• Design and/or printing of event material.
• Design and/or supply of event medals and trophies.
• Electronic time keeping.
• Event organising and management.
• Event planning.
• Event publicity campaigns.
• International Event marketing.
• Marketing and promoting of events.
• Media launches.
• Rentals of event equipment.
• Securing sponsorships.
• Venue planning and construction.

SERIOUS RACE or FUN RUN
The distinction between the two may be blurred for many. The basic difference is that no special rewards are made to any participants in a fun run, although all may be given something to acknowledge their achievement in completing the event. Either way, the prime concern must be for the presentation of a safe and enjoyable event. Whichever type of event you have chosen you can contact us for assistance.

DAY and DATE
Even if the event is likely to be so small as to have negligible impact on any other event you will need to carefully consider the proposed date, and to have an alternative date ready. Your ASA Secretary should be able to advise you which dates have already been allocated to events in your area but you will also need to check with your Local Metro (Police) Authority. Many other organisations use the roads and streets for occasions other than just driving about.

VENUE
The course to be used may have been established for years; nevertheless it is important that it must still be safe to use and be available. New road works, road closure barriers, new trading outlets on the route, forthcoming road works can all give problems so it is necessary that early liaison with the Local Police and Local Authority establishes the viability of your route on your chosen date.
New courses need even closer inspection to ensure the safety of all participants and advice from the Police and the Local Authority should be heeded. Whilst the roads of our country are for use by all, the practicality of obtaining maximum benefit for the whole community with minimum disturbance is a valid aim. The Police try to ensure that all road users have reasonable access for their legitimate travel and business. The Police have great many duties and are under increasing pressures from all sides. They may not be over enthusiastic at the suggestion of another burden on their shoulders caused by your event, but generally will act to ensure that it goes off well from their point of view. They may make suggestions regarding the proposed route, or make specific recommendations as to signage, marshalling and/or
road closures. It is not their job to act as marshals or route markers. They may be willing to be involved in part, but will request payment for their services.
The reaction will vary from force to force, but you can expect better cooperation if you can show that you have been competent in your appraisal, done what you need to do and are asking for their advice to support your own efforts.
Road closures, if required, are within the province of the Police Department. There will be charges associated with drawing up the closure notice and with its press notification. There may also be diversion signage required, to a specific standard.

Having put together the basic ideas and plans you can now start to sort out specific elements of your race.

THE COURSE
The perfect course does not exist. It depends on various aspects of terrain & environment and personal points of view, but there are some principles and guidelines that should be considered by all event organisers.
In considering any course the prime need is to arrange for safe Start and Finish Areas and a route that involves minimum mixing with traffic. A local ordnance survey map (Google Earth) should give enough information to enable initial plans to be made. There are three basic types of course; Lap(s), Out-and-Back and Point-to Point. Ideally left-hand loops are preferred, as they minimise crossing traffic and are easier to marshal and police. Lap or loop courses can be organised with minimal marshalling requirements if the lap is used a number of times to make up the correct distance, but this can cause problems with lapped runners. Some events run two races concurrently on the same course. [Example 5 km and 10 km races at the same time].
Out-and-back routes can also be manned quite efficiently as marshals can usually be used for both outgoing and return turns and junctions.
Point-to-point events are often popular because they give runners a more direct sense of achievement. Many of the bigger races in the country, i.e. The Comrades Marathon follow this format. It must be remembered; however this format does add logistical problems regarding the transport of officials, baggage etc., and the need to ‘sweep-up’ non-finishers. The route may also pass through more than one Local Authority Region. If so, then all Authorities must be consulted. The actual distance of the race must be established by the proper procedure as described in the section on Course Measurement.

SPONSORSHIP
Sponsorship is a misnomer for the system whereby a commercial organisation donates money and/or goods to an event. It is really marketing. Even the simplest business will have a budget for advertising, and big multinationals will employ specialist firms to run their advertising for them.
The reasons that a business may be willing to give you money or goods to support your event are varied. Businesses sponsor events because they believe that it will help them to achieve their marketing aims. Some of the objectives may be:

• exposure of the company’s name to a wider audience,
• a wish to be associated with a visibly healthy activity,
• developing awareness of a new sales site,
• developing awareness of a new product,
• advertising a service,
• community involvement,

Your task is to attract the interest of a suitable ‘sponsor’, and strike a deal. There are numerous ways in which you can sell your product - The Race - and some examples are detailed below.
Whilst some events do draw up detailed contracts for sponsorship deals you may feel that your little event does not need such complexities. Your sponsor however will always appreciate a detailed list of what you expect to provide for his cash/products. This may well be presented as a phased list,depending on his contribution.
Basic things should include:

• inclusion of company name or product in the event title;
• prominence to the company name or product on all event paperwork;
• posters, entry forms, finish medals or certificates, results;
• name on runner’s number’s, start and finish banners;
• maximised publicity via press releases;
• active involvement in presentation ceremony;
• awards identifying the firm’s involvement;

The sponsor should be invited to attend the event the and the appointment of a VIP Guide should be made. Your sponsor may be lacking in knowledge of the sport and its participants. The VIP Guide should accompany the person for the duration of their stay. After the event send a full pack of results, press cuttings, thank-you letters, photographs and any other supporting evidence to show that the event was worth their support and that you have abided by your part of the agreement.

ENTRY FORMS
Forms are produced in various sizes and colours, but usually to the A4 & A5 format. To the average runner, the Race brochure or Entry Form is your shop window and so it is worth spending some time on the design and content.
As a minimum content the form should include the following information:
Date - Start Time - Distance - Venue - Facilities - Entry Fee - Awards - Age Restrictions - Entry
Closing Date - Any Special Rules - Disabled Entries - Where to send the entry! The form should request all the information which the organiser needs in order to identify the runner, i.e. name, sex, age, date of birth, address, phone number and e-mail address, affiliated club, and eligibility details for any specific categories and registration scheme number.
Do ensure that the spaces provided are sufficiently large to contain the requested information!
Remember to request a ‘LARGE STAMP’ addressed envelope, usually A5 minimum size, if you need it for return of information and running number etc.The Race brochure or Entry Form should also have been approved by your local ASA representative prior to publishing.
The entrant should sign and date the entry, under a declaration that the entrant will abide by ASA Athletic Rules of Competition and any waiver/disclaimer regarding loss or injury as a result of competing in the race.

PUBLICITY
Entry forms and posters should be distributed as widely as possible. Amongst specific targeting areas consider:

• Athletics Clubs, Running Clubs etc.
• Local Races - distribute directly to known runners,
• Sports Shops may be willing to display posters and hold entry forms,
• Sports Centres and other Sports Clubs - write a covering note requesting display if you cannot go in person,
• Libraries, Community Centres, local Notice Boards,
• Athletics Magazines - the magazines publish a fixtures list. They also offer space for advertising,

The widely used practice of attending races and placing race literature under the windscreen wipers of cars is not recommended. It can cause annoyance to drivers and create litter problems, and in some places it is against local bylaws
If possible, compose a brief letter to deliver to local residents. Detail the effect the race may have on their lives for its duration, and ask for their co-operation (and support!). In this respect, also remember that on various different days you may inconvenience people from attending their places of religious worship. Tell them of your intentions in good time.

ACCEPTING and PROCESSING ENTRIES
Where possible make use of pre-entry kiosks and internet entries (RaceInfo etc) Sports shops will also assist in entry sales where electronic entry is not available.
Manual entries, even small numbers via post can be problematic and is a time consuming task. Simply to open an envelope, check the entry form for basic information and confirm that a cheque has been properly filled out can take several minutes. The entry has to be sorted into its appropriate category and a number allocated, and the entry details placed onto a master list. Finally, if you are sending back information and numbers to entrants the envelope has to be filled and sealed. Do all that in less than ten minutes per entry and you are going well.
For an average sized event, expect four hundred runners, most of the entries will come in over the last three weeks, which means perhaps twenty or thirty a day on your door mat. Allow yourself three hours work a day for that.

NUMBERS and BLOCKING
Runners number to be pinned securely at each corner to the front of their running vest or garment and should not be cut, folded or otherwise mutilated. Numbers should be visible at all times and should be made of a suitable lightweight, but durable, material which will not disintegrate when wet. They should be large enough to be clearly visible but not so large as to be uncomfortable to wear. Card numbers are not suitable. Waterproof plastic numbers typically ‘Tyvek’ or ‘Polyart’, are lightweight and trouble free. More advanced systems use detachable numbered tags or bar codes.
The latest and worldwide recognised system is the IPICO Computerised chip system.
Although the use of computers means that even random numbers can be identified very quickly in races where there are specific category awards it is usual to allocate numbers in blocks. This has the advantage of giving a clear indication of how many are entered in any particular category at a glance and also facilitates rapid identification of prize winners from the result data.
Typical blocking allocations would be:
1 - 399 Senior Men 400 - 499 Veteran Men 40 - 49
500 - 599 Veteran Men 50+ 600 - 699 Senior Women
700 - 799 Veteran Women
These blocks could be further sectioned to put all senior men from a particular club together or sub sectioned for veterans in five-year age groups. An additional refinement would be to colour code male and female numbers so as to facilitate easy identification.

ENTRY ACKNOWLEDGEMENT
In any information sent out to entrants, details that were not included on the entry form must be included, e.g. Start/Finish locations map, access map, prize list, required team declarations, public parking details, changing, showering and runners’ baggage storage facilities, also details of First Aid/Medical provision

FACILITIES
It is important that some amenities are provided. As a minimum, a secure baggage store should be located close to changing facilities, and the provision of adequate toilet facilities for male and female competitors should be ensured at start and finish. Public facilities on the course should also be indicated on the route map, and adequately signposted.

FIRST AID
The ER24, are probably the best-known bodies for the provision of First Aid/Medical Provision. However, there are a number of other organisations that also provide a service. Whoever you decide to use for your event’s Medical Provision, a written request detailing your event’s basic details, number of expected runners etc. will be required so that they assess the provision needed. There would usually be a charge made for their attendance and the facilities provided. The
appointment of a Medical Officer is considered good practice. Organisers should obtain from the First Aid/Medical Providers a declaration that they will be in attendance for competitors, spectators and race officials etc.
A support/sweep vehicle for runners who cannot complete the course should be provided.

MANPOWER
There is one thing, which can be guaranteed - you will never have too much help! At a minimum you should consider the following:
Race Director, Course Director, Course Assembly Team, Chief Course Marshal, General Marshals, Start/Finish Director, Marshals, Drink Station(s), Security, Referee if applicable, Chief Timekeeper, Timekeepers, Recorders, Starter, Judges if applicable, Results team, Announcer, Lead Car Driver, Communications Staff, and a few spare persons! There may also be a call for car parking attendants, programme sellers, catering staff and VIP Guides.
Remember to include all the officials and helpers in any catering plans - even simple refreshments will be appreciated. Some of the above roles may be combined, some may not be required and the titles may vary, for an event to go off smoothly. It is advisable to produce a list of these posts together with the holders so that all involved can identify who does what. Bibs and/or armbands can be used as additional visible signs of responsibility.
A list giving mobile phone numbers of key personnel is also recommended.