2012 race director handbook - xterra1. xterra racing age is the age you will be on december 31st,...

2012

RACE DIRECTOR

HANDBOOK

2012 XTR Handbook Section I: Introduction 1

XTERRA TRAIL RUN MISSION Should You Choose to Accept It

The XTERRA Trail Run Series is a collaborative effort to spread the word about trail running and to produce the most recognizable, enjoyable, root slipping, mud sloshing, tree ducking,

river crossing, hill climbing, dirt on your shirt, sweat in your eye trail runs on the planet!

2012 marks the eighth year of the XTERRA Trail Run Series. The concept is simple, to encourage runners to get off-road and experience the adventure of running in their natural environment. We provide age group runners with a bona-fide championship to compete for within their geographic region. At the end of the regular season, the top performers from around the U.S. and world are invited to compete against other athletes their same age – but from different areas – at the national and world championship races. The U.S. Series is grouped into several geographic regions, with each region hosting anywhere from 3-to-7 races where runners compete and accumulate points towards their regional championship. Regional Champs are awarded free entry into the XTERRA Trail Running National Championship - an off-road half-marathon in Ogden, UT on September 23, 2012. While XTERRA Trail Run race distances range from 5km to 42km, the off-road half marathon is the featured race distance at Nationals and Worlds, and each region will be encouraged to host at least one 18km-to-23km race. While Nationals is the culmination of the U.S. Series, the XTERRA Trail Running World Championship is the finale of the World Tour. In 2012, XTERRA will host half marathon races in such exotic locations as South Africa, Saipan, New Zealand, Italy, Brazil, Czech Republic, Philippines, Canada, and Japan, and participants from these races along with those across the U.S. are invited to race for the ultimate prize at the XTERRA Trail Running World Championship – an adventurous off-road half-marathon on the island of Oahu held December 2, 2012.

2012 XTR Handbook Section I: Introduction 2

WHAT IS XTERRA? XTERRA is a respected lifestyle sports brand, which encompasses:

The XTERRA America Tour (Off-Road Triathlon)

5 regional championships USA and World Championships 60+ XTERRA Point Series Races

The XTERRA World Tour (Off-Road Triathlon)

USA, Germany, Italy, France, Czech Republic, Brazil, Saipan, Japan, Mexico, Venezuela, Guam, South Africa, Philippines, Canada, Switzerland and New Zealand

The XTERRA Trail Run Series

60+ races across the US, plus USA and World Championships International with off-road half-marathon trail runs in New Zealand,

Italy, Saipan, Japan, South Africa, Czech Republic, Philippines, Canada and Brazil.

XTERRA TV

XTERRA USA and World Championship shows XTERRA Adventures Series (14 shows) Distributed via national syndication throughout U.S. 300+ shows in XTERRA inventory XTERRA.tv – 24/7 Web TV Network

XTERRA Gear XTERRA branded footwear, apparel, tech wear, accessories, etc.

XTERRA Ambassadors

50+ stewards of the brand across the U.S. XTERRAPlanet.com and XTERRATrailRun.com

Internet portal – the world’s windows into XTERRA

XTERRA Foundation The Heart of XTERRA. A 501(3)C, the Foundation provides help, support

and most importantly, hope to those who are underprivileged and/or physically challenged.

2012 XTR Handbook Section II: Points 2

2012 XTERRA Trail Run Series Rules (where applicable)

Geographic regions with XTERRA Trail Run Series Events

Georgia 6 Race Series

Alabama

4 Race Series

Pocono Pennsylvania 5 Race Series

Pacific Northwest

3 Race Series

Southern California 7 Race Series

Texas 4 Race Series

Colorado 5 Race Series

South Carolina 3 Race Series

North Carolina

3 Race Series

Puerto Rico 4 Race Series

Arizona 4 Race Series

Tennessee 3 Race Series


Each XTERRA Trail Run Series will crown Series Champions in all age groups. Champions receive free entry into the XTERRA National Trail Running Championship in Ogden, UT on September 23, 2012.

HOW TO BECOME AN XTERRA TRAIL RUN SERIES CHAMPION 1. XTERRA Racing Age is the age you will be on December 31st, 2012. We need to fix a firm age for the year so people won't race in June at one age and in August at another if they have a birthday in-between. For example: If you are 29, but turn 30 on Dec. 20th, you will be racing in the 30-34 division all season. XTERRA Trail Run Series age groups:


Gorge Trail Run and earned 100 points in SoCal Series. You would have 100 points in each Series). XTERRA TRAIL RUN SERIES POINTS- awarded to each age group 1st 100 2nd 90 3rd 82 4th 75 5th 69 6th 63 7th 58 8th 53

9th 49 10th 45 11th 41 12th 37 13th 34 14th 31 15th 28

4. Count ‘em Up! - The athlete with the most points- by gender and age group- after the last race in the Series earns the title of XTERRA Trail Run Series Champion and earns free entry into the XTERRA National Championship in Ogden, UT on September 23, 2012. Series Champs can also race for free in the 5k or 10k offered at Nationals if they wish, but only the 21km half marathon is considered the national championship race. 6. Tie Breakers – Ties in point standings will be settled by: 1.) Head to Head competition (order of finish from the most recent race in your Series where both/all competitors participated.) 2.) Winner of the most recent race (the highest placing athlete at the most recent race in your series will break the tie). HOW TO QUALIFY FOR XTERRA TRAIL RUNNING NATIONALS In 2012 it will not be mandatory to qualify to race for the XTERRA Trail Running National Championship, however, those who finish an 18-23km race in under 3 hours or the 42km race in under 6 hours will receive special recognition. HOW TO QUALIFY FOR XTERRA TRAIL RUNNING WORLDS In 2012 it will not be mandatory to qualify to race for the XTERRA Trail Running World Championship, however, those who finish an 18-23km race in under 3 hours or the 42km race in under 6 hours will receive special recognition. If it’s not necessary to qualify for Nationals or Worlds, why set a qualifying standard? Couple of reasons: 1) We wanted to recognize those runners that completed a half marathon in the time allotted because that’s a great achievement 2) We wanted to tie-in all the half marathons (your race leads to U.S. Nationals and all of them lead to Worlds) so by the time we get to Worlds we’ll have this great international field of runners with good vibes and great competition 3) Because this is just year six of the Series, and we believe someday the demand will be such that we’ll have to limit the number of runners in the Championship races (understand that at some parks there are limits to the # of participants you’re allowed to put on a trail). When this happens, qualifying for the Championship races will be necessary.

2012 XTR Handbook Section III: The Grapevine 1

WHAT THE *!#@& DO WE KNOW?

We know that events NEED participants and we share one common goal - get more people involved in XTERRA Trail Running. To truly make this work we EACH need to pump up the XTERRA volume – get the word out – spread the Vibe. Below is a list of what we will provide to you to get your Series known throughout the grapevine.

Trail Run Series Calendar Postcards Online Trail Run Information at www.xterratrailrun.com Your event URL link Team XTERRA (The Ambassadors) XTERRA News e-mail for the Press XTERRA Trail Mix e-mail for the Press and our Runner’s database XTERRA Tribe News Trail Run Publicity Program XTERRA Twitter and Facebook Posts XTERRA TV

Trail Run Series Calendar Postcards - Each Trail Run Series receives 5,000 postcards promoting the entire series and highlighting events in their Region. Cards should be distributed at local running centers, race expos, training centers, and other runs in your area. On-Line Trail Run Information – www.xterratrailrun.com and www.xterraplanet.com - The “PLANET” is the global source for everything XTERRA, while xterratrailrun.com is the specific source for XTERRA Trail Running. It will include the schedule with all the right links, specific pages for your Series, news items, features on runners, regular updates and stories to keep avid trail runners and web surfers informed. Your URL Link – The URL for your Trail Run Event or Series will be prominently linked from our sites to yours - directing people to your website for more information and registration. Team XTERRA – Team XTERRA represents a select group of age group athletes across the country who act as Ambassadors – promoting all things XTERRA, including the Trail Run Series in their area. There are 50+ Ambassadors on “TEAM XTERRA” this year, and their efforts are headed by Ann Mickey, XTERRA’s Athlete Communications Manager. They will help promote your event through grass roots distribution of race materials and can organize training runs. XTERRA TRAIL MIX –This email blast will be published bi-monthly with a variety of content all related to trail running. This newsletter will be sent to runners that have raced in previous XTERRA Trail Runs, trail running enthusiasts across the country, and running specific media outlets. Anyone can sign-up to receive the free e-letter at xterratrailrun.com. The Trail Mix is a great source for story ideas and event details. We will add your media contacts to our database, to ensure that your market is covered. Send your media lists to Emily McIlvaine at [email protected].


Date: Location:

Venue: Course

Distances: Website: Phone:

Email:

TRAIL RUN SERIES PUBLICITY PROGRAM – Dayton Morinaga is the public relations manager for the XTERRA Trail Run Series. He will create publicity for your event but he’ll need your help, so be sure to send him any and all information related to your event – particularly items that are unusual or different. Here’s a breakdown of what he’ll need: Primary Event Article - this is your big push that tells the world all they need to know about your race - schedule, weekend highlights, course description, and all the details and fun that you want them to know. Think more than just run - include pictures, links to course maps, interviews with athletes from last year, information about your charities, post race menu, training tips, local attractions, etc. Get 'em excited!

Info needed Six (6) Weeks prior to your race weekend. Reminder Nugget - this short blurb puts your race back on the radar screen of the undecided athlete. It's a call to action! Don't miss this race! Include any last minute schedule changes, announcements, reminders, etc.

Info needed Three (3) Weeks prior to your race weekend.

Race Story – Capture the excitement of the day in words - telling those that didn't race that they missed out on a great time! Because we have a number of Trail Runs on any weekend - the Race Story may be edited for space - but will include a link to the full article. Additionally - if you have a local reporter, athlete, etc. that wants to contribute a story … the more the merrier! Send it!

Info needed immediately following your event. You or your staff will work with Dayton to develop the Primary Event Article and Reminder. We have established some guidelines to help you with this and to meet the editorial guidelines for the website and newsletter. Each article must have the following information at the top of the page – see text box at right. Primary Event Articles and Race Reminders will be edited for content and style and should not exceed 400 words. Race Reminders should include one or two paragraphs containing NEW information such as course updates, registration numbers, competitor highlights (returning champs, any pros racing, etc.) or just a quick overview of the event. Event logos and photos from prior races are very helpful and recommended. The preferred format is JPG for photos and event logos. The website editor will choose whether to use the photos along with the race previews and reminders, based on deadlines, quality, and space available. XTERRA News for the Press – A weekly e-newsletter sent to a broader range of newspaper, magazine, internet, and television media AND industry professionals worldwide. The XTERRA News covers all things related to XTERRA including the off-road tri series, trail running, adventure competitions, gear, etc…


XTERRA TRIBE NEWS - published weekly with the XTERRA off-road triathlon and trail running competitor in mind. In a typical week, the Tribe News covers race news/updates/results and XTERRA TV schedules. It's free to any/all athletes/friends/family that sign up to receive it on the Planet and can be “unsubscribed” at anytime. XTERRA.TV - The XTERRA Brand, the XTERRA Lifestyle, and the LIVE MORE Philosophy are enhanced by XTERRA.TV. Original shows are in production for 2012 – airing in syndication on all major US networks (ABC, CBS, NBC, FOX) and full shows can be viewed for free at our 24/7 online web network. TEAM Unlimited has produced more than 300 television shows and has been recognized for production excellence with 42 Telly and three Regional Emmy Awards. Watch XTERRA programs 24/7 at XTERRA.TV. Trail run organizers are encouraged to load their own videos promoting and/or documenting their race at XTERRA.TV. XTERRA VIDEO - Each Trail Run Race Director can obtain footage with approximately 15 minutes of heart pounding running video. Use this footage to supplement any television commercials you are creating, or to make in-house Trail Run videos to help drive the vibe at running stores or other Trail Run race outlets. FACEBOOK AND TWITTER – The XTERRA Trail Run Series has created an account for XTERRA Off-Road on Facebook.com and Twitter.com. These vehicles allow interaction with trail runners and other ways for them to ask questions and get information. They also allow XTERRA Off-Road to create events, invite others and upload race photos. There is also an XTERRA fan page on Facebook where anyone can post information or ask questions related to XTERRA. This is a great vehicle for the XTERRA Trail Run Series race directors to contact over 12,000 “XTERRA fans” with their event updates.


XTERRA Trail Run Series Marketing Checklist No matter how great your course is or how exciting your prizes are, races cannot be successful without runners. Here is a checklist to help you organize your marketing efforts. Possibilities are endless, but here are some ideas to get you started.

Add your events to online event calendars. Contact local races occurring before yours about the possibility of putting your event

information in their race packets. If they don’t have race packets, race directors are often willing to place information on their registration table or even let you come to their event and personally pass out your materials.

Contact local running groups to let them know about your event. By personally inviting them, they may be more inclined to add your event to their racing schedule.

Distribute posters, flyers and postcards to local running shops, gyms, restaurants, etc. o Flyers can be altered to meet your target market. Example: Highlight the athletic

challenge of the race at gyms while trying to focus on family fun at local recreation centers.

o Passing out race applications can be very effective if they have all the necessary information on them. This may encourage last minute racers to show up on race day if online registration is closed.

Start a training program to get people ready/enthusiastic about an upcoming event. Especially if your race is an Xduro, athletes may feel intimidated by a half-marathon distance and need help achieving their goal.

Team up with a local charity or organization. Often new runners or even non-runners may feel more inclined to come out and participate for a good cause. Plus you will probably get a lot of members inside the organization to sign up.

Create competitions within the local community. Example: Start a competition between the local high schools to see who can get the most participants to sign up for your event.

Post the event on local trail running, sports, and event blogs. Contact local media about an interesting athlete’s story. Example: An exceptionally

young runner leading the series points or someone overcoming a physical challenge. Personally invite any well-known athletes in your area. They can be great media stories

and will hopefully make registration to others more attractive. Create a giveaway promotion. One way you could incorporate this would be to offer a

$5 discount to athletes who sign up on a particular day. Since everyone’s events range in price, a prize giveaway might be the most economical for some race directors.

Coordinate a raffle for online registrants and hand out the prize at the event awards ceremony. This would promote early registration and discourage runners from skipping the event come race day.

Go out and get creative. Good luck!

2012 XTR Handbook Section IV: What We Need 1

Running for Details

What You Need to Do:

Create a fun and safe course – for more information see “The BIG Kahuna” section Use the Red run arrows and XTERRA course tape we provide The Trail Run should be the main event on race day with the exception of XTERRA Tri XTERRA Trail Run Series logos should be used on all marketing materials Send us your complete athlete database (I promise – we won’t sell it) See below for the

information we need and the friendliest way for us to receive it. XTERRA sponsor materials in race packets (if requested) Results Results Results, We want your results on our website! See below for the best way

to send your race results. Space and a table for a sponsor tent (if requested) Give away the XTERRA Footwear gift certificate to competitors – 2 per race Give away the XTERRA Gear gift certificates to competitors Have fun outside and off the road!

Race Results:

As soon as the race results are complete and verified, please provide a copy of them in electronic format to the XTERRA Representative, Emily McIlvaine. A brief explanation of the day, runner quotes and photos are also appreciated.

We require that results data contain the following data – in the order listed. XID (If they don’t have an XTERRA ID, this can be blank)

Bib/Race Number LAST Name FIRST Name Gender (M or F) Date Of Birth (DD/MM/YYYY) ***ABSOLUTE MUST FOR EACH ATHLETE!!!*** Division (IND = individual or CHA = challenged) XTERRA Age Group 5-year increments based on December 31, 2012. Address City State (Two Letter Abbreviation) Zip Phone (8885551212) or (888-555-1212) Finishing Time (H:MM:SS) Email (Please remove all hyperlinks)

Bib Last First Sex DOB Age XTERRA

Age Group

Address City State Zip Finish time

email phone wave#

1 Letendre Dev m 04/11/71 39 35-39 123 Ogden UT 84401 34:00 d@v 448.4444

2012 XTR Handbook Section IV: What We Need 2

The XTERRA Planet website will post the results from your Trail Run as soon as you provide them. Our experience tells us that athletes want to see this information sooner than later. To expedite this process, (in addition to your database in the format described above), send us overall results and division results in the formats shown below. It is best for our webmaster that you send this in an excel spreadsheet. Thank you in advance for all the hard-work with results.

Overall Results Format Example

2009 XTERRA Trail Run World Championship Half Marathon December 6, 2009 - Kualoa Ranch, Kaaawa, Hawaii

Official Results by: JTL Timing Systems

Overall Results

Plc Name Division Residence Time Pace

1 Max King #1 25 - 29 Bend, OR 1:14:26 05:48

2 Joseph Gray #6 25 - 29 Lakewood, WA 1:17:21 06:02

3 Ben Bruce #2 25 - 29 Eugene, OR 1:20:43 06:18

4 John Tribbia #340 25 - 29 Boulder, CO 1:25:47 06:42

5 Fujio Miyachi #225 30 - 34 Tokyo, Japan 1:26:12 06:44

6 Jeff Campbell #8 35 - 39 Atlanta, GA 1:26:45 06:46

7 Andy Ames #25 45 - 49 Boulder, CO 1:28:53 06:56

8 Fiona Docherty #18 30 - 34 F Boulder, CO 1:30:05 07:02

9 Graham Moore #228 45 - 49 Auckland, New Zeal 1:30:45 07:05

10 Mark Mench #3 30 - 34 Kailua, HI 1:31:07 07:07

11 Christian Friis #4 35 - 39 Kaneohe, HI 1:31:51 07:10

Division Results Format Example

2009 XTERRA Trail Run World Championship Half Marathon December 6, 2009 - Kualoa Ranch, Kaaawa, Hawaii

Men's Division Results

Plc Name Residence Time Pace

10 - 14 Male

============

1 Jarrell Hibler Honolulu, HI 1:59:35 09:20

2 Jakob Dewald Mililani, HI 2:03:50 09:40

15 - 19 Male

============

1 Jesse Story Pearl Harbor, HI 1:51:18 08:41

20 - 24 Male

============

1 Vaughn Harber Honolulu, HI 1:35:29 07:27

2 Kevin Enriques Aiea, HI 1:36:05 07:30

3 Keith Williams Everson, WA 1:43:59 08:07

2012 XTR Handbook Section V: XTR BENEFITS PACKAGE 1

XTERRA TRAIL RUN BENEFITS PACKAGE

In an effort to build the XTERRA Trail Run Series and make your event a success, we will provide you with the following support package: Prizes – Each race will receive two (2) gift certificates for XTERRA Footwear, and six (6) product/promotional items from PowerBar. Prize package components may be added throughout the season, and updates will be sent. These prizes MUST be given away to competitors, and redemption will be monitored. XTERRA Course Tape and Arrows – We will provide you with one roll (1,000ft) of XTERRA course marking tape and 50 course arrows for your 3-race series. Larger series will receive proportionately more tape. You may also purchase additional rolls at $18 per roll plus shipping. XTERRA Trail Run Series Champion Certificates – We will provide certificates for your Series’ age group Regional Champions. These will be e-mailed to the winners after the final race of the series by TEAM Unlimited. Free Entries into XTR National Championship- If you host a 3 or more race series, your age group champions (must have raced in at least 2 series events) will receive free entry into the XTR National Championship. Energy Drink and Energy Gel/Bar - We will provide Gatorade and PowerBar for use during your event. PowerBar product samples are also provided for race bags. XTERRA Signs - We will provide 2 XTERRA Sharkfin signs to every race director putting on 3 or more events if you do not already have them. XTERRA Tattoos – We will provide you with XTERRA tattoos for each event’s participants. Postcards - We will produce 5,000 postcards for your promotional use if you organize an entire (3+ race) XTERRA Trail Run Series. Discounts on XTERRA-branded race numbers – (please see pg. 3) Coming soon – New XTERRA Apparel! Details of benefits as soon as we have them. In exchange for the XTERRA Trail Run Benefits package we ask that you promote the Sponsors and their products by following these guidelines:

Each 2012 XTERRA Trail Run will include all Sponsor logos in/on all race/marketing materials – including but not limited to applications, posters, flyers, website, T-shirts, advertisements, etc. Sponsor logos on websites must link to the sponsor’s site.

XTERRA verbiage and/or logo use must be approved (via Emily McIlvaine). You may be shipped a number of sponsor signs (Gatorade, Paul Mitchell, PowerBar,

etc). In addition to these signs, you will be sent a pair of XTERRA Shark Fin Flags (if you direct a full 3+ race series). Please provide space for these signs to be displayed as wrinkle free as possible.


Accept and grant exclusivity to all 2012 XTERRA Trail Run Series Sponsors. See below for the 2012 Sponsors

We ask that each Trail Run sponsor have the ability to place marketing pieces and/or samples in all athlete registration packets. TEAM Unlimited or the Sponsor will supply these items. Note: Paul Mitchell will provide foil pack samples for all race bags March through June, 2012.

We ask that each Trail Run sponsor have the ability to exhibit/promote/or sell products at each Trail Run event if permitted by the venue. Requests will be made in advance.

The words “XTERRA” and “Trail Run” must be used in the name of your event. Example: XTERRA Mission Gorge Trail Run

We ask for you to provide a link from your website to xterratrailrun.com We ask that you link to Point Series standings from your website. The link will be

provided to you. Xterra vs. XTERRA? XTERRA in all caps is the correct way to write XTERRA. UNACCEPTABLE USES ARE: Xterra, X-Terra, X-terra, xterra, XTerra, etc. XTERRA Trail Run Series Logo:

The “XTERRA Trail Run Series” logo must be included in ALL marketing materials; (there are many variations of this logo, and you will be provided with all of them) including race applications, flyers, posters, T-shirts, advertisements, websites, etc. A special logo will be made for each of your trail runs. Trail Run Series Logos will also be provided, e.g. SOUTH CAROLINA SERIES

2012 XTERRA Trail Run Sponsors

Sponsor Web URL

XTERRA Trail Run www.xterratrailrun.com XTERRA Footwear www.xterrafootwear.com

Paul Mitchell www.paulmitchell.com PowerBar www.powerbar.com Gatorade www.gatorade.com

XTERRA Gear www.xterragear.com (until 3/31/12) www.xterrashop.com (beginning

4/1/12) Avia www.avia.com


XTERRA RACE NUMBERS

XTERRA 421

Your Event Name

XTERRA race directors can receive discounts on XTERRA-branded race numbers by contacting Rainbow Racing and identifying themselves as part of the XTERRA Trail Run Series. Discounted prices will apply to XTERRA events only. Pricing for Custom Print: $19.00 per 100 for custom pull-tag regardless of quantity (minimum 100) $18.00 per 100 for custom non pull-tag regardless of quantity (minimum 100) Pricing applies to all XTERRA events. Numbers are sold in even lots of 100 and include one color for event name/copy, and one color for the numerals (red or black numerals only on orders under 500). Some restrictions apply to orders less than 500 numbers. Printing Options: -2-color copy add $2.00 per 100 (500 minimum) -Flood coats (color of the bib background other than white) add $2.00 per 100 (500 minimum) -Printing on the back of the numbers add $2.00 per 100 (500 minimum) - Extra pull-tag (i.e. Random drawing tag, etc.) $1.00 per 100 -Set-up fees for all options above are waived, as well as logo set-ups -Color bar set-up fee is flat rate of $8.50 per color -Color bands add $2.00 per 100 (500 number minimum 100 per color minimum) Supplies: -Safety pins, $12.00 per box (each box will cover 4 pins in 360 numbers) -All other supply items discounted 10% Turn-Around Times All prices are valid on standard turnaround times, 2 weeks plus shipping for Quick Print orders, 3 weeks plus shipping for Full Option order. Orders allowing less than normal turnaround will be subject to RUSH charges or air shipping. To order contact at Rainbow Racing: Rainbow Racing 814 W. Rosewood Avenue Spokane, WA 99208 [email protected] 800-962-1011 or 509-326-5470


GATORADE

Your Gatorade package includes:

- Syrup - Coolers - Stir sticks - Banners for aid stations and finish line recovery

Instructions for mixing and display We ask that you keep your coolers clean and store them between events. New coolers will not be issued after your first event.

Road Runners Club of America

Road Runners Club of America 1501 Lee Hwy, Suite 140, Arlington, VA 22209 (703)525-3890 We Run the Nation!

2012 XTR Handbook Section VI: Cover Your Own … 1

Event Insurance

All XTERRA Trail Run events must carry general liability insurance.

THIS IS NOT OPTIONAL Trail Runs are different from their road run counterparts in that they do not always conform to established distance standards like 10k or ½ Marathon. Therefore, XTERRA Trail Run races are not required to be sanctioned by the USATF. It is imperative, however, for your protection and for the protection of the athletes, that each event carries sufficient general liability insurance. We recommend that you purchase general liability insurance from the Road Runners Club of America (RRCA). In our research, we have found the RRCA to be a very economical solution for insurance needs. If you choose not to use RRCA, you must secure equivalent or greater coverage than that provided through RRCA. In addition to general liability coverage, members can post XTERRA events on the RRCA calendar, and apply for RRCA state, regional and national Championship Status for their events. The following pages contain information about joining RRCA and obtaining general liability coverage for your race. Please visit www.RRCA.org for additional information about the benefits of membership.

What type of RRCA Member Are You?

The RRCA offers two types of membership, Event and Club. Each of these membership types can be further classified as for-profit or non-profit. A non-profit member is an event or club recognized by the Internal Revenue Service as being exempt from Federal income tax. These clubs and events are governed by a board of directors and by-laws. Most XTERRA Trail races will fall under the for-profit Event membership, however if you are interested in becoming a non-profit organization, the RRCA offers participation in its group exemption for qualifying members. For more information please visit our website http://www.rrca.org/membership/join-renew/. To determine if your XTERRA Trail Run is an “event member,” please consider the following questions:

Is your event organized solely for the management of one, or several, major race/relay events? Do you hold meetings/events/programs associated only with these major events? Do you have participants who pay per event rather than members who “join” your organization?

If you can answer “YES” to these three questions, then you are an Event Member. To determine if your XTERRA Trail run is a “club member,” please consider the following questions:

Does your organization recruit and renew members? Does your organization hold fun runs, training runs, and variety of races and social events throughout

the year? Is your organization member-centered rather than an event-centered, even though it hosts events?

If you can answer “YES” to these three questions, then you are a Club Member.




Club and Event members follow the same procedure to join the RRCA and access the insurance benefit. However, there are separate forms and fees for each type of club. Most XTERRA Trail Run

races will be for-profit Events, so the following example will focus on this type of membership. If your organization is a Club member, please visit the RRCA website to obtain the proper forms. ***There have been some recent changes if you are an Event Member of the RRCA.

RRCA has implemented some new procedures for obtaining insurance if you own multiple events held on different days. Event directors seeking RRCA event membership and insurance coverage should apply for Event Membership for the FIRST event of the year through the online membership system to generate the renewal. Event Directors pay an annual one-time membership fee of $76 for nonprofit events, and $100 for for-profit events and race directing companies, plus $.05 per participant, volunteer, and race committee member dues for the first event, and the insurance premium for the first event you held in the year. Information about subsequent events should be emailed to [email protected]. The email should include the name of the event member, the name and date of the race, and the number of expected participants and volunteers. An invoice outlining the additional dues and insurance premiums for subsequent races will then be emailed to the event member. Subsequent events held during the year will be charged $.05 per participant for membership dues plus the insurance premium for the event. The general liability insurance fee scale is available in the membership section of the website for calculating insurance fees. Once payment for the dues and insurance for additional events has been received by the RRCA, they will notify Star Insurance to issue the certificate of insurance for the event, including any additional insured certificates for the event. Additional insured certificates may be requested after the particular event's invoice has been paid. The request form is available at http://www.rrca.org/services/insurance/additional-insured/. Additional insured certificates for events that have not paid dues and insurance will not be issued. The event should then be added to the RRCA calendar. Please note that races are not covered by the RRCA policy until all steps have been completed. Event Directors hired to direct races for clients should require a proof of insurance certificate from the client. The client can join the RRCA as an event member to insure their race activities. A race directing company should never sell the RRCA insurance or include it as a fee for directing a race for a third party. This is a fraudelent transfer or sale of the RRCA liability insurance. Please note that you may choose to make one lump payment for all events under one event membership, or you may choose to pay per event. To make a single payment, please complete the renewal application and select "Pay by check." Then email the additional events as explained above, and you may submit a payment for all events' dues and insurance once you receive the complete invoice. If you are unsure of the dates, participant numbers, or other information for events throughout the year, you may renew and submit payment for the first event of the year, and add your additional events throughout the year. Please contact the RRCA at least 30 days before your event (or the date which you need proof of insurance) to allow time for the RRCA and Star Financial to process the request. If you have any questions regarding this information, please review the Membership section of the RRCA website for clarification, or contact [email protected] or 703-525-3890 for assistance.




RRCA Membership Enrollment

The following membership packet has been completed using hypothetical information for a fictitious race called “XTERRA Run as One”. Example: XTERRA Run as One, Inc. would like to obtain general liability insurance for three trail races that it hosts during the year. It is currently operating as a for-profit incorporated entity. It expects to attract 500 participants to each of its races, and it is required to list as an Additional Insured Blue Hills Park, where the races will take place. Mary White, the race director filled out the forms below and submitted them to the RRCA several months before the scheduled events. According to the calculations on the following pages, the annual RRCA membership dues for XTERRA Run as One is $170.50, and the general liability insurance premium is $450.00.




2012 Insurance Contact Information

Coverage begins on 12/31/11 at 12:01 AM and ends at 12:01 AM on 12/31/12, which is one minute past midnight on 12/30/12. If paid after 12/31/11, the coverage will begin the day payment is received. All club and event members must purchase RRCA General Liability Insurance OR provide proof of comparable coverage with another insurance carrier. If purchasing RRCA insurance, a certificate of insurance will be sent to the person named below. Please make any necessary corrections to our contact information.

CONTACT INFORMATION:

Member Number,

Member Name: XTERRA Run as One, Inc.

Contact Name: Mary White

Address1: 123 Main Street

Address2: «Address1»

City: Anywhere

State: DE

Zip Code: 22222

E-mail: [email protected]

Phone: 555-333-1234

Website: www.xterrarunasone.com

The RRCA insurance policy contains terms and conditions which extend coverage to your club for certain activities as well as exclusions for certain occurrences which may not be covered. Recognizing that runner safety is the paramount concern of the RRCA and its member clubs, by the signature below of a duly authorized Representative, the Club acknowledges that it understands that the insurance is governed by the terms, conditions, and exclusions contained in it, and that the Club is knowledgeable about published RRCA safety guidelines and will conduct its events in accordance with those guidelines. Failure to adhere to safety guidelines may result in revocation or non-renewal of membership. To ensure coverage effective December 31, 2011, return this signed statement promptly.

Signature:

President or Authorized Member Title Date

2012 EVENTS: A list of events for which RRCA insurance is required must be provided for coverage. Please complete enclosed event form.

INSURANCE STATEMENT: If your club is not purchasing the Liability and/or Directors and Officers Policy, please initial and fill out the information below and attach of copy of the policy (s). All clubs purchasing insurance will receive a copy of the policy via email unless otherwise requested.

We are a for profit entity and are NOT purchasing Directors and officers insurance: _X____

We are not purchasing RRCA General Liability. Complete ONLY if not purchasing RRCA insurance.

Type of Insurance:

Insurance Carrier:

NOTE: You must attach a certificate of insurance or a copy of the policy in order for RRCA membership to be processed.




2012 FOR PROFIT EVENT MEMBERSHIP INVOICE

Member Number: Member Name: XTERRA Run as One, Inc.

FEES: Membership Dues: Please indicate how many race committee members you have:

Flat fee of $100 + ($.047 x race participants 1,500) = 170.50

General Liability Insurance Premium:

Based on the number of race participants.

Fee per race participant Total Number of Expected Race Participants

500 or less = Flat fee of $117

501 – 999 = $.36 x

1000 – 1999 = $.30 x 1,500 450.00

2000 – 3000 = $.25 x

3001 – 12499 = $.23 x

12500 + = $.19 x

Contribution to RRCA Grassroots Supporters Fund:

Yes, Please send our copy of Quicken Premier for Business 2006 for a nominal fee of $2.00 plus shipping costs for a TOTAL OF $5.00

Optional $5.00

Total Amount Due: $620.50

PAYMENT INFORMATION:

PAY BY CHECK: Check Number:

Payable to: Road Runners Club of America

PAY BY CREDIT CARD: Name on Card:

Billing Address:

Credit Card Number (Visa or MC only):

Expiration Date:

Signature: Please make sure to fill out and include the “2012 Club Event Information” to ensure insurance coverage of your events.

Questions?! [email protected]

A late processing fee may apply if renewing or joining with less than 10 days notice before a schedule event after the renewal grace period has concluded.




2012 Club Event Information All club and event members must provide a list of all events for which RRCA insurance is required.

Member Number: Member Name: XTERRA Run as One, Inc. Only “Member-Managed” events with which the RRCA club is integrally and directly involved are covered by our insurance policy. Please make sure to list all known “Member Managed” Events for 2012 here. As new ones are developed throughout the year, make sure to contact the RRCA office with information for the new event. Do not list multi-sport events such as triathlons and biathlons or events for which your club provides only minimal services. See the RRCA insurance liability brochure or actual policy for a detailed explanation of coverage. Races:

Race Date

Race Name

Distance

Estimated Number of Participants

Race Director/ other information (optional)

1. May 1 XTERRA Run as One Trail Race 10K 500 Mary White

2. June 1 XTERRA Run as One Trail Race 15K 500 Mary White

3. July 1 XTERRA Run as One Trail Race 20K 500 Mary White

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

If more space is needed, please attach a separate sheet. Non-Race Activities:

Type of Club Managed Activity Estimated frequency

1. Runs

2. Track Workouts

3. Picnics/Banquets

4. Meetings

5. Other (explain)

If you add or drop races or events during the year, please inform the RRCA national office in writing immediately. Additional insured certificates cannot be provided for events you have not reported. Forms for adding events and for requesting certificates are available on our website www.rrca.org/join/join or from the national office.




RRCA ADDITIONAL INSURED CERTIFICATE REQUEST FORM

DATE OF REQUEST: ____________________ 1. MEMBER REQUESTING CERTIFICATE: ______XTERRA Run as One, Inc.___

2. ADDRESS OF MEMBER: ________123 Main St, Anywhere, DE 22222______________________

3. CONTACT PERSON: __Mary White___________________________________________________

4. FAX #: ____________________________ PHONE#:_________555-333-1234_________________

5. DATE OF EVENT: _______________________May 1, June 1, July 1, 2012___________________

6. TITLE & TYPE OF EVENT: ________XTERRA Run as One, Trail Race______________________

7. NUMBER OF PARTICIPANTS: __________1500________________________________________

8. NAME OF ADDITIONAL INSURED: _______Blue Hills Park_______________________

9. RELATIONSHIP TO THE EVENT: _________Park where races are held______________________

(OWNERS AND/OR LESSORS OF PREMISES, SPONSORS AND CO PROMOTERS, OR MUNICIPALITIES)

10. ADDRESS OF ADDITIONAL INSURED: _720 Park St, Anywhere, DE 22222_____

11. CONTACT PERSON: _EMILY MCILVAINE________________ FAX#:_(555)538-0314_______

12. ANY SPECIAL REQUIREMENTS: _________________________________________________

E-MAIL ADDRESS FOR MEMBER CLUB:

E-MAIL ADDRESS FOR ADDITIONAL INSURED:

[email protected]

USE ONE FORM FOR EACH ADDITIONAL INSURED

PLEASE ALLOW TWO (2) WEEKS FOR PROCESSING OF CERTIFICATE REQUESTS COPIES ARE PROVIDED TO: MEMBER CLUB, ADDITIONAL INSURED & INSURING COMPANY SEND REQUEST TO: JANICE ROUTT: STAR Insurance DILLER-SMITH Office 2130 E DUPONT RD PHONE: (260)467-5690 FORT WAYNE, IN 46825 FAX: (260)467-5691

E-MAIL: [email protected]




RRCA Liability Insurance FAQ’s

GENERAL INFORMATION One of the many benefits which the RRCA provides its Event and Club Members is general liability insurance. This program is administered by, Diller-Smith and Associates and underwritten by K&K Insurance. For a one-time annual fee and minimal paperwork, an RRCA member receives coverage for the entire year. The following FAQ’s apply to RRCA Event Members specifically. MANAGED EVENTS Event member races are those with which the RRCA member is integrally and directly involved. Providing a few volunteers for the finish line, for example, or being hired to provide timing services for a race does not constitute managing an event. A member managed event is one for which the member is involved at each planning stage of the event from registration through finish line coordination. RISK MANAGEMENT GUIDELINES The ability of the RRCA to obtain affordable insurance depends upon the type of risks involved. Accordingly, while activities including animals, bicycles, skateboards, baby-joggers, roller skates or blades, headphones and multi-sport events (biathlon, triathlon) will not void a club’s insurance coverage, these types of events are strongly discouraged. QUESTIONS AND ANSWERS Below are answers to some of the most frequently asked questions about the RRCA insurance policy. They are intended as information only. Should there be discrepancies between the statements below and the insurance policy, the insurance policy prevails. I. QUESTIONS ABOUT PROCEDURES Q. How is the RRCA membership fee determined? A. Fees for Event members are based on the estimated total number of participants in the event(s) on an annual basis. Q. When are insurance premiums due? A. RRCA dues and insurance premiums are paid on a per event basis for all known events for the year. Premiums must be paid before the date of the event, and events can be added any time during the year. The RRCA charges a fee to expedite insurance requests when they are received within 10 business days of the event. Q. Can the insurance fee be paid in installments? A. No. Insurance fees must be paid in full along with RRCA membership fees in order for insurance coverage to be provided.




Q. If event participants fluctuate during the year are there any additional charges?

A. No. The annual fee is fixed for the year. Any changes in club membership numbers, either up or down, will be reflected in the following year's billing. Q. Must a club report its races to the RRCA? A. Yes. Insurance coverage is provided only for races and road relay events reported to the RRCA. Any events added or dropped during the year must be reported in writing to the RRCA national office. Q. Can additional insureds be added? A. Yes. They cannot be added to a club's annual certificate but can be added for specific events at no extra cost. Additional Insured forms can be obtained from the national office. The completed form should be sent directly to the RRCA insurance broker at least 15 days prior to the date it is needed. A handling fee may be charged for last minute requests. II. QUESTIONS ABOUT COVERAGE Q. What is the insurance coverage? A. The RRCA general liability policy is $1,000,000 per occurrence with no limit on aggregate claims for the year. Q. Is it possible to obtain higher limits of liability for a specific event? A. Yes. Diller-Smith and Associates can quote rates for coverage above the $1,000,000 limit. Q. Are volunteers covered? A. Yes, as long as the volunteer is working on behalf of the RRCA Event member. For example, if a volunteer is named in a liability suit while working a race, the member’s insurance would protect the volunteer. Q. Is the club protected if a spectator should bring suit? A. Yes, the policy protects the RRCA and its Event members against spectator claims as long as the claim does not involve an excluded condition. Q. Are races for charity covered? A. Yes, as long as the Event member is directly responsible for the administration of the race (see the “Managed Events” section above). The charity would be named as an additional insured.




Q. Are autos used for race activities covered? A. No. Auto insurance on the vehicle would be used for the coverage. Q. If an individual is driving a vehicle (not owned by the Event member) on member business and is involved in an accident, is the driver covered? A. The driver’s personal auto insurance would cover him or her and any damage to the vehicle. If the Event member were named in a liability suit under these circumstances, it would be covered. Coverage is included for the official business of the club but does not include transportation of athletes to or from events, etc., without additional an underwriting and premium. 15-passenger vans are entirely excluded from any coverage. Q. How can an Event member handle minor medical expenses that might occur when an official or participant is injured at or during a race? A. The RRCA general liability policy includes accidental medical coverage. It will pay the excess coverage, after a $250 deductible, over and above other valid and collectible health insurance, up to $5,000 per occurrence. Q. How can an Event member insure its equipment? A. A separate equipment insurance rider is available to members participating in the RRCA general liability insurance program. The cost is based on the value of the equipment, and coverage runs annually from March to March and cannot be pro-rated.

2012 Trail Run Handbook Section VII: The Big Kahuna 1

OPERATIONS MANUAL BY DAVE NICHOLAS

The Trail Run Series Operating Manual has been produced with the following objectives:

To help Race Directors in the planning and execution of an exciting and successful XTERRA Trail Run Series Race

To establish the highest achievable standards for trail running competition. To provide a common basis for the improvement of event management. To establish the reciprocal responsibilities of TEAM UNLIMITED, LLC and the race

director.

SECTION 1: The Trail Run Series OBJECTIVE OF SERIES The primary objective of the Trail Run Series is to promote:

Lifestyle sports and outdoor recreation Build XTERRA as the leading trail running series in the U.S. Create a dynamic marketing tool for the participating sponsors Make a profitable business for the race director

THE XTERRA EXPERIENCE The first 16 years of the XTERRA Off-Road Triathlon Series, and eight years of Trail Runs have proven that our participants feel as part of a family. It is the regional race directors’ responsibility to encourage a family atmosphere and to offer an event that is a happy experience for both the first time XTERRA athlete and the veteran. COMPETITION COMPONENT OF THE EVENT XTERRA Trail Run Series – Athletes are required to run, walk, hobble, crawl, skip, hop, and/or jump their way through the course, no wheels allowed. Points will be awarded to the top fifteen finishers in each division. Points will go towards the overall series championship (if the race is part of a series). Please understand that being off road means the difficulty of the trails can make a huge difference from one event to another. Therefore, the objective is more time related than distance related. Runners are a smart bunch and like to gauge their performances based on time and distance, so make sure you know, with some accuracy, the length of your course(s).


SECTION 2: ROLE/ RESPONSIBILITY OF RACE DIRECTOR (RD)

Obtain/secure permits and licenses for Trail Run Event. Obtain liability insurance equal to or greater than that provided by Road Runners Club of

America. Follow all guidelines as provided in the XTERRA Trail Run Handbook.

SECTION 3: EVENT SITE Site Selection When looking for a site it’s obvious you need running trails as well as open space for the start/finish line, competitors, family, friends, and for retailers if you elect to have them. XTERRA Trail Runs should be located as close to the center of town that running trails will permit. The closer you can find this unique situation to a populated area the bigger the entry list will be. The composition of single track and wider paths/trails is something to consider if you are planning/expecting large numbers for your race. It’s harder to start 500 runners on a single track path than it is 200. Places for athletes to park, eat and/or stay is another consideration when selecting your site. If there are restaurants nearby, make the owners aware you’ll be bringing business to them and ask for their cooperation with discounted prices and give them the opportunity to give free dinner/lunch certificates as prizes. Site considerations: Keep in mind a flat grass area or field for the start/finish, an open area for an expo and good trails. Good hiking trails or roads – best if they have hosted trail running events or other off road events like cross country skiing, mountain biking, or off road vehicle use in the past and are accustomed to races. Places for the athletes to park and mingle, ideally a few acres of open or relatively open, flat space for the expo, and parking. Ambiance - Being at a beautiful place that people like to go helps enormously. Things to do, attractions, and sightseeing are also important. To create a festival, fun atmosphere you want the athlete to bring their friends and family. The more people that come to your event, the bigger the economic impact on the community and the more cooperation you’ll get. Try and find a place that people want to go. Facilities - The more infrastructures in place, the easier planning the event will be, look for buildings to use for registration, volunteers and post race hospitality, bathrooms, available electricity, and drinking water - faucets and hose bibs. SECTION 4: PERMITS AND PERMISSIONS LAND ACCESS This is critically important and is most definitely a function of pre-event planning. After making the location choice, the very next item is to find out who owns or controls the land and make an appointment to see them in person. This is one reason to look for a place where mountain bike races or cross country events have been held. Whoever owns or controls the land is already familiar with races and has given permission for such an event.


In many cases, the selection may be a park or wilderness area. Landowners or managers will require insurance coverage. This is a compelling reason to get your event insured with RRCA. IMPORTANT, the R.E.D. must obtain the names and addresses of each party so certificates can be issued on a timely basis. Do not assume the name will be “John Doe Smith” because that is the name of the landowner. In most cases there will be a legal name to which the insurance certificate is made. Once you have identified who gives permission for the land, obtain the necessary applications for permission and develop your race plan. When you make application you should give the controlling person or authority a written document showing you have thought of all the possible problems and created solutions. This includes parking, traffic control (contact with police where necessary), sanitation (portable toilets), clean-up after the event. Most entities want 60 days as a minimum advance time to submit an application – apply early! Give and get community support. Biking and hiking trails are assets to any community. You can bring something to the table by letting the landowner or authorities understand you will be making these community facilities better. Once they understand you are not there to make a ton of money, pillage the land and leave it bare, you can expect local support. Again, you must also request permission to serve food, alcoholic beverages (where possible) or hold a concert. SECTION 5: HOW TO PUT ON AN XTERRA TRAIL RUN SERIES RACE

A. COURSE DESIGN The best XTERRA course provides a challenge for competitors, as well as great spectator viewing. Major considerations when designing your course:

The start of the XTERRA race near the MAIN compound The finish in the center of the action Easy access for you to set-up and pack out Sections of double track or wider trail for passing

RUN COURSE Try to have no less than 80% of your course off road. This could be dirt, grass, sand or stone. The idea of XTERRA is off road. Be creative when it comes to obstacles. We look for fallen trees and make the athlete jump over it - important to mark the obstacle so it can be seen. If there are small cliffs to climb up or jump off, include them - but they must be marked! We also think nothing of making the run course go through water. If you have a shallow water crossing, put it in. All these are fun for the athlete. But be smart, do not put in stupid obstacles, make the course achievable by the average athlete, not just the super pro.

RUN FEED ZONE As a rule of thumb we try to put an aid station with water and Gatorade every 1 to 1 1/2 miles. Nominate your aid station leader and get them coolers, cups and water the day before. Plan for a minimum of 4 cups per entrant per station. They’ll drink one or two and splash the rest on their head. Remember, if it’s hot and if they’re not fit, this is where their body will crash.


Never run out of water, ice or cups. As a backup, someone should have supplies loaded in a vehicle and be on the radio network in case a station runs out (and they will). If you don’t have a water sponsor to give you big plastic bottles, fill coolers with water and pour out of them. There should be a minimum of 2 people at each station. Each station should have a table to fill cups and 1 person assigned to keep the table full for the others who are handing out the water. Put your “hand out” volunteers/workers before the table. If a runner misses the handout they have a chance to stop at the table. Be sure to separate people handing out water from those with Gatorade. Nothing is worse than taking what you think is water and pouring sticky sports drink on your head.

MEDICAL A medical plan is a requirement. A plan must include qualified personnel, a medical evacuation plan from all areas of the course, on site medical tent or facility, possibly an ambulance standing by. All event staff and volunteers must know how to act and what to do in a medical emergency situation. This plan includes a radio communications procedure and the availability of a clear undisturbed communications link. This can be a dedicated radio channel or dedicated cell phone but it is an absolute must!!! Injuries are going to happen – that’s part of being an XTERRA. The race director will provide First Aid personnel and preferably ambulance service on the competition site and available for the entire duration of the event. First Aid units must be available for the general public, spectators, and families as well. Emergency assistance details must be provided to staff stating clearly: emergency evac- plan, available rescue equipment, emergency telephone numbers of hospital, ambulance, doctor, police, location of first aid points, medical tents and telephone locations. Often a volunteer fire department or emergency organization will donate their staff in return for recognition, lunch and a T-shirt for all. The community should get involved. It is always best if you have a Medical Supervisor. The race director should assign a person in charge of medical services who will communicate with whoever is providing medical 60 days preceding the event. B. COURSE PREPARATION It is essential for the race director to have the course prepared, cleaned and marked BEFORE RACE DAY. You know where the course goes, the athletes do not. Use arrows, engineering tape, streamers or something so anyone can find their way around. You will probably be too busy on race weekend. Pre mark it so one of your assistants can finish the job. C. COURSE MARKING It is critical the course is marked at EVERY intersection. Even if a marshal is planned at an intersection, it must be marked. Volunteers may not show up, have to leave their post or any of a dozen different scenarios may take them away. The course will be marked so athletes can find their way if no marshals show up. IT IS IMPERATIVE that you use quality direction arrows. TEAM will support you and provide inexpensive ways for you to obtain XTERRA course arrows. We will also


supply 1,000 feet of XTERRA tape. USE IT UP. It is free and it is a great way to mark the course. It is highly advisable that somebody pre-run the course just hours before the race starts to triple check arrows and make sure nobody has torn any of your markings down. ALWAYS make sure the person going out to mark or check the course has arrows, tape, staple gun w/extra staples, cell phone or radio. WHEN IN DOUBT – MARK IT!

D. START LINE The first thing to determine is how much room is available for the number of runners you expect. If the area entering the trail is small, perhaps you want to have wave starts. If so, make sure all competitors are aware of this and are positioned in the correct wave to start. Wave starts are scenarios where you split the field up by distance to be run, age group, and gender and have multiple starts. As example: all 5K runners start in the same wave and all 10K runners start in a separate wave…

E. THE FINISH LINE This is the area everyone will remember. It is also the area where the spectators will congregate. Extra attention needs to be given to create an exciting and appealing experience. Layout of the area needs consideration. A good, straight, clear path for the athletes coming to the finish is a must. Spectators want as big a chance as possible to see their friends or family members come in. The announcer needs to be able to see race numbers and identify the athlete. The announcer needs a start list with numbers and names to identify every finisher. Athletes need attention at the finish. Provide an athlete recovery tent with Gatorade, PowerBar, cold water, cookies, bagels, or anything else that provides instant sugar and gratification. When choosing a site, give a long, hard look for a great finishing area that has the ability to be special. MASSAGE/PHYSIOTHERAPIST Always an added plus at any event and something the athletes truly appreciate. F. STAFFING - Arrange crew to fill the following positions:

Packet Stuffing – Wednesday before event – 2 people Registration - on site– 2 people Packet Pick Up - on site – 2 people Timing and Scoring Marshal Captain/course marshals – number to be determined by course design Water/ Feed Station - Minimum 2 people per feed station. Make sure each station has

enough, water, cups, ice, etc… The Run Course Manager is somebody who will supervise marking the course and then ride or run the course to check the work. The Recovery Captain is somebody who will insure there is recovery food & drink and that the area is kept clean. Most important is clean-up after the event.


Volunteer coordinator It is important to solicit volunteers months before the event and then meet with volunteers the morning of the event. Make them realize they are an extremely important part of the race. As Organizer you have plenty to do; find someone to handle volunteer assignments and the logistics on how they get to where they are assigned.

There is every chance that many of the positions listed above could be handled by the same person. Your job is to make sure each of your workers understands what they are responsible for, and a job title that can identify them. Keep in mind that if you expect your key people to be responsible for their job, you must give them the authority to make decisions. XTERRA’s are just too complicated to do everything yourself.

No authority, no responsibility. Remember that once someone has made a good decision to solve a problem and received the praise they deserved, you have someone you can rely on for the future - develop your staff.

Contact local running, bike and triathlon clubs and trail groups. These local associations should be invited to attend the event and, if possible or appropriate, provide volunteers and support. Opportunity should be given for them to advertise their organization via literature in athlete packets or a tent with a display to promote their activities.

G. TIMING / SCORING / RESULTS Ask these questions - Who won? Who was first woman? Who finished first in age group 30-34? There is no substitute for having a professional do your timing and results. It costs money and is worth every penny. You need to be prepared to provide volunteers to assist with calling out numbers, take number tags, etc. The goal is to have results posted 1/2 hour after the event is finished. All results will be posted to the XTERRA PLANET website as soon after the event as possible. H. AWARDS CEREMONY/ATHLETES PRIZES If you are planning to present awards and/ or medals, be sure to organize them in advance. Trying to pull together 3 places for 14 age groups plus drawing prizes or give-aways after the event is making a huge mistake. Best scenario is to assign an awards captain to handle the whole thing. A sample order of ceremony:

Present awards to the top overall finishers. Announcement and presentation of the top three places in each age category in reverse

order (honor the older age groups first) An opportunity for the sponsor or land owner or park manager to speak An opportunity for athletes to speak Thank the land owner, sponsors, and volunteers Random prize drawing Thank the participants – invite them back.


I. DISTRIBUTING RESULTS / INCIDENT REPORTS These are also critical post event items. First and foremost is that results must be sent to the Trail Run Series Manager (Emily McIlvaine). The reason is your event may be a points race for people to accumulate and win points. Results also need to get to every media source that has been contacted, along with a press release giving a brief race report. An incident report is what medical people fill out when someone needs any medical attention. If you provide medical service to someone, the EMT or person who administers even an aspirin should get the person’s name, address, what they complained of or suffered as an injury and what they did. In 90% of the cases you’ll never use it, but if that person should ever claim something went wrong, you will be very happy to have an incident report in your files. J. CLEAN UP The best way to make sure you organize a one-time only event is to leave the land, water or roads littered with event stuff. Staff should know that their job – and yours - is not complete until the site is cleaner than you found it. The event and the job of the race director are not over until we are packed out. K. A QUALITY EVENT… IT’S IN THE DETAILS Details like hanging banners level and tight is very important for the look and feel of the site, having easy to see directional arrows and marking the course well, putting workers and volunteers in brightly colored shirts as well as having lots of water, drinks and snacks at the start and finish areas will help ensure a quality event.

Start Time - XTERRA adheres to the Official Start Time for the race. We start on time, be sure everyone on your staff understands this. It is necessary to be firm with the athletes. They’ll be doing some warm-up running, stretching and doing things you can’t imagine. At two minutes before the start we will give a loud announcement to address the runners and get people to the start line. During this time, you can introduce prominent athletes – last race winners, series leaders, VIPs, etc – and count down from 10-seconds to race start.

2012 XTR Handbook Section VIII: Ohana 1

ALABAMA, GEORGIA & NORTH CAROLINA Tim Schroer- Dirty Spokes Productions, LLC 1911 Carriage Brook Ct. Dacula, GA 30019 404-310-3628 [email protected] www.dirtyspokes.com ARIZONA Shannon Lindner P.O. Box 36983 Phoenix, AZ 85067 602-363-7725 [email protected] www.aztrailrace.com COLORADO, SOUTH CAROLINA & TENNESSEE Victoria Seahorn 1401 Sanden Ferry Drive Decatur, GA 30033 404-421-3231 [email protected] www.marathonmajic.com COLORADO (XTERRA Balarat Trail Run) Luke Johnson Balarat Outdoor Education Center 1192 County Road 87 Jamestown, CO 80455 720-424-2940 [email protected] http://trailrun.dpsk12.org/ FLORIDA Jim Hartnett Event Operations Inc. 2302 N. Central Avenue Tampa, FL 33602 813-777-9661 [email protected] www.tamparaces.com HAWAII Amy and Erik Eck – Freedom Fest CAMP BENNETT P.O. Box 78 Kailua, Hi 96734 808-478-3694 [email protected] www.freedomfesthawaii.com IOWA Pasha Korsakov – Sugar Bottom 2192 Mehaffey Bridge Road Solon, IA 52333 515-771-0213 [email protected] www.xterrasugarbottom.com PACIFIC NORTHWEST Herb Head and Eric Bone 7400 Sandpoint Way, Suite 201N Seattle, WA 98115 503-515-9419 [email protected] www.nwtrailruns.com

POCONO Rich Pais P.O. Box 2487 Wilkes Barre, PA 18702 570-814-0346 [email protected] www.wilkesbarreracing.com PUERTO RICO Efrain Cardona P.O. Box 3894 Guaynabo, PR 00970 787-960-9999 [email protected] www.xterrapr.com SOCAL Brennan Lindner- Generic Events / XTR SoCal Series 825 Wilshire Blvd #431 Santa Monica, CA 90401 310-821-7898 [email protected] www.trailrace.com XTERRA Snow Valley Gary McMurtrey / Mark Rinaldi 735 E. Mountain View Glendora, CA 91741 626-482-4416 [email protected] www.xterrasnowvalley.com TENNESSEE (XTERRA Power to the Tower) Phil Horner – Fleet Feet Sports 1880 N. Eastman Road Suite 205 Kingsport, TN 37660 423-230-0002 [email protected] www.fleetfeetkingsport.com SOUTH CAROLINA (XTERRA Hickory Knob) Andy Kennedy – Multisport Fitness 15 Governors Road Hilton Head Island, SC 29928 225-772-2737 [email protected] www.multisportfitnessllc.com TEXAS Joel Grimmett and Will Ross 13171 Fieldstone Loop Austin, TX 78737 512-751-8940 [email protected]/ [email protected] www.racerevolutions.com TEXAS – XTERRA Bluebonnet Trail Run Kathy Hudson – Terra Firma Racing, LLC 3113 Lake Highlands Drive Highland Village, TX 75077 972-966-1300 [email protected] www.terrafirmaracing.com VIRGINIA Mike Cothran – Go Run Events, LLC P.O. Box 26614 Greenville, SC 29616 864-907-1742 [email protected] www.goruntrails.com


WHO MAKES THE XTERRA TRAIL RUN SERIES?

Who is TEAM Unlimited, LLC?

Television Events And Marketing

TEAM Unlimited, LLC, founded in 1988, is a Hawaii-based marketing firm specializing in lifestyle sports. Lifestyle sports are human powered – no sticks or balls - and can be pursued throughout life. TEAM Unlimited owns XTERRA® - a brand which encompasses the fastest growing race series in multi-sport and trail running events, quality outdoor gear, award-winning television productions, XTERRA Travel, XTERRA Foundation…and much more. TEAM has produced more than 300 television shows resulting in 42 Telly Awards, 3 regional Emmy Awards and 2 national Emmy Award nominations for television production excellence.

The Vitals:

TEAM Unlimited, LLC 720 Iwilei Road Suite 290 Honolulu, HI 96817 Main Line: 808.521.4322 Fax: 808.538.0314

XTERRA Trail Run Series Staff

Emily McIlvaine XTERRA Trail Run Series Manager 533 E. Port Hueneme Road Port Hueneme, CA 93041 805-204-8020 877-XTERRA-1 (Toll Free) [email protected] Trey Garman XTERRA Trail Run Global Manager 720 Iwilei Road #290 Honolulu, HI 96817 808-792-2603 [email protected] Dayton Morinaga XTERRA Trail Run Publicity Manager 720 Iwilei Road #290 Honolulu, HI 96817 808-754-2567 [email protected]


XTERRA Contacts at TEAM Unlimited

Tom Kiely Chief Executive Officer [email protected] 808-792-2601 Janet Clark XTERRA President [email protected] 808-792-2612 Dave Nicholas XTERRA Managing Director for all XTERRA racing [email protected] 808-792-2606 Aab Arnold XTERRA Webmaster [email protected] 808-792-2613

2012 XTR Handbook Section IX: Sponsor Tips 1

SPONSORSHIP TIPS for the

XTERRA Trail Run Series Races

Why Sponsor an XTERRA Trail Run Series Event? XTERRA sponsors enjoy a powerful association with a globally recognized and highly respected organization. Its competitors represent a growing number of people worldwide who define the active, outdoor lifestyle. Dedicated, educated and spirited, they are the heart of XTERRA. XTERRA is helping grow the sport of trail running based on their success with off-road triathlon. In addition to sports events, XTERRA also produces quality outdoor gear, and award-winning television programs. There is a wealth of opportunity with XTERRA to establish a unique place at the forefront of the active lifestyle market. Sponsorship of XTERRA can:

Increase brand loyalty Create awareness and visibility Drive retail or dealer traffic Showcase community responsibility and/or support.

TEN STEPS TO SPONSORSHIP SALES: 1. Create a Budget:

Know what you need to raise: o Cash o In-kind (what products or services can you get donated?) o The more detail in your budget, the clearer your sponsorship

targets will be. Examples include: Medical support – is there a local hospital, clinic, or sports medicine

doctor? Recovery food – is there a local bagel/produce shop, health food store,

or supermarket? Advertising – is there a local paper, radio or TV station? Printing – is there a local printer or quick print shop?

When you know what you need, you can build sponsorship packages that will cover and exceed your requirements.


2. Know your Market:

2011 OUTDOOR INDUSTRY FOUNDATION OUTDOOR RECREATION PARTICIPATION STUDY

TRAIL RUNNING

*Running, including jogging and trail running, was the most popular activity in 2010 with over 50 million participants and a participation rate of 18%. *Nearly 50% of Americans ages six and older participated in outdoor recreation in 2010. That total equates to 137.9 million Americans. *18% of all Americans ages 6 and older participated in a running or jogging activity with 50.2 million lacing up those shoes.

2011 RUNNING USA STATE OF THE SPORT REPORT

For all 2011 Running Events:

*37.1% of runners picked the half marathon as their favorite distance. Coming in second was the 5K with 19.8%. *Average Age of Runners: Female – 38.5 years old Male – 43.6 years old *53.8% of runners were females. 46.2% were male. *77.2% of all runners have attended 4 years of college or more.

If you have held a Trail Run before or have already have registered

competitors, you can localize this information: o Where do your competitors live? Are they local, or is there a high

percentage from a nearby town? This will show you where to focus your sponsorship efforts geographically.

3. Create a Target Sponsor List: Look for businesses that have an interest in the active, outdoor lifestyle.

i.e. They sell directly to this market, or use these images in their marketing.

Examples: Sporting Goods Stores, Gyms, Health Food Stores Health/Life Insurance Provider that uses runners to demonstrate the

benefit of buying their insurance.

Look for new businesses or businesses launching a new line of products – they need to get the word out.

Sales is a relationship game – people buy from people they like and trust.

Who do you know who is in a position to make or influence a sponsorship decision? Who do you know who can introduce you to someone like this?


4. List the Benefits You Can Provide: Onsite signage – course banners, start/finish banners, race numbers, etc.

Exhibit Space – for product demonstrations, sampling and distribution of

materials.

Logo exposure in: Posters Advertising Collateral - brochures, flyers, race applications Website T-shirts

E-Marketing

Website links Sponsored pages of your site Website banners Email lists

Direct Marketing

Competitor mailing lists Publicity

Inclusion in press releases Site for press gathering

Distribution of Materials or Samples in Race Packets Location for company gathering with built-in “entertainment” Competitor Appearances - training clinics at sponsor locations by your top

competitors Traffic Drivers – packet pick-up and/or registration at a sponsor venue,

and/or training rides/runs originating at a sponsor location. Prizes or awards for competitors Charitable tie-in for a sponsor’s cause.

Etc.


5. Create Sponsorship Package(s): Create options for involvement as a starting point for your discussions.

Examples are: o Title sponsor – This is the most valuable position you can offer as it

provides the most exposure and includes ALL the benefits you can provide and the MOST onsite signage.

o Participating sponsor – this allows businesses to be involved without making a major purchase. The benefit package should be about 1/3-1/4 of what the title sponsor receives.

Price your sponsorships based on: o What you need to meet and exceed your budget. Rough out the

number of packages you can sell. o What the market will bear. Sorry guys, hard to define this. o The benefits you can offer (how many competitors and spectators

you expect, and how much exposure you can create via marketing). 6. Talk to other Regional Event Directors - about what they have done.

Don’t be afraid to ask for advice. What works for others can work for you. 7. Create a Sales Presentation:

Show the importance of your event - include basic information on what XTERRA is and how the series works.

Image matters - make your event look important - use color and pictures. Include examples of marketing materials; include articles from previous

events, other Points Series Races, and/or the Series. Include your packages and benefits.

8. Make an Appointment with the decision maker – blind mailings do not work.

Talk about their business – find out what their goals and objectives are. Listen.

Tailor a package to meet their needs (ie. Select benefits from your list that will help the sponsor meet their goals).

9. Follow-up. Be persistent. Sponsorship is a numbers game. If you want to

make five sales, you need to make more than 5 calls. Above all, don’t take rejection personally, keep going.

10. It is easier to keep a customer than sell a new one.

Once you have made the sale, you are in the service business.

Keep in touch. Let the sponsor know what is going on. Send them copies of your marketing materials, email them with your website address, send them your press releases, etc.

Before the race, send them a goodie bag – event t-shirt, water bottle,

etc. Invite them to attend, but make sure that there is someone to take care of them on race day as you will be busy.

After the event, send a post-race report. Show them what they received

for their investment. Include:


Numbers of competitors and spectators Press coverage - include copies Reach of the marketing - include samples of your materials. You

should show circulation of papers or magazines, amount of collateral, visitors to your website, activities connected with the event etc.

Share positive feedback from participants. If they gave prizes – contact information from recipients. Results Photos from the event.

Thank them for their business. Ask for feedback and sign them up for

next year’s event.

GOOD LUCK!

2012 XTR Handbook Section X: Trail-azzi 1

PUBLIC RELATIONS TEAM Unlimited’s PR contact for the XTERRA Trail Run Series, Dayton Morinaga, is a partner with each race director, promoting the series and each individual event, capitalizing on the uniqueness each event has to offer and the branding of XTERRA. Public Relations Objectives:

1. Promote the XTERRA Trail Run Series and each individual event to increase participation and name awareness/branding of the XTERRA name.

Public Relations Focus Elements:

1. Generate Awareness well in advance of the event to gain interest and active registration (1 - 2 months out, and could be earlier if PR event is occurring – i.e.: education/training session were held)

2. Generate media interest in the event by covering unique human interest stories the week of the event

3. Generate media coverage of the event itself 4. Work with the media regarding results of the event and unique human interest story

follow up. Public Relations complements the marketing of the event – marketing that comes directly from XTERRA and each race director’s efforts in individual markets. Public Relations deals directly with the media, but not through advertising. In order to generate awareness prior to an event and increase registration, it is helpful to have the following information from each market well in advance of the race month:

1. Details on the event: Specific name, location, registration information, course details (course length, specifics of the course – hills, rocks and ravines, whatever is unique or most challenging and least challenging about the course, etc.), race director information, etc.

2. Beneficiary Information: Who will the event benefit? How is the financial contribution calculated? Beneficiary contact information, etc.

3. Specifics about individual markets: Are there other off-road events like yours in the market? If so, what is their success? If not, is the market ripe for off-road? What foundation needs to be laid and how do we educate people?

4. Sponsors – If any local sponsors have been secured, contact information for this would be helpful, especially if a media outlet is involved.


5. Media/Running Groups – Ensure the public relations contact has specific media and running group information that is unique to the area.

6. If event ran last year, what were stats: # of runners, times of winners, # of registrations received, # of runners finished, etc.

The Trail Run Series typically is announced prior to the first stand alone event (not associated with another XTERRA weekend). This includes the full Series schedule and as many details as possible, so the above noted 2 month deadline may or may not apply depending upon when the event occurs in the schedule. As registration opens, please be aware of the following:

1. Unique registrations – someone from well outside market area, a physically challenged individual, a well-known name, etc.

2. More women than men, and vice versa 3. Specific groups registering – running groups, families, training groups, corporate groups,

charitable groups, etc. 4. Human interest stories – Why are people running the event? A person running in many

Trail Run events, or a military person running in honor of a friend, etc. Example press release on following page.


FOR IMMEDIATE RELEASE

Contact: Emily McIlvaine Phone: 808-792-2611

[email protected]

XTERRA VULTURE’S KNOB VICTORIES FOR HICKEY, LIEBLING

April 26, 2010 (Wooster, OH) – The inaugural race in the brand new XTERRA Ohio Series kicked off Saturday morning as Buckeye State runners bolted off the start line of the XTERRA Vulture’s Knob Trail Run. Even though this 15-kilometer course was arguably the most challenging in the five-race series with its 1,000 feet o

2012 race director handbook - xterra1. xterra racing age is the age you will be on december 31st,...

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