We take turns directing the runs in our series. When the schedule is prepared in the summer, a run is only finalized if it has a run director.
TTR Run Director Responsibilities -
BEFORE THE RUN:
1) Send out an email to the group (email@example.com) at least a few days before to remind people of that run and share any additional information that's not in the schedule like current trail conditions, route options, etc. Also, create a Facebook event so that people can RSVP and share information that way as well. If you need help with this please contact the TTR admins for assistance. Maps for many of our routes are available on this website. You might want to include an attached map from this site or one that you provide.
* Note: if you are unable to stay on as run director due to an unforeseen circumstance, seek out a replacement RD. If unsuccessful, send a note out to the group requesting help. If that fails contact TTR for a fill-in or cancellation notice.
2) If there are any aid stations on the run, make sure helpers and supplies are accounted for in advance, and times & locations are coordinated.
DAY OF THE RUN:
3) Arrive well before the run begins and sign up participants using the waiver/sign-in form. Be sure to bring several pages along with pencils/pens. For winter runs, it is often dark before the start, so you may need a couple of flashlights/headlamps. Be sure that people are initialing that they've read the waiver at the top of the page. The info taken is for the safety of the runner and for the RD to account for everyone at the end.
4) Provide a trail briefing. Give a general description of the route and conditions, mentioning only the most important specifics. (“At Head-Splitter turn left, NOT right!”) It is a good idea to have maps available to hand out at the run, especially if it is fairly new route for the group, especially difficult to follow, or for people new to the group.
5) New Runners – Ask if any runner is new to the course, or (hopefully not) new to trail running. If you find a new runner at the start, be sure to talk to the person and get a sense of the person’s experience and ability to do the run. You can ask some of the other veterans on hand to help with this.
6) Head Count -- Get a head count and make sure that everyone has signed in. If a runner plans on doing something other than the scheduled run, that should be noted on the sign in sheet. Although it is the runner’s responsibility to tell the RD what they're doing, it could be helpful to know later if someone is late to arrive at the finish.
7) Start runners. Generally this is a group start but an RD can allow runners to keep track of their own time and start within a window in order to better space people out on a trail. If allowing self-timing, remember to remind people that we record ELAPSED time, just like a race.
8) Keep an eye on the event and make sure everyone is accounted for. Normally that's a list of finishers, ages, what they ran (you can just note those that deviated from the full, planned route) and how long it took. Take down ELAPSED times only.
9) If a runner becomes lost, after asking other trail users regarding their whereabouts and trying to contact them, the emergency contact listed on the missing runners sign-in sheet should also be contacted. If these attempts fail to account for the runner then 911 should be called and their dispatch will handle search & rescue options. It’s better to call early and then call them off than to wait too long.
10) Wait for Everyone -- It is imperative that the RD not leave the finish until all runners are accounted for. In the case of runners who are still out on the course, but who have told the RD not to wait, it is the RD’s responsibility to account for them later but getting them to call/text or the RD calling/texting later on.
11) Provide some post-run refreshments. It has become custom in recent years for the RD to provide refreshments for the finish. This can be whatever the RD likes to have after a run and does not need to be extravagant, but has included cold water, sports drinks, sodas, chips, cookies, etc.
AFTER THE RUN DAY:
12) Write a short report with results (NAME/AGE/TIME/ROUTE are what's needed) for the Google Group ttr_az that describes the event within one week after the run and share the results and comments with the Facebook group, also.
Questions about the schedule or being a Run Director? Contact Mike Duer, 520-867-8594 or firstname.lastname@example.org