BHAA Race Organisers
There are no BHAA races without our volunteer Race Organisers. These are groups of people from work-based running groups who come together each year to put on events for the BHAA members.
This page is a template for the BHAA Race Organisers on how they can plan and execute a successful BHAA event. The purpose of this document is to help you plan a successful BHAA race. It highlights all the main tasks you should consider when planning your race and the time frame for completing these tasks.
Each BHAA race has a similar format and race organisers are asked to adhere to BHAA standards and to always consider the safety of our runners but race organisers are encouraged to do something different to make their race unique.
It is recommended that each Race Organiser’s team have specific roles to ensure all tasks are covered.
- PRO – Provides all details of the event so we can inform the BHAA members and attract new members to the event.
- Registration – Is responsible for handling registration on the day of the event and managing the various desks for BHAA members, new members and per-registered runners. Supports the BHAA committee to set up the registration laptops.
- Finance – Looks after all cash and prizes on the day of the event.
- Course – Looks after all aspects of the course from start line to the finish area. Course Maps. Manual backup of race results. Assign people to take photos and video on the day of the event.
- Refreshments – Looks after the refreshments that will be provided to the runners on the day of the event.
- Race Director – Last but not least the race director looks after all the roles above and is the main contact for the BHAA committee and runners.
The timeline for planning of a BHAA event should start with the Race Director about one year before the planned event. As the event gets closer there are specific jobs that can be completed by the specific roles. The week before and after an event also have specific jobs that we would like to see completed. Each of these roles have a mirror contact person on the BHAA committee who can provide more in depth details of what is required.
The race director will proposes the initial event outline and will out the race course, where registration will take place. The Race Director will work with local councils, gardai and the BHAA committee to arrange insurance certificates and permissions to hold the event. The race director is expected to attend the BHAA race organizers meeting. The RD will provide a safety statement for the event and ensure that a first aid presence is available for the runners on the day of the event.
- 1 year: Book race venue. Ensure sufficient changing areas, showers and toilets. Verify registration and refreshment areas are large enough and have adequate electrical power
- 6 months: Recruit a core race organising team
- 3 months: Request insurance certificate to be issued for event.
- 2 months: Organise FIRST AID – St John Ambulance
- Race Start: Be at the start line on time to give final instructions and start the race.
- Have a post-race review and report what worked well and what could be better to the BHAA race organisers meeting.
The course director will look after the course and arrange for stewards to be available at all locations on the course as required. The CD should ensure runners know there the start and finish are. They will arrange for the course to be measured and that mile markers are places on the course. They should consider if mile callers can be used on the course. They are responsible for ensuring that all runners who start the race are accounted for at the end. The CD will provide a team of stewards to help with the setup of the finishing chute. They will ensure people are available to record the finishing numbers and that the BHAA race numbers are collected at the end.
- 6months: Agree on a safe race course and prepare safety statement. For a road race obtain agreement from local Garda that race can proceed on the agreed course.
- 3months: Contact personality chosen to present prizes/to start race to confirm their availability on race day. Recruit volunteers to help on the day
- 1 month: Measure the race course accurately. Organise tape & posts for course, mile/km markers, start and finish line. Prepare race course map and allocate stewards to junction points.
- 2 weeks: Contact BHAA volunteer co-ordinator if volunteers are required from BHAA membership
- 1 day: Set up race direction signs on main approach route to race centre.
- On day: Organise opening of any access gates. Open registration hall, set up registration desks, signs for registration, changing areas & toilets and race start. Display course map.
- 30m before race start: Ensure course stewards are in position.
- Have two people to supervise the finish chute.
- Have two people to record the finish numbers of runners.
- Have two people to collect race numbers at the end of the finish chute.
This roles involves supporting the BHAA committee with the step up of registration, printing and publishing of race results and recording of digital media at the event. A computer and gadget savey person is recommended for this role.
They will provide people to take photographs at the event and take video of the start/finish of the race.
- Take photo’s of the runners at all stages of the event. The start line, race winners at the finish line and the presentation ceremony should be covered.
- It is recommended to take shots as the runner approaches the camera.
- Return the camera to the BHAA webmaster who will uploaded them to flickr.
- Collected from the BHAA committee.
- To record, put the camera to record mode and hit the Red button to start/stop recording.
- Record the start of the race, middle lap of the race if possible and the runners crossing the finish line.
- The video should be displayed to the runners in the refreshments hall with the projector and screen.
A person should be assigned to help the BHAA committee with the printing and distribution of race results.
- Record the exact start time of each race.
- Manually record the finish time and numbers of the top three in each race.
- Be on hand at the BHAA van to collect the printed results and put them up for runners to review.
- Collect all printed results at the end and bring them to the hall for the prize presentation.
The PRO is expected to publicize details of the event. The first task is to prepare a race flyer for the event, this should happen 3 months before the event. Two weeks before the event, a race preview is expected. After the race, the PRO will write a race report for the BHAA website.
- 3 months: Submit race flier & press release as per race flier template for BHAA website & media (newspapers, Irish Runner, RunDirect, AERTEL)
- 1 month: Circulate fliers at bhaa & non-bhaa races, agreeing in advance the circulation of the fliers with the Race Organiser of the races.
- 2 weeks: Advise local residents of race
- 2 days after: Prepare a race report for the BHAA website with photo’s and winner/team details.
BHAA Race Flyer
All BHAA race flyer should contain the following details:
- Race Organiser Name
- Race Start Times
- Race HQ address
- BHAA logo : https://bhaa.ie/documents/BHAA.jpg
- No Headphones/ Headphones are strictly prohibited
- Contact details of BHAA – www.bhaa.ie and firstname.lastname@example.org
- Contact details of Race Promoter – mobile/telephone/email
- Registration closes half an hour before race – give time
- Price – €10 for BHAA members and €15 for day members
- Pre-register day membership
- Prize categories
- Car parking
Please submit all flyers for approval to the BHAA PRO at email@example.com prior to printing/circulation, no later than 3 months in advance of race date.
This outlines details of the upcoming race and will be used for email, text and social media messaging. It should outline any new features or changes to the event, It shouod
The race review report allows the race organisers to give their insight on their event. The report should highlight the race winners and other significant runs from the day. It should outline the winners of the team categories. It allows the race organiser to mention people involved in helping to run the event. The report should include photo’s from the start, finish and prize giving.
The Registrar will ensure that the required number of desks are available at the registration hall to avoid queues of runners on the day. They need to arrange at least 8 people to work in 2 person teams to handle registration of BHAA members, new members and pre-registered runners. They should attend a registration of another BHAA event prior to their own to see and refresh how the process works.
- 1 month: Plan set-up of venue – BHAA information Desk, Registration Desks for Members and Day Members, Quiet Results processing area, Prize Giving Area, Refreshment Area, Fire Evacuation Plan. Ensure PA system for prize-giving.
- 2 hours: setup the registration desks and direct athletes to the appropriate registration desk.
- Close of registration: Collect all paperwork and retain for the BHAA Registrar
The finance role is expected to be able to account for all monies on the day of an event. This person will provide an initial float for the start of registration. They are expected to have the prizes for individuals and teams arranged and will be present at the presentation.
- 6months: Prepare a race budget and send out letters requesting race sponsorship.
- 1 month: Organise prizes.
- 1 week: Prepare float
- Close of registration: Collect all monies and account for the various membership groups. Return all monies to the BHAA Treasurer.
- Prize Presentation: Have all prizes ready for the presentation.
The BHAA has a full public liability insurance policy that covers all of our events. Some venues look for an indemnity from our insurers and the BHAA treasurer arranges it. Typically that would be owners of venues being used for the race or for registration/changing etc. In order to get the appropriate indemnity we need to know:
(a) Who is the indemnity for?
(b) Date and time of the race
(c) Race type (= road)
(d) Venue/location to be covered
When these details are provided the details are passed the broker to arrange the document. It can take up to two weeks to get the indemnity.
Suggested Prize Structure
The person in this role will arrange all food and drinks that will be offered to the runners on the day of the event. They need to consider the area in which the food will be presented.
- 1 week: Confirm facilities for tea/coffee making with the race venue. Check power supply and water.
- 1 week: Organise refreshment supplies (paper cups & plates, tea, coffee, sugar, spoons, brack, biscuits, cakes, snacks, refuse sacks, water, tea & coffee pots).
- 1 hour: Set up refreshment area, make tea/coffee etc.