Race Director Hub

BELONGING

• Provide additional ways to register if certain runners have barriers to online registration.
• Include individuals from underrepresented populations in event brainstorming and decision-making opportunities.
• Budget compensation for requesting diversity, inclusivity, and equity input/ work related to the event.
• Invite clubs, groups, and individuals from underrepresented populations to partner in planning, scheduling, and hosting training runs.
• Mentor interested runners from underrepresented communities on the behind-the-scenes planning and preparation that are needed for key race volunteer or staff positions.
• Invite clubs, groups, and individuals from underrepresented populations to participate in and/or lead aid stations.
• Work with local vendors who have policies that support underrepresented populations of your community.
• Work with underrepresented athletes to share their training stories and encourage more runners to get out on the trails.
• If ASL resources would benefit perspective participants on race day, reach out to local community colleges and universities to schedule translators in advance.
• Include underrepresented athlete in course marking and other key event priorities.
• Designate a certain number of spots for underrepresented participants in the event.
• Provide funding assistance or free entry to a certain number of participants who cannot afford to pay the entry fee.
• Draft a Race Code of Conduct that clearly communicates your expectations to runners and asks them to agree while registering.
• Expand the awards structure to include awards for extended gender categories.
• Revamp the awards structure to something new and unique that is not tied to gender and/or age.
• Request that participants provide their pronouns at the time of registration. include these in race day check in race lists, on bib numbers, etc.

BELONGING

• Invite and mentor prospective Race Directors from underrepresented communities to shadow you as a Race Director.
• Actively make space on the start line for under-represented runners.
• Designate an inclusivity volunteer or staff member to take notes on things that went well and areas that need improvement.
• Use proper pronouns when addressing athletes during the event (check-in, finish line, award ceremony, etc.)

BELONGING

• Ask for feedback from participants, volunteers, staff, and others involved in your event for ways to improve inclusivity and belonging.
• Capture achievements to show how you the event is impacting inclusivity.
• Maintain relationships you’ve made with people and organizations you have connected with throughout the year.
• Begin to plan for the next event early.
• Continue to use your event’s social media to elevate the voices of underrepresented runners in your community.

INDIGENOUS COLLABORATION AND LAND ACKNOWLEDGEMENT

• Work with Indigenous community members to mutually determine Indigenous community roles and extend invitations.
• If a land acknowledgment is planned, work directly with local Indigenous leaders to determine what the event can provide to support the Indigenous representatives attending the event.
• If a traditional land acknowledgment is not planned, plan a moment of silence or intention, focusing on peaceful togetherness and honoring the land and community as well as potential actions or commitments to improve and do better.
• Budget an honorarium to compensate for the planning and inclusion of a land acknowledgement at the event.

INDIGENOUS COLLABORATION AND LAND ACKNOWLEDGEMENT

• Use the traditional names of the lands you are running with in your pre-race brief and if possible, include why you are doing this, historical events that may have contributed to the lack of access or inclusion of Indigenous peoples within the area and how this is a stepping stone towards inclusivity and kinship building.
• Actively make space on the start line to honor Indigenous runners.

INDIGENOUS COLLABORATION AND LAND ACKNOWLEDGEMENT

• Ask for feedback from participants, volunteers, staff, and others involved in your event for ways to improve your inclusivity and belonging with indigenous partners. For example, could the runners hear the honored guests speak during the Land Acknowledgement?
• Maintain relationships you’ve made with Indigenous community members throughout the year. Opportunities for Indigenous community members to be part of planning, development, councils, committees or boards.
• Elevate Indigenous voices throughout the year through your communications channels.

• Connect Indigenous runners with opportunities to participate in local running events outside of your event.
• Begin to plan for the next event early.

NATURAL HISTORY

• Include natural history information related to the event’s location on your website.
• Add a fun, educational component to training runs by inviting a naturalist, land steward or knowledgeable community member to attend and share knowledge about the lands.
• Budget compensation for organizations or experts that contribute work to, or have a presence at the event.
• Connect the theme of the event to the natural history of the location. This can include logos, branding materials, aid station themes, awards, etc.
• Use the event as a means to fundraise for organized stewardship or protection initiatives actively occurring in your area.
• Plan social media posts that educate your community on interesting natural history facts pertaining to your event location.
• Combine event training runs with habitat restoration or stewardship trail work opportunities.
• Consider a volunteer work requirement for participants, specifically related to the stewardship, protection, or restoration needs of your area.

NATURAL HISTORY

• Invite a naturalist or land steward to attend the event and provide information to spectators, participants, and other attendees.
• Add low-impact, removable signage/trail marking that points out special or unique features of the landscape.
• Designate a volunteer or staff member to take notes on things that went well and areas that need improvement for future years.

NATURAL HISTORY

• Ask for feedback from participants, volunteers, staff, and others involved in your event for ways to improve your inclusivity and belonging.
• Share meaningful event reports written by participants with the community.
• Keep race participants informed about ongoing areas of concern and opportunities to advocate for and give back through hands-on stewardship work.
• Maintain relationships you’ve made with people and organizations you have connected with throughout the year.
• Begin to plan for the next event early.

ENVIRONMENTAL STEWARDSHIP

• Consider transportation when planning each component of your race. Reduce travel by combining events such as packet pickup and runner check-in to avoid multiple trips for participants.
• Develop a plan to communicate Race Director expectations clearly with volunteers, race staff, and runners.
• Collaborate and coordinate with local non-profit organizations/ environmental groups who may be interested in having a presence/ contributing to your responsible race efforts.
• Build relationships with the organizations involved in the transition to/adoption of renewable energy in the race area and establish energy use goals.
• Confirm that you are in accordance with all Environmental/Sustainability Plan Requirements for the organizations granting your event permits. If the organization does not have these requirements consider sharing the work you do as a best practice.

   

Registration

• Draft a Race Code of Conduct that clearly communicates Race Director expectations to runners and asks them to agree while registering.
• Consider a mandatory volunteer requirement that is consistent with the distance of the event as well as a reasonable payout option.
• Organize and encourage attendance at volunteer opportunities near the event. (Trail work days, trail clean-ups, etc.) Consider incentivizing participation with early access to race registration.
• Provide the option for participants to ‘add on’ a voluntary donation to a local or national environmental nonprofit in addition to runner registration costs
• Consider race shirts or other merchandise as an optional add-on not included in race entry.
• Provide runners an option to opt out of receiving race swag and redirect those funds to a donation.
• Add an extra fee ($1-2) to purchase carbon offsets or support local carbon offset projects. For example, One Tree Planted, or Cool Effect
• Reduce finisher swag and awards, or replace these items with more functional and meaningful items that will be used and treasured by runners. Support local artists and makers as much as possible when identifying ways to recognize runners and volunteers.

Course Marking

• Create race signs that allow you to update dates from one year to the next. Or, leave dates off signs to ensure they can be reused in future years.
• Transition to re-usable materials to mark the course such as surveyor flags, ribbons with clips, cones, webbing, etc.
• Invest in materials for signage that will ensure they last multiple years.
• Seek environmentally friendly marking materials that can be removed in a timely manner after the event.
• Communicate clearly with course markers to avoid using chalk or other marking materials that may be difficult to remove on certain surfaces.
• Communicate clearly with sweepers who are responsible to remove the course markers. Ensure the markings are collected in a way that preserves them for future use.

• Identify a dedicated “green team” that is responsible for managing the separation and collection of waste from Aid Stations.
• Communicate Race Director expectations and provide clear guidance/waste management plan to Aid Station personnel.
• Work together with each Aid Station to identify and source equipment needed to be successful. For example: buckets, reusable bags, cardboard boxes for sorting trash.
• From waste management, sustainability, and overall vibe perspective, assess the pros and cons of making vs. buying the food items you provide runners.
• Consider the sources of your produce for aid stations, start/finish line, and other race-provided meals. Are there local farms that may be interested in partnering?
• Plan for leftover supplies/food. Share leftovers with volunteers. Identify who leftover food can be donated to and in what condition it must be (unopened/opened packaging.)
• Provide Aid Stations with a spreadsheet to document how much food was used and how much of each item was left over and donated/wasted.
• Identify a storage plan for leftover supplies, or donate these to an upcoming race in your area.
•  

ENVIRONMENTAL STEWARDSHIP

• Provide clear communication to runners and volunteers regarding transportation prior to race day. Encourage and incentive carpooling and transportation reduction options.
• Consider reducing or eliminating the amount of paper being used at runner check-in.
• Consider runner Bib replacement options such as stickers. If using Tyvek bibs consider collecting them and recycling them through the DuPont Tyvek recycling program.
• Clearly explain waste management procedures to participants during the pre-race brief. Request that runners pick up trash on the trail, leave no trace, and dispose of trash in the proper receptacle at Aid Stations.
• Show examples of different waste receptacles during the pre-race brief.
• Use the pre-race brief as an opportunity to introduce local organizations that are doing great work in the community.
• Dedicate a crew of staff or volunteers to oversee waste collection to ensure items are disposed of properly.
• Hire a local nonprofit organization to oversee waste management for your event.
• Identify staff or volunteers to take sorted waste to appropriate disposal locations after the event.
• Identify where left-over food will be delivered (food banks, first responders, volunteers, etc.) and designate a person to oversee the sorting and collection of this.
• Partner with an organization that extends the life of run gear and use your event as a collection point. Encourage runners to donate old running shoes, etc.

ENVIRONMENTAL STEWARDSHIP

• Make a financial donation from event proceeds to support a local or national environmental protection organization or initiative.
• Capture “lessons learned” from volunteers, staff, and participants. Brainstorm ideas for improvement.
• Ask for feedback from runners and document their suggestions.
• Connect with and maintain relationships with supporting and partnering organizations between events.
• Begin the planning cycle for next year early. Leave time to implement new sustainable practices!
• Stay in touch with runners and provide opportunities to volunteer and advocate for the needs of the community and lands where we run.
• Continue to use your social media to elevate the voices of land stewards and keep runners engaged in between events.