Race directors if you would like additional information or are interested in having your event be considered for the RRR Race Circuit email: firstname.lastname@example.org
Rockford Road Runners Race Circuit
RRR race Circuit began in 1992 with several goals in mind. The ongoing Circuit Commiitte wants to provide club membership with a fun way paticpate and compete against other club members in their age groups at various area races that have met standards established by the committee. The Circuit has evolved over the years changing and incorporating ideas from members and Circuit Committee which all RRR members are welcome to participate in.
A primary goal of RRR through the Circuit Committee is to promote the sport of running. Races on our Circuit adhere to standards and expectations that participants have come to expect from all area races.
RRR Circuit Basics
Applications for races to be on the Circuit are taken annually, in January from both established races on the Circuit as well as those that might wish to be considered. The Circuit committee reviews guidelines and standards annually as well as reviewing races that were on the Circuit for the past year. Circuit races are notified by no later than March 1st if they are included in the current years Circuit. Races are limited to one per weekend and are also limited by number at the discretion of the Circuit committee.
RRR Circuit rules for scoring and volunteering are also reviewed annually by the committee with updates and changes made as necessary.
Benefits for RRR Circuit Races
Standards & Guidelines
Requirements: Items 1-11 must be adhered to for races on the RRR Circuit. These are not optional.
1. Submit your application with Circuit fee of $75.00 by mm/dd/yyyy races will be notified by March 1st if they are included in RRR Circuit. Races not accepted will have their fee refunded. Races not accepted but wishing to be on our waiting list can request to be added when they are notified.
2. Identify on the race registration form & website that the race is a “ RRR Circuit Race”, include Link on your race website to RRR web page www.rockfordroadrunners.org
3. Race Registration forms: Rockford Road Runners must be shown on the race registration form waiver as “hold harmless” and the Race Director must provide a certificate of insurance naming RRR as an additional insured. Certificate of insurance is due 90 days prior to your event and failure to provide the certificate may result in you race be removed from the Circuit.
• Provide race registration forms for the RRR newsletter. To have your race registration forms included in our emailed newsletter you will need to submit a pdf flyer by the 15th of the month prior to the month you want us to publish. (Example: for a June race you need to have info submitted by the 15th of April) email@example.com
4. Provide an accurately measured certified course if your event is a road race. Standards for and information on how to have your course certified can be found on our website “Race Resources” webpage. ***Please note this is a requirement as of 2016*** Note that trail races while not certifiable, as per USATF standards, the distance should be accurate.
5. Provide at a minimum a 10% discount to all pre-registered RRR and Rockford Wildcat members.
***We are additionally recommending for 2017 that events strive to make their events for youth 17 and under “Kid Friendly” for 2017 this is not a requirement. RRR strives to promote Kid Friendly races in our community. One aspect of a kid friendly race is entry fees of $10.00 or less and at a maximum no more than ½ of the adult entry fee. Please review Kid Friendly Races under standards and guidelines item #22 below.
6. Allow the promotion of RRR, other Circuit Races, Annie’s Locker and Rockford Wildcats Youth Running Team events at your event ranging from providing packet inserts to set up of informational table
7. Awards - 5-year age groups for both male and female. Age groups to be as follows: 0-14, 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+
( Note while not a requirement we do suggest the following: Kid friendly races, races 5k and less would include age groups of 8 & under, 9-10, 11-12, 13-14, see standards and guidelines item #22 for Kid Friendly Races)
• The top male and female finishers overall should be recognized
• Awards are to be given (at a minimum) to the first three finishers in each age group. For the purpose of determining age group awards, overall winners are removed from the results and do not receive age group awards. Overall winners are included in age group results for final reporting purposes.
• If awards are not distributed or available on race day, they must be provided to all winners in a timely fashion, at no cost to the runners. Giving runners a location to pick up their medals is acceptable this should be noted on website, on results page.
8. Results will be submitted for posting on RRR website and Circuit Scoring within 48 hours of the conclusion of the event. Transmit the race results to the RRR email firstname.lastname@example.org It is recommend if you are using a timer that you include this as part of their responsibility in timing your event. We would like results submitted both in pdf and excel formats if possible. It is the responsibility of the event to provide accurate results.
9. Circuit events are not allowed to conflict on calendar dates/weekends. Events may not change dates and may be excluded from the Circuit in the event of a conflict with another Circuit event. All Circuit events must submit a request for a date change for prior approval by RRR. RRR reserves the right to include or exclude any event from the RRR club Circuit.
10. All events are subject to annual review by the RRR Circuit Committee, our executive board and input from our membership.
11. RRR is under no obligation to provide runners with complete information about your race. It is the responsibility of each race director to clearly provide the following information at your website/online registration site(s) should provide the following information:
• Date of race • Start time(s) • Distance(s) • Exact location of start (street address)
• USATF course certification status • Access to driving directions • Course description
• Parking information • Contact person/phone/email • Full range of shirt sizes: small, medium, large and x-large • Specific advance registration instructions and fees Specific instructions for packet pick up • Race day registration instructions and fees • Age groups for awards • Online sites for race results
These next two should be made clear and may only be allowed if your race insurance covers/permits these types of participation & race advertises that they are going to be allowed. Note many runners will note participate in races that allow these items. • Clear statement that bicycles, in-line skates, other wheeled vehicles (except wheelchairs) and dogs are not allowed • Clear statement of race’s position on use of baby joggers and strollers in race • Liability waiver for runners 18 and over, signature of parent or guardian for all runners under age of 18.
Standards & Guidelines, items 12-22
12. Start and finish lines must be clearly marked and the course must be well marked. A pace vehicle or bike
is recommended where practical.
13. Traffic control must be maintained at all major intersections.
• The number of marshals is adequate to ensure that runners can follow the course safely and accurately.
• Police should not be used as course marshals.
• Police or adult volunteers are located at busy intersections to direct traffic.
14. SAFETY - RRR has sample response plans and incident forms on RRR’s “Race Resources” web page we encourage every event to develop and implement a plan as the safety of participants, volunteers, and spectators is always a first priority for all events.
• A system must exist for communication between the race personnel on the course (aid stations, course marshals) and race staff, with the capability to summon emergency medical assistance to any place on the race course.
• For minor medical needs, e.g. ice, adhesive bandages, etc., provide a visible location at the finish line with supplies and a qualified provider.
• A safety plan must be in place for use of the communication system at all stages of race (when to call, whom to call).
• All course volunteers must be instructed in course of action in event of an emergency.
15. Start / Finish and each mile should be clearly marked.
16. Finish line clock must be visible to all participants.
17. Adequate waters stops must be offered to participants and made available at the start/ finish area.
• Aid stations should be located at the race start and on the race course, but not at a mile split.
• The frequency and stocking of aid stations must be increased beyond standards for warm weather races, for anticipated extreme heat conditions (75+) and for races with large numbers of less experienced runners. We recommend that races research historical weather data for the proposed date of the race to anticipate fluid needs. We suggest that races with more than 500 participants are more likely to have a large number of less experienced runners.
18. TOILET FACILITIES - Make sure there are adequate toilet facilities for the expected number of participants.
19. Sufficient number of trained personnel must be available at registration/packet pickup/finish chute/on the course as course marshals/at aid stations races. Races should always provide training and instructions on all aspects a volunteer’s assigned position. Volunteers under the age of 18 should never be used in a position that does not have an adult overseeing them.
20. Guarantee that pre-registered runners get their proper shirt size. This may include a registration deadline in which the guaranteed size is noted.
21. Kid Friendly Races are defined by RRR as being an affordable event with age groups and awards that reflect standards for children.
• Kid friendly races are 5k or less in distance.
• Include the race give away i.e. shirts or other items or some acceptable variation.
• Age group awards 0-8, 9-10, 11-12, 13-14 and 15-19
• Entry fees would be $10 or less and at a minimum one half that of the adult fee (For instance adult fee $30 then kid fee of $15 or less).
• RRR recommends that events look for a sponsor specifically willing to underwrite your Kid
Friendly race fee.
• Additionally RRR recommends that even longer events consider being Kid Friendly by following these guidelines.
22. RRR promotes running with Scholarship Entries administered by the RRR Annie’s Locker Committee.
Our community has many who simply cannot afford race entry fees, however they run. Annie’s Locker has a process of identify those in need wishing to run. We encourage event directors to consider donating a few entries to Annie’s Locker for those in need.