1. Race Organizer's Workshop 24 November 2016
Route
Presented by Jakes Jacobs

2. Course Standard Course -> Start and Finish at the same venue
Calculated using a formula
Most events in WPA are run on a standard course
Best times and performances can be set on standard courses
Aided Course -> Start and Finish not at the same venue
Point to Point
Scenic route or as per Sponsor’s request
Not suitable for best times or records (Times always indicated as aided course)

3. Route
Fast and Flat
These events are suitable for incentives and record purposes
Start, Finish and Route to be easily accessible
Ability to clear the Start a short space of time
Minimal number of turns and turn-points on the route
Finish to be open and well layout to accommodate a large field of participants
Scenic Routes
Popular with participants
Popular with Sponsors
To be mentioned on the race flyer that the route is scenic
Mostly undulated courses

4. Safety of Participants at the event
Area of Concern
What to do
Parking
Provide marshals and directional signs
Registration Area
Display age categories, temp licenses etc. at eye level behind the tables
Assembly point (holding area) before start
Announcer to call runners to this area 5 – 10 mins before the start
Start Area
Avoid the “gathering” in a compressed area (UCT Rugby Rd)
Water Tables
Place them in secure areas; provide parking for staff working at point well away from the water table and out of the way of runners
Finish Area
Display assembly point markers (e.g. Two Oceans), Result boards, Toilets etc. clearly visible
Refreshments/Vendors at finish
Accessible to all and well placed
Club Gazebos
in a clearly demarcated area along the finish line
Prize Giving Area
Visible and accessible (Lucky Draws)

5. Course Measuring Google Earth must become your best friend
Pre-measure the route and look at the logical best route
Try to stay away from major roads and intersections; use backroads where possible
Rather run with the traffic than against the traffic for the safety of lead bikes/vehicles
Route needs to be accessible for vehicles: Lead cycles, Referee, Ambulance
Have an area (Sports field or open road) that can make up distance
You have to listen to the Course Measurer for any safety proposals
Mark all “km” clearly and visible for placing the km markers on the day (darkness)
Placing of cones to be discussed with Course Measurer
Ensure that the correct route is run for records
Prevent that runners run a short course – this is totally unacceptable and the club will be fined

6. Start & Start Time Areas that need special attention
What to be aware of / prepared for
Structures / Scaffolding / Blow-ups
Wind
Terrain
Underfoot conditions for participants and spectators
Fences
Positioning of the bases of panels for tripping of athletes
Generators
Fenced in for safety of spectators and athletes
Start Time
Travel time for participants & access to events to be considered
TV Broadcast
Daylight to be considered for start of event
Finish / Cut-off
Runners leaving the event and safety of back markers
Sponsors
Give acknowledgement but don’t give in on demands that impact on the safety/practicality of the start and/or contravene ASA/WPA event rules & regulations

7. Layout – Start / Venue

8. Route Layout & Markings – Start Line

9. Turn Point Easy flow and direction of runners participating
Must be fenced or clearly visible for all participants
Well marked
Well marshalled for effective flow

10. Route Layout & Markings – Turn Point

11. Finish & Cut-off Times
Structures -> Engineering certificates required for all structures/tents
Refreshment Stations -> Pen Bev contracted with WPA
Layout -> use the biggest possible area; fencing etc. secured for wind
Items to remember -> Results Boards/Technical Officials/Finish marshals (finish sachets, medals)
Recommended min/max cut-off times:

12. Layout & Markings – Finish Line

13. Layout – Finish Area

14. Traffic Officials and Marshalls
Traffic Officials are appointed to assist with
Flow of traffic
Safety of Runners & Motorists
Traffic accidents that may occur at the event or in the proximity
Disaster management if an incident occurs at the event
Contact WPA (Jakes Jacobs: , ) for the latest rates charged for traffic officials
Marshalls are appointed to direct athletes
Appoint enough adult marshals to intersections to reduce number of Traffic Officials
Community groups (church groups) can be utilized in quiet areas

15. Marshall / Traffic Plan
Divide the route up into sections
Appoint a Section Marshal to oversee a particular section of the route
Drive along the route and look out for areas where marshals will be required and how many
Draw up a plan for each section highlighting the positions of marshals, km-boards, water stations, medical etc.
Work out the expected arrival time of the first (3 min/km) and last runner (8 min/km) for each km / section / water point

16. Layout - Route

17. Marshal / Traffic Plan cont.

18. Marshall / Traffic Plan cont.
Sector
From / To
Description
Marshals needed
Person i/c
Sector 1
Point A to Point B
Start 16
Person J
Sector 2
Point B to Point C
Out 14
Person K
Sector 3
Point C to Point D
Out and Back 12
Person L
Sector 4
Point D to Point E
Out and back 10
Person M
Sector 5
Point E to Point F
Back 11
Person N
Sector 6
Point F to Point G
Finish
Person O

19. Marshall / Traffic Plan cont.