing instructions and details o* brie*ings *or course director8 sector marshals8
highways contractors8 marshals8 lead and sweeper vehicles and medical team
/ontact details and bac! up plans in the case o* tra**ic problems3emergencies
Fr Tr(#2 R()e+ -ur 5#n& ! )n&()& !r .e+#$n#n$ ( ru&e '(- #n)2u.e?
Pr#9(&e L(n.<ner
N(&#n(2 Tru+&
L)(2 Au&%r#&- 8Fr ())e++ (n. u+e ! P(r7+:
Fre+&r- C''#++#n
C(+&(2 F&5(&% 8<ner+ (re 9(r#u+:
L(7e2(n. Tru+&
Su+&r(n+ 8N(&#n(2 C-)2e Ne&<r7:
N&e@
T%#+ 2#+& #+ n& e4%(u+&#9e6
S'e r()e+ $#9en ( R(. R()e L#)en)e '(- u+e 2(n. 3e2n$#n$ & (n- ! &%e (39e
($en)#e+ (n. <#22 nee. &%e L(n.<ner>+ 5er'#++#n6
10
/IG/"AYS & POLICE
/IG/"AYS AND POLICE
$lthough highways access and road closures are incorporated into other elements o* the pre6event
planning guidance in this handboo!8 the signi*icant policy changes which have occurred since the
publication o* the previous handboo! in %511 and its central importance to "#6licensed road races8
warrants a *urther summary<
Key Developments
0he Traffic Management Act %55' underlined the responsibility o* each highways authority to
ensure sa*e management and *ree tra**ic *low on their respective highways networ!<
0he Home O**ice Good Practice Safety Guide for Small and Sporting Events Taking Place on
the Highway, oads and Pu!lic Places %55. C97ood Practice )a*ety 7uide;D is a use*ul
summary o* current statutory best practice applicable to road races and is essential reading *or
all race organisers< 0he 7uide includes an introduction to event planning8 health ( sa*ety law8
police attendance at events8 marshals and stewards8 managing starts and *inishes plus tra**ic
sa*ety signage< &t also includes speci*ic advice to organisers o* road race and athletic events<
Road races are eGempt *rom the reIuirements o* the "icensing Act %5538 and as such are
re*erred to by local authorities as 9unlicensed; public events
/#$%<(-+ S(!e&- (n. R(. C2+ure+
Recent years have seen an increasing *ocus and awareness o* highways sa*ety issues on the part o*
highways authorities8 local authorities8 police and other statutory services< 0he increasing use o*
*ormal road closures *or road races loo! li!ely to continue<
$s a race organiser8 you will need to demonstrate that appropriate and e**ective measures will be
implemented to ensure sa*e management o* the highways *or the bene*it o* competitors8 spectators
and other road users8 motorists8 pedestrians and general public<
0ra**ic management ris! assessments should identi*y and address haMards arising *rom vehicle
speed8 density o* tra**ic8 visibility and advance signage approaching ?unctions etc8 availability o*
alternative diversion routes8 inconvenience to local residents8 businesses8 churches etc
)ection 11<1 o* the 7ood Practice )a*ety 7uide states that
9where possi!le, total road closures are desira!le# $f this is impractica!le, then !est practice is to
place metal !arriers or large su!stantial cones !etween runners and traffic# $n lightly trafficked
rural areas, an assessment should !e made of the width of the road and there may!e a
re%uirement to implement a speed reduction with your Temporary Traffic egulation &rder
'TT&( and Traffic Management Plan, num!ers of competitors and traffic use to determine
ade%uate warning and separation !etween competitors and traffic# Satisfactory safety may !e
achieved in certain circumstances !y the su!stantial placement of the lawful warning signs, and
guidance to competitors#;
4here signi*icant tra**ic levels are anticipated during a race8 or speed limits over '5mph8 poor
sightlines8 narrow carriageways or where separation o* competitors3tra**ic cannot sa*ely be achieved
by the use o* warning signage alone the highways authority will eGpect the race organiser to apply *or
*ormal road closures<
-ormal road closures o*ten increase costs *or the event< any local authorities apply *ees *or
processing applications and preparing signage schedules whilst also passing on charges they incur in
11
/IG/"AYS & POLICE
advertising the order in the local press< -urther costs may arise in hiring and placing barriers8 cones
and signage to implement the closures and to signpost alternative diversion routes< any local
authorities reIuire such wor! to be carried out by Iuali*ied contractors8 o*ten their own 9term
contractor; responsible *or maintenance o* their own highways networ!< &n some cases however road
closures can reduce costs in managing separation o* runners and tra**ic on a 9live; carriageway whilst
signi*icantly enhancing the sa*ety and eGperience o* the event *or competitors<
1ocal authorities8 increasingly *ocused on targets *or delivery o* 9core statutory services;8 o*ten see!
*ull recovery o* their costs in supporting events< any local authorities recognise the bene*it o* road
races8 in helping deliver the council;s own 9active leisure; targets8 attracting visitors to the area8 or in
other local community bene*it and are able to support community events by waiving charges<
0he additional cost o* road closures alone is not su**icient grounds *or considering whether road
closures are 9possi!le) or 9impractica!le)8 where such costs can be recovered8 *or instance by
increased entry *ees to competitors8 or through sponsorship< &ndeed cost cannot be used as an
eGcuse to override legitimate sa*ety concerns or to condone unsa*e practice<
Road closures are increasingly obtained under 0emporary 0ra**ic Regulation Orders C900RO;D under
the oad Traffic egulation Act 1,+'8 on application to a local highways authority< 00RO;s o**er a
variety o* temporary measures to ensure sa*ety o* competitors and other highways users including
- Road and *ootpath closures
- )peed restrictions
- One6way tra**ic
- /ontra6*lows
- 0ra**ic 1ight
- )uspension o* par!ing
$ number o* local authorities are still using powers under the older Police Town *lauses Act 1+'7 to
grant road closures on reIuest *rom the police8 but this is reducing< )eparate legislation applies in
inner 1ondon<
$ *ormal road closure order will give legal authority to a volunteer marshal8 highways contractor or
police o**icer to place and maintain barriers8 cones8 signage etc on the carriageway to e**ect the
closure< 0he physical measures employed to e**ect the closure should be sel*6eGplanatory and robust
enough to in*orm motorists and other road users and direct to the alternative diversion routes<
0he process o* applying *or a road closure8 noti*ying residents and implementing measures on race
day can seem daunting at *irst< @e*ore any application is submitted it is essential to *irst consult withF
- 1ocal highways authority
- Police
- /ouncil par!ing services
- Public transport teams
- 1ocal councillors
- Residents group
- @usinesses
- /hurches
$ period o* siG months should be allowed *or consultation and application be*ore any new road
closure<
$s a condition o* granting the closure8 race organisers are normally reIuired Ceither directly or through
contractorsD to provide and maintain advance warning signs on the carriageway giving between %6.
wee!s notice o* the closure Cand par!ing suspensionD = two wee!s *or trun! roads8 up to siG wee!s
12
/IG/"AYS & POLICE
where par!ing suspensions are reIuired< Jou will usually also be as!ed to lea*let all residential8
business properties and churches on the course route8 that are e**ected by the event<
$ll signage should comply with the Traffic Signs egulations and General +irections %55%< 7uidance
on the use o* barriers8 cones and the setting out o* signs is contained in the Safety of Street ,orks, A
*ode of Practice, &)@A 511551,5+ 5
Race organisers are also normally reIuired to provide evidence o* public liability insurance8 o*ten *or a
limit o* H156H35m *or each ( every claim< 0he granting o* a "#$ road race licence automatically
provides H55m o* public liability insurance8 i* the Race Organiser is a**iliated<<
P2#)#n$ (& E9en&+
0he $ssociation o* /hie* Police O**icers C9$/PO;D Event Safety Policy 1,,, established that events8
including road races8 should be managed without police attendance< $ssistance at planned public
events = even *or tra**ic management = is outside the police service;s core responsibilities< Aational
police policy is to support the use o* marshals and stewards *or events<
However8 individual *orce commanders have discretion in the deployment o* their resources< any
are willing to provide support and advice to signi*icant local community events8 and the $/PO
Guidance on *harging for Police Services %555 introduced a charging structure *or police services at
events<
Recent years have seen an increasing number o* local *orces responding to budget restraints and
*ocus on 9core responsibility; targets by withdrawing police support *or road races8 even longstanding
events8 o*ten on the preteGt o* change in police policy or legislation< 0he challenge *or race
organisers in these circumstances will be to minimise the need *or police attendance8 by appropriate
use o* marshals and road closures8 whilst lobbying through the local )a*ety $dvisory 7roup *or
essential CminimalD police attendance< Political support *rom local councillors stressing the community
bene*it arising *rom your event can also in*luence police support<
1ocal *orces are increasingly implementing long6standing national police policy8 whilst also
trans*erring responsibility *or policing and liaison with events *rom o**icers at the local police station to
administrative sta** at regional o**ice< /onversely8 increasing awareness o* highways sa*ety has
encouraged a number o* local authorities to reIuire substantial police attendance at events8 with
conseIuent increase in charges *or police services< Race organisers *acing such challenge should
again see! to minimise the need *or police attendance8 by appropriate use o* marshals and road
closures whilst lobbying through your local )a*ety $dvisory 7roup in support o* the race organiser;s
responsibility *or tra**ic management8 as stated in the 7uide<
$ more encouraging trend has recently emerged with local *orce Police /ommunity )upport O**icers
C9P/)O;s;D and )pecial /onstables C9)pecials;D increasingly !een to attend community events as a
way to build on community policing initiatives< /harges *or P/)O;s and volunteer 9)pecials; are also
signi*icantly lower than regular police o**icers< Police attendance at events can be very bene*icial8
particularly in providing a response in the event o* breach o* a road closure order< Early discussion
with your local *orce is recommended in order to reach a clear understanding on respective roles and
responsibilities<
-urther guidance will be developed on the runbritain Race Directors Portal website and advice on
individual cases is available *rom your "#$ 1icence O**icer3Regional 1icensing Panel and *rom the
runbritain Road Race /oordinator<
1+
EVENT PLANNING
PREPARING AN EVENT MANUAL 8OR MANAGEMENT PLAN:
0he event manual Cor management planD *or your race provides a summary o* in*ormation *or all
aspects o* the event8 *or the bene*it o* those involved in its organisation and delivery< 0his includes
details o* the race programme and supporting events together with event management personnel8
site plans8 routes8 necessary planning documents8 production schedules8 ris! assessment and the
cover which is provided by the police8 stewards and emergency services<
aps and plans o* the course and start3*inish should be included to provide re*erence on the day *or
stewards8 police and event control<
$n event manual should be a wor!ing document that is a use*ul tool *or you and your colleagues in
planning and delivering the event< any local council )a*ety $dvisory 7roups reIuire an initial
manual Cor management planD to be provided at the time o* noti*ication< 0he nature o* events means
that planning is *luid and a number o* documents will need to be updated on a regular basis<
However8 it is recommended that in order to get most use o* the manual8 you prepare a *inal version
seven to ten days be*ore the event8 to allow *or circulation to !ey personnel and to give them time to
read and digest it< &t should be laid out in logical8 easy6to6use *ashion8 with individual sections clearly
mar!ed and you should avoid it being too long< 0echnical in*ormation8 which can o*ten be weighty8 is
best !ept in the appendices<
@elow is a summary o* the !ey components o* an event manual together with some supporting
comments< &t is based on delivering a large scale mass participation race but many o* the !ey
principles and elements eIually apply to an event o* any siMe<
EVENT MANUAL FOR (EVENT NAME & YEAR)
In.e4 P($e N
(It sounds obvious but ensure tht e!h p"e is numbered #or ese o# use)
16 S&(&e'en& ! In&en& !r M(nu(2
1<1 Ob?ective and Purpose o* the anual
1<% 1egal Duties and Responsibilities - "ist the regulations to which the event is su!.ect,
such as the Health / Safety at ,ork Act and to the various regulations made under
it# Give detail of licenses granted#
26 E9en& M(n($e'en&
%<1< Pro?ect anagement 7roups - give some detail on the planning process for the
event such as0
%<1<1 Race )teering /ommittee
%<%<% )a*ety Planning 7roup
%<%<3 )ite 7roup
/ourse Planning 7roup
%<%<' Programming and ar!eting 7roup
%<%< /hain o* /ommand 1 this is vital for knowing who has what level of authority for the
event
%<3 Event /ontrol3Boint $gency /ommand /entre CB$//D Plan 1 for large scale events
this would include police, am!ulance, event organiser, fire !rigade, roads department
etc

1-
EVENT PLANNING
36 C''un#)(&#n+
+,1 Radio Distribution and 7uidelines - very important to give !asic uncomplicated
instruction on radio use and protocol# Those unfamiliar with radio use tend to not use
the radio at all or make their messages too long#
+,2 )ign &n 3 Out )heet 1 vital to sign in and out the radios
+,+ /hannel 1ist - most events that use radios will have to use a num!er of channels
46 E9en& D(- Pr$r(''e In!r'(&#n
Programme o* events - list the start times of the races, times of awards ceremonies,
hospitality starting and finishing times etc
'<1 #ey documentation
'<% )a*ety Plan
'<3 0ra**ic anagement Plan
'<' edical Plan
'<5 Ris! $ssessment
'<. /ontingency Plans
56 Te)%n#)(2 In!r'(&#n A S&(r&BF#n#+%BCur+e
5<1 )ite PlanCsD
5<% @uild and De6rig )chedule
5<3 0ech )pecs
5<' )ite Rules
5<5 0he /ourse setting out the course8 course plan8 distance mar!ers8 0O8 )ignage8 /ones
and @arriers8 arshal points
C6 S&e<(r.#n$ & Se)ur#&-
.<1 )tewarding )chedule 3 )ecurity )chedule = )tart3*inish
.<% )tewarding )chedule 3 )ecurity )chedule 6 /ourse
.<3 ethod )tatement *or $ccess and Egress 6 )tart3*inish area3course
D6 L+& C%#2.ren
E6 E'er$en)- Pr)e.ure+ $ medi!l pln is !overed else%here
+<1 $lerting Procedures
+<% /asualty /learance
+<3 -ire Evacuation Procedure
+<' Emergency RendeMvous Points
+<5 Emergency Routes
+<. edical Plan
+<7 -atality procedure
F6 Cn&#n$en)- P2(n+
2,1Event /ancellation Procedure - should cover who makes the call, how this is
communicated to participants, the wider pu!lic and the multi1agencies working on the
event, policy on refunds etc
1G6 A55en.#)e+ $ the list !elow is o!viously not e2haustive !ut gives e2amples of the types of
documents that could !e placed in this section
15<1 Road /losure ap< Road /losure and re6opening in*ormation
15<% /ourse @uild schedule
15<3 /oning )chedule
10,- Ris! $ssessments - specific to course operation, course !uild, !uild and
de1rig of every structure
10,. Event Day minute by minute schedule 1 with responsi!ilities against each
action# As this should !e referred to regularly it should !e easily found#
1.
EVENT PLANNING
10,/ #ey /ontact 1ist Cincluding appropriate suppliersD 1 this as the last page of the
document for ease of reference
RISK ASSESSMENT
0he Home O**ice 97ood Practice )a*ety 7uide 6 *or )mall and )porting events ta!ing place on the
Highway8 Roads and Public Places; %55. C7ood Practice )a*ety 7uideD8 states thatF
3Every organiser of an event must 4make suita!le and sufficient assessment of the risks) to the health
and safety of the people connected directly with his event i#e# participants, organisers, stewards and
spectators, and to persons who are indirectly connected with his or her event5 i#e# residents,
pedestrians, shoppers, motorists etc#6
T%#+ re1u#re'en& !r -u & )(rr- u& ( r#+7 (++e++'en& (552#e+ re$(r.2e++ ! &%e +#;e ! &%e
e9en& r <%e&%er #& &(7e+ 52()e en&#re2- n &%e 5u32#) %#$%<(-6 A55en.#4 3
R#+7 (++e++'en& A )#r)u2(&#n !
Practice varies *rom one authority to another8 but many local councils reIuire the ris! assessment to
be provided at time o* noti*ication to the )a*ety $dvisory 7roup< $ *urther copy may be reIuested by
the landowner<
$ ris! assessment is only considered current i* it has been conducted or reviewed within the previous
siG months and no changes have been made to the course during the period since the ris!
assessment was conducted<
Race organisers are reIuired to con*irm that the ris! assessment has been completed at time o*
application *or the "#$ road race licence8 and to provide a copy o* the assessment to the race
re*eree8 Regional Review Panel8 Event $d?udicator or "#$ on reIuest<
)ome territorial authorities Ce<g< )cottish $thletics and $thletics Aorthern &relandD reIuire a copy o* the
ris! assessment to be provided at time o* licence application<
0he ris! assessment should be continually reviewed up to8 and even during8 the event with any
amendments being clearly recorded post6race< Provision should be made *or cancellation o* the event
i* the sa*ety o* the race is compromised *or eGample by lac! o* number o* !ey marshals or *irst aiders<
"%- )(rr- u& ( r#+7 (++e++'en&,
0he ris! assessment procedure aims to ensure that your race willF
@e sa*e *or the general public8 spectators8 competitors and o**icials
Aot cause undue nuisance to the general public
/ome up to at least a minimum standard o* race organisation
eet legal reIuirements
0he ris! assessment is a necessary reIuirement in meeting the "#$ licensing standards and should
accommodate the reIuirements o* the 7ood Practice )a*ety 7uide<
Jou should recognise8 however8 that runners ought to eGpect to encounter some ris!s e<g< physical
e**ort8 ?ostling in larger races8 Cespecially at the startD8 adverse weather conditions and road tra**ic on
the open roads<
1/
EVENT PLANNING
"%(& #+ ( r#+7 (++e++'en&,
NRis! assessment is a care*ul eGamination o* what is li!ely to cause harm to people8 *ollowed by an
eGplanation o* managed contingencies to mitigate such ris!s< &n reality it is identi*ying haMards and
recording actions ta!en to reduce the ris!s<O C7ood Practice )a*ety 7uideD
$ ris! assessment document has to identi*yF
Each perceived haMard = a haMard is anything which may cause harm to persons or property
associated with the event = tra**ic8 people8 sur*aces8 street *urniture<
0he persons at ris! *rom that haMard = 9Ris!; is the chance8 Chigh medium or lowD8 that
somebody could be harmed by these and other haMards8 together with analysis o* how
serious the harm could be< &nly risks with a medium or high rating need to !e recorded#
0he degree o* in?ury those people might su**er *rom the haMard<
easures to reduce the severity o* the ris!<
0he severity o* the ris! a*ter preventative measures have been ta!en and i* anything more
can be done to reduce that ris! *urther<
C(rr-#n$ u& ( r#+7 (++e++'en& #n+5e)&#n
Prior to conducting the ris! assessment8 inspection o* the course route and start3*inish8 you should
chec! all the reIuested in*ormation is available< $s previously *lagged8 permission should be
obtained *rom any landowners whose land is to be used<
runbritain recommends that there should be more than one person present to underta!e the ris!
assessment inspection in order to ensure that more than one perspective is ta!en into account<
Ris! assessments inspections shouldF
@e carried out at the event venue in daylight8 allowing typically between two and *our hours
*or up to a hal* marathon distance< 1onger courses may reIuire more time i* the route is not
multi6lap<
@e underta!en at the same time and on the same day o* the wee! as the event8 so that you
have a better appreciation o* typical tra**ic *low etc<
&nvolve wal!ing or driving round the course in the direction o* the event8 and then in the
opposite direction Ci* there is the opportunity to do thatD< &* there are di**icult *eatures8 the
in*ormation should be recorded to a plan8 to be included in the ris! assessment< 0his should
include signing reIuirements8 marshals and their duties<
Have good Iuality8 detailed maps o* the course available<
Have a brea!down o* maGimum numbers8 start times8 and where appropriate8 wave numbers
available<
Have the previous years re*eree;s3event ad?udicators report available8 i* appropriate<
Ris! assessments should be made on the sub?ect o*
0hat which can be seen at the time o* the assessment e<g< physical *eatures such as a
?unction with limited visibility
0hat which cannot be seen at that time but where circumstances may develop8 such as tra**ic
conditions or use o* the road<
&mplications o* other events happening on the day<
Jou and your colleagues should wor! your way around the course using a pro *orma ris! assessment
*orm8 ma!ing sure that8 having identi*ied a ris!8 you address the steps necessary to minimise< 0he
degree o* ris! has to be balanced against the outcome and the cost o* reducing the ris!<
Ris! assessment stagesF
Race HeadIuarters = tra**ic8 car par!ing8 toilets8 registration o**ice and getting to the start
10
EVENT PLANNING
)tart 6 ma!ing sa*e eIuipment8 segregation o* runners8 spectators and tra**ic and sa*ety *rom
haMards o* street *urniture
/ourse = tra**ic management reIuirements at every turn8 ?unction8 narrow roads< )a*ety o*
competitors8 marshals and other road users
-inish 6 similar to start but in addition baggage reclaim8 de6chip area8 re*reshments and
meeting3dispersal area
0ra**ic management
edical services
)et up and brea! down periods Ccontractors; wor!sD8 erection and ta!ing down marIuees8
barriers etc
E'er$en)- A)&#n P2(n
0he li!ely emergency scenarios in the various phases o* the race must be thought through and
relevant people consulted so that i* an emergency3accident occurs the race organisation will be able
to cope<
Cur+e r#+7 (++e++'en&
0his should be carried out in a methodical way8 chec!ing
Running sur*ace 6 does it deteriorate i* wet8 will the competitors be prepared i* there are o**
road sections:
4idth8 is it wide enough i* it;s an out and bac! course:
How road crossings will be marshalled:
How marshals will be brie*ed to ensure awareness o* the ris! assessment and their
responsibilities:
Position o* signage8 eGtra cones and barriers
Provision o* drin! stations 6 *or 15 !m runs there should be at least one drin!s station at hal*
way and *or %5 !m runs three drin!s stations
/orrect vehicles to access casualties
a!e recommendations on the ris! assessment template *or the course
Tr(!!#) M(n($e'en& R#+7 A++e++'en&
/onsideration should be given to the haMards to competitors8 spectators8 volunteers and other road
users8 motorists and pedestrians during the raceF
0ra**ic levels and speed limits
)ight lines8 ?unction layouts
/arriageway width
$ccess to properties = residential8 business8 institutional8 churches etc
$ccess *or emergency services and statutory agencies
Practicality o* implementing road closures
$vailability o* alternative diversion routes
Cn&r()&r+> R#+7 A++e++'en&
$ll hired contractors Ctoilet supplier8 marIuees8 timing contractors8 caterers etcD should be reIuired to
provide ris! assessments and method statements Csa*ety plans *or haMardous activities8 plus evidence
o* current public liability and contractors ris! insuranceD< &deally8 this should be reIuested at tender
stage and incorporated within the overall event ris! assessment<
S#'52#!#e. e4('52e ! r#+7 (++e++'en& .)u'en&(&#n !r ( r(. r()e 8&%#+ #+ !r u+e )9er#n$
&%e )ur+e: A55en.#4 4
11
EVENT PLANNING
Cur+e
#.en&#!#)(&#n@
A B C D
"%2e e9en& ).e+ 81H5:@ /BMBL A & / 1H
8n2-:
$dditional measures to reduce
ris! to 1O48 with name o* person
or o**icial *unction who will
reduce the ris! to 1O4 Ci*
applicableD
ID
N
M#2e+B
7'+ !r'
+&(r&
De&(#2 ! %(;(r. R#+7
r(&#n$
2e9e2
/BMBL
Per+n+
(& r#+7
!r'
%(;(r.
S-'32 De+)
1 5<1!m $lley
way
L A&B % arshalled and mobile phone
contact
2 5<15!m 1e*t
turn
L A&B % Emerge *rom alley onto *ootpath
3 %<5!m 0urn
around
L A*C&D 18 %8 3 0urn around at ?unction
4 '<5!m 1e*t
turn
M A&D 18 %83 )ign and marshalled
5 5<5!m -inish /ar
par!
L A&B % arshalled and mobile phone
contact
Gener#) r#+7 (++e++'en& ).e+
/(;(r. R#+7 R(&#n$
Le9e2
Per+n+ (& r#+7 Me(+ure+ & re.u)e r#+7 & 2<
P edium $ = competitors 1 = $dditional approach signs
1 P 1ow @ = spectators % = Bunction to be marshalled by QQQ<<
number o* marshals
/ = organisers 3 marshals 3 = marshal plus method o* communication
D = oncoming tra**ic
edical ris! assessment is addressed in a separate medical section
12
LICENCE
UKA ROAD RACE LICENSING
0he "#$ 3 runbritain road race30rail licence scheme is designed to support the promotion o* well
managed and *air races that meet the reIuirements o* current legislation and which can be en?oyed by
runners< @y applying *or8 and accepting8 a licence you are supporting the *uture planning o* road
races and will bene*it *rom inclusion in the runbritain online events calendar< 0he *ollowing guidelines
will help you to complete the licence application and course measurement *orms<
Cn!#r'#n$ &%e .(&e
&* your date has to be changed8 or it is a new event8 you should *irst chec! with your regional licensing
panel to avoid having two races o* similar distances being run near each other on the same day< Jou
should then submit your licence application online via www< run britain<com3rdp3 < 0his will include all
race and course measurement in*ormation and it will then be sent to your regional licensing panel *or
approval and *or the issuing o* the 1icence certi*icate< 0he regional licence o**icer will contact you i*
there are any issues that reIuire resolution< N&e@ On submission o* your Race Report you are as!ed
to put in a provisional date *or the *ollowing year8 this creates a Provisional /alendar that can be seen
on the runbritain website and should avoid duplication o* *iGtures on or near the same date3venue<
T%e 2#)en)e (552#)(&#n 'u+& 3e +u3'#&&e. +#4 'n&%+ 3e!re r()e .(-
/#$%<(-+ Au&%r#&- (n. P2#)e L#(#+n
/lose liaison with the Highways $uthority and the )a*ety $dvisory 7roup Cor its eIuivalentD8 including
the police8 is essential< Jou must consult with them be*ore *iGing a date8 as previously highlighted8
and noti*y them o* the intended course in order to ta!e advice on tra**ic management and runner
sa*ety< 0here is no obligation *or the police to act as marshals Cyour organisation must provide these
or you may incur high charges *or their servicesD<
Cur+e Me(+ure'en&
$ny race which is advertised as being o* a speci*ic distance must be measured by an approved
course measurer< 0here is no *ee *or this service but the promoter should reimburse the measurer;s
out o* poc!et eGpenses< Jour regional licensing o**icer3panel can provide a list o* measurers in your
locality< $lternatively you can visit the course measurement website
httpF33www<coursemeasurement<org<u!3< Jou need to complete either section $8 @ or / on the relevant
part o* the *orm< $*ter the measurement8 a certi*icate will be sent and this must be renewed annually
through the race licence application process<
O!!#)#(2+
Jour /ounty or Home /ountry $thletics -ederation has a list o* Iuali*ied endurance o**icials who may
be able to assist at your event< C$ll England licensed events must appoint an event ad?udicator< Early
planning is essential as many o**icials are committed to events months in advance< 0he re*eree3event
ad?udicator must be independent o* the race organising committee8 but he or she can be invited to
planning meetings as an observer<D )ee $ppendiG 5 *or Event $d?udicator Responsibilities
En&r- Fr' r On2#ne En&r- S-+&e'
$ll promotional material *or your event8 website8 *lyers8 postal entry *orm Ci* applicableD must
Kuote the race licence number
)tate that the event is run under "#$ rules
)tate the minimum age *or entries
ReIuest the name o* the runner;s a**iliated athletic club8 where applicable
O**er a minimum H%<55 discount *or paid up current members o* Home /ountry
membership schemes or a**iliated club
Provide any in*ormation about your race that will help runners decide whether they
20
LICENCE
wish to enter8 including guidance *or athletes with a disability8 policy on the wearing o*
iPods8P3 players
Display the runbritain logo on your entry *orm< 0his can be downloaded *rom
www< run britain<com3rdp3
1#)en)e S&(n.(r.+
0he minimum standards now reIuired *or a race licence to be issued are detailed in the 9Race 1icence
)tandards; *orm 1)%51%< 0his is shown within the online race licence application process and you
need to agree to implement the standards be*ore you can proceed with the application< $ copy can
also be downloaded *rom www< run britain<com3rdp3
T%e R()e L#)en)e
Once you have completed the race licence application at www<runbritain<com3rdp Crace directors
portalDand course measurement in*ormation online8 it will be sent to embership )ervices< 0he H%5
licence *ee CH15 i* less than 55 entries and *ree *or closed eventsD should be sent directly to
embership )ervices at "#$ 8 i* not paid online< &* you are not an a**iliated organisation then you
should contact embership )ervices *or *urther in*ormation< Once your application has been
approved8 the licence will be available to download *rom the Race Directors Portal CRDPD this must
be available *or inspection on race day< -ollowing the event8 you must complete and submit the
promoters; returns *orm8 the medical returns *orm8 your Event $d?udicators report *orm and the
balance o* the race licence *ee within one calendar month to embership )ervices or by paying
online< Jou should also submit your *ull results including each runner;s date o* birth and postcode
initials in EGcel spreadsheet *ormat to embership )ervices *or inclusion in the annual runbritain
ran!ings< Data protection regulations may mean that you need to get competitors consent8 at entry
stage8 *or passing some o* this in*ormation on:
21
LICENCE
Fee+
0here is a reIuirement *or all events to o**er a minimum H% discount on entry *ees to all entrants who
are club members and3or paid up and a**iliated in the current competition year with their Home
/ountry $thletics -ederation membership scheme< 0his may vary in di**erent Home /ountry;s
0he payment structure *or races8 to "#$8 is on a sliding scale as illustrated and includes all entries8
whether attached to a club or unattached< 0he *ee is payable in two partsF H%5 deposit on application
and the balance o* the *ee paid post race within %+ days<
NUMBER OF ENTRIES
FEE PER RACE
De5+#&
B(2(n)e Due
85+& r()e:
T&(2 Fee
G A 5G I1G IG I1GJ
51 A 1GG I25 IG I25
1G1 A 15G I25 IF I34
151 A 2GG I25 I25 I5G
2G1 A 3GG I25 I5G ID5
3G1 A 4GG I25 IF5 I12G
4G1 A 5GG I25 I13G I155
5G1 A CGG I25 I1F5 I22G
CG1 A DGG I25 I235 I2CG
DG1 A EGG I25 I2F5 I32G
EG1 A FGG I25 I345 I3DG
FG1 A 1GGG I25 I3F5 I42G
1GG1 A 2GGG I25 ICD5 IDGG
2GG1 A 3GGG I25 I1*GFG I1*115
3GG1 A 4GGG I25 I1*4D5 I1*5GG
4GG1 A 5GGG I25 I1*E15 I1*E4G
5GG1 A 1GGGG I25 I2*FD5 I3GGG
1GGG1 H 15GGG I25 I4*FD5 I5*GGG
15GG1 H 2GGGG I25 IC*FD5 ID*GGG
2GGG1 H 25GGG I25 IE*FD5 IF*GGG
25GG1 A 3GGGG I25 I1G*FD5 I11*GGG
3GGG1 A 35GGG I25 I12*FD5 I13*GGG
35GG1 A 4GGGG I25 I14*FD5 I15*GGG
P+& R()e A.'#n#+&r(&#nBC2+e u&
$ll post race in*ormation should be completed online through the race director;s portal within %+ days<
0his includes your returns *orms8 medical returns *orms and the Event $d?udicator;sL Capplicable only
in EnglandD report *orm< $ll remaining *ees should also be paid at this time< Race reports may also be
submitted promptly to the runbritain<com editor *or inclusion on runbritain website news8 pre*erably
within %' hours o* the race<
L)ubmitted within 7 days o* staging the event
22
INSURANCE
INSURANCE
UKA Pu32#) L#(3#2#&- In+ur(n)e
"#$ public liability insurance is a bene*it o* a**iliation *or organisations currently a**iliated to one o* the
*our national associations = $thletics Aorthern &reland8 England $thletics8 scottishathletics and 4elsh
$thletics< 0he cover CH55m in %51%D applies to all o* the organisation;s athletics activities8 including
road races< 0he "#$ road race licence is essential to demonstrate to the insurer that the event is
promoted to national governing body standards and that all possible precautions are being ta!en to
ensure the sa*ety o* all participants8 organisers8 o**icials8 spectators and volunteers as well as the
general public who8 may be a**ected by the race<
0he provision o* appropriate *irst aid by trained event volunteers is covered under "#$;s policy< @ut
pro*essional medical sta**8 doctors8 paramedics and nurses = even when wor!ing in a voluntary Ci<e<
unpaidD capacity at your race = are e2cluded and need to !e covered !y e2tensions to their workplace
'i#e# employer)s( medical insurances#
0he policy does not de*ine any age limits but you need to be aware o* your duty o* care *or children
and you should document within the ris! assessment that you have ta!en the needs o* childrenCunder
the age o* 1+ yearsD into consideration and ta!en appropriate actions to remove or reduce ris!s<
Joung people may be recruited to act in voluntary roles8 such as marshalling8 but they should only be
employed to underta!e duties *or which they are competent< -or eGample8 they should not be as!ed
to wor! at points where they may have to deal with tra**ic<
-un runs that are organised as part o* a programme o* road races are incorporated in the overall
cover *or an event = as long as the promoting body is a**iliated to one o* the *our national
associations< &* a *un run is organised independently o* a licensed race by an a**iliated body8 the
insurance policy will apply< &n both cases your organisation o* the race should be to the standard
applied to a licensed race and you must be able to demonstrate those standards in the event o* a
possible claim<$ licence can now be issued *or a standalone *un run8 but must be delivered to Race
1icence )tandards
$ll accidents or incidents must be reported to "#$ immediately a*ter the competition using the report
*orm which can be *ound at httpF33www<u!a<org<u!3governance3health6sa*ety3< $ copy o* the insurance
certi*icate is available at httpF33www<u!a<org<u!3grassroots3about6clubs3insurance6cover3 and any
Iuestions may be addressed to insuranceEu!a<org<u!<
0he activities o* "#$ 6licensed technical o**icials at road races are covered by "#$ insurance<
O&%er e9en& #n+ur(n)e
/ontractors Csuch as toilet suppliers8 marIuees or caterersD will need to provide their own public
liability and contractors ris! insurance in respect o* their activities< Jou should ensure that ris!
assessments and evidence o* insurances are provided and method statements where reIuired8
ideally at tender stage<
Jou may also li!e to consider ta!ing out additional insurances in respect o* hired eIuipment8 your own
site eIuipment8 the use o* private cars and vehicles *or Ntrade purposesO at your event or *or event
cancellation<
2+
DISABLED AT/LETES
DISABLED AT/LETES
Disabled athletes participate in events *or the same wide6ranging reasons as non6disabled athletes8
including en?oyment8 to improve *itness and to eGperience the challenge and achievement o*
competition< "nder the EIuity $ct %5158 it is unlaw*ul *or you to treat disabled athletes less *avourably
than able bodied athletes and race organisers are obliged to ma!e reasonable ad?ustments to enable
disabled people to participate in their events< ost ad?ustments can be made Iuic!ly and easily and
do not have *inancial implications< ost Home /ountries have issued guideline documents and
policies<
Le$(2 re+5n+#3#2#&#e+ un.er &%e D#+(3#2#&- D#+)r#'#n(&#n A)&
0he Disability Discrimination $ct de*ines a disabled person as someone who has a physical or mental
impairment that has a substantial and long6term adverse e**ect on his or her ability to carry out normal
day6to6day activities8 such as eating8 washing8 wal!ing and going shopping< Jou must ma!e
reasonable ad?ustments8 including changes to the way you organise your event and physical *eatures
o* their venue to overcome any undue physical barriers to access< Reasonable ad?ustments must be
made8 i* reIuired8 unless they are su**iciently drastic as to change the nature o* the whole event< $ny
additional eGpense must be underta!en8 unless it is considered too unreasonable8 relative to the
resources o* the organisation3event< $ny decision to eGclude a disabled athlete *rom an event must be
?usti*ied on the basis o* *act8 not assumptions< &t should be supported by evidence8 such as a ris!
assessment8 compiled by someone with su**icient !nowledge or eGperience in disability 6 specialist
disability organisation<
Ke- S&e5+
Pr9#.e ( <e2)'#n$ (n. #n)2u+#9e en9#rn'en&
&nclude a statement in event publicity or websites etc< such as 90he 7name of event or organisers8
welcome entries *rom disabled athletes<;
Encourage disabled athletes to contact you in advance to discuss their needs and the
reIuirements to enable them to ta!e part and8 i* possible8 allow athletes3coaches to review the
course to assess its suitability<
Do not tell disabled athletes that they are not eligible to participate without consideration o* what
reasonable ad?ustments would enable them to participate<
Ensure any language used to describe disabled athletes is sensitive and appropriate< 1anguage is
continually evolving but what really matters is that language is acceptable to the individual or
group concerned< &* unsure8 as! the disabled athlete how they would pre*er to be addressed<
A))e++ & !()#2#&#e+
"nderta!e a review o* the accessibility o* *acilities including car par!ing8 toilets8 changing *acilities8
access to buildings and other *acilities *or their accessibility *or athletes8 coaches8 o**icials and
spectators<
Ensure there are wide par!ing bays available to enable wheelchair athletes to get in3out o* their
car<
Ensure registration tents and other *acilities are based on an accessible sur*ace3location as
wheelchair users may be unable to travel on mud or so*t ground<
Ensure accessible toilets are available8 open and no !ey collection is reIuired to access them<
R()e r$(n#+(&#n
Provide diagrams and3or written pre6race in*ormation *or athletes who are hearing6impaired
Provide guidance to appropriate start positions *or estimated *inishing times *or all athletes to
ensure slower athletes are not ?ostled by *aster athletes coming *rom behind< )ee speci*ic
guidance on wheelchair athletes
Ensure the course is wide enough to allow su**icient space *or athletes to pass visually impaired
athletes who may be attached to a guide runner< $ny rules on lapped runners should be clearly
stated8 be reasonable and be applied eIually to all participants< &deally race organisers should try
to ensure that laps are o* su**icient length to minimiMe the li!elihood o* lapped runners
0ry to avoid very steep climbs or descents C%5RSD i* possible as wheelchair athletes may be
unable to climb them or they may be dangerous on descent
2-
DISABLED AT/LETES
0ry to avoid speed humps or ensure there are clear warning signs and details in the race pac! as
they may be di**icult or dangerous *or wheelchair athletes to pass
0ry to avoid crossing roads as they may be di**icult or dangerous *or hearing6impaired or visually6
impaired athletes< Ensure there are su**icient and competent marshals positioned appropriately to
warn athletes as appropriate and use sign6posting to warn road users
0ry to avoid changes in terrain such as crossing grass3mud3sand or provide an alternative route or
sur*ace *or wheelchair athletes as they may be unable to travel over this terrain
/ut o** times *or events should be reasonable and not un*airly set to prohibit the participation o*
disabled athletes< 0he cut o** time may be determined by a number o* *actors such as the need
*or su**icient time to dismantle the course be*ore dar!8 the number o* course marshals available
*or the event8 the reasonableness o* the length o* time they will be reIuired to marshal the course
and numbers available to rotate marshals or allow brea!s e<g< in cold or bad weather8 police3local
authority permission *or road closures8 permission *or length o* time to use the venue etc
S5e)#!#) (.Ku+&'en&+
$thletes with a visual impairment may need to be supported by a guide< 7uides should be
provided by the disabled athlete and ideally should not have to pay a race entry *ee and will not
be considered to be participating in the race in their own right< 7uides may be o* either gender
regardless o* the restrictions o* the race or the gender o* the athlete< 7uides should be identi*ied
in advance to the you and should wear some visible or warning clothing to identi*y them to other
runners
&n general the only acceptable *ootwear attire should be running shoes< However8 those athletes
with leg amputations should be permitted to use a *leG *oot or similar prosthetic
Disabled athletes should be permitted to use prosthesis8 canes or crutches to ambulate the
course
$thletes who use a wheelchair should ta!e responsibility *or ensuring that the wheelchair is *it *or
purpose to participate in the event and *or any maintenance reIuired during the event< &n general
race organisers should not be responsibility to inspecting the condition o* wheelchairs
$thletes using a wheelchair who need to be pushed by another person should provide their own
assistant< &deally the assistant should not have to pay a race entry *ee and will not be considered
to be participating in the race in their own right< &deally assistants may be o* either gender
regardless o* the restrictions o* the race or the gender o* the athlete< $ssistants should be
identi*ied in advance to you and should wear some visible or warning clothing to identi*y them to
other runners
"/EELC/AIR AT/LETICS
4heelchair racers sometimes cause anGiety *or organisers8 but once you understand more about
them8 there is little to *ear< 0he maintenance o* the chair is le*t to the individual and8 since 1,,%8 the
wearing o* a crash helmet is compulsory in any @4R$ C@ritish 4heelchair Racing $ssociationD
sanctioned event< @ecause o* the way in which a competitor sits in a chair8 i* a crash occurs it is the
shoulder and then the head which hits the ground< Kuite o*ten the arm cannot be brought round to
brea! the *all in time<
$s *ar as possible8 it is better to allow the wheelchair division to have a *ew minutes start on the
runners< 0his allows them time to spread out and ma!es it easier *or the runners to pass< &*
wheelchairs started at the bac! o* the race it would mean that the chairs would have to wor! their way
through the tail end runners<
@ecause o* varying course gradients8 wheelchairs do not progress as evenly paced as runners< &t is
worth considering this in deciding when the wheelchairs will start<
$nother important *actor is that wheelchairs and runners do not see the same ideal racing lines and it
is important that both remain aware o* this at all times< $dditionally8 unli!e most runners8 wheelchairs
cannot come to an immediate stop<
2.
DISABLED AT/LETES
Drin!s stations can cause problems and because o* this8 wheelchair competitors are advised to carry
their own re*reshments< /onvenient bottle designs enable pushing and drin!ing to be combined< 0he
design o* the gloves generally precludes grabbing cups and wetting the wheel pushrims slows the
chairs<
$thletes who are racing have to carry their own spare tyres etc< $lthough they can have assistance
*rom others *or repairs8 many do not bother with repairs in important races because the time lost
means that e**ectively they are out o* the race<
$s a guide you may eGpect the *ollowing times *rom top wheelchair athletesF
5 7' en 1% min 4omen 1' min
1G 7' en %' min 4omen %. min
/(2! M(r(&%n en ', min 4omen 55 min
M(r(&%n en 1h<'5 min 4omen %<55 hrs
any wheelchair competitors may ta!e considerably longer<
2/
/EALT/ & SAFETY
/EALT/ & SAFETY
9Health ( )a*ety; is o*ten seen as an inconvenient8 bureaucratic hurdle to be overcome8 stopping
people *rom 9having *un; and getting in the way o* practical day6to6day li*e< any myths have arisen
on the basis o* mis6reported or over enthusiastic application o* sa*ety measures< @ut8 on the other
hand8 we are eIually aware o* the increasing *reIuency and cost o* accident claims<
odern society operates within a structure o* customary patterns o* behaviour and relationships
underpinned by legislation and accepted practice<
$s an organiser o* a planned public event the Health ( )a*ety EGecutive8 through your local authority8
will eGpect you to ta!e a sensible8 pragmatic and practical approach to the management o* your event8
recognising your legal health8 sa*ety and wel*are responsibilities to participants8 spectators8 volunteers
Cplus sta** and contractorsD and the general public< 0he eGpertise and !nowledge o* health ( sa*ety
legislation and management eGpected o* you as an organiser will vary according to the siMe and
haMards associated with your event< Organisers o* smaller road races are not eGpected to be eGperts
in health ( sa*ety8 but should have a wor!ing understanding o* their responsibilities and to be able to
put practical measures in place to reduce the ris! o* *oreseeable accidents<
EIually8 "# $thletics8 the national governing body *or the sport and the Home /ountries $thletics
-ederation CEngland $thletics8 scottishathletics8 4elsh $thletics and $thletics Aorthern &relandD8 in
whose ?oint name the road race 0rail licences are issued8 and have a shared responsibility to ensure
that appropriate sa*ety standards are in place at races held under "#$ race licences<
S&(&u&r- Fr('e<r7
Jour responsibility *or sa*e management o* your event derive *rom general duties under the 1,7'
Health ( )a*ety at 4or! $ct< 7eneral guidance on health8 sa*ety ( wel*are at public events is
contained in the 1,,, Health ( )a*ety EGecutive 9Event )a*ety 7uide; C9Purple 7uide;D< 0his is
currently in the process o* revision< 7uidance *or road races is contained in the 1,,. Home O**ice
97ood Practice )a*ety 7uide *or )mall and )porting Events on the Highway;
R#+7 M(n($e'en&
0here are inherent ris!s in any activity< $ccidents will occur even in the best6planned environments<
Jour responsibility as a race organiser is toF
- Prepare a written ris! assessment8 identi*ying any signi*icant haMards which can be
reasonably *oreseen arising out o* your event8 and the li!ely persons at ris! Ce<g< participants8
spectators8 volunteers and general publicD
- Prepare an action plan Cor 9sa*ety plan;D o* appropriate 9control measures; to reduce Cor
mitigateD the signi*icant haMards identi*ied in your ris! assessment
- $llocate responsibility *or implementation Cand monitoringD o* those 9control measures; both
pre6event and on race day
- /arry out a post6race review or de6brie* to assess the e**ectiveness o* those 9control
measures; *or re*erence to *uture events
$reas typically covered by a ris! assessment would includeF
- 0ra**ic management Cincluding the sa*ety o* competitors and other road usersD
- Pedestrian and crowd sa*ety Cincluding runner congestion8 spectatorsD
- &n?ury and medical services *or participants8 spectators8 volunteers Cplus contractors and sta**D
and members o* the public attending or e**ected by your event
20
/EALT/ & SAFETY
- -oul weather8 emergency planning8 *atality protocols
- -ood hygiene regulations
- /hild protection
- $ccident reporting
- -ire ris! assessment is now reIuired by some8 i* not all8 local authorities
0here is no single 9right or wrong; way to overcome ris!< Each case must be based on its own merits
and the availability o* appropriate resources< -or instance control measures *or tra**ic haMards might
typically includeF
altering the course route or venue to avoid ma?or road ?unctions or roads with poor visibility8
&mplementing partial or *ull road closures8
other temporary tra**ic management Cspeed restrictions8 one6way tra**ic etcD8
amending the race start time to avoid busy tra**ic times<
L)(2 Au&%r#&- L#(#+n
En*orcement o* health ( sa*ety legislation is normally carried out by the public protection or
environmental health department in local district councils on behal* o* the Health ( )a*ety EGecutive<
)o early consultation with your local district council )a*ety $dvisory 7roup is important to ensure you
have met your council;s reIuirements and eGpectations
MEDICAL PLANNING
Du&- ! C(re
$s race organiser8 you owe a statutory duty o* care to participants8 spectators and volunteers Cas well
as contractors and sta**D attending your event< &n the event o* a claim8 you will need to demonstrate
that you too! reasonable measures to reduce the increased ris! o* in?ury to participants8 spectators
and volunteers8 inevitably arising out o* participation in an endurance event
)tatutory guidance *or road races is contained in the 1,,. Home O**ice 97ood Practice )a*ety 7uide
*or )mall and )porting Events on the Highway;
Re2#(n)e n ( =FFF> )(22 #+ n& +u!!#)#en& !r r(. r()e+6 P2(nne. e9en&+ +%u2. n& re2- n &%e
N/S ('3u2(n)e +er9#)e (2ne & 5r9#.e e'er$en)- re+5n+e6
Only Iuali*ied *irst aiders trained to the higher 9public duties; and holding current public liability and
medical insurances are appropriate *or planned events< -irst level aiders with general or *irst aid at
wor!place training should not be used as the designated medical provider
UKA L#)en)e Gu#.e2#ne+ 8Me.#)(2: A55en.#4 C
$s a condition o* the race licence application8 "#$ licensed road races are reIuired to provide details
o* the *irst aid8 medical cover and medical *acilities which will be provided *or the race<
Jou will be as!ed to con*irm that all *irst aid and medical personnel will be suitably Iuali*ied and
available at the start8 on the course and at the *inish 6 according to the severity and nature o* the
route8 distance8 siMe o* *ield and li!ely temperature
Jou may also be as!ed to provide copies o* correspondence relating to *irst aid and medical providers
to "#$8 and3or the licensing authority<
runbritain Me.#)(2 A.9#+r- Gru5
21
/EALT/ & SAFETY
-urther detailed advice *or race organisers on how to assess appropriate medical cover *or individual
races is currently being prepared by the runbritain edical $dvisory 7roup8 an eGpert group o* race
directors and medical directors
Me.#)(2 R#+7 A++e++'en&
0he medical ris! assessment should be prepared ?ointly by the race committee and the chosen
medical provider< 0he !ey issues to be considered areF
6 Aumber8 pro*ile Ce<g< eGperienced club runners8 novicesD and ages o* participants
6 /ourse distance and con*iguration Ce<g< 15# single6lapD
6 2ehicular access *or treatment and transportation o* casualties = on6course and in the *inish
area
6 ProGimity to local AH) $ccident and Emergency hospital
6 Past incident data Ccasualty *igures *rom previous eventsD
6 $vailability o* communications Cmobile phone or radio 9blac!6spots;D
6 0ime o* year8 anticipated weather conditions Chot8 cold8 windy etc 6 especially unseasonable
weatherD
6 Provision o* drin!ing water8 energy drin!s8 shelter and baggage storage3changing *acilities
Provision should be made *or treatment o* *oreseeable in?uries includingF
6 $brasions8 cuts and sprains = *rom trips or *alls
6 Head in?uries = *rom trips or *alls
6 $ggravation o* pre6eGisting medical conditions e<g< asthma8 cardio6vascular disease8 diabetes
6 /ardiac arrest C9heart attac!;D
Me.#)(2 P2(n
0he edical Plan sets out the medical *acilities which will be provided on race day to reduce the ris!
o* casualty and to respond to *oreseeable in?uries are identi*ied in the ris! assessment
6 &n*ormation to runners< "se your pre6event publicity Cwebsite8 entry *orm8 race pac! etcD to
direct runners to the guidance on the www<runnersmedicalresource<com website = regularly
updated advice *rom the runbritain edical $dvisory 7roup = on how to prepare *or an
endurance event< Discourage sprint *inishes = eGcept *or eGperienced athletes< /onsider
giving a pre6start brie*ing to runners *or any special measures or haMards on race day Ce<g<
don;t try to run a personal best on a hot dayD
6 Race numbers 6 "#$6licensed road30rail races are reIuired to provide contact details and
medical *orm on the bac! o* your competitor race numbers< "se your pre6event publicity and
race day signage to remind your runners to complete their *orms
6 anagement Plan
o 1ocations and principal contact details *or medical providers
o $ccess routes *or medical team
o Procedures *or reporting o* casualties Ce<g< marshals to phone medical team leaderD
o $ssessment o* casualties Ce<g< medical history8 responding8 conscious8 breathing8 heart
beatD when reported by marshals
o -inish area arrangements< arshals to catch collapsing runners8 C9vomit crew;D
o Patient con*identiality = privacy *or treatment o* patients and protection to patient;s details
o /ontingency plans Ce<g< eGtra water or sponge station on hot day8 emergency blan!ets or
hot drin!s at *inish on cold dayD
o Emergency procedures in the event o* a serious in?ury or *atality
Me.#)(2 F()#2#&#e+
22
/EALT/ & SAFETY
&n deciding on the appropriate medical *acilities to respond to *oreseeable in?uries at your race8 you
should considerF
6 -irst aid = static posts at the start3*inish and on the course route *or reporting o* serious
in?uries and treatment o* minor in?uries
6 /ycle -irst Responder = mobile cyclist eIuipped with automated electronic de*ribulator
C9$ED;D *or initial li*e support C9/PR;D in the event o* cardiac arrest
6 Rapid response vehicles C9ambulance car;D 6
6 $mbulance = AH) standard 9blue light; emergency ambulance with crew *or treatment and
transportation o* casualties
6 Paramedic8 Doctor8 Aurse are registered titles *or medical practitioners o**ering a range o*
s!ills
6 Other = all terrain 9blue light; emergency ambulances are used to treat and transport
casualties o** road< Patient trans*er vehicles are non 9blue light; vehicles used to collect and
transport eGhausted runners *rom the course bac! to the *inish<
Me.#)(2 Pr9#.er+
$ number o* voluntary organisations o**er a range o* services *or events *rom basis *irst aid cover8 *irst
responders8 and emergency ambulances through to *ull medical management8 including supply o*
eIuipment and drugs< /ontact your regional )t Bohn $mbulance8 @ritish Red /ross or )t $ndrews
group
6 1ocal AH) ambulance service trust 6 any ambulance service trusts provide paramedic and
ambulance *acilities *or events
6 1ocal AH) hospital 6 any $(E doctors and anaesthetists with an interest in 9out o* hospital
medicine; are willing to support local events
6 Private medical providers 6 $ increasing number o* specialist private companies o**er medical
services *or events
6 R$JAE0 6 $mateur radio networ! *unded by each local authority to provide emergency
communications< ay be happy to provide bac! up communications *or your event as a
training eGercise
6 Protective EIuipment 6 Ensure that appropriate personal protective eIuipment C9PPE;D is
provided to volunteers Ce<g< non lateG gloves to drin! stations8 de6chip and *inish areaD
6 /linical 4aste 6 /linical waste is haMardous and should not be placed with normal re*use<
Ensure that all clinical waste is bagged and removed by your medical provider
EMERGENCY PLANNING
4ith a legal and moral duty o* care on all organisers to participants and sta**8 time must be allowed to
consider the 9what i*s;<
Each event will reIuire a level o* speci*ic considerations but will includeF
6 the *ootprint o* the event8
6 the duration o* the event 8
6 the ability o* the participants and numbers involved8
6 the time o* year8
)adly but necessarily8 you should also consider the security o* an event in crime prevention and
terrorism terms< 1ocal police will be able to o**er advice and assistance with crime prevention advice
and current threat levels nationally8 locally and sporting event6speci*ic<
)ecurity o* the event;s and participant;s property *alls sIuarely to the organiser and there*ore needs
procedures and sa*eguards in place to protect such property< $gain8 levels o* security will vary8
having assessed various considerations8 but may include loc!ed storage containers8 security sta**
and3or secure areas<
+0
/EALT/ & SAFETY
@asic considerations should includeF
6 Evacuation planning *or the start assembly and *inish areas and any other spectator
busy3iconic sites within the event environs<
6 Emergency vehicle entry and eGit routes
6 )tewarding numbers and positioning
6 /ommand and /ontrol
EIually8 care*ul consideration needs to be made over haMards within the event environs< -or
eGample> rivers8 ponds or reservoirs and sa*eguards to prevent accidents beyond normality< $s an
eGample spectators climbing on bridge guard rails to view a race8 or watching *rom a river ban! with
*ast *lowing or deep water<
On point6to6point race courses8 contingencies need to be planned to ensure that participants personal
belongings sa*ely arrive at the *inish area within good time< 0his may mean alternative transport
options8 to cover brea!downs and various alternative route options i* the pre*erred route becomes
impassable<
0he creation o* an emergency plan allows organisers to *ocus on a potential problem8 consider the
options and decide on the best solution which should then be resourced8 brie*ed and tested< )uch a
plan will also go some way to addressing any ris!s identi*ied within the event ris! assessment
process<
A.9er+e "e(&%er P2(n+
One o* the ma?or considerations8 particularly in the "nited #ingdom8 is planning *or event day weather
conditions< Events held in the spring or autumn in particular8 can be sub?ected to weather conditions
across the *ull spectrum o* hot8 cold and wet< $n $dverse 4eather Plan is the culmination o* the
organisers considerations around weather eGtremes<
Part o* this plan should have a decision6ma!ing group identi*ied and able to be called upon i*
circumstances dictate< 0he composition o* this group will depend on the siMe and nature o* the event
but must include event organisers8 medical providers and health and sa*ety representatives<
"# weather can be one o* the ma?or *actors to ma!e or brea! events on the day< &t is o*ten
unpredictable and o*ten de*ies the best o* *orecasts< &t is there*ore o* great importance that su**icient
and varied resources are considered particularly *or longer duration events<
O*ten casualties present su**ering *rom the e**ects o* heat having not ta!en on enough water8 or
eIually as dangerous8 ta!en on too much< 0hey also present su**ering *rom hypothermia in cold8 wet
and3or windy conditions<
"# 4@70 measurements are available *rom the et O**ice and produced on a green8 amber8 red
colour coding which visually denotes pea!s and sustained periods o* ris! and there*ore identi*ies the
times reIuiring additional actions and consideration *rom event organisers<
4hen adverse weather conditions are *orecast or present8 organisers may wish to review
6 4hether the events should be postponed or cancelled
6 -luid availability
6 edical *acilities Iuantity and locations
6 EIuipment available *or participants at the *inish and at identi*ied points around the event
course i* appropriate Csuch as blan!ets8 water etcD
6 Emergency access routes *or medical responders and ambulances
6 0he communication lin!s with the wider medical *acilities Chospitals etcD
+1
/EALT/ & SAFETY
1i!e all such decisions8 the process8 considerations and decisions must be recorded in the event
decision log and any meetings properly minuted<
FOOD
F. %-$#ene
0o assist you where sandwiches8 *illed rolls and hot *ood are produced or stored *or sale at your race8
some points to note areF
- &t is yours responsibility to ensure that sta** act upon that in*ormation and comply with current
legislation regarding *ood sa*ety<
- &n particular8 you must ensure that sta** comply with the codes o* practice relating to the
hygienic production8 preparation8 transportation8 storage8 and display o* sandwiches8 *illed
rolls and hot *ood<
Pre5(r(&#n
- $ny premises used *or the preparation o* sandwiches *or sale8 be it a commercial or domestic
!itchen8 must comply with the law relating to the hygienic condition and construction o* the
premises and eIuipment used< &t is your responsibility as a Race Director 3 Event Organiser to
ensure that all o* the *ood has complied with the -ood Hygiene 1aws< $ll products must be
wrapped *ollowing preparation and re*rigerated and remain re*rigerated prior to sale< &* you
are getting them supplied *rom an outside caterer then all o* the products must be labelled8
indicating their contents and the producerTs address< 0hey should also be date stamped to
help ensure that the use6by date is not eGceeded<
S&r($e
- $s a Race Director 3 Event Organiser you should include provision on any *ood that is being
sold or given away8 on a ris! assessment *orm< Even i* you are getting an outside company
or you are using the catering *acilities at a sports centre it is your responsibility to chec! that
they are complying with the law and this needs to be in your ris! assessment< Do they have
an up to date *ood hygiene certi*icate Cthey only last three yearsD &* so8 place a copy within
your ris! assessment and have a copy on display near where the *ood is to be
distributed3sold<
/ertain *illings are designated %#$% r#+7 !.+ due to their *reIuent association with *ood poisoning<
)andwiches containing the *ollowing *illings are regarded as high ris!F
- eat 3 *ish 3 cream 3 eggs 3 mayonnaise 3 so*t cheese
- 0he *illings should be stored between 1U/ and 5U/ degrees centigrade<
- $ll sandwiches must be re*rigerated when displayed *or sale or stored overnight prior to sale<
- $ny sandwiches unsold %' hours *rom the time o* manu*acture should not be sold and be
discarded<
- $ll sandwiches needs to be individually wrapped to prevent cross6contamination and can only
be on display *or a maGimum o* two hours and a*ter that it must be thrown away i* not
re*rigerated<
- Do not put *ood tags directly onto *ood products<
-or more in*ormation8 chec! out T%e F. /-$#ene L(<+ 2GGC* Vwww<*ood<gov<u!W
+2
ENTRIES MANAGEMENT
ENTRIES MANAGEMENT
En&r- Fr'
$ wide range o* options Cincluding web advertising8 online entry systems and hard copyD create a
wealth o* opportunities *or you to promote your event but the basic in*ormation provided should
always include
6 Race title and distance
6 Date
6 )tart time
6 2enue
6 )ponsors3logos etc
6 -acilities available to runners
6 Entry *ee8 including discount *or registered club members
6 Entry closing date
6 $ddress to which the entry must be sent
6 $wards = be clear to indicate whether your awards are made against gun or chip times
6 $ge groups
6 $ny local conditions and rules that may apply
6 &n*ormation *or athletes with a disability
6 "#$ road race licence number or race licence applied *or
6 /ourse measurement certi*icate details
6 "#$ Rules *or /ompetition will apply
6 &nclude the runbritain<com logo
6 Race Policy on the wearing o* iPods3P3 players
&n*ormation *rom entrants reIuired to complete the entry *orm will includeF
6 -ull name
6 7ender
6 Date o* birth and3or age
6 $**iliated club
6 7overning body registration number
6 Postal and email address
6 /ontact telephone number
6 $ny in*ormation reIuired that is speci*ic to the race8 e<g< county Iuali*ication
0he entrant must sign or con*irm Conline entriesD and date the entry and agree to abide by "#$ Rules
*or /ompetition<
runbritain operates an at6cost online entry system as a service to "#$ licensed race organisers< -or
details see www<runbritain<com
++
ENTRIES MANAGEMENT
PERSONNEL
0here is one thing that can be guaranteed 6 you will never have too much help< $s a minimum you
should consider the *ollowingF
Race Director8 /ourse Director8 )tart3-inish Director8 0ime!eepers ( Recorders8 C)tarters8 Budges i*
applicableD8 Results team8 $nnouncer8 1ead /ar Driver8 /ommunications )ta** and a *ew good spare
volunteers< 0here may also be a call *or car par!ing attendants and 2&P attendants< &* you can
provide re*reshments *or the o**icials and helpers8 this will be appreciated< )ome o* these positions
may be combined and the titles may vary8 but all these ?obs need to be *illed satis*actorily *or an event
to pass o** smoothly< &t is advisable to produce a list o* these posts8 together with the holders8 so that
all involved can identi*y their !ey responsibilities and interactions< @ibs and3or armbands can be used
as additional visible signs o* roles<
$ list o* mobile phone numbers *or !ey personnel is recommended8 with best practice being on a
double sided $. laminated card on a lanyard8 to wear around the nec!< 2olunteers should also be
issued with event accreditation and on the reverse there should be emergency contact details *or their
use<
ORGANISATIONAL STRUCTURE
0ypical division o* responsibilities *or your race organising team might loo! something li!e the
accompanying chart< $ppendiG 1
+-
INFRASTRUCTURE
START
1icence )tandards reIuire that the start must be situated in a place which is closed to tra**ic *or the
duration o* the runner;s assembly and start8 thus8 allowing *ree and easy access to all participants< $
par! or closed roads are ideal locations but in some circumstances a 0emporary Road /losure Order
may be necessary< 0here is a need to ensure a well managed and *air start *or all runners and8 whilst
it will not be possible *or all runners to stand right on the start line8 it is important that all can start
running as soon as possible without hindrance< 0o this end8 the start should be as wide as possible
and should run straight *or as *ar as possible8 in order to limit the inevitable bunching e**ect caused by
sharp bends< )teep downhill and uphill starts should be avoided< )pecial attention needs to be given
to ma!ing sa*e street *urniture such as benches8 waste paper bins8 street lighting columns and
bollards by the use o* marshals or use o* protective material< )leeping policemen should be avoided
in the early part o* the course< &* it is on an open road8 the problem o* par!ed vehicles will need to be
considered and evaluated<
-acilities such as changing8 baggage storage and toilets should be close to hand< 0he start area
should be well mar!ed and the use o* a public address system is essential *or marshalling runners<
4here a start gantry is used8 this needs to be made secure and special attention paid to its
anchorage in windy conditions< &* space and resources allow8 the start should be *ully controlled with
restricted access to the whole area using barriers and gantries in order to separate runners *rom
spectators and tra**ic< )pecial attention also needs to be given to ma!ing sa*e power eIuipment8
generators and trailing leads Cuse o* earthing devise and outdoor leads are essentialD< 4here the race
is being covered by television8 an additional area will need to be mar!ed o** *or the television crews
and their eIuipment< 0ry to avoid runners ?oining the start *rom in *ront< &n championship and similar
races a warm up area will be necessary<
&n a large *ield8 it is usual to allocate start line 9Mones; so that runners may line up within their ability
ranges = di**erent methods have been tried8 such as the use o* 9time boards; and allocation o* race
numbers in accordance with eGpected *inish time< Even i* this is done8 some runners will still try to
start *urther *orward than their level o* ability dictates< Polite reIuests usually deter such hope*uls<
$lthough8 in an ideal world8 everyone would start on the same line8 the problems with slow runners
impeding *aster ones *ollowing an initial dash are well recognised and should be avoided i* possible<
0he use o* 9chip timing; has reduced the scale o* the problem
&n order to ensure that the correct start line is used8 and to avoid the necessity o* trying to push a
huge crowd o* runners bac! to a line8 many organisers set up a 9dummy; line *rom which the runners
are wal!ed *orward at a pre6designated time< 0he start line and the direction *or the runners should be
clearly visible< 4here chip timing is used it must be clear where runners register their start time< 0he
timing mats need to be taped securely to the road sur*ace<
$nother *eatures *ound at the start o* some o* the larger races is a designated area *or elite athletes<
$n arrangement also employed by larger races is the use o* 9wave starts; where all runners are
designated to certain waves8 o*ten distinguished by di**erent colours which may also be indicated on
their race numbers< Each wave starts at a di**erent time e<g< at ten minute intervals< 0his arrangement
reIuires care*ul management and marshalling and it is essential that the chip timing computer
programme is able to aggregate di**erent wave times<
0ime!eepers8 the re*eree3event ad?udicator and the starter should have a clear view o* the start and
be in contact with the race director or race control and lead vehicle< 0he starter should be ad?acent to
the start8 pre*erably on a raised plat*orm8 especially in the larger races< )tarting gun8 *lag8 air6horn are
all acceptable< 0he method used should depend on the best way o* ma!ing sure the maGimum
+.
INFRASTRUCTURE
number hear or see the signal< 4here a gun is used8 the )tarter must comply with "#$ rules and
guidance< &t is important that i* a local dignitary is as!ed to start the event then there is a bac!up
starter8 because the runners will8 on any signal8 run8 and calling bac! a *ew thousand *or a *alse start
can be di**icult8 even inadvisable8 eGcept at international level<
0he accompany diagram shows a suitable layout o* a start Mone *or a hal* marathon with an elite *ield<
START SYSTEM FOR A /ALF MARAT/ON "IT/ AN ELITE FIELD
FINIS/
Race 1icence )tandards reIuire that the *inish area must be tra**ic6*ree until the last runner has
*inished or a cut6o** time has elapsed8 with as long a run6in as practicable and su**icient room beyond
the *inish line *or all the ancillary services reIuired< /ompetitors and spectators will need to be
controlled and possibly segregated8 while the various o**icials involved will be provided with clear
space in which to per*orm their duties<
+/
INFRASTRUCTURE
-eatures o* the *inish areaF
"se o* barriers8 either sta!es and ropes on so*t sur*aces or various stand6alone barriers on
paved3solid sur*aces8 which should be su**iciently robust to per*orm the ?ob and secured to
prevent damage *rom the elements8 particularly wind
0he *inish line should be clearly indicated with a bold line across the *inish area and some
vertical mar!ers< $ny mar!ing o* a road sur*ace should be done a*ter consultation with the
local authority
&* a gantry is used8 to carry a race cloc! and branding8 the *inish line is best situated slightly in
*ront so that race sta** can ?udge the *inishing order better and runners will see their
approGimate time as they cross the line
O**icials at the *inish line will8 at least8 be re*eree3Budge3event ad?udicator8 time!eepers and
recorders Cand *unnel controller *or manual timed *inishesD< 0hey should have a secure8
reserved wor!ing space with uncluttered lines o* sight along the *inish straight
4ith chip6timed *inishes when *unnel systems are not reIuired eGperienced marshals should
be deployed to catch and assist collapsing runners within the *inish area< -or hand6timed
*inish areas where narrow *unnels are used collapsing runners tend to be supported by
runners in *ront and behind<
$ll race sta** should be clearly identi*ied
&n larger races8 it is essential that both the Primary Cimmediately in *ront o* the *inishD and the
)econdary Cimmediately behind the line and the *unnelsD *inish areas are totally *ree o* all
unnecessary persons 6 and special passes should be considered *or gaining access
edical support should be located close to the *inish area8 with easy access to the *unnels
available< Emergency service vehicles need to access the *inish area without having to cut
across the stream o* *inishing runners
)u**icient space *or all post6race *acilities8 with re*reshment tables and goody distribution
away *rom the *unnel eGit in order to draw the runners *rom this area< Other attractions8 such
as re*reshments *or sale8 running gear stalls8 sports therapy may be provided a*ter
consultation with the local authority< /are should be ta!en to ensure that litter is cleared up
$ public address system may be used but must be situated so that is does not to inter*ere
with communications within the medical team8 marshals and race o**icials< $ well6brie*ed
commentator8 with general in*ormation8 details o* the main competitors3 celebrities ta!ing part8
sponsors3 charities involved8 and some *eedbac! *rom the course on the progress o* the race8
can enhance the event considerably
&* a !it or baggage store is provided it must be properly administered and secured< $ccess
should be restricted to runners and authorised race sta** only< &deally runners should be able
to have their !it located Iuic!ly and should at least have changing *acilities made available
Funne2+
On hard sur*aces8 standard metal crowd control barriers may be used8 with taped inter6spaces8 or
cones and plastic barriers< On grass8 an alternative is wooden sta!es and tape or wooden paling< &n
both cases8 the *unnels should be robust enough to stand being !noc!ed and all sta!e tops should be
protected to prevent possible in?ury<
0he siMe and eGtent o* the *inish *unnel system *or hand6timed *inishes will depend upon the number
o* eGpected *inishers to be processed<
+0
INFRASTRUCTURE
$ indication o* li!ely reIuirements8 based on maGimum numbers eGpected at pea! *low timesF

Race 5 !m 15 !m 15 ml H ar ar Ao o*
Distance *unnels
55 155 %55 355 555 1
155 %55 '55 555 1555 1
-ield %55 '55 755 1555 %555 %
)iMe 355 .55 1155 1555 3%55 %
'55 ,55 1555 %555 '355 '
555 1%55 1,55 %555 5355 '
Funne2 O5er(&#n H S'(22 (n. 'e.#u' r()e+
)ingle *unnel
&n small and medium siMed races8 runners 9*inishing; positions can be recorded and managed by a
*ive6person team<
0he 0ime!eeper and his or her Recorder must stand at the *inish line< $s each runner crosses the
*inish line8 the time!eeper calls out the time which the recorder writes on the recording sheet<
&n the case o* close *inishes by two or more runners8 their order is determined by a Budge8 who
should guide them into the *unnel in the appropriate order<
$t the other end o* the *unnel the -unnel Recorders note the running numbers o* the competitors
on the recording sheets< arrying up the 0ime!eepers and Recorders )heets8 either manually or
using a computer gives the race result<
&* additional personnel are available8 it is use*ul to have a second team at the *inish line< 0heir role
is to record times and numbers at regular intervals Ce<g< every tenth runnerD in order to give a
bac!up to the other recorders< anpower can be saved by the use o* electronic printer timers
which will record the time on a paper roll each time the record button is pressed<
-unnels should always be monitored to ensure that runners are moving through smoothly< )ome
verbal encouragement can be help*ul *or competitors who are *eeling tired<
0wo or more *unnels
$ -unnel /ontroller8 standing in *ront o* the *unnels and holding a tape or strong rope8 will direct
the leading runners into -unnel Ao 18 as their times are recorded< 0hey then proceed down the
*unnel8 their race numbers being recorded at the end< 4hen the *unnel is *ull8 the -unnel
/ontroller8 choosing a suitable gap8 moves to position 9@;8 directing runners into *unnel Ao %< 0he
process is repeated with the -unnel /ontroller alternating between positions 9$; and 9@; as the
*unnels *ill up< "sing the *low chart above will determine how many *unnels are necessary<
4ith more than two *unnels *urther assistance is reIuired to control the ropes8 to steward runners
into the appropriate *unnels and to !eep them moving<
+1
INFRASTRUCTURE
FUNNEL SYSTEM FOR LO" DENSITY RACES
SINGLE ROPE SYSTEM 81:
+2
INFRASTRUCTURE
SINGLE ROPE SYSTEM 82:
-0
INFRASTRUCTURE
RACE TIMING
0he timing o* mass start events should still be covered by a time!eeper using a hand6held timing
device< 0he athlete;s time will be ta!en when any part o* the torso reaches the leading edge o* the
*inish line< 0he time shall be read to the nearest 13155
th
second< $ll times not ending in two Meros
shall be converted to the neGt longer whole second e<g< *or the marathon a time o* %h 5,m ''<3%secs
shall be recorded as %h 5,m '5secs< However8 *or most races hand timing is underta!en to the
nearest longer whole second<
4hen a chip CtransponderD timing system is used8 the o**icial time is that o* 97un )tart;8 although
published results may show8 in cases8 both 7un and /hip results i* desired<
4hen hand timing is used8 you will need a time recorder or recorders to wor! with the time!eeper to
record the times and insert chec! numbers8 race numbers< 4here a group o* athletes cross the line
together or in very close proGimity the time!eeper may give all runners the same time e<g< N*our at
15F%3O
/hec! numbers are used to act as a guide *or accuracy on the position o* the athlete crossing the
*inish line and *eeding through the *unnel where his or her race number is recorded< &n some cases
athletes could lose their position in the *unnel area8 prior to their race number being recorded< &t also
helps to tie in with positions entered by the *inish recorders<
-unnel personnel are then reIuired to !eep athletes in the same order as they crossed the line so that
the number recorders can ta!e accurate details8 in a chronological order<
-or larger events8 when chip CtransponderD timing is being used the time!eeper may *ormally record
the times o* the *irst 556155 *inishers Cboth men and womenD8 but will maintain the time throughout the
event< &t is now traditional *or the chip timing device to be calibrated against the time!eeper;s watch<
C%#5H&#'e. F#n#+%e+
F#n#+% ;ne 5er(&#n H 2(r$e r()e+
0he *inish o* a larger race can be a demanding part o* the race organisation< &neGperienced
organisers are strongly advised to attend an established event be*ore their own race to obtain *irst6
hand eGperience<
C%#5 T#'#n$
0he individual device transmits a signal that is read by transponder cables8 usually positioned beneath
rubber mats at the start and *inish lines Cand intermediate points i* desiredD on a road race course<
0he signal con*irms a code only Cwhich enables it to be re6usedD which corresponds to the runner;s
personal identi*ication data that has been pre6programmed onto the start list computer *ormat<
0he advantages o* chip timing areF
- Enables high volumes o* *inishers to be processed across a wide *inish line and chute
- Results are *ully automated and downloadable immediately a*ter a *inisher has crossed the
line
- @y !nowing eGactly how many runners started the race8 the race organisers will have an
indication o* how many are still to *inish
- @y placing intermediate point mats on the course8 the progress o* individual runners can be
trac!ed and the race re*eree can be certain that the correct3*ull course was run
-1
INFRASTRUCTURE
- @ecause the chip timing device does not activate until the individual runner crosses the start
and *inish lines8 they will get a 9net; personal time8 even i* they set o** some minutes a*ter the
gun< 0his enables mass starts and wave or pulse start *ormats to be underta!en to spread out
runners in the early stages o* the race<
- Even though chip timing may be used8 !ey race positions should be con*irmed on a 9*irst6
past6the post basis; by the Race Re*eree or 1ine Budge<
- Race Organisers may decide to award $ge 7roup priMes on chip time but must clearly
publicise<
0he current state o* development and capabilities o* chip timing devices include
- $ tag or toggle that threads into the runner;s shoe laces and is generally removed in the *inish
*unnel so that they can be re6used<
- $ chip on a 2elcro strap that goes around the runner;s an!le< 0his is also usually returned
- " loops or transponders embedded in the runner;s bib number< 0his may well be an option
as more sensitive transmission signals are used and thereby moves the chip away *rom *oot
level<
$t present8 there are a number o* companies o**ering chip timing services commercially< 0he larger
races are better able to a**ord such costs on a per head basis but the technology is becoming more
a**ordable to medium and small6siMed events< )ome local authorities and groups o* races have
acIuired the hardware to o**er to more than one event on a cost6saving basis<
ost large races o* any signi*icant siMe these days operate chip timing arrangements8 which has
greatly reduced the problems associated with overcrowding< Aevertheless8 *inish area management is
still critical because *or runners the most essential part o* the race is an accurate *inish time and
position<
Once the runners have crossed the *inish line they should continue to be marshalled through the *inish
area to an appropriate area where the 9de6chipping; process can be carried out< 0he chip timing
company will provide advice on best practice in this area< 0here should then be another secure area8
not accessible to spectators8 where runners receive their mementos and re*reshments< 0he runners
should be marshalled *rom the area to a 9meeting place3*amily reunion areaO o*ten with alphabetical
letter boards and then *lowing on to car par! or bus area<
4ith chip6timed *inishes8 when the *unnel systems are not reIuired8 eGperienced marshals should be
deployed to catch Cprevent head traumaD and assist collapsing runners both *orward o* the *inish line
Cat regular intervals along the *inishing straightD and within the primary *inish area< ost collapses
Cand *atalitiesD at road races occur in the *inishing straight and primary *inish area< $ close wor!ing
relationship with the medical team is essential<
0ime!eepers and their recorders are stationed at the *inish line and should aim to record individual
times *or such period as agreed with the re*eree and race director< &n most races8 especially
championships8 it is customary also to record manually the time and position o* the leading runners
e<g< the *irst one hundred men and women respectively< &* the *inish rate becomes too rapid then they
should then record times and running numbers o* selected runners at appropriate intervals<
$ separate side *unnel is sometimes used to cater speci*ically *or women runners8 as long as they can
be separated *rom the mass< 0his improves the speed o* production o* results *or the women< $
marshal3o**icial needs to warn approaching women that they should go towards the correct *unnel<
0his *unnel will need its own time!eeper and recorders< $gain chip timing means such an approach is
not always needed<
-2
INFRASTRUCTURE
Cur+e Me(+ure'en&
$ reIuirement o* "#$ Rules and the licensing process is that all road races over a speci*ic distance8
including /hampionships at national8 regional8 area and county levels8 held in the "nited #ingdom
must have their advertised distance measured by a "#$ accredited course measurer8 *ollowing &$$-
procedures< Aational /hampionships /ourses must have been measured by a 7rade 1 measurer<
0he relevant area course measurement secretary will issue a certi*icate o* accuracy o* the stated
distance based on the measurement report<
0he certi*icate must be prominently displayed at the race8 and the logo8 shown below8 should be
displayed on race literature<
&t is essential that the course8 including the start and *inish and all turning points is set out precisely as
described in the /ourse easurement Report< Race Directors must *amiliarise themselves with the
details o* the course well be*ore race day and chec! whether there has been any changes in road
layout along the course since the course was last measured<
Points to note in respect o* /ourse easurementF
Race Directors must ensure that the course is clear and set out precisely as shown in the /ourse
easurement Report<
0he /ourse easurement Report must be made available to the Race Re*eree on race day<
On race day8 marshals must be told very care*ully which areas o* road or path the runners are
allowed to use8 as stated in the /ourse easurement Report<
&t is the long term ob?ective o* runbritain that all road races advertised as being a speci*ic distance
should hold a current certi*icate o* course accuracy and a "#$ race licence in order to demonstrate to
runners that times recorded will be valid *or the distance< -ailure to obtain certi*ication could result in
invalidation o* /hampionship status<
-ull details on how to apply *or a course to be measured can be obtained *rom the $ssociation o*
"nited #ingdom /ourse easurers C$"#/D website at httpF33www<coursemeasurement<org<u!3
-+
INFRASTRUCTURE
DRINK AND SPONGE STATIONS
"#$ 1icence )tandards reIuire on6course drin!s stations to be provided *or races o* 15!m or greater8
at approGimately 5!m intervals< On6course drin! stations must be clearly signed in advance and
not situated on the running line< Drin!s must also be provided *or the entire *ield at the end o* the
race<
EIuipment used *or drin!s Ce<g< bottles8 containers8 hoses etcD must be clean and hygienic8 complying
with 0he -ood Hygiene 1aws %55. C<<<6$.6$96u7D< Drin! stations must be controlled by
adults who are properly brie*ed< Jounger volunteers can be used to assist8 providing they are o*
a reasonable age and under adult supervision<
P2(nn#n$ Cn+#.er(&#n
$lthough the rules suggest that re*reshments must be o**ered at speci*ic distances8 care must be
ta!en in the siting o* these *acilities and it is generally better not to position them at split time points<
)tations should not be placed on the running line< )turdy trestle tables should be used to carry the
supplies< 0here must be su**icient cups or other containers to allow each runner to obtain a drin!8 and
water should always be o**ered< Other drin!s may also be made available8 but each should be on a
separate table and clearly mar!ed< &* there is multiple choice8 water should come last and the order
should be the same at each station< Pre6race in*ormation should detail the choice available<
Cu55e. "(&er
)u**icient large storage bins to hold water should be provided8 and drin!s must always be prepared in
the correct proportions< $ll containers and hoses used must be sterilised and then rinsed be*ore use
to guard against in*ection< $ *ew *olding chairs might be included *or tired runners or marshalsX
/lean disposable cups8 or 3553555 ml bottle8 or other individual container8 *or each runner are
essential8 and they should not be *illed to the brim< $llowing each runner say two6thirds o* a . oM cup
would give *ive cups to a pint8 '5 to a gallon and %55 to *ive gallons< $s some runners will ta!e more
than one cup8 a considerable volume o* drin! and a large number o* cups will be needed at each
station< &* bottled water is usedF
B&&2e. Dr#n7+
)crewed tops = volunteers should remove as many tops as possible prior to the runners reaching the
water station<
)ports tops = remove any protective cap in advance and wear protective gloves *or this role< Do not
re6use any bottles or caps that have dropped on the *loor<
D#+&r#3u&#n
anpower should be su**icient to ensure that drin!s are dispensed rapidly when reIuired< /ups held
chest high are easily ta!en i* the cup is held suspended between *inger and thumb Cnot in the drin!D or
on an upturned open palm< )mall children should not be employed as they can be easily ?ostled or
!noc!ed down during pressure periods<
)ponges in su**icient numbers may also be reIuired at the race depending on the rules governing the
event distance< $gain8 care must be ta!en that there are su**icient Iuantities< )ponges are used *or
*reshening parts o* the body be*ore being discarded to the road< Ao runner is going to en?oy a second6
hand sponge complete with grit and somebody else;s linimentX One6use o**6cut sponges are
ineGpensive< Open6celled *oams hold more water< &n your event brie*ing notes advise runners not to
--
INFRASTRUCTURE
draw water into their mouths *rom the sponges< $dvise runners not to suc! water *rom the sponges in
pre race material< /on*ormity to good hygiene practice is essential<
0he *inal need is *or a plenti*ul supply o* bin liners *or collection and disposal o* all the disposable
cups and sponges plus signage< Recycle wherever possible<
SUGGESTED LAYOUT FOR A DRINKS & SPONGE STATION
T#2e& Pr9#+#n6
1icence )tandards reIuire that well6signed and adeIuate male and *emale toilet *acilities must be
provided near the start and *inish areas and at the race HK<
&t is a *reIuent criticism o* race directors that they do not provide su**icient toilets< &nadeIuate
provision can lead to eGcessive Iueuing be*ore the start o* a race8 with runners starting late or *inding
alternative *acilities such as hedges or woodlands8 all having an adverse impact on the standing o* the
race<
)pecial attention needs to be paid toF
6 $ reasonable estimate o* the number o* units needed< )iMe o* the race is the !ey determinant8
along with the time o* year8 temperature and weather conditions< $lso the ratio o* men to
women needs to be *actored in< &n addition to urinals8 men need at least three per 155
runners and *or women it is approGimately one to 55<Jou should also *actor in the reIuirement
o* Disabled 0oilets< )ee Purple 7uide
-.
INFRASTRUCTURE
6 /orrect location o* the units = generally toilets will be located in the start and *inish area and
consideration needs to be given both to the siting o* the units and the Iueue< Position o*
toilets needs to be well signposted< -or races in eGcess o* a hal* marathon8 portaloos around
the course need to be considered<
6 Regular servicing schedule = depending on type o* unit8 the siMe o* the *ield and the duration
o* the race8 it may be necessary to have toilets emptied and serviced during the day< Early
removal *rom site o* the units post6race is also an important consideration<
-/
RACE DAY
REGISTRATION
/ustom and practice *or registration varies greatly between races< -or many o* the larger races8
entries close be*ore the event and there are strictly no entries on the day< )ome events reIuire
registration in person a *ew days prior to the event< -or smaller races8 there may be no need *or
registration on the day8 other than to amend personal details such as name o* club or age category<
)ome races allow competitors to swap numbers so long as the organisers are in*ormed< Aumber
swapping is otherwise strictly not permitted as it undermines not only the accurate recording o* results
and priMes but8 in the case o* a medical emergency8 presents ma?or issues *or the treatment and
Ccontacting neGt o* !inD o* a misidenti*ied runner< Race organisers are ta!ing an increasingly *irm line
in this area<
4here there are entries on the day8 a number o* things need to be ta!en into accountF
- How many eGtra runners can be accommodated:
- 4ill there be a surcharge *or entering on the day:
- Have su**icient eGperienced helpers been appointed to handle the eGtra registrations and
have the resources to do the wor! = application *orms8 race numbers8 race instructions8 chips
and sa*ety pins:
- Discussions need to have ta!en place with the results team and chip timing company8 where
appropriate8 to ensure that all o* the basic details o* those registering on the day will be
included in the computer $ *ull listing should be made available to the race director and
medical provider<
-
- 0he rules on eligibility *or priMes need to be clearly stated and published =
- 4hen championship races are held within open events8 it is o*ten stipulated that in order to
Iuali*y *or the championships8 registration is needed in advance
- Jou should state at what time entries on the day will close = normally this will be at least 35
minutes be*ore the start o* the race<
0eam events = in most road races it is not necessary *or you to speci*ically declare the names o*
runners ma!ing up scoring teams in advance o* the race = the *irst runners past the post ma!e up the
scoring team< 0he *inal arrangements need to be determined by the race director8 including the siMe o*
teams<
-or road relays8 sIuads are entered in advance< -or events that may have up to 1% stages8 the
number o* athletes nominated can be three times the siMe o* actual scoring teams< On race day8
teams need to be declared in advance o* the running o* the event or leg<
LEAD VE/ICLE
"#$ Race 1icence )tandards reIuire 9a conspicuous vehicle or marshal; to be provided 9preceding
the *ield;< &t is normal *or a road race to be headed by a lead car or vehicle and8 *or the larger urban
races8 this might also include a separate sa*ety car and police escort driving 5615 minutes ahead o*
the race leaders8 o*ten with cyclists or motorcyclist providing close escort on the shortest running line<
- 4here a lead car is to be used8 discussions need to ta!e place well in advance o* race day as
to who is responsible *or the race car and to whom the driver is responsible< Ensure that the
driver is insured to drive the vehicle
- $gree who is providing the lead car = i* it is the sponsor then establish what the deal involves<
- Ensure the driver has been round the course or has a navigator who !nows your route<
- 4ho is to be in the lead car = driver8 navigator8 press and race o**icial e<g< re*eree3event
ad?udicator:
- 4ill the lead car carry a race cloc! = who is responsible *or providing the *iGing attachments8
is the battery *ully charged at the start and who will start the cloc!: Jou need to liaise with
re*eree8 o**icial time !eepers and chip timing contractor8 as appropriate<
-0
RACE DAY
- @rie* the driver on the arrangements *or the start o* the race = where to position the car8 when
to start and whether there are any speci*ic police instructions<
- On the course = brie* the driver on li!ely speed o* runners8 how *ar ahead o* the lead runners
to drive Csuggest 55 metresD< $lso8 you should give guidance on contingency plans such as
mechanical *ailure and tra**ic congestion<
- Par!ing up at the *inish< &t is most unli!ely that that lead car can pass through the *inish gantry
and so arrangements need to me made to ta!e the lead car o** course some 55 to 155 metres
*rom the *inish = this will reIuire a brea! in the *inish barriers Ca marshal may need to be
appointed to do thisD and then you should agree where is the vehicle to be par!ed up = where
sponsorship is involved then a prominent position may be essential<
Protocols and brie*ings *or lead vehicles will vary depending on whether or not road closures are
used< 4hen closures are employed8 the lead vehicle may be reIuired to drive against normal tra**ic
rules8 against normal tra**ic *low8 across or around build6outs etc< /ontingency plans should be in
place *or the race to continue i* the lead car is obstructed< -or lap courses and relays8 special
arrangements will be necessary *or the lead vehicle8 especially in relation to potential lapping o*
runners and at change over points<
-or some events8 including those in shopping precincts or where part o* the course is multi6terrain8 a
car may not be practical< 1ead motor bi!es or cyclists may then be used< Essential considerations are
whether the lead cyclist is *amiliar with the course and has been *ully brie*ed as to his responsibilities
including any contingency plans< Jou should also ensure that he or she has appropriate high visibility
clothing and that the bicycle is well maintained and ridden by someone capable o* staying ahead o*
the lead runnersX
MARS/ALS
1icence )tandards reIuire the course to be 9signed8 taped8 and marshalled with all turnings clearly
indicated8 to ensure runners !eep to the approved route;< $ll relevant road intersections8 ma?or
?unctions and changed o* course direction must be attended by adult marshals8 properly brie*ed in
advance o* the event<
0he role and responsibilities o* the marshal will vary according to the nature o* each event< arshals
will be reIuired to direct and assist runners at all road races< 4here road closures are used8
marshals may also be responsible *or putting the closures Cbarriers8 cones and3or signageD in place8
maintaining closure throughout the event and removing on completion< "ntrained volunteer marshals
should only be used in this role with the consent o* the highways authority and at low ris! ?unctions8
with low tra**ic levels and clear visibility< Kuali*ied highways contractors should be used on high tra**ic
roads8 speed limit in eGcess o* '5 mph or where 9dynamic; tra**ic management is reIuired8 such as
temporary tra**ic lights< 7iving in*ormation to the general public = ie< 0ime o* race8 when the race is
passing a particular point8 location o* toilets etc<
0o be e**ective8 marshals must be clearly visible8 identi*ied and awa!eX 2arious sorts o* tabard are
available in high visibility colours8 and can be printed with the event and sponsors name etc< 0he
purpose o* any marshal is to direct and assist the competitors< 0o this end it is important that they are
*ully brie*ed as to their responsibilities and are in the right place at the right time< $ marshal location
map and instructions should be provided to each marshal<
arshals need to communicate with the runners< Pointing8 waving8 shouting or tal!ing 6 all are
appropriate at di**erent times< &t is important that any signals are clear and given early< 0ra**ic control
is not within a marshal;s remit< Kuite o*ten the bac! mar!ers in a race will be very relieved ?ust to see
a marshal< $ smile and a word o* encouragement can wor! wonders to *lagging spirits and limbsX
-1
RACE DAY
$ procedure should be put in place *or the course director to chec! that all necessary ?unctions are
covered and to con*irm to the start director that the course is secure be*ore race starts<
arshals should only stand down *rom their posts once the *inal runner3sweep vehicle has passed< 0o
ensure that no one is missed8 a sweep6up system should be used8 with a vehicle or bicycle *ollowing
behind the last runner< 0his should be on the instruction o* sector marshalls or race command
4hen road closures are used8 marshals may need to remain at their post *or a period o* time a*ter the
last runner has passed8 until the e**ected section o* road is clear and the road can sa*ely be re6
opened< /onversely sometimes roads will o*ten be reopened at a set time and any remaining
stragglers directed to run on the pavement observing normal highways rules Ci<e< Highway /odeD
0he brie*ing o* marshals should include the *ollowingF
$ll marshals need to be brie*ed on their role and how critical it is to the sa*e running o* the event8
on the day o* the event<
$n eGplanation o* where they are to be positioned on the course8 where the runners and what
direction the marshals need to give<
4hat time they need to be in position
4hat time they can stand down< 0his needs to be communicated on the day to cover any
un*oreseen problems3delays< $ late start will create a !noc!6on e**ect8 with implications *or when
the stand down can be implemented
4hat instructions to issue to runners still on the course at point o* standing down marshals =
these athletes should act as pedestrians and run on the pavement
"nderstand the cut o** time *or road closures being li*ted
4hat method o* communications is the event adopting 6 mobile phones or two6way radios
C4hatever system o* communication you are using you are advised to chec! the course coverage
be*ore the day ensuring signal strength and areaD<
4here to locate your nearestF
- marshal point
- *irst aid3medical
- police Ci* in attendanceD
- toilets
- public telephone boG or access to phone
- where the start3*inish is located
$rrangements o* any sweep vehicle or3and vehicle *or pic!ing up in?ured athletes<
Duty o* /areF responsibilities towards the runners
$s organiser you should also address = what clothing is best suited *or underta!ing the role
&t would be bene*icial *or marshals to be instructed onF
- How and what chec! *or i* an athlete collapses
- How to implement a recovery position
- /ommunicationsF
- How to use a two6way radio
- 4hat in*ormation will your medical controller need to !now>
o spea! clearly
o give position
o give brie* eGplanation o* casualty;s condition
o await *urther instructions
-2
RACE DAY
COMMUNICATIONS
E**ective communications between !ey event team members and agencies8 such as *irst aid
providers8 are vital *or the success*ul management o* any event8 particularly in case o* emergency< &t
is essential that whatever *orm o* communication you choose to employ is tested at all necessary
locations 9in the *ield; be*ore race day< 0he reliability o* mobile phone and radio coverage varies *rom
area to area8 and can be a**ected by local topography8 9dead spots; and atmospheric3weather
conditions<
On6course communication between various sites and agencies may be achieved by a variety o*
methods< )mall hand6held radio sets may be hired8 or more compleG radio lin!s set up< $mong those
organisations8 which o**er such *acilities8 are the local 0erritorial $rmy units8 $ir 0raining /orps8
R<E<$</<0< and Raynet groups< Depending on the siMe o* event it is worthwhile setting up a
communication plan< $t the very least course marshals8 *irst aid3medical provision and Race Director
should be able to communicate with one another< Part o* the plan should include a central control
point which can act as a control point to deal with any race3event issues CRace HKD< &t is advisable
within this *acility to have a des! top map o* the course showing marshal and *irst aid points< &t could
also include road closure points and water3sponge stations etc<
-or a small event you may only operate with the use o* a mobile phone networ! Cprior to the event
ensure that you have *ull signal3networ! coverage around the course8 and in particular8 ensure that
everyone can contact the central control point or Race HK< -or larger events you may have a two6
way radio networ! and you will need to have a radio controller at Race HK<
/on*irm prior to the event that you have good signal coverage around the route3course
&denti*y the number o* channels you are operating on including *orF
- anagement
- edical
- 7eneral
- )ecurity
- /ommentary3P$
- Ensure all sta** involved in this process !nows how to operate the radios and how to change
channels
Jour event3Race HK central control point could contain the *ollowing personnelF
- edical /ontroller = receives in*ormation and dispatches medical sta** to incident3s
- Police @ronMe = race and police communications systems operating *rom one central point< Police
able to react to any 9breaches o* the peace;<
- 1ocal $uthority needs to be able to liaise with event organiser *or any civil contingencies

- 0ra**ic anagement /ompany = operating 9dynamic road closures3openings;

- Race Director or Event /ommunications anager

1arge events only

Jour communication plan should address how to react to incidents such as lost children and road
tra**ic accidents on the course< 0he use o* the public address system should be *actored into this and
incidents should also be recorded<
.0
RACE DAY
SPECTATORSBSECURITY
S&(&u&r- .u&- ! )(re
Race organisers are responsible *or the sa*ety o* participants8 spectators8 volunteers Cplus contractors
and sta**D and members o* the public attending or e**ected by your event< $ll organisers o* events
which attract crowds should have measures in place to anticipate8 monitor and control potential
crowding ris!s<
Pe.e+&r#(n +(!e&- r#+7 (++e++'en&
$lthough large numbers o* spectators are unli!ely to be an issue *or smaller road races8 congestion
problems can still arise< Jour ris! assessment should identi*y any signi*icant haMards due toF
- Runner or spectator congestion at the start o* the race8 on the course or in the *inish area
- 7eneral public pedestrian crossing points and routes across the course
- Particular care should be ta!en in potential con*lict points between pedestrians and moving
vehicles8 *or instance in car par!s
- "n*amiliar or temporary pedestrian routes
- Enhanced care *or younger or disabled competitors and spectators
Cn&r2 'e(+ure+
/ontrol measures to mitigate identi*ied haMards might typically includeF *encing and guarding to
haMards Cditches8 generators etcD8 venue signage Cincluding eGit routesD8 providing loudhailers or
public address system8 identi*ying sa*e pedestrian routes across car par!s8 the introduction o* *enced
competitor and o**icials only 9sterile areas; at the start and *inish8 introducing one6way pedestrian *low
at pea! periods8 placing marshals at pinch points8 pedestrian crossings and car par! entrances<
Jour sa*ety plan should also include contingency plans *or evacuation8 and &denti*ication o* alternative
eGit routes and assembly points = *or instance in case o* *ire in a marIuee<
SPONSORS/IP
4hen loo!ing into sponsorship *or your event you must consider how it will bene*it the company you
are approaching< )ee is as a partnership8 where both parties bene*it *rom the others involvementF
#now your potential sponsors
Prior !nowledge o* the sponsors product3service8 mar!et and aims helps you tailor your proposal to
their needs<
Events can be success*ul in securing sponsorships *or several reasonsF
- 0he event has a large number o* participants
- 0he participants are a speci*ic group targeted by the company
- 0he event o**ers a good plat*orm to showcase the company;s products
- 0he event captures the essence o* their vision
- 0he sponsor can lin! it to sta** participation8 community involvement or hospitality
/onsider there*oreF
- 0he demographic o* your race *ield Cper entry *ormD
- 0he type o* company you want to attract Crunning8 health8 nutrition8 insurance8 local authority8
head o**icesD
.1
RACE DAY
)et sponsorship levels
- @e *leGible about rights8 budget8 value6in6!ind support
- &nvolvement in event launch with branding and invites
- )ponsor banners at your event = sponsorship levels will determine amount and position
- )ponsor names announced at the event
- -ree entries *or their sta**8 *riends8 *amily and media partners
- $ccess to 2&P areas or pre*erential par!ing
- )ponsor logos on presentation bac! drops
- )ponsor logos on event correspondence
- )ponsor logos on the website
- )ponsor advertising3space in the event programmes8 newsletters or brie*ing documents
- )ponsor logos on t6shirts
- Event title sponsorship Ce<g< 2irgin 1ondon arathonD
- &nvolvement in the presentations
- Retail space
/ommunicating with potential sponsors
0he best initial contact is by phone< 0his can be time consuming but *inding the right person in an
organisation to spea! to is !ey< O*ten companies will have their sta**ing structure on their website<
Jou should *ocus on how the company will bene*it *rom this opportunity8 and describe your event
concisely in under %5 seconds< &* they are interested you can always *ollow up *ace6to6*ace or in
writing<
Jou should includeF
- Aumbers in the event
- edia eGposure o* the event
- Demographics o* runners
- $ny championship status o* the event i<e< county3regional3national championship:
- /harity partners
- Other activities ta!ing place on the day that show it is an event and not ?ust a race
- Points o* di**erence about your event
1ist the bene*its they will get *rom their sponsorship< &* you have materials *rom previous events8 which
show sponsor eGposure8 including photos o* any branding include this<
&* a company has agreed to sponsor your event8 ma!e sure you have a written agreement which
outlines
- )ponsor;s contribution to the event
- Jour service to the sponsor
- timeline including dates *or
o invoices to be submitted
o mar!eting plans to be submitted
o branding to be shipped
o product3priMes to be delivered
$ clearly de*ined agreement will help you deliver your part o* the sponsorship deal8 and ensure that
you get what you are eGpecting *rom the company<
)ponsorship Relations
)ervice the agreement properly8 showing that you value the sponsor;s input to the event and don;t ?ust
see them as source o* money<
.2
RACE DAY
7ive your sponsors plenty o* publicity< 0his sounds obvious8 but every time you do anything to
publicise the event give your sponsors a mention< &t costs you nothing but means a lot to the
companies< 0ry and present them with a cuttings *ile post event8 showing branded newspaper8
magaMine8 website C02 and radioD re*erences and photos as part o* the de6brie*<
Jou should also send them any positive competitor responses so that they !now the event they were
involved in was well received< &t might also be worth giving them a souvenir li!e a *ramed photo o* the
event<
Pu32#)#&-
0he best publicity o* all is word o* mouth< $lso consider the *ollowingF
Aame or slogan *or your event<
0arget the types o* runners you would li!e = elite8 club8 recreational8 *irst6timers8 charity teams<
/reate a website<
4rite a one6page press release with an interesting hoo!< 0his could *ocus on the history o* the
event8 a celebrity or elite runner that will run the race8 the uniIue venue8 other activities at the
event or any other point o* di**erence< /apture the readerTs attention with a compelling title and
*irst paragraph8 but avoid writing it li!e an advert< /over the *ive 4s66who8 what8 when8 where and
why< &nclude your contact in*ormation and website< &* youTre not a good writer8 *ind one< Enlist a
competent volunteer to ensure that your materials get the attention they deserve<
Prepare a media !it< &nclude the press release8 organisational in*ormation8 logo8 blac!6and6white
print6ready photographs8 copies o* articles about your event8 testimonials *rom last year;s runners
and a business card< 4rite a brie*8 personal letter to the media contact<
)end entry *orms and *lyers to the running clubs in your region as well as health and *itness clubs8
your local running specialist retailer and local library< Remember that runners happily travel to
good events so distribute them widely<
)end e6newsletters to your database o* runners with in*ormation on numbers registered8 celebrity
and elite runner entries8 partners o* the event and8 i* possible8 competitions to win a priMe donated
by the sponsor8 advice on training and gear *or the event as well as any other in*ormation
surrounding the event<
@e pro*essional when publicising your events and when wor!ing with sponsors< Return phone calls
and e6mails promptly and provide reIuested in*ormation< -ailing to do so could sabotage your
reputation and *uture publicity e**orts<
/hec! out www<runbritain<com *or news8 reviews and reports that can assist in publicising "#$
licences events8 especially those using the runbritain online entry system<
.+
POST EVENT
UK AT/LETICS RULES OF COMPETITION
"#$ Rules *or competition are reviewed every two years and the new rule boo! published on 1
st
$pril
in NevenO years< 0he rule boo! is published as a PD- *ile at httpF33www<u!a<org<u!3competitions3rules3
where you will also *ind details o* where you can purchase a hard copy< )peci*ic road running rules
can be *ound in the N%55O section but it should be noted that Rules 1 = %' apply across all disciplines<
&n reading these rules the term 9Promoter; can be ta!en as 9Promoting @ody;< 4here the Race
)ecretary is mentioned this can re*er to the person in the race organisation who per*orms a similar
*unction< )eparate sections deal with rules *or long distance trac! races and *or those with a disability<
.-
POST EVENT
POST RACE
&t is good practice to arrange a post6race de6brie*ing meeting with the medical team as soon as
possible a*ter your race to review medical arrangements and obtain in?ury data *rom your medical
team< 0his will also assist you in planning *or neGt year;s race
6 edical Return -orm = Race 1icence )tandards reIuire race organisers to provide a
completed medical return *orm and race promoters returns -orm within one month a*ter the
event< 0his includes in?ury data obtained *rom your medical team8 which is collated by "#$ to
provide incident data *or the sport as a whole and to in*orm *uture advice to race organisers<
6 Event $d?udicators Report 6 your Event $d?udicator will also be as!ed within his3her post6race
report to provide details o* the Iuali*ied medical and *irst aid actually present at the event
6 "#$ 6 $ny incident or in?ury which might give rise to a claim or complaint should be reported
to "#$ as soon as possible a*ter the race
6 R&DDOR 6 Race organisers have a statutory duty to report any serious in?ury caused to
participants8 spectators and volunteers Cplus contractors and sta**D resulting *rom negligence =
e<g< a runner in?ured tripping over a barrier Cbut not a sel*6in*licted in?ury or illnessD< &n most
cases this will be done on your behal* by your medical provider = direct to your local authority
or through the R&DDOR page on the Health ( )a*ety EGecutive;s website
A"ARDS AND PRESENTATIONS
Pr#;e+
Pre6race literature should detail the awards structure< Depending on budget you should try to balance
this *airly< /onsideration needs to be given to
- 7ender = will the priMes be eIual or re*lect the depth o* competition:
- $ge groups = ?uniors8 masters8 *ive or ten year age bands:
- 4hether awards *or age groups are awarded on gun or chip time and how this decision will be
noti*ied to runners
Regard needs to be given to
- Entry proportions
- asters Cover 353'5D winning both open and masters awards< 0his is also in your discretion
but your policy should be communicated pre6race
- asters scoring in both open and masters teams
0a!e time to consider which o* these options you want to apply Cand your ?usti*ication *or itD be*ore the
day so that you are prepared *or the Iuestions that may come your way<
&t is customary to award team priMes = decide in advance on the siMe o* team Cthree or *ourD method o*
winning Cadding times or positionsD and special team priMes *or service teams8 wor!place teams etc
Csee also separate section on relay teamsD
&n *un runs8 i* awards are given8 all participants must be given the same priMe e<g< t6shirt8 medal8 and
certi*icate<
Pre+en&(&#n+
/ommunicate the time and place o* the presentation so that runners are not away on a cooling down
run when you are trying to get proceedings under way<
..
POST EVENT
)et the scene< &* possible8 arrange seating to *ace the presentation area so that the audience are
ready to pay attention as the priMe6giving begins< Display trophies and medals to stimulate interest< $
display o* photographs *rom past events will also add to the interest<
Ensure that the audience can hear the announcements and the spea!ers< 0he aim should be to than!
those who have contributed to the event with help8 support8 participation and sponsorship< 1ong
speeches should be avoided but short8 concise than!s can retain audience interest and !eep your
awards ceremony moving along<
Organise a priMe winner;s sheet *or the results team to complete be*ore the ceremony< -rom this list8
the priMes can be organised in order o* presentation< /onsider changing the usual order o* categories
or *inishing positions to !eep interest through to the end< @uilding up to the overall winner as the *inal
recipient8 in the manner o* ma?or 7ames medal ceremonies is pre*erable<
Have a strategy to !eep as many people at your event *or the presentation as possible< 0his should
be the grand *inale *or you8 the runners and the sponsors< &t is a shame i* only a *ew winners stay
around to collect their priMes< &t may be possible to attract a crowd with the promise o* spot priMes at
the end *or those who are still around to have their numbers drawn out o* a hat<
&n the %' hours a*ter the race8 runbritain<com is able to o**er support and coverage to all "#$ licensed
events includingF
- Report
- Results CEGcel = DO@8 postcodeD
- Photographs
- &padio audio report
- 2ideo clips
- Reviews
)ee the www< run britain<com website *or details o* how to provide these< 0he general *inancial8
medical and other race return in*ormation issued pre6event8 Cincluding on6line optionsD should be close
out within %+ days o* the race<
"ASTE MANAGEMENT
Race 1icence )tandards reIuire the course to be 9cleared o* race signs8 debris etc as soon as
practical; a*ter the event< 0he sight o* litter distributed around the course and in the start3*inish areas
a*ter the race is a poor advertisement *or the sport and should be an important8 i* less glamorous8
*ocus *or the event<
)peci*ic reIuirements *or collection and removal o* waste and litter are usually included in licences
where *acilities are hired *rom local councils or landowners< Organisers are responsible *or waste
management at their own public events8 and race organisers will normally be reIuired to provide
details o* their management plan as part o* their noti*ication to the local council )a*ety $dvisory
7roup<
Race organisers need to ma!e e**ective provision *or the identi*ication8 collection and disposal o* all
waste generated at your event< 4herever possible8 provision should also be made *or segregation
and recycling o* waste< )pecial provision should be made *or any haMardous or medical waste<
Jour aspiration should be to leave the course and its immediate environs in no worst state than it was
*ound immediately prior to the event ta!ing place< )pecial attention needs to be given to the start and
*inish areas8 car par!s8 water stops and sponge stations<
./
POST EVENT
ReIuirements = a team o* helpers8 blac! bags8 sa*ety gloves8 high visibility ?ac!ets8 dustbins and
some cones<
0he start = it is li!ely that8 once the runners have le*t the start8 there will be some race debris that
needs to be pic!ed up = this will vary with the time o* year8 weather conditions8 siMe o* *ield and
distance o* the race< 0he most li!ely rubbish will be carrier bags8 *ood wrappings8 bin liners and
drin!s bottles< ore and more runners8 especially *or the larger races8 will wear clothing they are
prepared to discard once the race has started< 4here the Iuantity is li!ely to be considerable8
local charities should be contacted to see i* they want to collect up the goods immediately a*ter
the race has started< 0he rubbish should be put in blac! bags tied and then early collection
arranged *or disposal< &* the start is on the highway then all helpers should have high visibility
?ac!ets8 with adult supervision to ensure road sa*ety< 0he aim should be to *inish the tas! as
Iuic!ly as possible<
0he *inish = the situation and procedure are similar to the start but the amount o* waste is li!ely to
be higher because spectators have been waiting longer and there will be much more waste
generated *rom re*reshments *or both runners and spectators< $im to get the tas! completed as
Iuic!ly as possible and ma!e sure there is a reliable team because at this stage all helpers wish
to get home<
4ater stations8 re*reshment stops and sponge stations = ideally these will be sited at a sa*e place
on the course8 with particular attention paid to the sa*ety o* the team< &t is normal practice to
provide waste receptacles beyond the water station and as! runners to put their bea!ers8 bottles
and sponges in them but not all runners con*orm and it is not always practical< Hence it is
necessary to have a team to clear up as soon as practical a*ter the runners have passed< 0he
rubbish should be bundled up and arrangements made *or early collection and disposal as soon
as possible<
/ar par!s = the car par!s may be away *rom the *inish and can be overloo!ed< $ team should be
earmar!ed to do this be*ore race day< 0he amount o* generated waste can vary but i* you have a
9targeted; race there could be an abundance o* race entry *orms *rom other races< 0he tas!
should be completed as Iuic!ly as possible and the waste collected and ta!en away< &n larger
races8 it is more practical to hire s!ips *or the reception and transportation o* waste<
AoteF 4here possible come to an arrangement with your local authority to either collect or you to
deliver any items that may be recyclable<
De3r#e!
0o be *ully aware o* issues8 *eedbac! or incidents it is vital to see! *ormal *eedbac! *rom all
concerned> athletes8 volunteers8 sub contractors etc<
0he !nowledge gained *rom such an eGercise will enable your event to be that much better in the
*uture and that learning builds and develops everyone involved in the events organisation to be better
eIuipped as a result<
M(Kr In)#.en&+BA))#.en&+
Report to "#$ as soon as possible8 ensuring you present the *acts and details o* such events Cit may
be appropriate to in*orm other organisations R&DDOR etc<D
.0
POST EVENT
T%(n7+
$lways send letters o* than!s CemailsD to your various team leaders so that they in turn can pass on
their than!s to team members< 0han! your sponsors8 partners and local authority *or their support<
.1
MISCELLANEOUS
EVENT C/ECKLIST
0he *ollowing chec!list will be use*ul to you and your team in ensuring that you are providing an event
that is well managed and will meet "#$ reIuirements<
Per'#++#n+* Cn&()& (n. In!r'(&#n
Has permission *or the event to ta!e place been given byF
- )a*ety $dvisory 7roup or its eIuivalent8 the local Highway $uthority and police
- 1andowners
- Owner o* race HK8 toilets and car par!ing
- Have the relevant bodies been contactedF
- 1ocal $uthorities
- /ouncil engineers department8 utility companies
- Residents associations and /hambers o* /ommerce
Has in*ormation about the race been passed to interested parties:
- 1ocal $uthorities
- @us companies8 etc
- 1ocal residents
- -armers and land owners8 etc
En&r- Fr'+ (n. In!r'(&#n P()7
Has Cor willD all the relevant in*ormation been given to competitorsF
- Event time8 location8 with maps Ci* appropriateD
- Distances and types o* terrain
- Registration time and method
- /ourse details and maps
- PriMes and results Chow8 when and whereD and timing system employed
-
"%ere <#22 (n- r()e .(- re$#+&r(&#n &(7e 52()e,
&s there enough space8 will there beF
- &ssuing o* race numbers
- &ssuing o* goody bags
- &n*ormation board8 including list o* competitors
Pr.u)&#n ! 52(n+ (n. .)u'en&+
Have you produced:
- $n event manual
- $ tra**ic management plan
- $ sa*ety plan
- $ medical cover plan
- $ contingency plan
- $ ris! assessment
F#r+& A#.* Me.#)(2 C9er* S(!e&- P2(n+* C''un#)(&#n
-irst aid8 will there be Iuali*ied *irst aid3 medical cover and *acilities atF
- 0he start and *inish
- On the course
- $re *acilities to be provided su**icient *or the pro?ected number o* competitors
.2
MISCELLANEOUS
0he sa*ety plan8 are there contingency plans *or li!ely emergenciesF
- EGtreme weather conditions
- Other medical problems with competitors
- edical problems with spectators
- Has the local hospital /asualty Department been in*ormed that the race is ta!ing place:
/ommunications
- 4ill the communication system be able to cope in case o* emergency:
- /an it summon help *rom medical personnel connected with the race to any part o* the course
Iuic!ly:
- /an eGternal medical support be summoned Iuic!ly8 i* reIuired:
- /an the race organiser8 race re*eree and other !ey personnel be contacted Iuic!ly:
- 4ill the P$ be adeIuate to !eep spectators in*ormed about the race:
F#n(n)e
- &s there a budget:
- &s the race *inancially viable:
- 4ill advertised priMes be distributed promptly:
E9en& L)(&#n
- &s access *or emergency services su**icient considering pro?ected numbers o* competitors and
spectators:
- /ar par!ing8 is it su**icient *or the siMe o* event:
- 4ill there be enough marshals to guide cars:
- 4hat toilet and changing *acilities are there:
- &s the course suitable considering the pro?ected siMe o* the event and disabled competitors:
T%e Cur+e
- &s the course sa*e:
- &s the sur*ace suitable:
- $re any road crossings marshalled:
- $re all turns signed and marshalled:
- $re warning signs8 e<g< N/aution RunnersO8 to be placed on the course:
- 4here will the distance mar!ers be:
- &s the course wide enough *or the pro?ected number o* competitors:
- &s the course accurately measured:
- &s the *inish wide enough to accommodate the *inish bulges:
- How many drin!s stations are there:
- 4here are the drin!s at the *inish:
- Has the *inish area been properly planned in layout and marshalling:
-
O!!#)#(2+
4ill there be su**icient o**icials at the event e<g< re*erees8 time !eepers8 recorders etc< to ensure a *air
and competitive race< Jou must also appoint an Event $d?udicator C0he role o* Event $d?udicator is
de*ined in $ppendiG 5D
Gener(2
- 4ill there be su**icient marshals to cover all areas:
- 4ill there be a system in place to transport marshals to their allocated duties3positions:
- 4ill there be a system in place to advise competitors o* the results:
- &s there a contingency plan to *orm an appeals ?ury i* reIuired:
T#'#n$ (n. Re+u2&+
- &s the system to be used *or timing and results up to the ?ob considering the pro?ected number
o* competitors:
- /an it handle split times:
- 4ill there be su**icient personnel in this area:
- 4here will they be published:
/0
MISCELLANEOUS
- &s the time and place o* the priMe6giving well publicised:
- 4ill gun or chip times be used *or awards
RACE GRADING
In&r.u)&#n
Race 7rading is the neGt logical step up *rom the "#$ race licence standards< &t builds on the *irm
*oundations achieved by the introduction o* these standards and ta!es your race organisation up 18 %8
or 3 levels by the awarding o* a @ronMe8 )ilver or 7old 7rade<
Race 7rading was introduced by the @ritish $ssociation o* Road Races C@$RRD to its membership in
1,+. to enable them to promote their event as a graded race< )ince %55%8 "#$ licensed events8
whether a @$RR member or not8 have been able to apply *or a race grading< 0his process is now
seen as a *undamental process to improve the standard o* race organisation within the "#<
"%(& #+ ( r()e $r(.#n$,
Race grading is a process which will
- @uild upon the *oundations o* the race licence standards
- Enhance your event by being able to demonstrate a higher level o* race organisation
- Ease the consultation with your )a*ety $dvisory 7roups8 Highways $uthorities etc<
- a!e your event more attractive to runners and potential sponsors
- $llow your event to be considered *or *uture championship recognition
T%e $r(.#n$ 5r)e++
0his could not be simpler because you are now *amiliar with the process *or obtaining a "#$ race
licence where an application8 *orm is completed and the in*ormation supplied is ta!en on trust< 0he
@$RR grading application *orm is very similar8 though more detailed8 and the in*ormation given is also
ta!en on trust< Each aspect carries a number o* points and these points are totalled to provide a *inal
score< &t is this score which indicates the level o* grading the event will be awarded<
$s with the "#$ race licence standards8 you may receive a visit *rom a @$RR trained race scrutineer
who will review your event *or con*ormity to the race grading previously awarded on trust< 0hey will
produce *or you a detailed report8 with recommendations as to where improvements could be made<
RELAYS* ULTRA DISTANCE EVENTS AND C/AMPIONS/IPS
Re2(-+
ost road relays that have ta!en place in the "# over the past *ew decades have their origins in club
and representative teams< ore recently8 there have been success*ul relay *ormats that involve less
structured teams including wor! colleagues8 health clubs and groups o* *riends< NE!idenO relays8 which
originated in Bapan8 where a team o* . runners collectively race the arathon distance have appeared
in some ma?or races<<
0he additional *actors that you will need to bear in mind in hosting a relay event areF
4hether the course can reasonably be closed *or the duration o* the event and whether the
stages are all eIual or varying distances<
4hat type o* changeover boG between stages is most appropriate
/1
MISCELLANEOUS
- 0wo lines across the course %5m apart with closed sides8 with the *irst line being the
start3*inish line<
- $ separate in6and6out *unnel where outgoing runners return initially over the same part o* the
course as incoming runners<
- $ variation on this is to position a diagonal barrier across the boG so that incoming runners
eGit by one side and waiting runners are *iltered in *orm the other<
- $ccess to this changeover boG *rom the start line direction should be restricted to incoming
runners< 0he neGt leg runners should be held at the side o* beyond the second line until the
appropriate time< $ touch handover may not be necessary< $n o**icial can indicate when the
outgoing runner should set o**
- -or a simple touch handover between runners8 it is pre*erable to have sight o* incoming
runners *or the *inal one minute o* their run so that outgoing runners can Iueue in seIuence<
-or short stages or large *ields o* competitors8 this reIuires eGperienced and assertive
marshalling8 especially *or the earlier8 more crowded changeovers<
)peci*ic rules on team composition8 declarations8 late changes should be included in entry *orms
Runners; numbers should indicate the stage or leg being run either by *irst3last digit or separate
letter3number< )o8 *or eGample 351635. is team 358 with the *inal digit being representing stage 16
.< $lternatively8 all might wear number 35 but with letters $6- worn separately and seIuentially<
&deally8 Cand especially in /hampionshipsD numbers should be worn *ront and bac! *or the bene*it
o* changeover recorders8 spectators and other runners<
$ short loop that could cause signi*icant lapping o* bac!mar!ers should only be used i* the race
administration is eGperienced enough to handle the additional recording and marshalling
challenges that this will present< &t is currently a less straight*orward eGercise to operate chip
timing in relay events so eGperienced time!eepers are also pre*erred<
U2&r( .#+&(n)e e9en&+
@y de*inition8 this is any race beyond the standard marathon distance o* %. miles 3+5 yards< Aational
and international championship distances are 155!ms and %' hours< 0he Road Running /lub CRR/D
has *ostered and organised this branch o* the sport *or some years and the appropriate rules and
practice guidelines includeF
- Record each lap as it is completed< One recorder can record the laps o* more than one runner
but two is generally the maGimum *or a prolonged period<
- &* runners leave the course they should return at the same point
- 0he lap completion area should pre*erably be covered
- Re*reshment stations should not be positioned within 35 metres o* the start3*inish o* the lap
- On a larger loop C1!SD lap times o* all runners should be recorded8 as a bac!6up against
missed laps
- On an out6and6bac! loop8 times and numbers should also be recorded at the
*urthest3turnaround point
- &t may be necessary to apply cut6o** times *or competitors at intermediate distances8 i* the
overall duration o* the ultra race is to be !ept within set timescales *or the competitors8
o**icials and venue< /onditions *or this should be included in the entry details< $ recent
Iuali*ying per*ormance at a shorter distance may be reIuired<
- )upport personnel are customary in ultra races and may provide re*reshments8 changes o*
clothing or medical3massage support but may not push8 hold up or pace the runner<
- 0he appointed medical o**icer should be eGperienced in ultra distance races and have the
power to withdraw a runner *rom the race i* he or she is deemed un*it to continue
/2
MISCELLANEOUS
- ore in*ormation is in the &$" "ltra arathon Race Handboo!
C%('5#n+%#5+
&* your race is host to a regional or national championship8 whether on a stand6alone basis or
incorporated within an open road race *ormat8 the additional considerations includeF
Ensure that the course has up to date measurement certi*icate *or the advertised distance
Ensure that the runners eligible *or the championship are identi*iable< 4here appropriate8 they
may be on a separate section o* the start list or programme with lower digit race numbers and
positioned at the *ront o* the start line< &n national championships numbers are o*ten on the *ront
and bac! o* the vests< -or team events within these championships club vests should be worn<
/onduct a separate presentation ceremony post6race *or the championship medallists
Ensure that "#$ rules on the wearing o* club colours are observed8 i* they a**ect team awards
-or top 55 *inishers in races where chip timing is used8 the 9gun; time rather than chip time should
be recorded in results
MULTIHTERRAIN
ulti6terrain race organisers o*ten apply *or a road race licence in order to receive the bene*it o* "#$
insurance cover< -or classi*ication purposes8 the proportions o* grass3smooth trail3gravel or dirt trac!
that can be included in a course *or it still to be considered a road race areF
- "p to 15! C15R o**6 road allowedD
- $bove 15! C5R o**6road allowedD
-or races that eGceed these proportions8 it may be impossible to secure a course measurement
certi*icate8 in which case they should be classi*ied as multi6terrain in the licensing application process
$dditional considerations when assessing such courses includeF
- -irmness o* under*oot conditions
- 0rip haMards Ctree roots8 !erbsD
- 4idth o* access and possible congestion
- Deployment o* marshals where sur*ace changes
/+
GOOD PRACTICE SAFETY GUIDE
GOOD PRACTICE SAFETY GUIDE
0he &ood 'r!ti!e (#ety &uide #or (mll nd (portin" Events t)in" pl!e on the *i"h%y+
Rods nd 'ubli! 'l!es CN0he 7ood Practice )a*ety 7uideOD8 published by the Home O**ice in
%55.8 is the code o* practice to which all road races within the "# must comply8 and is essential
reading *or all road race organisers8 licence o**icers and o**icials<
Prepared by a committee comprising representatives *rom the Home O**ice8 Department o* 0ransport8
Department o* /ulture3edia and )port8 Health and )a*ety EGecutive8 the local government
association8 the association o* chie* police o**icers and representatives *rom the main sporting bodies
"# $thletics8 @ritish /ycling and @ritish 0riathlon $ssociation8 the 7uide gives general advice to
organisers o* events on the public highway includingF
0he responsibility o* the organiser *or sa*e management o* the race8 preparation o* a ris!
assessment Cincluding tra**ic managementD and noti*ication to the local authority )a*ety $dvisory
7roup C)$7D or eIuivalent
0he need *or *ormal road closures to be used wherever practical = using a temporary tra**ic
regulation order C00ROD
Points o* noteF
&t is the responsibility o* the local authority to co6ordinate consultation *or the event = not the
police
&t has been national police policy since 1,,, not to provide tra**ic management *or planned events
0he race organiser will need to demonstrate show why *ormal road closures are not 9practical;<
0he cost o* advertising the order may not be su**icient8 when this can be passed on to
competitors<
0he 7uide can be viewed or downloaded *rom the runbritain website at www< run britain<com
/-
LINKS
U+e!u2 L#n7+
runbritain <<<6run3r#&(#n6)'
N(&#n(2 G9ern#n$ B.#e+
- "nited #ingdom $thletics C"#$D www<u!a<org<u!
/'e Cun&r#e+
- England $thletics www<englandathletics<org
- $thletics Aorthern &reland www<niathletics<org
- )cottish $thletics www<scottishathletics<org<u!
- 4elsh $thletics www<welshathletics<org
Gr(.#n$
- @ritish $ssociation o* Road Races C@$RRD www<barr6online<org<u!
Cur+e Me(+urer+
- $ssociation o* "# /ourse easurers C$"#/DD www<coursemeasurement<org<u!
"%ee2)%(#r R()#n$
- @ritish 4heelchair Racing $ssociation C@4R$D www<bwra<co<u!
O!! R(. Or$(n#+(&#n+
- -ell Running $ssociation www<*ellrunner<org<u!
- 0rail Running $ssociation www<tra6u!<org
M(+&er+ A++)#(&#n+
- @ritish asters $thletics -ederation www<bva*<org<u!
O&%er En.ur(n)e S5r&+
- @ritish 0riathlon -ederation www<britishtriathlon<org
- @ritish /ycling -ederation www<britishcycling<org<u!
- @ritish Orienteering -ederation www<britishorienteering<org<u!
In&ern(&#n(2
- &nternational $ssociation o* $thletics -ederation C&$$-D www<iaa*<org
- European $thletics $ssociations CE$D www<european6athletics<org
/.
LINKS
//
APPENDICES
1 3ob 4escri%tion sa!%le
2 #tart 5low Rates
+ Risk Assess!ent H#E
- 6eneric Risk Assess!ent
. Eent Ad7udicator Res%onsibility
/ &edical #tandards
/0