Western Province Athletics Race Organiser’s Workshop Quick-Reference Guide 2025

18 Nov Western Province Athletics Race Organiser’s Workshop Quick-Reference Guide 2025

By Adnaan Mohamed

The Western Province Athletics (WPA) Road Running Commission hosted a successful Race Organisers’ Workshop at the Rondebosch Sport and Recreation Club on Saturday, 1 November 2025. Here is a summary of the key discussions and essential information shared for the benefit of race organisers and WPA-affiliated clubs.

WPA RRC Race Organisers Workshop Photo: Adnaan Mohamed

Race Organiser Quick-Reference Guide

Here is a concise, checklist for planning and executing a successful road running event.

1. Pre-Event Planning

• Set race date & distance: Confirm route, permits, and safety requirements.
• Secure permissions: Traffic, venue, medical, SAPS, municipal, landowners.
• Budgeting: Medals, T‑shirts, timing, water, marshals, safety, marketing.
• Insurance: Public liability and event-specific cover.
• Medical plan: Appoint qualified medical provider; prepare risk assessment.

2. Route & Logistics

• Route marking: Clear signage, kilometre markers, turn points.
• Water points: Correct spacing, hydration stock, trained volunteers.
• Start/finish area: Arch, PA system, timing mats, barriers, toilets.
• Transport & parking: Clear ingress/egress, marshals, disabled access.
• Load shedding plan: Backup power for timing, lighting, PA.

3. Registrations & Timing

• Entry systems: Online + manual options; verify age categories.
• Race numbers: Clear printing, safety pins, category markings.
• Timing: Test mats, chips, backup manual timing sheets.
• Data management: Ensure timing provider receives accurate entry lists.

4. Volunteers & Staff

• Briefings: Route duties, emergency procedures, communication protocol.
• Equipment: Radios, hi-vis vests, maps, whistle for safety.
• Marshal positions: Allocate strategically at crossings, turns, hazards.

5. Safety & Compliance

• Medical readiness: Ambulance on-site; first-aid stations staffed.
• Risk assessments: Weather, heat, traffic, crowding.
• Emergency plan: Clear escalation process and evacuation routes.
• Cut-off times: Communicate and enforce.

6. Race-Day Execution

• Start protocol: Countdown, lane control, elite & wheelchair positioning.
• Water point setup: Cups, waste bins, handover rotation.
• Crowd management: Barriers, announcements, signage.
• Results: Verify finish order; issue provisional results promptly.
• Prize-giving: Category accuracy; doping control where required.

7. Post-Race

• Debrief: Volunteers, medics, timing, route managers.
• Cleanup: Route sweep, waste removal, venue restoration.
• Reporting: Incident logs, financial summary, sponsor wrap-up.
• Communication: Publish results, photos, and thank‑you messages.

TIP: Always have a backup plan for weather, water shortages, timing failures, and volunteer no-shows.

For internal use by race organisers and clubs.

Pictured above: 2025 WPA Road Running Commission Members Photo: Adnaan Mohamed

Please find the following useful documentation on how to organise a successful WPA Road Running Event:

Hosting a successful race day by Monique Martens

What Runners want at a race?  by Nancy Will

WPA RACE ORGANISERS’ MANUAL

Chris Goldschmidt Photo: Adnaan Mohamed

Race Organisers Workshop – 2025

WPA Policy – Domestic Rules – Adopted 25 April 2024

World Athletics Road Running Manual

Example of a Social Media Marketing Campaign for Race Organisers by Kevin Peters

 

Click here to download the Social Media Marketing Timeline for Race Organisers

 

Kevin Peters Photo Adnaan Mohamed