2016 race director handbook

Transcription

2016
RACE DIRECTOR
HANDBOOK
XTERRA TRAIL RUN MISSION
Should You Choose to Accept It
The Paul Mitchell XTERRA Trail Run Series is a collaborative effort to spread the word
about trail running and to produce the most recognizable, enjoyable, root slipping, mud
sloshing, tree ducking, river crossing, hill climbing, dirt on your shirt, sweat in your eye trail
runs on the planet!
2016 marks the twelfth year of the Paul Mitchell XTERRA Trail Run Series. The
concept is simple, to encourage runners to get off-road and experience the adventure
of running in their natural environment. We provide age group runners with a bonafide series to compete within their geographic region. At the end of the regular
season, the top performers from around the U.S. and world are invited to compete
against other athletes their same age – but from different areas – at the national and
world championship races.
The U.S. Series is grouped into geographic regions, with each region hosting
anywhere from 3-to-9 races where runners compete and accumulate points towards
their regional standings.
Regional Champs are awarded free entry into the XTERRA Trail Running National
Championship - an off-road half-marathon in Ogden, UT on September 18, 2016.
While XTERRA Trail Run race distances range from 4km to 50km, the off-road half
marathon is the featured race distance at Nationals and Worlds, and each region will
be encouraged to host at least one 18km-to-23km race.
While Nationals is the culmination of the U.S. Series, the XTERRA Trail Running World
Championship is the finale of the World Tour.
In 2016, XTERRA will host races in such exotic locations as New Zealand, Brazil,
Greece, Costa Rica, Australia, Malaysia, Sweden, Argentina, Dominican Republic,
Canada, Tahiti, and Japan, and participants from these races along with those across
2016 XTR Handbook
Section I: Introduction
1
the U.S. are invited to race for the ultimate prize at the XTERRA Trail Running World
Championship – an adventurous off-road half-marathon on the island of Oahu held
December 4, 2016.
WHAT IS XTERRA?
XTERRA is a respected lifestyle sports brand, which encompasses:
The XTERRA America Tour (Off-Road Triathlon)
•
2 regional championships
•
USA and World Championships
•
70+ XTERRA Point Series Races
The XTERRA World Tour (Off-Road Triathlon)
•
USA, South Africa, New Zealand, Philippines, Australia, Costa Rica,
Argentina, Malta, Malaysia, Switzerland, Belgium, Portugal,
Dominican Republic, Poland, Brazil, Greece, Tahiti, Canada, France,
Sweden, Italy, Mexico, Korea, Germany, Japan, England and
Denmark.
•
The XTERRA Pan America Tour (Off-Road Triathlon)
• USA, Costa Rica, Argentina, Brazil, Canada, Dominican Republic and
Mexico.
The XTERRA Trail Run Series
•
100+ races across the US, plus USA and World Championships
•
International with off-road trail runs in New Zealand, Brazil, Greece,
Costa Rica, Australia, Malaysia, Sweden, Argentina, Dominican
Republic, Canada, Tahiti, and Japan
•
XTERRA TV
•
XTERRA USA and World Championship shows
•
XTERRA Adventures Series (8 shows)
•
Distributed via national syndication throughout U.S.
•
300+ shows in XTERRA inventory
•
XTERRA.tv – 24/7 Web TV Network
XTERRA Ambassadors
•
50+ stewards of the brand across the U.S.
XTERRAPlanet.com and XTERRATrailRun.com
•
Internet portal – the world’s windows into XTERRA
XTERRA Foundation
•
The Heart of XTERRA. A 501(3)C, the Foundation provides help, support
and most importantly, hope to those who are underprivileged and/or physically
challenged.
2016 XTR Handbook
Section I: Introduction
2
Paul Mitchell XTERRA TRAIL RUN SERIES
Paul Mitchell XTERRA Trail Run – America Tour
Paul Mitchell XTERRA Trail Running National Championship
Paul Mitchell XTERRA Trail Running World Championship
2016 XTR Handbook
Section II: Points
1
2016 Paul Mitchell XTERRA Trail Run Series Rules
(where applicable)
Geographic regions with Paul Mitchell XTERRA Trail Run Series Events
Georgia
§ 6 Race Series
Alabama
§ 5 Race Series
Southern California
§ 8 Race Series
Texas
§ 9 Race Series
Hawaii
§ 3 Race Series
Colorado
§ 4 Race Series
South Carolina
§ 4 Race Series
North Carolina
§ 4 Race Series
Northeast
§ 4 Race Series
Arizona
§ 5 Race Series
Tennessee
§ 4 Race Series
Florida
§ 5 Race Series
Atlantic Region
§ 5 Race Series
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Section II: Points
2
Each Paul Mitchell XTERRA Trail Run Series will crown Series Champions in all
age groups. Champions receive free entry into the Paul Mitchell XTERRA
National Trail Running Championship in Ogden, UT on September 18, 2016.
HOW TO BECOME AN XTERRA TRAIL RUN SERIES CHAMPION
1. XTERRA Racing Age is the age you will be on December 31st, 2016. We
need to fix a firm age for the year so people won't race in June at one age and in
August at another if they have a birthday in-between. For example: If you are
29, but turn 30 on Dec. 20th, you will be racing in the 30-34 division all season.
XTERRA Trail Run Series age groups: <9, 10-14, 15-19, 20-24, 25-29, 30-34,
35-39, 40-44, 45-49, 50-54, 55-59, 60-64, 65-69, 70-74, 75-79, 80+ and
physically challenged.
IMPORTANT NOTE: Races scheduled on or after September 1, 2016, will
become part of the 2017 XTR Series. Therefore, the XTERRA Racing age is
based on your age on December 31st, 2017.
2. Enter as many XTERRA Trail Runs as you can - To contend for a regional
series title you’ll need to race in as many events within the regional series as
possible to score maximum points.
If your regional series consists of 3 races, all 3 races will count towards your
points.
If your regional series consists of 4 or more races, we will drop one of the events
from your score:
• If there are 4 races in your Series, your final score will be calculated based
on your top 3 races.
It is not mandatory that you race in all events in your Series, but you must race in
at least 2 events to be eligible for the Regional Champion title. You will be
allocated “0” points for races in your Series that you do not enter.
IMPORTANT NOTE: If there are two race distances offered on the same
day, only the longer distance event counts for points. For example, if there
is a 5km and a 15km race on the same day, only the 15km will count for
points. Exception: if there is a half marathon and a distance greater than
half marathon, both will count for points since they are both over the 21km
distance.
2016 XTR Handbook
Section II: Points
3
3. Accumulate Points –Points are awarded to the top 15 finishers in each age
group. Please see the points breakdown below. Current standings will be posted
to XTERRATrailrun.com after each event. Points stay within the region you
raced in and do not transfer (For example – if you won XTERRA Thrill in the Hills
you’d get 100 points in the Georgia Series. Then you won the XTERRA Mission
Gorge Trail Run and earned 100 points in SoCal Series. You would have 100
points in each Series).
Paul Mitchell XTERRA TRAIL RUN POINTS- awarded to each age group
1st
2nd
3rd
4th
5th
6th
7th
8th
100
90
82
75
69
63
58
53
9th
10th
11th
12th
13th
14th
15th
49
45
41
37
34
31
28
4. Count ‘em Up! - The athlete with the most points- by gender and age groupafter the last race in the Series earns the title of Paul Mitchell XTERRA Trail Run
Series Champion and earns free entry into the Paul Mitchell XTERRA National
Championship in Ogden, UT on September 18, 2016. Series Champs can also
race for free in the 5k or 10k offered at Nationals if they wish, but only the 21km
half marathon is considered the national championship race.
6. Tie Breakers – Ties in point standings will be settled by:
1.) Head to Head competition (order of finish from the most recent race in your
Series where both/all competitors participated.)
2.) Winner of the most recent race (the highest placing athlete at the most recent
race in your series will break the tie).
HOW TO QUALIFY FOR PAUL MITCHELL XTERRA TRAIL RUN NATIONALS
In 2016 it will not be mandatory to qualify to race for the Paul Mitchell XTERRA
Trail Running World Championship, however, those who finish an 18-23km race
in less than 3 hours or the 42-50km race in less than 6 hours will be recorded.
HOW TO QUALIFY FOR PAUL MITCHELL XTERRA TRAIL RUN WORLDS
In 2016 it will not be mandatory to qualify to race for the Paul Mitchell XTERRA
Trail Running World Championship, however, those who finish an 18-23km race
in less than 3 hours or the 42-50km race in less than 6 hours will be recorded.
If it’s not necessary to qualify for Nationals or Worlds, why set a qualifying
standard? Couple of reasons: 1) We wanted to keep track of those runners that
completed a half marathon in the time allotted because that’s a great
achievement 2) We wanted to tie-in all the half marathons (your race leads to
Nationals and all of them lead to Worlds) so by the time we get to Worlds we’ll
have this great international field of runners with good vibes and great
competition 3) We believe someday the demand will be such that we’ll have to
limit the number of runners in the Championship races (understand that at some
parks there are limits to the # of participants you’re allowed to put on a trail).
When this happens, qualifying for the Championship races will be necessary.
2016 XTR Handbook
Section II: Points
4
WHAT THE *!#@& DO WE KNOW?
We know that events NEED participants and we share one common goal - get more people
involved in XTERRA Trail Running.
To truly make this work we EACH need to pump up the XTERRA
volume – get the word out – spread the Vibe.
Below is a list of what we will provide to you to get your Series
known throughout the grapevine.
Online Trail Run Information at www.xterratrailrun.com
Your event URL link
Team XTERRA (The Ambassadors)
XTERRA News e-mail for the Press
XTERRA Trail Mix e-mail for the Press and our Runner’s database
XTERRA Tribe News
Trail Run Publicity Program
XTERRA Twitter and Facebook Posts
XTERRA TV and Commercials
On-Line Trail Run Information – www.xterratrailrun.com and www.xterraplanet.com The “PLANET” is the global source for everything XTERRA, while xterratrailrun.com is the
specific source for Trail Running. It will include the schedule with all the right links, specific
pages for your Series, news items, features on runners, regular updates and stories to keep
avid trail runners and web surfers informed.
Your URL Link – The URL for your Trail Run Event or Series will be prominently linked from
our sites to yours - directing people to your website for more information and registration.
Team XTERRA – Team XTERRA represents a select group of age group athletes across the
country who act as Ambassadors – promoting all things XTERRA, including the Trail Run
Series in their area. There are 50+ Ambassadors on “TEAM XTERRA” this year, and their
efforts are headed by Raena Cassidy and Emily McIlvaine, XTERRA’s Athlete
Communications Managers. They will help promote your event through grass roots distribution
of race materials and can organize training runs.
XTERRA TRAIL MIX –This email blast will be published with a variety of content all related to
trail running. This newsletter will be sent to runners that have raced in previous XTERRA Trail
Runs, trail running enthusiasts across the country, and running specific media outlets. Anyone
can sign-up to receive the free e-letter at xterratrailrun.com. The Trail Mix is a great source for
story ideas and event details. We will add your media contacts to our database, to ensure that
your market is covered. Send your media lists and story ideas to Emily McIlvaine at
[email protected].
TRAIL RUN SERIES PUBLICITY PROGRAM – XTERRA will create publicity for your event
but we need your help, so be sure to send us any and all information related to your event –
particularly items that are unusual or different. Here’s a breakdown of what we’ll need:
2016 XTR Handbook
Section III:
The Grapevine
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Primary Event Article - this is your big push that tells the world all they need to know about
your race - schedule, weekend highlights, course description, and all the details and fun that
you want them to know. Think more than just run - include pictures, links to course maps,
interviews with athletes from last year, information about your charities, post race menu,
training tips, local attractions, etc. Get 'em excited!
Info needed Six (6) Weeks prior to your race weekend.
Reminder Nugget - this short blurb puts your race back on the radar screen of the undecided
athlete. It's a call to action! Don't miss this race! Include any last minute schedule changes,
announcements, reminders, etc.
Info needed Three (3) Weeks prior to your race weekend.
Race Story – Capture the excitement of the day in words - telling those that didn't race that
they missed out on a great time! Because we have a number of Trail Runs on any weekend the Race Story may be edited for space - but will include a link to the full article. Additionally if you have a local reporter, athlete, etc. that wants to contribute a story … the more the
merrier! Send it!
Info needed immediately following your event.
You or your staff will work with XTERRA to develop the Primary Event Article and Reminder.
We have established some guidelines to help you with this and to meet the editorial guidelines
for the website and newsletter.
Each article must have the following information at the top of the page –
see text box at right.
Primary Event Articles and Race Reminders will be edited for content and
style and should not exceed 400 words.
Date:
Location:
Venue:
Course
Distances:
Website:
Phone:
Email:
Race Reminders should include one or two paragraphs containing NEW
information such as course updates, registration numbers, competitor highlights
(returning champs, any pros racing, etc.) or just a quick overview of the event.
Event logos and photos from prior races are very helpful and recommended. The preferred
format is JPG for photos and event logos. The website editor will choose whether to use the
photos along with the race previews and reminders, based on deadlines, quality, and space
available.
XTERRA News for the Press – A weekly e-newsletter sent to a broader range of newspaper,
magazine, internet, and television media AND industry professionals worldwide. The XTERRA
News covers all things related to XTERRA including the off-road tri series, trail running,
adventure competitions, gear, etc…
XTERRA TRIBE NEWS - published weekly with the XTERRA off-road triathlon and trail
running competitor in mind. In a typical week, the Tribe News covers race
news/updates/results and XTERRA TV schedules. It's free to any/all athletes/friends/family
that sign up to receive it on the Planet and can be “unsubscribed” at anytime.
2016 XTR Handbook
Section III:
The Grapevine
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XTERRA.TV AND COMMERCIALS - The XTERRA Brand, the XTERRA Lifestyle, and the
LIVE MORE Philosophy are enhanced by XTERRA.TV. Original shows are in production for
2016 – airing in syndication on all major US networks (ABC, CBS, NBC, FOX) and full shows
can be viewed for free at our 24/7 online web network.
TEAM Unlimited has produced more than 300 television shows and has been recognized for
production excellence with 42 Telly and three Regional Emmy Awards.
Watch XTERRA programs 24/7 at XTERRA.TV. Trail run organizers are encouraged to load
their own videos promoting and/or documenting their race at XTERRA.TV.
Again this year, we will also be introducing Paul Mitchell XTERRA Trail Run Series
commercials into our XTERRA television shows. We gauge that each show has at least
roughly 3 million viewers, so our events series will receive over 50 million TV viewing
impressions.
XTERRA VIDEO - Each Trail Run Race Director can obtain footage with approximately 15
minutes of heart pounding running video. Use this footage to supplement any television
commercials you are creating, or to make in-house Trail Run videos to help drive the vibe at
running stores or other Trail Run race outlets.
FACEBOOK AND TWITTER – The XTERRA Trail Run Series has created an account for
XTERRA Run on Facebook.com and Twitter.com. These vehicles allow interaction with trail
runners and other ways for them to ask questions and get information. They also allow
XTERRA Run to create events, invite others and upload race photos.
There is also an XTERRA fan page on Facebook where anyone can post information or ask
questions related to XTERRA. This is a great vehicle for the XTERRA Trail Run Series race
directors to contact over 50,000 “XTERRA fans” with their event updates.
2016 XTR Handbook
Section III:
The Grapevine
3
XTERRA Trail Run Series Marketing Checklist
No matter how great your course is or how exciting your prizes are, races cannot be
successful without runners. Here is a checklist to help you organize your marketing efforts.
Possibilities are endless, but here are some ideas to get you started.
•
•
•
•
•
•
•
•
•
•
•
•
Add your events to online event calendars.
Contact local races occurring before yours about the possibility of putting your event
information in their race packets. If they don’t have race packets, race directors are
often willing to place information on their registration table or even let you come to their
event and personally pass out your materials.
Contact local running groups to let them know about your event. By personally inviting
them, they may be more inclined to add your event to their racing schedule.
Distribute posters and flyers to local running shops, gyms, restaurants, etc.
o Flyers can be altered to meet your target market. Example: Highlight the athletic
challenge of the race at gyms while trying to focus on family fun at local
recreation centers.
o Passing out race applications can be very effective if they have all the necessary
information on them. This may encourage last minute racers to show up on race
day if online registration is closed.
Start a training program to get people ready/enthusiastic about an upcoming event.
Especially if your race is a half marathon, athletes may feel intimidated by a halfmarathon distance and need help achieving their goal.
Team up with a local charity or organization. Often new runners or even non-runners
may feel more inclined to come out and participate for a good cause. Plus you will
probably get a lot of members inside the organization to sign up.
Create competitions within the local community. Example: Start a competition between
the local high schools to see who can get the most participants to sign up for your
event.
Post the event on local trail running, sports, and event blogs.
Contact local media about an interesting athlete’s story. Example: An exceptionally
young runner leading the series points or someone overcoming a physical challenge.
Personally invite any well-known athletes in your area. They can be great media stories
and will hopefully make registration to others more attractive.
Create a giveaway promotion. One way you could incorporate this would be to offer a
$5 discount to athletes who sign up on a particular day. Since everyone’s events range
in price, a prize giveaway might be the most economical for some race directors.
Coordinate a raffle for online registrants and hand out the prize at the event awards
ceremony. This would promote early registration and discourage runners from skipping
the event come race day.
Go out and get creative. Good luck!
2016 XTR Handbook
Section III:
The Grapevine
4
Running for Details
What You Need to Do:
Create a fun and safe course – for more information see “The BIG Kahuna” section.
Use the Red run arrows and XTERRA course tape we provide.
The Trail Run should be the main event on race day with the exception of XTERRA Tri
Paul Mitchell XTERRA Trail Run Series logos should be used on all marketing materials
Send us your complete athlete database (I promise – we won’t sell it) See below for the
information we need and the friendliest way for us to receive it.
XTERRA sponsor materials in race packets (if requested)
Results Results Results, We want your results on our website! See below for the best way
to send your race results.
Space and a table for a sponsor tent (if requested)
Have fun outside and off the road!
Race Results:
As soon as the race results are complete and verified, please provide a copy of them in
electronic format to the XTERRA Representative, Emily McIlvaine. A brief explanation of the
day, runner quotes and photos are also appreciated.
We require that results data contain the following data – in the order listed. Please read the order
and titles and formats of columns.
COMPETITORID
(Optional)
LAST NAME
(Required)
FIRST NAME
(Required)
GENDER
(Required - M or F) ***Not Male and Female - Please use M and F
DATE OF BIRTH
(Required - DD/MM/YYYY) ***ABSOLUTE MUST FOR EACH ATHLETE!!!***
ADDRESS
(Required)
CITY
(Required)
STATE
(Required - Two Letter Abbreviation)
ZIP
(Required)
COUNTRY
(Required)
EMAIL
(Required - please remove all hyperlinks)
PHONE
(Required)
CATEGORY CODE
(IND = individual or CHA = challenged) and age as of 12/31/16*
DIVISION CODE
5-year increments based on December 31, 2016* (ex. <9, 10-14, 80+)
DISTANCE RACED
(Required)
DISABLE POINTS
(Optional - For XTERRA use only but please make place on sheet)
FINISH TIME
(Required - HH:MM:SS format please) – please no decimals
* - If the race is after September 1, 2016, the age should be calculated as of 12/31/2017 since it will
be part of the 2017 season.
2016 XTR Handbook
Section IV: What We Need
1
The XTERRA Planet website will post the results from your Trail Run as soon as you
provide them. Our experience tells us that athletes want to see this information sooner than
later. To expedite this process, (in addition to your database in the format described
above), send us overall results and division results in the formats shown below.
It is best for our webmaster that you send this in an excel spreadsheet. Thank you in
advance for all the hard-work with results.
Overall Results Format Example
2012 XTERRA Trail Run World Championship Half Marathon
December 2, 2012 - Kualoa Ranch, Kaaawa, Hawaii
Official Results by: JTL Timing Systems
Overall Results
Plc Name
1
2
3
4
5
6
7
8
9
10
Ben Bruce #1
Joseph Gray #8
Will Christian #6
Mario Mendoza #7
Willie Schefer #91
Jacob Puzey #3
Roberto Mandje #11
Thomas Rivers Puzey #2
Leandro Santillan #85
Kenichi Komatsu #480
Division
Residence
30
25
25
25
20
30
30
25
20
30
Flagstaff, AZ
Renton, WA
Norfolk, VA
Bend, OR
Kihei, HI
Hermiston, OR
Boulder, CO
Laie, HI
Honolulu, HI
Labasa, Fiji
-
34
29
29
29
24
34
34
29
24
34
Time
Pace
1:21:58
1:21:58
1:25:54
1:26:35
1:26:41
1:28:58
1:29:19
1:29:52
1:30:22
1:30:24
06:09
06:09
06:27
06:30
06:31
06:41
06:42
06:45
06:47
06:47
Division Results Format Example
2012 XTERRA Trail Run World Championship Half Marathon
December 2, 2012 - Kualoa Ranch, Kaaawa, Hawaii
Men's Division Results
Plc
Name
Residence
Time
Pace
10 - 14 Male
============
1 Jase Bell
2 Forest Kobayashi
Madison, AL
Honolulu, HI
2:07:16
2:39:31
09:34
11:59
Mililani, HI
Elk Grove, CA
Kaneohe, HI
Kaneohe, HI
Wahiawa, HI
Ewa Beach, HI
Mililani, HI
Waco, TX
1:51:24
1:56:52
2:07:30
2:26:44
2:32:01
2:35:34
2:42:37
3:08:45
08:22
08:47
09:35
11:01
11:25
11:41
12:13
14:11
15 - 19 Male
============
1
2
3
4
5
6
7
8
Jakob Dewald
Timothy Winslow
Cedric Petty, Jr.
Michael Brandt
William Stockdale
Jacob Furrow
John Carson
Keegan Dove
2016 XTR Handbook
Section IV: What We Need
2
XTERRA TRAIL RUN BENEFITS PACKAGE
In an effort to build the Paul Mitchell XTERRA Trail Run Series and make your event a success, we
will provide you with the following support package:
XTERRA Course Tape and Arrows – We will provide you with one roll (1,000ft) of XTERRA course
marking tape and 50 course arrows for your 3-race series. Larger series will receive proportionately
more tape. You may also purchase additional rolls at $35 per roll, including USPS shipping.
Paul Mitchell XTERRA Trail Run Series Champion Certificates – We will provide certificates for
your Series’ age group Regional Champions. These will be e-mailed to the winners after the final race
of the series by TEAM Unlimited.
Free Entries into XTR National Championship- If you host a 3 or more race series, your age group
champions (must have raced in at least 2 series events) will receive free entry into the XTR National
Championship.
Energy Drink - We will provide Gatorade product and supplies for use during your event:
- Syrup
- Coolers
- Stir sticks
- Banners for aid stations and finish line recovery
Instructions for mixing and display
We ask that you keep your coolers clean and store them between events. New coolers will
not be issued after your first event.
Energy Gel/Bar - We will provide PowerBar bars, gel and banners for use during your event. Any
unused product is for use as prizes/random giveaway.
XTERRA Tattoos – We will provide you with XTERRA tattoos for each event’s participants.
Discounts on XTERRA-branded race numbers – (please see pages 5 and 6) Bibnumbers.com and
Rainbow Racing offer special deals for XTERRA race numbers.
Discounts on Greenlayer event t-shirts – (please see page 4). Greenlayer supplies quality event tshirts printed or blank for you to print locally. Turn around on blanks is 24-48 hours, so you can order
very close to your event and reduce waste.
XTERRA Board and Wetsuit Discounts – (please see page 7)
Prizes – Paul Mitchell goodies, PowerBar product…other prizes TBD throughout the year.
Paul Mitchell Tea Tree, working with Reforest’Action, will plant 500,000 trees by the end of 2016
where they are needed most to support rainforest conservation and reforestation, local communities
and sequester CO2. Last year, 30,000 trees were planted on behalf of XTERRA athletes in the U.S.
This year, you, your athletes, and their friends or family, may plant additional trees FREE by using the
code XTERRAME. Click here to plant a tree and for more information.
2016 XTR HandbookSection V: XTR BENEFITS PACKAGE
1
Marketing Support – help us raise the visibility of your event. Send us compelling stories (with a
quality photo of min. 1,000 pixels wide) and we’ll share them via our media contacts, Trail Mix
newsletter, website and social media. Story examples: notable participants, fast favorites, athletes
dealing with adversity, unique course attributes. Contact: Trey Garman [email protected]
XTERRA Trail Run Ambassadors – our “Team XTERRA” is a group of age group athletes who
exemplify the “Live More” attitude and lifestyle. Their role is grass roots - spread the word about
XTERRA and help attract athletes off-road. They may also be available to lead pre-runs or with
onsite tasks. Contact: Emily McIlvaine [email protected] to find an ambassador in your area,
or offer a suggestion for a future ambassador.
In exchange for the Paul Mitchell XTERRA Trail Run Series benefits package we ask that you
promote the Sponsors and their products by following these guidelines:
Each 2016 Paul Mitchell XTERRA Trail Run will include all Sponsor logos in/on all
race/marketing materials – including but not limited to applications, posters, flyers,
website, T-shirts, advertisements, etc. Sponsor logos on websites must link to the
sponsor’s site.
XTERRA verbiage and/or logo use must be approved (via Emily McIlvaine).
You may be shipped a number of sponsor signs (Gatorade, PowerBar, etc). Please
provide space for these signs to be displayed as wrinkle free as possible.
Accept and grant exclusivity to all 2016 XTERRA Trail Run Series Sponsors. See below
for the 2016 Sponsors.
We ask that each Trail Run sponsor have the ability to place marketing pieces and/or
samples in all athlete registration packets. TEAM Unlimited or the Sponsor will supply
these items.
We ask that each Trail Run sponsor have the ability to exhibit/promote/or sell products
at each Trail Run event, if permitted by the venue. Requests will be made in advance.
The words “Paul Mitchell”, “XTERRA” and “Trail Run” must be used in the name of your
event. Example: Paul Mitchell XTERRA Mission Gorge Trail Run.
We ask for you to provide a link from your website to xterratrailrun.com
We ask that you link to Point Series standings from your website. The link will be
provided to you.
We ask that you link to Paul Mitchell’s “Plant a tree” website and provide the
XTERRAME code on your website for free use by your participants. A graphic will be
provided to you.
We ask that you provide all participant data bases and results to TEAM Unlimited for all
distances offered at your race.
2
Xterra vs. XTERRA?
XTERRA in all caps is the correct way to write XTERRA.
UNACCEPTABLE USES ARE: Xterra, X-Terra, X-terra, xterra, XTerra,etc.
Paul Mitchell XTERRA Trail Run Series Logo:
The “Paul Mitchell XTERRA Trail Run Series” logo must be included in ALL marketing
materials; (there are many variations of this logo, and you will be provided with all of
them) including race applications, flyers, posters, T-shirts, advertisements, websites, etc.
A special logo will be made for each of your trail runs. Trail Run Series Logos will also be
provided, e.g. SOUTH CAROLINA SERIES
2016 Paul Mitchell XTERRA Trail Run Sponsor Links
Sponsor
Web URL
XTERRA Trail Run
www.xterratrailrun.com
Paul Mitchell
www.paulmitchell.com
PowerBar
www.powerbar.com
Gatorade
www.gatorade.com
Optic Nerve
http://opticnerve.com/
Muscle Milk
www.musclemilk.com
Utah Sports Commission
www.utahsportscommission.com
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GREENLAYER EVENT T-SHIRTS
Greenlayer E2 FINISHER TEE PROGRAM
$2.99 Blank Greenlayer E2 Tees
Product Features
Official Apparel Provider for XTERRA Events
Moisture transfer microfiber
material pulls sweat away from
the skin
Quick-drying fabric keeps you
dry
Gender-specific fit
Breathable material
Keeps you cool and dry
Soft seams and fabric
Crew neck for men
V-neck for women
Pricing
Short Sleeve
Blank: Starting at $2.99 Blank
Charcoal
Chili Pepper
Same day shipping available
Printed & Delivered within 15 business days
Print quotes available upon request
White
Royal Blue
Frog Green
Black
neon yellow
Print Quotes Available Upon Request
Minimum order quantity of 75 tees. $2.99 tee printing and shipping not included.
Men’s E2 Size Chart
Women’s E2 Size Chart
SIZE
XS
SM
MD
LG
XL
SIZE
SM
MD
LG
XL
2XL
Chest
33”
35”
37”
39”
41”
Chest
40”
42”
45”
48”
50”
Hip
35”
37”
39”
41”
43”
Hip
39”
41”
44”
47”
49”
Length
25”
26”
27”
28”
29”
Length
28”
29”
30”
31”
32”
Sean Kia: [email protected]
(480) 316-0445
Contact:
Sean Kia
[email protected]
480-316-0445
4
www.greenlayersports.com
5
XTERRA RACE NUMBERS
XTERRA
421
Your Event Name
ACING
XTERRA event directors should contact Rainbow Racing System directly to receive their discount*.
Any sales representative may take the order. Orders may be phoned in to 1-800-962-1011.
Discount not available with online orders.
*Please identify yourself as an XTERRA event director at the beginning of the sales call to receive your discount.
PRICING—QUICK PRINT AND FULL OPTION CUSTOM PRINT NUMBERS
• 15% off listed catalog pricing on all Quick Print and Full Option numbers.
• Please see catalog or go online to www.rainbowracing.comfor number types and pricing.
PRINTING OPTIONS - CUSTOM PRINT NUMBERS
• 15% off all set up charges and running charges.
• Please see catalog or go online to www.rainbowracing.comfor available options and pricing.
• Some options are only available for Full Option Print numbers.
TURN AROUND TIME
Custom numbers are generally received within 3-4 weeks of ordering. Orders requiring less than the standard production
time will incur a rush production charge. Please contact Rainbow Racing to determine if rush production is possible and
what charges may apply.
GENERIC NUMBERS & SUPPLIES
• All generic numbers and supplies are always in stock and available for immediate shipment.
• 15% off all generic numbers and supplies.
• Please see catalog or go online to www.rainbowracing.com/Generic.htm to see our selection of generic numbers and
supplies.
PAYMENT
Payment is required prior to shipping. Visa, Mastercard, Discover and American Express cards accepted, as well as
company checks.
Contact:
Peter Oliver
Rainbow Racing
814 W. Rosewood Avenue
Spokane, WA 99208
[email protected]
800-962-1011 or 509-326-5470
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Road Runners Club of America
Event Insurance
All XTERRA Trail Run events must carry general liability insurance.
THIS IS NOT OPTIONAL
Trail Runs are different from their road run counterparts in that they do not always conform to
established distance standards like 10k or ½ Marathon. Therefore, Paul Mitchell XTERRA Trail Run
races are not required to be sanctioned by the USATF. It is imperative, however, for your protection
and for the protection of the athletes, that each event carries sufficient general liability insurance.
We recommend that you purchase general liability insurance from the Road Runners Club of
America (RRCA). In our research, we have found the RRCA to be a very economical solution for
insurance needs. If you choose not to use RRCA, you must secure equivalent or greater coverage
than that provided through RRCA.
In addition to general liability coverage, members can post XTERRA events on the RRCA calendar,
and apply for RRCA state, regional and national Championship Status for their events. The following
pages contain information about joining RRCA and obtaining general liability coverage for your race.
Please visit www.RRCA.org for additional information about the benefits of membership.
What type of RRCA Member Are You?
The RRCA offers two types of membership, Event and Club. Each of these membership types can be further
classified as for-profit or non-profit. A non-profit member is an event or club recognized by the Internal
Revenue Service as being exempt from Federal income tax. These clubs and events are governed by a
board of directors and by-laws.
Most Paul Mitchell XTERRA Trail races will fall under the for-profit Event membership, however if you are
interested in becoming a non-profit organization, the RRCA offers participation in its group exemption for
qualifying members. For more information please visit our website http://www.rrca.org/membership/joinrenew/.
To determine if your Paul Mitchell XTERRA Trail Run is an “event member,” please consider the following
questions:
§ Is your event organized solely for the management of one, or several, major race/relay events?
§ Do you hold meetings/events/programs associated only with these major events?
§ Do you have participants who pay per event rather than members who “join” your organization?
If you can answer “YES” to these three questions, then you are an Event Member.
To determine if your Paul Mitchell XTERRA Trail run is a “club member,” please consider the following
questions:
Road Runners Club of America 1501 Lee Hwy, Suite 140, Arlington, VA 22209 (703)525-3890
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Section VI: Cover Your Own …
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§
§
§ Does your organization recruit and renew members?
§ Does your organization hold fun runs, training runs, and variety of races and social events throughout
the year?
§ Is your organization member-centered rather than an event-centered, even though it hosts events?
If you can answer “YES” to these three questions, then you are a Club Member.
Club and Event members follow the same procedure to join the RRCA and access the insurance benefit.
However, there are separate forms and fees for each type of club. Most Paul Mitchell XTERRA Trail Run
races will be for-profit Events, so the following example will focus on this type of membership. If your
organization is a Club member, please visit the RRCA website to obtain the proper forms.
***There have been some recent changes if you are an Event Member of the RRCA. Please contact
RRCA directly for the most up to date information.
RRCA has implemented some new procedures for obtaining insurance if you own multiple events held on different days.
Event directors seeking RRCA event membership and insurance coverage should apply for Event Membership for the
FIRST event of the year through the online membership system to generate the renewal. Event Directors pay an annual
one-time membership fee of $76 for nonprofit events, and $100 for for-profit events and race directing companies, plus
$.05 per participant, volunteer, and race committee member dues for the first event, and the insurance premium for the
first event you held in the year.
Information about subsequent events should be emailed to [email protected]. The email should include the name
of the event member, the name and date of the race, and the number of expected participants and volunteers. An invoice
outlining the additional dues and insurance premiums for subsequent races will then be emailed to the event member.
Subsequent events held during the year will be charged $.05 per participant for membership dues plus the insurance
premium for the event. The general liability insurance fee scale is available in the membership section of the website for
calculating insurance fees.
Once payment for the dues and insurance for additional events has been received by the RRCA, they will notify Star
Insurance to issue the certificate of insurance for the event, including any additional insured certificates for the event.
Additional insured certificates may be requested after the particular event's invoice has been paid. The request form is
available at http://www.rrca.org/services/insurance/additional-insured/. Additional insured certificates for events that
have not paid dues and insurance will not be issued. The event should then be added to the RRCA calendar. Please note
that races are not covered by the RRCA policy until all steps have been completed.
Event Directors hired to direct races for clients should require a proof of insurance certificate from the client. The client
can join the RRCA as an event member to insure their race activities. A race directing company should never sell the
RRCA insurance or include it as a fee for directing a race for a third party. This is a fraudulent transfer or sale of the
RRCA liability insurance.
Please note that you may choose to make one lump payment for all events under one event membership, or you may
choose to pay per event. To make a single payment, please complete the renewal application and select "Pay by check."
Then email the additional events as explained above, and you may submit a payment for all events' dues and insurance
once you receive the complete invoice. If you are unsure of the dates, participant numbers, or other information for events
throughout the year, you may renew and submit payment for the first event of the year, and add your additional events
throughout the year. Please contact the RRCA at least 30 days before your event (or the date which you need proof
of insurance) to allow time for the RRCA and Star Financial to process the request.
If you have any questions regarding this information, please review the Membership section of the RRCA website for
clarification, or contact [email protected] or 703-525-3890 for assistance.
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2016 XTR Handbook
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RRCA Membership Enrollment
The following membership packet has been completed using hypothetical information for a fictitious race
called “XTERRA Run as One”.
Example: XTERRA Run as One, Inc. would like to obtain general liability insurance for three trail races
that it hosts during the year. It is currently operating as a for-profit incorporated entity. It expects to
attract 500 participants to each of its races, and it is required to list as an Additional Insured Blue Hills
Park, where the races will take place. Mary White, the race director filled out the forms below and
submitted them to the RRCA several months before the scheduled events. According to the calculations
on the following pages, the annual RRCA membership dues for XTERRA Run as One is $170.50, and
the general liability insurance premium is $450.00.
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2016 XTR Handbook
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2016 Insurance Contact Information
Coverage begins on 12/31/15 at 12:01 AM and ends at 12:01 AM on 12/31/15, which is one minute past midnight on 12/30/15. If paid after
12/31/15, the coverage will begin the day payment is received. All club and event members must purchase RRCA General Liability Insurance OR
provide proof of comparable coverage with another insurance carrier. If purchasing RRCA insurance, a certificate of insurance will be sent to the
person named below. Please make any necessary corrections to our contact information.
CONTACT INFORMATION:
Member Number,
Member Name:
Contact Name:
Address1:
XTERRA Run as One, Inc.
Mary White
123 Main Street
Address2:
City:
State:
Zip Code:
E-mail:
Phone:
Website:
«Address1»
Anywhere
DE
22222
[email protected]
555-333-1234
www.xterrarunasone.com
The RRCA insurance policy contains terms and conditions which extend coverage to your club for certain activities as well as exclusions for certain occurrences
which may not be covered. Recognizing that runner safety is the paramount concern of the RRCA and its member clubs, by the signature below of a duly
authorized Representative, the Club acknowledges that it understands that the insurance is governed by the terms, conditions, and exclusions contained in it, and
that the Club is knowledgeable about published RRCA safety guidelines and will conduct its events in accordance with those guidelines. Failure to adhere to
safety guidelines may result in revocation or non-renewal of membership. To ensure coverage effective December 31, 2015, return this signed statement promptly.
Signature:
President or Authorized Member
Title
Date
2016 EVENTS: A list of events for which RRCA insurance is required must be provided for coverage. Please complete enclosed event form.
INSURANCE STATEMENT: If your club is not purchasing the Liability and/or Directors and Officers Policy, please initial and fill out the information below and attach
of copy of the policy (s). All clubs purchasing insurance will receive a copy of the policy via email unless otherwise requested.
We are a for profit entity and are NOT purchasing Directors and officers insurance: _X____
We are not purchasing RRCA General Liability. Complete ONLY if not purchasing RRCA insurance.
Type of Insurance:
Insurance Carrier:
NOTE: You must attach a certificate of insurance or a copy of the policy in order for RRCA membership to be processed.
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2016 FOR PROFIT EVENT MEMBERSHIP INVOICE
Member Number:
Member Name: XTERRA Run as One, Inc.
FEES:
Membership Dues:
Please indicate how many race committee members you have:
Flat fee of $100 + ($.047 x race participants 1,500) =
170.50
General Liability Insurance Premium:
Based on the number of race participants.
Fee per race participant
Total Number of Expected Race Participants
500 or less
501 – 999
1000 – 1999
2000 – 3000
3001 – 12499
12500 +
= Flat fee of $117
= $.36
= $.30
= $.25
= $.23
= $.19
x
x
x
x
x
1,500
450.00
Contribution to RRCA Grassroots Supporters Fund:
Yes, Please send our copy of Quicken Premier for Business 2006 for a nominal fee of $2.00 plus
shipping costs for a TOTAL OF $5.00
Total Amount Due:
PAYMENT INFORMATION:
PAY BY CHECK:
Payable to:
Optional $5.00
$620.50
Check Number:
PAY BY CREDIT CARD:
Name on Card:
Billing Address:
Credit Card Number (Visa or MC
only):
Expiration Date:
Signature:
Please make sure to fill out and include the “2016 Club Event Information” to ensure insurance coverage of your events.
Questions?! [email protected]
A late processing fee may apply if renewing or joining with less than 10 days notice before a schedule event after the renewal grace period has concluded.
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2016 XTR Handbook
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2016 Club Event Information
All club and event members must provide a list of all events for which RRCA insurance is required.
Member Number:
Member Name: XTERRA Run as One, Inc.
Only “Member-Managed” events with which the RRCA club is integrally and directly involved are covered by our insurance policy. Please make
sure to list all known “Member Managed” Events for 2016 here. As new ones are developed throughout the year, make sure to contact the RRCA
office with information for the new event. Do not list multi-sport events such as triathlons and biathlons or events for which your club provides only
minimal services. See the RRCA insurance liability brochure or actual policy for a detailed explanation of coverage.
Races:
Race Date
Race Name
Distance
Estimated
Number
of
Participants
Race Director/
other information
(optional)
1.
May 1
XTERRA Run as One Trail Race
10K
500
Mary White
2.
June 1
15K
500
Mary White
3.
July 1
20K
500
Mary White
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
If more space is needed, please attach a separate sheet.
Non-Race Activities:
Type of Club Managed Activity
1.
Runs
2.
Track Workouts
3.
Picnics/Banquets
4.
Meetings
5.
Other (explain)
Estimated frequency
If you add or drop races or events during the year, please inform the RRCA national office in writing immediately. Additional insured certificates cannot be
provided for events you have not reported. Forms for adding events and for requesting certificates are available on our website www.rrca.org/join/join or
from the national office.
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RRCA ADDITIONAL INSURED CERTIFICATE REQUEST FORM
DATE OF REQUEST: ____________________
1. MEMBER REQUESTING CERTIFICATE: ______XTERRA Run as One, Inc.___
2. ADDRESS OF MEMBER: ________123 Main St, Anywhere, DE 22222______________________
3. CONTACT PERSON: __Mary White___________________________________________________
4. FAX #: ____________________________ PHONE#:_________555-333-1234_________________
5. DATE OF EVENT: _______________________May 1, June 1, July 1, 2016___________________
6. TITLE & TYPE OF EVENT: ________XTERRA Run as One, Trail Race______________________
7. NUMBER OF PARTICIPANTS: __________1500________________________________________
8. NAME OF ADDITIONAL INSURED: _______Blue Hills Park_______________________
9. RELATIONSHIP TO THE EVENT: _________Park where races are held______________________
(OWNERS AND/OR LESSORS OF PREMISES, SPONSORS AND CO PROMOTERS, OR MUNICIPALITIES)
10. ADDRESS OF ADDITIONAL INSURED: _720 Park St, Anywhere, DE 22222_____
11. CONTACT PERSON: _EMILY MCILVAINE________________ FAX#:_(555)538-0314_______
12. ANY SPECIAL REQUIREMENTS: _________________________________________________
E-MAIL ADDRESS FOR MEMBER CLUB:
E-MAIL ADDRESS FOR ADDITIONAL INSURED:
[email protected]
USE ONE FORM FOR EACH ADDITIONAL INSURED
PLEASE ALLOW TWO (2) WEEKS FOR PROCESSING OF CERTIFICATE REQUESTS
COPIES ARE PROVIDED TO: MEMBER CLUB, ADDITIONAL INSURED & INSURING COMPANY
SEND REQUEST TO: JANICE ROUTT: STAR Insurance DILLER-SMITH Office
2130 E DUPONT RD
PHONE: (260)467-5690
FORT WAYNE, IN 46825
FAX: (260)467-5691
E-MAIL: [email protected]
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RRCA Liability Insurance FAQ’s
GENERAL INFORMATION
One of the many benefits which the RRCA provides its Event and Club Members is general
liability insurance. This program is administered by, Diller-Smith and Associates and
underwritten by K&K Insurance. For a one-time annual fee and minimal paperwork, an RRCA
member receives coverage for the entire year.
The following FAQ’s apply to RRCA Event Members specifically.
MANAGED EVENTS
Event member races are those with which the RRCA member is integrally and directly involved.
Providing a few volunteers for the finish line, for example, or being hired to provide
timing services for a race does not constitute managing an event. A member managed
event is one for which the member is involved at each planning stage of the event from
registration through finish line coordination.
RISK MANAGEMENT GUIDELINES
The ability of the RRCA to obtain affordable insurance depends upon the type of risks involved.
Accordingly, while activities including animals, bicycles, skateboards, baby-joggers, roller skates
or blades, headphones and multi-sport events (biathlon, triathlon) will not void a club’s insurance
coverage, these types of events are strongly discouraged.
QUESTIONS AND ANSWERS
Below are answers to some of the most frequently asked questions about the RRCA insurance
policy. They are intended as information only. Should there be discrepancies between the
statements below and the insurance policy, the insurance policy prevails.
I. QUESTIONS ABOUT PROCEDURES
Q. How is the RRCA membership fee determined?
A. Fees for Event members are based on the estimated total number of participants in the
event(s) on an annual basis.
Q. When are insurance premiums due?
A. RRCA dues and insurance premiums are paid on a per event basis for all known events for
the year. Premiums must be paid before the date of the event, and events can be added any
time during the year. The RRCA charges a fee to expedite insurance requests when they are
received within 10 business days of the event.
Q. Can the insurance fee be paid in installments?
A. No. Insurance fees must be paid in full along with RRCA membership fees in order for
insurance coverage to be provided.
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2016 XTR Handbook
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Q. If event participants fluctuate during the year are there any additional charges?
A. No. The annual fee is fixed for the year. Any changes in club membership numbers, either up
or down, will be reflected in the following year's billing.
Q. Must a club report its races to the RRCA?
A. Yes. Insurance coverage is provided only for races and road relay events reported to the
RRCA. Any events added or dropped during the year must be reported in writing to the RRCA
national office.
Q. Can additional insureds be added?
A. Yes. They cannot be added to a club's annual certificate but can be added for specific events
at no extra cost. Additional Insured forms can be obtained from the national office. The
completed form should be sent directly to the RRCA insurance broker at least 15 days prior to
the date it is needed. A handling fee may be charged for last minute requests.
II. QUESTIONS ABOUT COVERAGE
Q. What is the insurance coverage?
A. The RRCA general liability policy is $1,000,000 per occurrence with no limit on aggregate
claims for the year.
Q. Is it possible to obtain higher limits of liability for a specific event?
A. Yes. Diller-Smith and Associates can quote rates for coverage above the $1,000,000 limit.
Q. Are volunteers covered?
A. Yes, as long as the volunteer is working on behalf of the RRCA Event member. For example,
if a volunteer is named in a liability suit while working a race, the member’s insurance would
protect the volunteer.
Q. Is the club protected if a spectator should bring suit?
A. Yes, the policy protects the RRCA and its Event members against spectator claims as long
as the claim does not involve an excluded condition.
Q. Are races for charity covered?
A. Yes, as long as the Event member is directly responsible for the administration of the race
(see the “Managed Events” section above). The charity would be named as an additional
insured.
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Q. Are autos used for race activities covered?
A. No. Auto insurance on the vehicle would be used for the coverage.
Q. If an individual is driving a vehicle (not owned by the Event member) on member
business and is involved in an accident, is the driver covered?
A. The driver’s personal auto insurance would cover him or her and any damage to the vehicle.
If the Event member were named in a liability suit under these circumstances, it would be
covered. Coverage is included for the official business of the club but does not include
transportation of athletes to or from events, etc., without additional an underwriting and
premium. 15-passenger vans are entirely excluded from any coverage.
Q. How can an Event member handle minor medical expenses that might occur when an
official or participant is injured at or during a race?
A. The RRCA general liability policy includes accidental medical coverage. It will pay the
excess coverage, after a $250 deductible, over and above other valid and collectible health
insurance, up to $5,000 per occurrence.
Q. How can an Event member insure its equipment?
A. A separate equipment insurance rider is available to members participating in the RRCA
general liability insurance program. The cost is based on the value of the equipment, and
coverage runs annually from March to March and cannot be pro-rated.
***XTERRA/TEAM Unlimited LLC must be listed as a certificate holder for any insurance you
purchase. The address is 720 Iwilei Road #290, Honolulu, HI 96817. A copy of the insurance
certificate with XTERRA listed must be submitted to Emily McIlvaine before your event.
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2016 XTR Handbook
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OPERATIONS MANUAL BY DAVE NICHOLAS
The Trail Run Series Operating Manual has been produced with the following objectives:
To help Race Directors in the planning and execution of an exciting and successful Paul
Mitchell XTERRA Trail Run Series Race
To establish the highest achievable standards for trail running competition.
To provide a common basis for the improvement of event management.
To establish the reciprocal responsibilities of TEAM UNLIMITED, LLC and the race
director.
SECTION 1: The Trail Run Series
OBJECTIVE OF SERIES
The primary objective of the Trail Run Series is to promote:
Lifestyle sports and outdoor recreation
Build XTERRA as the leading trail running series in the U.S.
Create a dynamic marketing tool for the participating sponsors
Make a profitable business for the race director
THE XTERRA EXPERIENCE
The first 20 years of the XTERRA Off-Road Triathlon Series, and eleven years of Trail Runs have
proven that our participants feel as part of a family. It is the regional race directors’ responsibility to
encourage a family atmosphere and to offer an event that is a happy experience for both the first time
XTERRA athlete and the veteran.
COMPETITION COMPONENT OF THE EVENT
Paul Mitchell XTERRA Trail Run Series – Athletes are required to run, walk, hobble, crawl, skip, hop,
and/or jump their way through the course, no wheels allowed. Points will be awarded to the top fifteen
finishers in each division for the longest distance of the day. Points will go towards the overall series
championship (if the race is part of a series).
Please understand that being off road means the difficulty of the trails can make a huge difference
from one event to another. Therefore, the objective is more time related than distance related.
Runners are a smart bunch and like to gauge their performances based on time and distance, so
make sure you know, with some accuracy, the length of your course(s).
2016 Trail Run Handbook
Section VII: The Big Kahuna
1
SECTION 2: ROLE/ RESPONSIBILITY OF RACE DIRECTOR (RD)
Obtain/secure permits and licenses for Trail Run Event.
Obtain liability insurance equal to or greater than that provided by Road Runners Club of
America.
Follow all guidelines as provided in the XTERRA Trail Run Handbook.
SECTION 3: EVENT SITE
Site Selection
When looking for a site it’s obvious you need running trails as well as open space for the start/finish
line, competitors, family, friends, and for retailers if you elect to have them. Paul Mitchell XTERRA
Trail Runs should be located as close to the center of town that running trails will permit. The closer
you can find this unique situation to a populated area the bigger the entry list will be. The composition
of single track and wider paths/trails is something to consider if you are planning/expecting large
numbers for your race. It’s harder to start 500 runners on a single track path than it is 200. Places for
athletes to park, eat and/or stay is another consideration when selecting your site. If there are
restaurants nearby, make the owners aware you’ll be bringing business to them and ask for their
cooperation with discounted prices and give them the opportunity to give free dinner/lunch certificates
as prizes.
Site considerations:
Keep in mind a flat grass area or field for the start/finish, an open area for an expo and good trails.
Good hiking trails or roads – best if they have hosted trail running events or other off road events like
cross country skiing, mountain biking, or off road vehicle use in the past and are accustomed to
races. Places for the athletes to park and mingle, ideally a few acres of open or relatively open, flat
space for the expo, and parking.
Ambiance - Being at a beautiful place that people like to go helps enormously. Things to do,
attractions, and sightseeing are also important. To create a festival and fun atmosphere, you want the
athlete to bring their friends and family. The more people that come to your event, the bigger the
economic impact on the community and the more cooperation you’ll get. Try and find a place that
people want to go.
Facilities - The more infrastructures in place, the easier planning the event will be, look for buildings
to use for registration, volunteers and post race hospitality, bathrooms, available electricity, and
drinking water - faucets and hose bibs.
SECTION 4: PERMITS AND PERMISSIONS
LAND ACCESS
This is critically important and is most definitely a function of pre-event planning. After making the
location choice, the very next item is to find out who owns or controls the land and make an
appointment to see them in person. This is one reason to look for a place where mountain bike races
or cross-country events have been held. Whoever owns or controls the land is already familiar with
2
races and has given permission for such an event.
In many cases, the selection may be a park or wilderness area. Landowners or managers will require
insurance coverage. This is a compelling reason to get your event insured with RRCA. IMPORTANT,
the R.E.D. must obtain the names and addresses of each party so certificates can be issued on a
timely basis. Do not assume the name will be “John Doe Smith” because that is the name of the
landowner. In most cases there will be a legal name to which the insurance certificate is made.
Once you have identified who gives permission for the land, obtain the necessary applications for
permission and develop your race plan. When you make application you should give the controlling
person or authority a written document showing you have thought of all the possible problems and
created solutions. This includes parking, traffic control (contact with police where necessary),
sanitation (portable toilets), clean-up after the event. Most entities want 60 days as a minimum
advance time to submit an application – apply early!
Give and get community support. Biking and hiking trails are assets to any community. You can bring
something to the table by letting the landowner or authorities understand you will be making these
community facilities better. Once they understand you are not there to make a ton of money, pillage
the land and leave it bare, you can expect local support. Again, you must also request permission to
serve food, alcoholic beverages (where possible) or hold a concert.
SECTION 5: HOW TO PUT ON AN XTERRA TRAIL RUN SERIES RACE
A. COURSE DESIGN
The best XTERRA course provides a challenge for competitors, as well as great spectator viewing.
Major considerations when designing your course:
The start of the XTERRA race near the MAIN compound
The finish in the center of the action
Easy access for you to set-up and pack out
Sections of double track or wider trail for passing
RUN COURSE
Try to have no less than 80% of your course off road. This could be dirt, grass, sand or stone. The
idea of XTERRA is off road. Be creative when it comes to obstacles. We look for fallen trees and
make the athlete jump over it - important to mark the obstacle so it can be seen. If there are small
cliffs to climb up or jump off, include them - but they must be marked! We also think nothing of
making the run course go through water. If you have a shallow water crossing, put it in. All these are
fun for the athlete. But be smart, do not put in unrealistic obstacles, make the course achievable by
the average athlete, not just the super pro.
RUN FEED ZONE
As a rule of thumb we try to put an aid station with water and Gatorade every 1 to 1 1/2 miles.
Nominate your aid station leader and get them coolers, cups and water the day before. Plan for a
minimum of 4 cups per entrant per station. They’ll drink one or two and splash the rest on their head.
3
Remember, if it’s hot and if they’re not fit, this is where their body will crash.
Never run out of water, ice or cups. As a backup, someone should have supplies loaded in a vehicle
and be on the radio network in case a station runs out (and they will). If you don’t have a water
sponsor to give you big plastic bottles, fill coolers with water and pour out of them.
There should be a minimum of 2 people at each station. Each station should have a table to fill cups
and 1 person assigned to keep the table full for the others who are handing out the water. Put your
“hand out” volunteers/workers before the table. If a runner misses the handout they have a chance to
stop at the table.
Be sure to separate people handing out water from those with Gatorade. Nothing is worse than taking
what you think is water and pouring sticky sports drink on your head.
MEDICAL
A medical plan is a requirement. A plan must include qualified personnel, a medical evacuation plan
from all areas of the course, on site medical tent or facility, possibly an ambulance standing by. All
event staff and volunteers must know how to act and what to do in a medical emergency situation.
This plan includes a radio communications procedure and the availability of a clear undisturbed
communications link. This can be a dedicated radio channel or dedicated cell phone but it is an
absolute must!!!
Injuries are going to happen – that’s part of being an XTERRA. The race director will provide First
Aid personnel and preferably ambulance service on the competition site and available for the entire
duration of the event. First Aid units must be available for the general public, spectators, and families
as well.
Emergency assistance details must be provided to staff stating clearly: emergency evacuation plan,
available rescue equipment, emergency telephone numbers of hospital, ambulance, doctor, police,
location of first aid points, medical tents and telephone locations.
Often a volunteer fire department or emergency organization will donate their staff in return for
recognition, lunch and a T-shirt for all. The community should get involved. It is always best if you
have a Medical Supervisor. The race director should assign a person in charge of medical services
who will communicate with whoever is providing medical 60 days preceding the event.
B. COURSE PREPARATION
It is essential for the race director to have the course prepared, cleaned and marked BEFORE RACE
DAY. You know where the course goes, the athletes do not. Use arrows, engineering tape,
streamers or something so anyone can find their way around. You will probably be too busy on race
weekend. Pre-mark it so one of your assistants can finish the job.
C. COURSE MARKING
It is critical the course is marked at EVERY intersection. Even if a marshal is planned at an
intersection, it must be marked. Volunteers may not show up, have to leave their post or any of a
dozen different scenarios may take them away. The course will be marked so athletes can find their
4
way if no marshals show up. IT IS IMPERATIVE that you use quality direction arrows. TEAM will
support you and provide inexpensive ways for you to obtain XTERRA course arrows. We will also
supply 1,000 feet of XTERRA tape. USE IT UP. It is free and it is a great way to mark the course. It
is highly advisable that somebody pre-run the course just hours before the race starts to triple check
arrows and make sure nobody has torn any of your markings down. ALWAYS make sure the person
going out to mark or check the course has arrows, tape, staple gun w/extra staples, cell phone or
radio. WHEN IN DOUBT – MARK IT!
D. START LINE
The first thing to determine is how much room is available for the number of runners you expect. If
the area entering the trail is small, perhaps you want to have wave starts. If so, make sure all
competitors are aware of this and are positioned in the correct wave to start. Wave starts are
scenarios where you split the field up by distance to be run, age group, and gender and have multiple
starts. As example: all 5K runners start in the same wave and all 10K runners start in a separate
wave…
E. THE FINISH LINE
This is the area everyone will remember. It is also the area where the spectators will congregate.
Extra attention needs to be given to create an exciting and appealing experience.
Layout of the area needs consideration. A good, straight, clear path for the athletes coming to the
finish is a must. Spectators want as big a chance as possible to see their friends or family members
come in. The announcer needs to be able to see race numbers and identify the athlete. The
announcer needs a start list with numbers and names to identify every finisher.
Athletes need attention at the finish. Provide an athlete recovery tent with Gatorade, PowerBar,
cold water, cookies, bagels, or anything else that provides instant sugar and gratification. When
choosing a site, give a long, hard look for a great finishing area that has the ability to be special.
MASSAGE/PHYSIOTHERAPIST
Always an added plus at any event and something the athletes truly appreciate. Many therapists will
be willing to give athlete massages free of charge if they are able to give out their business
information for future business.
F. STAFFING - Arrange crew to fill the following positions. The numbers are suggestions.
Packet Stuffing – Wednesday before event – 2 people
Registration - on site– 2 people (or more depending on the size of the race)
Packet Pick Up - on site – 2 people (or more depending on size of the race)
Timing and Scoring
Marshal Captain/course marshals – number to be determined by course design
Water/ Feed Station - Minimum 2 people per feed station. Make sure each station has
enough, water, cups, ice, etc…
The Run Course Manager is somebody who will supervise marking the course and then ride or run
the course to check the work.
5
The Recovery Captain is somebody who will insure there is recovery food & drink and that the area
is kept clean. Most important is clean-up after the event.
Volunteer coordinator
It is important to solicit volunteers months before the event and then meet with volunteers the
morning of the event. Make them realize they are an extremely important part of the race. As
Organizer you have plenty to do; find someone to handle volunteer assignments and the logistics
on how they get to where they are assigned.
There is every chance that many of the positions listed above could be handled by the same
person. Your job is to make sure each of your workers understands what they are responsible for,
and a job title that can identify them. Keep in mind that if you expect your key people to be
responsible for their job, you must give them the authority to make decisions. XTERRA’s are just too
complicated to do everything yourself.
No authority, no responsibility. Remember that once someone has made a good decision to solve a
problem and received the praise they deserved, you have someone you can rely on for the future develop your staff.
Contact local running, bike and triathlon clubs and trail groups. These local associations should be
invited to attend the event and, if possible or appropriate, provide volunteers and support.
Opportunity should be given for them to advertise their organization via literature in athlete packets
or a tent with a display to promote their activities.
G. TIMING / SCORING / RESULTS
Ask these questions - Who won? Who was first woman? Who finished first in age group 30-34?
There is no substitute for having a professional do your timing and results. It costs money and is
worth every penny. You need to be prepared to provide volunteers to assist with calling out numbers,
take number tags, etc.
The goal is to have results posted 1/2 hour after the event is finished. All results will be posted to the
XTERRA PLANET website as soon after the event as possible.
H. AWARDS CEREMONY/ATHLETES PRIZES
If you are planning to present awards and/ or medals, be sure to organize them in advance. Trying to
pull together 3 places for 14 age groups plus drawing prizes or give-aways after the event is making a
huge mistake. Best scenario is to assign an awards captain to handle the whole thing.
A sample order of ceremony:
Present awards to the top overall finishers.
Announcement and presentation of the top three places in each age category in reverse
order (honor the older age groups first)
An opportunity for the sponsor or land owner or park manager to speak
An opportunity for athletes to speak
Thank the land owner, sponsors, and volunteers
Random prize drawing
Thank the participants – invite them back.
6
I. DISTRIBUTING RESULTS / INCIDENT REPORTS
These are also critical post event items. First and foremost is that results must be sent to the Trail
Run Series Manager (Emily McIlvaine). The reason is your event may be a points race for people to
accumulate and win points. Results also need to get to every media source that has been contacted,
along with a press release giving a brief race report.
An incident report is what medical people fill out when someone needs any medical attention. If you
provide medical service to someone, the EMT or person who administers even an aspirin should get
the person’s name, address, what they complained of or suffered as an injury and what they did. In
90% of the cases you’ll never use it, but if that person should ever claim something went wrong, you
will be very happy to have an incident report in your files.
J. CLEAN UP
The best way to make sure you organize a one-time only event is to leave the land, water or roads
littered with event stuff. Staff should know that their job – and yours - is not complete until the site is
cleaner than you found it. The event and the job of the race director are not over until we are packed
out.
K. A QUALITY EVENT… IT’S IN THE DETAILS
Details like hanging banners level and tight is very important for the look and feel of the site, having
easy to see directional arrows and marking the course well, putting workers and volunteers in brightly
colored shirts as well as having lots of water, drinks and snacks at the start and finish areas will help
ensure a quality event.
Start Time - XTERRA adheres to the Official Start Time for the race. We start on time, be sure
everyone on your staff understands this.
It is necessary to be firm with the athletes. They’ll be doing some warm-up running, stretching and
doing things you can’t imagine. At two minutes before the start we will give a loud announcement to
address the runners and get people to the start line. During this time, you can introduce prominent
athletes – last race winners, series leaders, VIPs, etc – and count down from 10-seconds to race
start.
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ALABAMA and GEORGIA
Tim Schroer- Dirty Spokes Productions, LLC
1911 Carriage Brook Ct.
Dacula, GA 30019
404-310-3628
[email protected] XTERRA ANGRY COW TRAIL RUN (NEBRASKA)
Jim Craig – Angry Cow Adventures
108 East 7th Street
Panama, NE 68419
402-432-3622
[email protected]
ARIZONA
Shannon Lindner
1624 N. 5th Avenue
Phoenix, AZ 85003
602-363-7725
[email protected]
ATLANTIC
Jefferson & Kristen Nicholson/Adventure Geek Productions
2741 Old County Road
Newark, DE 19702
571-318-6907
[email protected]
COLORADO & SOUTH CAROLINA
Victoria Seahorn
1401 Sanden Ferry Drive
Decatur, GA 30033
404-421-3231
[email protected]
COLORADO (XTERRA Turkey Track Trail)
Morgan Murri
664 Antelope Avenue
Pagosa Springs, CO 81147
970-398-0612
[email protected]
FLORIDA
Jim Hartnett
2302 N. Central Avenue
Tampa, FL 33602
813-232-5200
[email protected]
FL/NC (AMELIA, VIRGINIA KEY)
David Berger
10915 SW 58th Avenue Road
Ocala, FL 34476
352-873-9279
[email protected] HAWAII (XTERRA Freedom Fest)
Amy and Erik Eck
1166 Aukele Street
Kailua, Hi 96734
808-478-3694
[email protected]
XTERRA Gunstock Trail Run
Kevin Schlag
55-669 Wahinepe’e St. Apt. B
Laie, HI 96762
808-293-1688
[email protected]
XTERRA Portland Trail Run
Shane Kroth
17901 NW Sylvania Lane
Portland, OR 97229
619-559-0810
[email protected]
XTERRA Lake Superior Shore Trail Run
Pam Kauppila
[email protected]
906-361-5111
XTERRA Napa Valley Trail Run
Fabio Maia
One Angwin Avenue
Angwin, CA 94508
707-965-7190
[email protected]
NORTH CAROLINA (Beech Mtn. and Fisher Farm)
Joanne Cogle and Victoria Seahorn
113 7th Street
Columbus, GA 31901
808-478-7576
[email protected]
XTERRA Jack Rabbit Trail Run (NC)
Hugh Simpson
131 Franklin Plaza Drive Suite 217
Franklin, NC 28734
828-389-3704
[email protected]
XTERA Warrior Creek Trail Run (NC)
Brian Johnson
473 Gilliam Road
North Wilkesboro, NC 28659
336-696-7868
[email protected]
NORTHEAST
Austin Planz and Denise Mast (CT and NJ races)
161 Milton Road
Litchfield, CT 06759
917-669-4935
[email protected]
XTERRA Syracuse Trail Run
Trish Dugan c/o Syracuse Bicycle
2540 Erie Blvd. E
Syracuse, NY 13224
315-446-6816
[email protected]
SOCAL
Brennan Lindner- Generic Events / XTR SoCal Series
1127 Garfield Avenue
Venice, CA 90291
310-821-7898
[email protected] SOUTH CAROLINA (XTERRA Hickory Knob)
Andy Kennedy – Multisport Fitness
79 Governors Road
Hilton Head Island, SC 29918
225-772-2737
[email protected] SOUTH CAROLINA (XTERRA Myrtle Beach)
Pete Politis and Jeremey Davis
Set Up Events
29 Hillside Drive
29 Hillside Drive
Greenville, SC 29607
843-222-7147
[email protected]
Greenville, SC 29607
843-222-7147
[email protected]
SOUTH CAROLINA (XTERRA Poinsett)
Geoff Duncan and Christopher Moore
[email protected]
XTERRA Sugar Bottom Trail Run
Bryan Wenzel, Eddie Parks and Phil Young
World of Bikes
723 South Gilbert Street
Iowa City, IA 52240
515-418-8853
[email protected]
TENNESSEE
Phil Horner – Fleet Feet Sports (Power to the Tower)
1880 N. Eastman Road Suite 205
Kingsport, TN 37664
423-230-0002
[email protected]
Ryan Roma (Knoxville and Panther Creek Trail Run)
1117 Durham Road
Knoxville, TN 37931
865-356-6984
[email protected]
TEXAS
Joel Grimmett / Race Revolutions
13171 Fieldstone Loop
Austin, TX 78737
512-751-8940
[email protected]
TEXAS
Kathy Duryea – Terra Firma Racing, LLC
538 E. Main Street Apt 4
Lewisville, TX 75057
214-244-1263
[email protected]
WHO MAKES THE XTERRA TRAIL RUN SERIES?
Who is TEAM Unlimited, LLC?
Television Events And Marketing
TEAM Unlimited, LLC, founded in 1988, is a Hawaii-based marketing firm specializing in
lifestyle sports. Lifestyle sports are human powered – no sticks or balls - and can be pursued
throughout life.
TEAM Unlimited owns XTERRA® - a brand which encompasses the fastest growing race series
in multi-sport and trail running events, quality outdoor gear, award-winning television
productions, XTERRA Travel, XTERRA Foundation…and much more.
TEAM has produced more than 300 television shows resulting in 42 Telly Awards, 3 regional
Emmy Awards and 2 national Emmy Award nominations for television production excellence.
The Vitals:
TEAM Unlimited, LLC
720 Iwilei Road
Suite 290
Honolulu, HI 96817
Main Line:
808.521.4322
Fax:
808.538.0314
XTERRA Trail Run Series Staff
Emily McIlvaine
XTERRA Trail Run Series Manager
330-775-3199
[email protected]
Trey Garman
XTERRA Global Trail Run and Publicity Manager
720 Iwilei Road #290
Honolulu, HI 96817
808-792-2603
[email protected]
XTERRA Contacts at TEAM Unlimited
Tom Kiely
Chief Executive Officer
[email protected]
808-792-2601
Janet Clark
XTERRA President
[email protected]
808-792-2612
Dave Nicholas
XTERRA Managing Director for all XTERRA racing
[email protected]
808-792-2606
Aab Arnold
XTERRA Webmaster
[email protected]
808-792-2613
Annie Cadirao
XTERRA Accounting
[email protected]
808-792-2608
SPONSORSHIP TIPS
for the
Paul Mitchell XTERRA Trail Run Series Races
Why Sponsor a Paul Mitchell XTERRA Trail Run Series Event?
XTERRA sponsors enjoy a powerful association with a globally recognized and
highly respected organization. Its competitors represent a growing number
of people worldwide who define the active, outdoor lifestyle. Dedicated,
educated and spirited, they are the heart of XTERRA.
XTERRA is helping grow the sport of trail running based on their success with
off-road triathlon. In addition to sports events, XTERRA also produces quality
outdoor gear, and award-winning television programs.
There is a wealth of opportunity with XTERRA to establish a unique place at
the forefront of the active lifestyle market. Sponsorship of XTERRA can:
Increase brand loyalty
Create awareness and visibility
Drive retail or dealer traffic
Showcase community responsibility and/or support.
TEN STEPS TO SPONSORSHIP SALES:
1. Create a Budget:
Know what you need to raise:
o Cash
o In-kind (what products or services can you get donated?)
o The more detail in your budget, the clearer your sponsorship
targets will be. Examples include:
Medical support – is there a local hospital, clinic, or sports medicine
doctor?
Recovery food – is there a local bagel/produce shop, health food store,
or supermarket?
Advertising – is there a local paper, radio or TV station?
Printing – is there a local printer or quick print shop?
When you know what you need, you can build sponsorship packages that
will cover and exceed your requirements.
2016 XTR Handbook
Section IX: Sponsor Tips
1
2. Know your Market:
According to the Running USA State of the Sport Report, millions of
Americans, from young to old, serious to novice, thrill-seeker to the colorinspired, spent billions of dollars for shoes, apparel, gear and event
expenses while participating in running events at record levels.
If you have held a Trail Run before or have already have registered
competitors, you can localize this information:
o Where do your competitors live? Are they local, or is there a high
percentage from a nearby town? This will show you where to focus
your sponsorship efforts geographically.
3. Create a Target Sponsor List:
Look for businesses that have an interest in the active, outdoor lifestyle.
i.e. They sell directly to this market, or use these images in their
marketing.
Examples: Sporting Goods Stores, Gyms, Health Food Stores
Health/Life Insurance Provider that uses runners to demonstrate the
benefit of buying their insurance.
Look for new businesses or businesses launching a new line of products –
they need to get the word out.
Sales is a relationship game – people buy from people they like and trust.
Who do you know who is in a position to make or influence a sponsorship
decision? Who do you know who can introduce you to someone like
this?
4. List the Benefits You Can Provide:
Onsite signage – course banners, start/finish banners, race numbers, etc.
Exhibit Space – for product demonstrations, sampling and distribution of
materials.
•
Logo exposure in:
Posters
Advertising
Collateral - brochures, flyers, race applications
Website
T-shirts
§
E-Marketing
Website links
Sponsored pages of your site
Website banners
Email lists
2016 XTR Handbook
2
•
Direct Marketing
Competitor mailing lists
§
Publicity
Inclusion in press releases
Site for press gathering
•
Distribution of Materials or Samples in Race Packets
•
Location for company gathering with built-in “entertainment”
•
Competitor Appearances - training clinics at sponsor locations by your top
competitors
•
Traffic Drivers – packet pick-up and/or registration at a sponsor venue,
and/or training rides/runs originating at a sponsor location.
•
Prizes or awards for competitors
•
Charitable tie-in for a sponsor’s cause.
•
Etc.
2016 XTR Handbook
3
5. Create Sponsorship Package(s):
Create options for involvement as a starting point for your discussions.
Examples are:
o Title sponsor – This is the most valuable position you can offer as it
provides the most exposure and includes ALL the benefits you can
provide and the MOST onsite signage.
o Participating sponsor – this allows businesses to be involved without
making a major purchase. The benefit package should be about 1/31/4 of what the title sponsor receives.
Price your sponsorships based on:
o What you need to meet and exceed your budget. Rough out the
number of packages you can sell.
o What the market will bear. Sorry guys, hard to define this.
o The benefits you can offer (how many competitors and spectators
you expect, and how much exposure you can create via marketing).
6. Talk to other Regional Event Directors - about what they have done.
Don’t be afraid to ask for advice. What works for others can work for you.
7. Create a Sales Presentation:
Show the importance of your event - include basic information on what
XTERRA is and how the series works.
Image matters - make your event look important - use color and pictures.
Include examples of marketing materials; include articles from previous
events, other Points Series Races, and/or the Series.
Include your packages and benefits.
8. Make an Appointment with the decision maker – blind mailings do not work.
Talk about their business – find out what their goals and objectives are.
Listen.
Tailor a package to meet their needs (ie. Select benefits from your list
that will help the sponsor meet their goals).
9. Follow-up. Be persistent. Sponsorship is a numbers game. If you want to
make five sales, you need to make more than 5 calls. Above all, don’t take
rejection personally, keep going.
10. It is easier to keep a customer than sell a new one.
Once you have made the sale, you are in the service business.
Keep in touch. Let the sponsor know what is going on. Send them
copies of your marketing materials, email them with your website
address, send them your press releases, etc.
Before the race, send them a goodie bag – event t-shirt, water bottle,
etc. Invite them to attend, but make sure that there is someone to take
care of them on race day as you will be busy.
After the event, send a post-race report. Show them what they received
for their investment. Include:
2016 XTR Handbook
4
•
•
•
•
•
•
•
Numbers of competitors and spectators
Press coverage - include copies
Reach of the marketing - include samples of your materials. You
should show circulation of papers or magazines, amount of
collateral, visitors to your website, activities connected with the
event etc.
Share positive feedback from participants.
If they gave prizes – contact information from recipients.
Results
Photos from the event.
Thank them for their business. Ask for feedback and sign them up for
next year’s event.
GOOD LUCK!
2016 XTR Handbook
5
PUBLIC RELATIONS
TEAM Unlimited’s Trail Run Manager, Emily McIlvaine, is a partner for each race director,
promoting the series and each individual event, capitalizing on the uniqueness each event has
to offer and the branding of XTERRA.
Public Relations Objectives:
1. Promote the Paul Mitchell XTERRA Trail Run Series and each individual event to
increase participation and name awareness/branding of the XTERRA name.
Public Relations Focus Elements:
1. Generate Awareness well in advance of the event to gain interest and active registration
(1 - 2 months out, and could be earlier if PR event is occurring – i.e.: education/training
session were held)
2. Generate media interest in the event by covering unique human interest stories the week
of the event
3. Generate media coverage of the event itself
4. Work with the media regarding results of the event and unique human-interest story
follow up.
Public Relations complements the marketing of the event – marketing that comes directly from
XTERRA and each race director’s efforts in individual markets. Public Relations deals directly
with the media, but not through advertising.
In order to generate awareness prior to an event and increase registration, it is helpful to have
the following information from each market well in advance of the race month:
1. Details on the event: Specific name, location, registration information, course details
(course length, specifics of the course – hills, rocks and ravines, whatever is unique or
most challenging and least challenging about the course, etc.), race director information,
etc.
2. Beneficiary Information: Who will the event benefit? How is the financial contribution
calculated? Beneficiary contact information, etc.
2016 XTR Handbook
Section X: Trail-azzi
1
3. Specifics about individual markets: Are there other off-road events like yours in the
market? If so, what is their success? If not, is the market ripe for off-road? What
foundation needs to be laid and how do we educate people?
4. Sponsors – If any local sponsors have been secured, contact information for this would
be helpful, especially if a media outlet is involved.
5. Media/Running Groups – Ensure the public relations contact has specific media and
running group information that is unique to the area.
6. If event ran last year, what were stats: # of runners, times of winners, # of registrations
received, # of runners finished, etc.
The Trail Run Series typically is announced prior to the first stand-alone event (not associated
with another XTERRA weekend). This includes the full Series schedule and as many details as
possible, so the above noted 2 month deadline may or may not apply depending upon when the
event occurs in the schedule.
As registration opens, please be aware of the following:
1. Unique registrations – someone from well outside market area, a physically challenged
individual, a well-known name, etc.
2. More women than men, and vice versa
3. Specific groups registering – running groups, families, training groups, corporate groups,
charitable groups, etc.
4. Human-interest stories – Why are people running the event? A person running in many
Trail Run events, or a military person running in honor of a friend, etc.
2016 XTR Handbook
Section X: Trail-azzi
2
Appendix A
XTR FREQUENTLY ASKED QUESTIONS How do you qualify for the Paul Mitchell XTERRA Trail Running National and World Championships? To qualify for Nationals and Worlds runners need to finish under three hours in 18-‐23km races, under 4 hours in 24-‐30km events, and under 6 hours for our 42-‐50km event. BIG CATCH – IT IS NOT NECESSARY TO QUALIFY TO RACE IN NATIONALS OR WORLDS THIS YEAR! If it’s not necessary to qualify for Nationals or Worlds, why set a qualifying standard? Couple reasons. 1) we wanted to recognize those runners that completed a half marathon in the time allotted because that’s a great achievement 2) we wanted to tie-‐in all the half marathons (your race leads to U.S. Nationals and all of them lead to Worlds) so by the time we get to Worlds we’ll have this great international field of runners with good vibes and great competition 3) we believe someday the demand will be such that we’ll have to limit the number of runners in the Championship races (understand that at some parks there are limits to the # of participants you’re allowed to put on a trail). When this happens, qualifying for the Championship races will be necessary. How did you come up with these qualifying standards? We did some research looking at finish times for a wide variety of 18k-‐23k races and found that 3 hours is a reasonable allotment of time to finish a race of that distance. Clearly there are a number of circumstances where this could change – an incredibly tough course, super hot day, etc…). When qualifying becomes necessary, we will fine-‐tune these standards. And, we are always happy to listen to suggestions. If you’ve got some ideas, share them with [email protected]. How does the Series work? Check out Section 2: Points Rules of the Paul Mitchell XTERRA Trail Run Series Handbook. Can I compete in just one trail run, or must I compete in the entire series? You can do just one, or you could do all 100+ (good luck!). The thing to know is that you score points every time you finish in the top 15 at the longest race of the day. (Please note that all races 21K and longer will be eligible for points.) Points are added up within each Series, and if at the end of the year you’ve got the most points in your age group you’ll be declared the Series Champion and earn free entry into the Paul Mitchell XTERRA Trail Running National Championship. Note: You must do at least 2 races in a series to be crowned a Series Champion. Do I get any points for simply completing a trail run even if I am not in the top 15 in my age group? Nope. Just the top 15 in each age group of the longest distance of the day (again, all races 21km + are eligible) earn points towards their Series championship, but truly everyone who gets out there and races is a winner. Can I sign up for any series or just the closest to my region? You can race in any event and in any Series across the country that you want to. You can also win a Series crown even if it’s not near where you live. For example, if you live in California but raced in and did well at all five races in Arizona, then you could be the Arizona Series champ. If I have to miss a race in my series, can I substitute a similar race in another region to add to my accumulated points? No. Only races in the Series count for that Series title chase. The theory is you’ll be competing against the same guys/gals during the course of the year so by the end, a clear-‐cut Series champ emerges. Can I run in only one series to accumulate points for the Championship or as many as I would like? You can race wherever you want and in as many Series as you’d like. Remember that points you earn stay in the Series race you ran in. What steps do I need to take to sign up for a trail running series, and what are the deadlines? Do I sign up for all races in the series at the same time? Just go to xterratrailrun.com, find the schedule, pick your races, follow the links to the registration page, and sign-‐
up. Some Series may offer discounts to racers who sign-‐up for all the races at once. It’s worth looking into if you plan on doing them all. Most races will accept race day, onsite registration, but some sell out so you should sign-‐
up early. It just depends on the race. Are there any training programs in my area for the trail runs? Many of the Series organizers have training runs prior to their races, and even if they don’t they’ll be able to point you in the right direction to find one. So, look online to see who the race director is for your Series/Region and drop them an email to see what they know. Are maps of the course available ahead of time? Many of the race organizers have course maps posted online, but not all. If my series only has 3 races where some have 9, will they have more benefits going into the championship? Nope. If you win your Series age group, you’ll get free entry into Nationals regardless if there were 3-‐or-‐9 races. I noticed on the schedule that there are a couple trail runs that aren’t part of a series, do you get points for those races? Right now there are a few unaffiliated runs such as the Paul Mitchell XTERRA Hagg Lake Trail Run and the Paul Mitchell XTERRA Angry Cow Trail Run. There are no points awarded at these races, but you can qualify for Nationals or Worlds at the half marathon races. Is there prize money for any of these races? Yes, the Paul Mitchell XTERRA Trail Running World Championship on December 4 in Hawaii is dishing out $10,000 to the top finishers. The Paul Mitchell XTERRA Trail Running Nationals on September 18 will also be giving out a $5,000 prize purse. Is there any extra requirement to race in a trail run abroad? No, but how cool would it be to do a trail run on the shores of Australia or in the jungles of New Zealand or Japan. After all, the XTERRA motto is … Live More! IF YOU HAVE A QUESTION ABOUT THE PAUL MITCHELL XTERRA TRAIL RUNNING SERIES WE HAVEN’T COVERED, PLEASE LET US KNOW WHAT IT IS AND WE’LL ADD IT TO THE LIST. EMAIL QUESTIONS TO [email protected]. Appendix B
Race Director’s Checklist
Below is a Race Director’s Checklist that may be helpful in creating your
own working checklist.
Race director’s checklist by USATF.
Race Information
The entry blank should contain the following information:
• Date of race
• Starting time
• Start and finish site(s), directions, transportation, parking
information
• Race distance
• Course description (include terrain, landmarks, mile markers,
elevation)
• Course map
• Course certification number
• Race sanction
• Sponsoring/assisting organizations
• Municipalities recognition
• Sponsor/contributor recognition
• Age groups/Awards
• Awards/Prizes (with depth in each category)
• Club/corporate team categories/prizes (team rules spelled out), if
applicable
• Time/Location of awards ceremony
• Amenities (T-shirt, etc. with limits)
• T-shirt/package pickup information
• Race information contact/address/telephone number
• Entry fee (spell out nonrefundable!), entry deadline, check payable to
• Number pickup information
• Post-entry procedure
• Mailing address (on the application part to be mailed and on the
information part kept by the athlete)
• Race limit, if applicable
• Refreshments
• Clinics and other related activities
1
The application part should request:
• Name, address (street, city, state, zip), telephone, email
• Age, date of birth, and sex
• Where applicable: Special category and team/club designation,
estimated finish time
• Signature (parent or guardian if under 18) acknowledging
Waiver of Liability
Promotion: Promote the race with help of the following methods
• Distribution of entry forms through mailing, at running stores,
health clubs, at races
• Posters
• Press announcements (calendar listing) to local newspapers,
running magazines, national running magazines
• Television/Radio public service announcements
• Press releases
• Neighborhood flyer
• Advertisements
• Assign race photographer for participants photo’s (sales) and for
documentation and future sponsor presentation
Pre Race: During the months preceding the race, the following tasks
should be accomplished:
• Municipal Permits
• State Permits
• Certificates of Insurance
• Course measurement and certification
• Course miles marked
• Signage prepared for course and race site
• Police Liaison/details arranged
• Fire department notified
• Hospitals notified/Ambulance services arranged or notified
• Press/Course vehicles obtained
• T-shirts/other giveaway items obtained
• Race numbers/Safety pins obtained
• Entry forms filed in alphabetical order and entry fees deposited
• Volunteer committees established and captains appointed for:
o Registration
o Publicity and promotion
o Sponsors and donations
o Timing and scoring
o Medical
o Aid stations
o Course security/marshals/communications
o Results posting and distribution
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•
o Awards
o Refreshments/cleanup
Runner’s information prepared for distribution and/or posting on
race day:
o Medical/weather information
o Timing/starting lineup information
o Course map with mile markers and aid stations
o Clothing/check-in/changing facilities/showers
o Results posting
Race Day: Final details for a smooth running and safe race:
• Course/informational signs posted
• Volunteer/Official area assembled
• Tables/chairs, signage posted
• Coffee/Refreshments
• T-shirt/Official identification
• Instructional briefings prepared
• Press area assembled
• Copying machine, fax
• Race information / printouts
• Pre-registered runners area
• List/printout posted
• Number pickup
• T-shirt/packet pickup
• Post registration area setup
• Entry forms/pens/pencils
• Race numbers/pins
• Race packets
• Cash box/change
• Trouble table setup
• Police briefed
• Course officials/marshals briefed
• Start/Finish officials briefed
• Official photographer(s) briefed (provide with shotlist)
• Press/Course vehicle drivers briefed (someone very familiar with
course should serve as a guide in each vehicle!)
• Trail-sweep vehicle driver briefed (provide vehicle with water,
cups, blankets, first-aid kit, etc.)
• Official starter equipped and briefed
• Start/Finish banner(s) mounted
• Start/Finish review stands assembled
• PA system(s) bullhorns functioning
3
Start/Finish line equipment in place:
• Pace/seeding signs
• Finish tape
• Chute materials (stanchions, rope, scissors for removing chips)
• Digital clock
• Chronomix timers
• Computer system (working)
• Recording sheets, clipboards, pencils for timers, select timers,
bib number recorders
• Bar code spindles (if applicable)
• Tables/chairs
• Electric power hookup (generator)
• Water station setup
• Restroom facilities in place
• Clothing check-in in place
• Medical area setup
• Isolated, covered area near finish line
• Supervising MD and qualified nurses, EMT’s
• Communications
• Ice, IV’s, hot and cold fluids, cots, blankets
• Immediate triage capability
Water stations materials in place:
• Water/electrolyte replacement fluid
• Cups
• Pitchers
• Tables
• Barrels/trash bags
• Rakes (for cleanup)
Course material in place:
• Mile/kilometer markers
• Directional arrows
• Water/aid station markers
• Communication equipment/personnel (ham radio volunteers)
• Stop watches for mile split callers
Results area functioning:
• Isolated area close to finish line
• Tables/chairs
• Electric power hookup
• Computer and printer
• Copying machine/telephone/fax
• Pre-printed awards/results sheets
4
Refreshments area functioning:
• Tables
• Trays
• Ice
• Knives, forks, spoons (depends on foods available), napkins
• Trash barrels/bags
Awards area functioning:
• Tables/chairs
• Podium/announcing stand
• PA system
• Awards display area, with awards arranged in order of distribution
• Results posting board/area
Post Race:
• Cleanup accomplished (course, start and finish area, restrooms...)
• Press release with results
• Post race stories/photos to press
• Post race mailing to participants
• Thank you notes to sponsors, volunteers, contributors,
municipalities, facility owners, etc.
• Post-race evaluation meeting with organizing committee
• Volunteer/Officials party
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2016 race director handbook

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