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2012 Hartford Marathon by Bob Kopac

Race Guidelines

Guidelines for making your race a MHRRC race

Race Guidelines

There are many good causes and good people who want the Mid-Hudson Road Runners Club (MHRRC) to help with their fundraising efforts. However, given the amount of work and expertise required to put on a race, the club simply does not have the resources to support all requests. This document describes the MHRRC policy for putting on races.

If you want to put on a race and the only resource you require from the club is to announce your race, contact the MHRRC web master via email from the club site and separately contact the newsletter editor. We are happy to publicize your race at no charge as a service to the running community.

Mid-Hudson Road Runners Club Purpose

MHRRC is a non-profit organization dedicated to encouraging running and racing in the Mid-Hudson Valley.

MHRRC is managed by unpaid volunteers who generously supply time and expertise to support club activities, such as:

  • Managing and supporting running races in the Mid-Hudson Valley;
  • Helping runners improve their level of fitness and speed;
  • Publishing a periodic newsletter and a web site, both of which provide information about local races, race results, running news, club news, training tips, members’ accomplishments, etc.;
  • Conducting monthly meetings to discuss club business;
  • Providing support to community activities such as the Marathon Project, LaGrange Clean-Up Day, etc.

Races

MHRRC sponsors a number of races throughout the year.

The club’s premier race is the Dutchess County Classic, scheduled each September. The Classic consists of marathon, half-marathon, 5K, and kids events. The Dutchess County Classic is used as a qualifying race by many runners for other large races, such as the Boston Marathon and NYC Marathon. This very successful race is a major MHRRC effort that requires year-long planning and a large cadre of volunteers.

In addition to the Classic, the club sponsors a number of other races throughout the year. These races rely on the expertise of race directors, scorers and experienced member volunteers, many who have been working at races for over 30 years.

MHRRC-sponsored races share a number of characteristics:

  • Insured by Road Runners Club of America through a request by the club;
  • Publicized in the club newsletter and on the club web site;
  • Course distances accurately measured (Dutchess County Classic marathon and half-marathon are also certified);
  • Race equipment provided by the club (clocks, timers, traffic control signs, cones, finish line chute, etc.);
  • Courses clearly marked and monitored by volunteers;
  • Timely start;
  • Safety for all runners with good traffic control;
  • Water stations along the route;
  • Scoring done accurately, so runners can be assured that their race times and division awards are correct;
  • Awards based on race performance and available right after the race finish;
  • Results on the club web site, within 24 hours of the race finish and published in the club newsletter;
  • Proceeds from the race returned to the club treasury. For a few fundraising races, all proceeds are donated to a legitimate non-profit organization, such as the Miles of Hope Race for Hudson Valley residents affected by breast cancer.

Fundraising Races

MHRRC gets numerous requests to provide support for fundraising races. As an all-volunteer organization, it is impossible for the club to support all the requests and to maintain the high race standards expected by members and other runners.

MHRRC only sponsors races where the proceeds go to established, legitimate non-profit organizations, such as Miles of Hope. The club does not sponsor races for the benefit of individuals.

There are many community races not associated with the club. Some of these involve club members in such roles as directing, scoring, traffic control, etc. These races are independent of the MHRRC and are simply announced on the club website as a service to our members. In some cases, race results from these community races are also published to the club web site as a public service to the running community. Occasionally, the MHRRC rents equipment (such as the clock) to community races with prior approval of the Board.

Adding a Race

MHRRC races reflect the professionalism and experience of our volunteers.

If you wish have MHRRC sponsor a race, you must be a club member and must have volunteered at MHRRC races. By volunteering, you learn how to perform the many different tasks needed to successfully put on a race. You also meet other club members who may be more willing to volunteer at your race if they know you and know that you have supported other club races.

After you have become familiar with race management and get to know club members, contact a MHRRC officer or come to a club meeting to request sponsorship or support of your race. You should plan on at least a 6 month planning period between club approval of your race and the race date.

Specific requirements for putting on a race include:

  • MHRRC member for at least 2 years;
  • Person requesting the race should have volunteered to help at MHRRC races at least 4 times in the past two years, working in a variety of roles (for example, scoring, traffic control, registration, finish chute);
  • Race date that complements the MHRRC race schedule;
  • Identified and committed scorer and race director (the race director can be the person requesting the new race; the scorer must be one of the club scorers);
  • Commitments from at least 5 other club members to volunteer to help with the race.
 2012 Billy Goat by Bob Kopac