Race Directors - Give us your input! Feb 12 Deadline

Race Directors - Give us your input! Feb 12 Deadline
IP: 142.177.91.144
Posted on February 8, 2016 at 02:24:29 PM by jypsy (janet norman-bain)

Before we can put together the 2016 PEI Roadrunners Race Schedule we need to revise last year's Sanctioning Documents, Application Forms, & Fees. We got some great feedback at the two Race Director's Information sessions last week and we want to make sure every Race Director is given the opportunity to voice their comments, critiques, questions & suggestions.

Please voice your thoughts. Post your comments (anonymously if you like) here: https://docs.google.com/forms/d/12y28rbhqRtPQG3_z980BgOAV1O7fxRHKixncGY2UjMQ/viewform?usp=send_form
Please respond before Friday, February 12th. A final version of the 2016 PEI Roadrunners Sanctioning Document & Application Forms will be posted shortly after.

First though, some basic information about this year's Schedule and some basic sanctioning info.

All races & runs will be put on The PEI Roadrunners Schedule as an information service to our Membership and the running community.

Point Races *must* be sanctioned. All other races can choose to be sanctioned or not.

The advantages of sanctioning are:
1) Your event will be insured
2) You have access to any available equipment for your event (clock, signs, mileage markers, water jugs)
3) Bibs & pins will be supplied
4) You will be designated as a "sanctioned event" on the PEI Roadrunner Schedule
5) You will be promoted on the front page of the website prior to your event
6) A Race Reminder will be sent to our email list prior to your event
7) Your results will be posted on our Home Page & Results Page

It has pretty much been decided that the 2016 Sanctioning Fee will be a flat rate of $50. Any comments on this are welcome before that gets written in stone!

In order to be a sanctioned race the following conditions will apply:

A)
You must carry your own event Insurance
2) You must agree & adhere to the RoadRunner Sanctioning Criteria
3) You must run a safe event
OR
B)
1) Your event is "Member Run" -- The Race Director must be a member
2) You must agree & adhere to the RoadRunner Sanctioning Criteria
3) You must run a safe event
4) You must submit total numbers of Roadrunner Members and Non-Members participating in your event.
If these 4 conditions are met your event will be sanctioned and your event will be covered under The PEI Roadrunners liability insurance.

Now, here's where we want to hear from you!

Below are the questions you were asked on the Application Form, to meet the criteria contained in the Sanctioning Document. If there is anything here you would like to see removed, modified, explained, etc please let us know! And again, if you have any comments at all on the sanctioning document, applications or fee, please send them in or post them anonymously here: https://docs.google.com/forms/d/12y28rbhqRtPQG3_z980BgOAV1O7fxRHKixncGY2UjMQ/viewform?usp=send_form

A) The 1st part of the application is information for our Schedule Listing

Race Name *

Race Date *

Start Time *

Registration Time & Place *

Registration Fee *

Directions and/or GPS Coordinates to Race Start Line

Distance *

Sponsor(s)

Fundraiser

Race Director *

Contact: * email address and/or phone number

Course Description *

Map *

Website, Facebook Page etc.

Will you have registration gifts? (T-shirts etc)

If so, how many?

Will you have door prizes after the run?

Other Notes for Schedule Listing

B) The 2nd part relates to the Sanctioning Document:

(INFORMATION):

In order to be sanctioned by the PEI RoadRunners as an C Standard race, you must meet ALL of the criteria listed. If this is your intent, answer "yes" below and carry on. If it is not your intent, please refer to the A or B form

Inside Charlottetown & Summerside: Contact local municipality and police for permission . This includes completing all required paperwork and documents if requested.

Outside Charlottetown & Summerside: Obtain Permit from The Department of Transportation and Public Works 30 days prior to event, and file the event Summary document within 21 days post-race

(QUESTIONS):

All runs: Submit copies of all documents submitted to municipalities and/or the Department Of Transportation to the PEI Roadrunners at the same time. *

Display the PEI RoadRunner Logo on all Printed & online promotion. *

Ensure every participant is registered manually or electronically before the race *

Ensure every participant has signed a valid waiver form before the race *

Ensure every participant is wearing a bib with a number. *

Ensure a trained first aid responder is present on the day of your event *

Ensure course marshals are at all intersections where traffic may be an issue *

Ensure participants are aware before the run whether or not an award ceremony will follow

Washroom Facilities *

A designated registration table *

Drinking water available *

A water stop, on the same side of the road as runners, during any run more than 5kms and at the start and finish line. *

A Gatorade (or similar electrolyte drink) stop at races that are more than 15 kms *

Any results gathered and displayed as soon as possible after the race. If your event is chip timed, the timing company should have results posted quickly. *

If not, it�s important that volunteers are aware of the timeliness of results as runners are very keen to see their positions, times, divisions etc.

Any results sent ASAP to the PEI Roadrunners so they can be posted on their website *

Volunteers recognized! No event would not happen without them. *

In addition, B Level (Point Races) must answer the following questions:

1) Adhere to all Run Canada minimum age requirements *

(3K: under 10yrs / 11K: 10yrs / 8K: 11yrs / 10K: 14yrs / 21.1K: 16yrs / 42.2K: 18yrs)

2) Clearly indicate "PEI Roadrunners Points Race" on all printed & online promotion *

3) Ensure the course is measured accurately to within 50m per 5K *

4) Ensure timing is done by a professional timing company with the use of chip timing or using the PEI RoadRunners Race Clock and manual timers *

5) An awards ceremony (Race Director is responsible for determining race categories) *

6) Snacks and Refreshments *

7) An area to be available in case of inclement weather for shelter *

8) Award Presentations started when all participants have finished the race *

9) Awards given in all categories that race director had set up for registration *

10) Enough time for participants to change and have a post race snack/hydration before starting the awards. *

Ok, your turn - Please voice your thoughts. Post your comments here: https://docs.google.com/forms/d/12y28rbhqRtPQG3_z980BgOAV1O7fxRHKixncGY2UjMQ/viewform?usp=send_form
Please respond before Friday, February 12th. A final version of the 2016 PEI Roadrunners Sanctioning Document & Application Forms will be posted shortly after.

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