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ChicagoAreaRunnersAssociation549W.RandolphSt,Suite704
Chicago,IL60661312.666.9836
CARABESTPRACTICESGUIDELINESCHECKLISTRacesmustbeabletocheckoffallitemsonthislisttobeCARACertified.
GeneralGuidelines
Permits/Contracts:oRacehassecuredallnecessarypermitsfromlocalmunicipalitiesandcontractsforeventvenue.
Insurance:oRacehassecuredliabilityinsurancefortheeventwithaminimumcoverageof$1,000,000.
USATFCourseMeasurement:oTheracecourse/sareUSATFCertified.
ProhibitedItems:oRaceagreestorequireparticipantswithstrollersorbabyjoggerstostartintherearoftherace,regardlessofexpectedpace. oTheracewillnotallowparticipationwiththefollowing:pets,bicycles,in-lineskates,rollerskates,scooters,andotherwheeledvehicles(exceptwheelchairsandhandcranksusedbydisabledparticipants).
CommunityNotification:oTheracehasnotifiedlocalresidentsandbusinessesalongthecourseoftheeventatleastsevendaysinadvancethrougheitherflyering,yardsigns,e-mails,phonecallsordrop-ins,etc.
Safety:oTheracehastakenstepstoinsurethatsafetyistheprimarypriority.
CompetitionRules:oTheraceagreestoenforceallUSATFandRRCAcompetitionrules.
RaceInformationandRegistrationGuidelines
WebSiteInformation:oTheracewebsiteincludesatminimum:Dateofrace,Starttime(s),Distance(s),StreetAddressofracelocation,CourseMap,USATFCourseCertificationNumber,Parkinginformation,ContactforParticipantQuestions(phoneandemailoronlinesubmissionform),aclearlistingofallfeesanddeadlines,refundpolicy,inclementweatherpolicy,informationaboutpacketpick-up,racedayregistrationoptions,awardscategoriesoffered,awardsandresultsrulesandprocedures,directlinktoonlineraceresults,aclearstatementthatbicycles,in-lineskates,otherwheeledvehicles(exceptwheelchairsandhandcranks)anddogsarenotallowedandclearstatementofrace’spositiononuseofbabyjoggersandstrollers.Thedateandstarttimeoftheraceshouldbeeasilyfoundontheinitialpageoftherace’swebsite.
RegistrationForm:oTheraceregistrationformwillcollectthefollowingfromeachparticipantasrequiredfieldsontheraceregistrationform:firstname,lastname,sex,age,hometown,stateandzip,e-mailaddress,phonenumberandanemergencycontactpersonandphonenumber.oIfraceissharingorsellingparticipantcontactinformationwithathirdpartythishasbeenclearlystatedintheeventwaiver.
Cut-OffTime:oThefinishlinecut-offtimeorcourseclosuretimehasbeenpublishedpublicallypriortotheopeningofregistration. oAsystemisinplacetocommunicatewithparticipantsbye-mailtoprovidepre-raceinformation,emergencyannouncements(weatherstatus,etc..)andpost-racecommunications(resultsandsurvey).
StartLineGuidelines
Marking:oThestartlinehasbeenmarkedatminimumwithavisibleline(oneofthefollowingpaint,chalk,tapeortimingmats).
Organization:oEventstafforvolunteershavebeenassignedtokeepthestartareaclearofnon-participants,participationwithprohibiteditemsandpotentialbandits(E.g.unregisteredrunnersattemptingtoparticipate).
oAsystemisinplacetolineupparticipantsbyexpectedpaceatthestartline(eithersignsandormarshals)andtoensurethat,ifallowed,participantswithstrollersandbabyjoggersarerequiredtolineupintherearofthestartcorraltoensurethatparticipationwithanyprohibiteditems(pets,etc…)isenforced.
Hydration:oAtminimumpre-pouredcupsofwaterareavailablepre-racewithincloseproximityofthestartline.
StartLineAnnouncements:oAsystemofamplifiedsound(PAsystempreferred,bullhornorsimilarforsmallereventsisacceptable)ispresenttoallowforcommunicatingwithparticipantsatthestartline. oBriefandconciseinstructionswereprovidedafterrunnershavegatheredatthestart,butpriortothestarttime,regardingstartingprocedures,EventAlertSystemlevels(ifsystemisinuse)andinstructionsandanyothercriticalinformationparticipantsneedtosafelyandsuccessfullycompletetherace. oTheNationAnthem,dignitaryspeechesandsponsorrecognitionwerecompletedpriortothescheduledstarttimeandstartoffinalinstructions.Theracestartproceduremustbeexplainedpriortothestarttime.oNoannouncementsweremadewithin30secondsofthestart.oThestartwassignaledwitheitherthefiringofastartingpistol,thesoundingofahornorothernon-verbalaudiblesignal.
StartTime:oTheracebeganon-time.
InitialStartStretch:oThecoursewasdesignedsothatthefirst200-metersor220-yardsweretheatleastthesamewidthasthestartline.
CourseGuidelines
CourseMap:oTheraceprovidedparticipantsaccesstoacoursemaponlinepriortotheeventaswellasattheeventdisplayedeitheraslargescalecoursemaporasmultipleprintedcopiesdisplayedaroundtheeventsite.
Markers:oMarkerswerepostedateachmilemarkandeachturnandcouldbeseenfromadistanceofatleast50meterspriortothemarker.
Leader:oTheracewasledbyaleadcyclistorvehiclethatwasvisibletotheoverallraceleaderthroughoutthecourseatleastfromthestartanduntiloncethroughthefinalturnbeforethefinish.oAvehiclepatrolledortrailedthelastparticipantoftheraceandhadcapabilitiestopickupandtransportparticipantswhoareunabletofinish.
Control:oPoliceandtrafficmanagementserviceswereusedasrequiredbypermitsandlocalmunicipalities.oAcoursemarshalwaspresenttodirectparticipantsateveryturnandchangeofdirection.Thesemarshalshadeithervolunteerspecificclothing/uniform,woreaHi-Vizvest,orheldaflagandoravisiblesign.
RoadClosures:oTheraceinformedparticipantsofanyroadwayswheretrafficmaybepresent.oTheraceclosedroadsasrequiredbyCARABestPracticesGuidelines.
AidStationGuidelines
Frequency:oOn-courseAidStationswerepresentforallracesof5Kdistanceorlonger.Ifa5Kraceanaidstationwaspresentatapproximatelythe1.5milemark.Ifalongerraceanaidstationwaspresentatleastapproximatelyevery2.5miles.
Hydration/ProductSupply:oOn-courseAidStationsprovidedatminimumwaterpre-pouredinpapercups(noplasticorStyrofoam).
FinishLineGuidelines
Marking:oThefinishlinewasmarkedatminimumwithavisibleline(paint,chalk,tapeortimingmats).oAvisibledisplayclockshowingfinishtimewasatthefinishline.oThefinishlinecorralwasborderedwithfencingorflaggingtosecuretheareatoonlyfinishersandeventstaff/volunteers.
Hydration/Food:oAtminimumwater,andpreferablywaterandsportsdrinkwasprovidedatthefinishline.
Control:oEventstafforvolunteerswereassignedtokeepthefinishareaclearofnon-participants.
Timing,ResultsAwardsGuidelinesSystem:oAccurateandtimelyraceresultswereproducedthroughacomputerizedresultsmanagementsystem.oIftheracewaslargerthan500finishersachip/rfidtimingsystemwasused.
Back-UpSystem:Required:Allracesagreetohaveaback-upsysteminplacesuchasamanualback-uptimingmethodandoravideorecordingofthefinishlinethatallowsforreviewandrecreationoffinishresultsiftheprimarysystemshouldfail.Racesmusthaveageneratororback-upbatterypowerfortimingequipmentandresultsproduction.
RaceSiteResults:oResultsweredisplayedasprintedordigitallydisplayedattheracesite,preferablywithinnomorethan30minutesofthelastfinisher.
OnlineResults:oFullresultsoradirectlinktofullraceresultshasbeenpostedontherace’swebsitewithinatleastwithin24hoursoftherace’scompletion.oPostedresultsincludedatminimumeachfinisher’splace,fullname,genderandfinishingtimeprovidedinoverallplacebysexandbyawardcategories(agegroups,etc…).
Categories:oAtminimumawardswillbeprovidedforatleastthreedeepforoverallmale,overallfemaleandforbothmaleandfemaleagegroupsinthefollowing10-yearagegroupmustbeprovidedandincludedwithinresults:19&Under,20-29,30-39,40-49,50-59,60-69,70&Over.
PlaceDetermination:oTheoverallwinner(foreachsex)wasdeterminedbyactualorderoffinish/gun-time.
Ceremony:oAnawardsceremonywithamplifiedsoundcapabilitieswasheldforoverallawards.
ToiletRequirements
Quantity:oAtleastonetoiletwasavailableper50runnersregistered.Alltoiletslocatedwithingenderrestrictedrestroomswereonlybecountedas0.75eachtowardstherequiredtotal.oAtleast5%oftoiletswereADAaccessible.
MedicalGuidelines
Support:oTheeventprovidedaminimumoftwocertifiedandinsuredmedicalpersonnelthatwerepresentattheracesiteatleast60minutepriortothestarttimeandremainuntileither30minutesafterthecoursecloseor15minutesafterthelastfinisher.
Ambulance:oTheracenotifiedlocalEMSoftheevent,itsstarttime,itsendtime,routeandhowtoquicklyaccesstheeventincaseofemergencyorsecureddedicatedEMSservices.
EmergencyActionPlanGuidelines
Staffing:oTheracetookallstepstomeetsecurityrequirementsrequiredbylocalmunicipalitiesandvenueowner/operatorstoinsurethesafetyoftheparticipants,spectatorsandcommunity.
Communication:oTheracehadacommunicationsystem(example:two-wayradiosorcellphonesandphonecontactlists)inplaceforalleventstaffandvolunteersthatincludedinstructionforwhattodoincaseofamedicalemergency.
EmergencyActionPlan:oAnEmergencyActionPlanwasdevisedthatincludedatminimumplansforhazardousweatherconditions.oTheracedidnotrunwhenlightningwaspresentwithinsixmilesofanypartoftheracesiteorcoursewithin30minutesoritishighlyprobablythatlightningwillstrikewithinthisrangeduringthecourseoftheevent.
OtherGuidelines
GearCheck:oFreegearcheckwasprovidediftheeventswaslocatedwithintheCityofChicagoorreasonableparkingaccommodationwasnotavailableforallparticipantswithin0.5milesofthestart/finish,orwhereitisreasonabletoexpectmanyparticipantswillusepublictransportationormaybiketotheevent.