|Getting Road Race Entry Forms to
We need to receive the entry forms two to three days before the
race. Too early and there may be up to 50 pre-entries in your possession and not entered
in our computer. Too late and we could be scrambling to enter the last entries on a
Saturday. We have found it best to encourage runners to pre enter up to 3-4 days before
the race and after that time have the runners pay an extra fee and enter the day of the
race. PLEASE MAKE SURE YOU INCLUDE ALL ENTRIES. We strongly
encourage to have the entry forms sent via next day, guaranteed deliver
by either the Post Office, UPS, or Federal Express. Make sure that you check
no signature required in case I'm not at the office. Please make sure that
only the race forms are sent and are completed in full with signature. Also try to have
the forms facing in the same direction so that data entry is made easier. The last
pre-registered runners (hopefully less than 10) will be entered as
soon as we arrive and then we can print the registration list. It very important that
these entry forms be there a minimum of 2 hours before the start of the race. The pre-registered
list should be finalized no later than 1 ½ hours before the race. Pre-registered
runners not on the list is always a problem.
Race Entries By E-Mail
This is the preferred method because it saves next day postage and
we will discount our fee because we don't have to do the data entry. Make sure the
spreadsheet is Microsoft Excel Compatible (i.e. dbase, asci delimited or
even lotus is ok). Also make sure there is a separate field or column for the following:
first name, last name, address, city, state, zip, phone (optional), age, sex,
optional are division and team.
Flag any entries that have no signature or have not paid as "not paid", "no
sig". Use Age=99 for an entry with no age. Also flag any entry where it is difficult
to read their last name (won't be able to find on alphabetical list). Also city with
a east, west, north, south should be entered as W. Roxbury, W. Dennis, N. Quincy etc.
This allows our computer to auto match zip codes and allows us to grab all runners
from that town to be used in a mailing.
Use the following table as an example:
Sample for inputing data using Microsoft Excel or Lotus
||29 Runs Slow Rd
||457 Aslick Rd
||233 South St
||456 North Ave
||123 Night St
||456 Day Rd
||543 Way Farm Rd
||135 Rich Rd
First save the file on your computer before you attach it. Then tell
us how many entries you have. We will confirm receipt and that the
data is ok.
Make sure that you email the list at least 3 days
prior to the race so we can be sure we can read it. Then email the final list no
later than Friday at 2:00pm or 2 days before race. Do not renumber or alphabetize the list
because we need to know newly added entries. With email there are at
least 10 different problems that can occur; telephone lines, web servers, corrupted or
incomplete transfer, power failures etc. Waiting to the last minute will cause us extra
work at a time when we are very busy and will be subject to additional fees and loss of
Registration (example print out)
We will provide you a list of runners in alphabetical order. The
last name of each runner is looked up, and then a volunteer gives them their assigned bib
number. Each volunteer can normally give out to 75-125 numbers. For races with up to 250
pre-entries 2-4 volunteers can hand out numbers and T-Shirts with the alphabetical list.
For races with more than 250 pre registered, it is better to post an alphabetical list
were the runners can look up their own number and then go to the registration table were
each volunteer has a consecutive group of numbers and a pre-registration list that is
numerical. If a pre-registered runner is not on the list assume that his last name
may been mis-read or mis-spelled and try to find him on the list again. If the runner
still can not be found, have them go to the post-registration table, fill out a completed
application and acquire a new number from the post registration area. Do
not under any conditions give a number from the pre - registration area that
is not assigned to that runner! Payment terms and pre
race goodies are up to the race organizers.
Bib Numbers in Advance
Getting bib numbers from us in advance is a possibility however we
can not guarantee that the numbers will start with #1 unless your race has over 350
runners and you let us know this 2 months in advance. If you want to assign numbers
yourself make sure that each application has a number labeled in the same place and the
applications are in numerical order with no missing or skipped numbers. There is a $10
shipping and handling charge for you to receive the numbers from us. For all last minute
pre-registrations make sure that each application has a number written on it and the
applications are in numerical order.
Runners fill out an entry form at a separate table and exchange the
form and money for a bib number and other amenities. The volunteer writes the bib number
on the form and keeps them in numerical order and facing the same direction. Keeping the
forms in order facilitates the data entry for us. It is important to hand out the numbers
in order to make sure there are no missing forms or missing numbers. In addition, the
numbers are free so we don't want missing or unnecessary numbers used.
Free Bib Numbers
The bib numbers are free of charge but Runners World needs to get a
list of all participants and their full address which we email the following day. If you
don't want the bib numbers we can provide Runner's World raffle prizes instead. We can't
provide free numbers if you have contacted Runner's World directly and have gotten either
bags or raffle prizes. Runner's World has done a lot for running and we don't want to take
advantage of them.
1) Make sure each runner completes the entry form and signs the
2) Ensure that the runners put the bib numbers on the front of their shirt.
3) Keep all post registration forms in order and promptly forward them to the data entry
Volunteers (sample jobs)
Finish line volunteers should be briefed by us at least 45 minutes
prior to the start of the race. Volunteers can get the appropriate info from this web site
or a printed description of their responsibilities on race day. Intelligent,
prompt and organized volunteers will help ensure that the registration and timing process
will be smooth, accurate and prompt.