Our goal is to help you have a successful event by following these suggestions to insure a positive race day.
Check our calendar to see if there is a conflicting event, especially if you want us to time your event. Many people would like to utilize chip timing, but if you have less than a 100 runners we can get your results done in a very timely manner. After coming up with a date for your race and have a course in mind, contact Sergeant Jeff Whisler at email@example.com or 368-9015. He is the officer at the Topeka Police Department that approves courses, allowing you to acquire a parade permit. The Police Department are placing more regulations on our local races, with their primary goal being to insure safe events. Please read the section Topeka Police Guidelines for Races.
Try to set the date several months in advance in advance and forward all the detailed information to firstname.lastname@example.org to have your race posted on our calendar. Sign up with an online registration service. They will help with some advertising, plus the majority of runners sign up online. Have posters made along with entry forms and place at locations that runners and walkers frequent around town.
If we time the event for you, the fee is $1.00 per entrant. Races with more than one distance may incur an additional fee.
Early in the week before the race we would like a spreadsheet with the following minimum details:
BIB NUMBER, in numerical order
ENTRANTS FIRST and LAST NAME
ZIPCODE, which will give us the city
BIRTHDATE, which will automatically determine the age and will update annually
Phone numbers and email addresses can also be captured in the participant database.
We will bring the finish line equipment. Electricity is not needed for the finish line. We will need electricity for compilation of the results. For results we will provide an age group report for you to do results and can pull the overall winners out of age groups. When giving out awards, keep track of who receives their awards. The usual awards breakdown is 5 year increments; example 20-24, 25-29, 30-34, etc, or 10 year; 20-29, 30-39, etc. You may want to go with smaller age groups for youth younger than 20 and the maximum age group should go to at least 70 and over.
We will also send you a copy of the results, have them posted on our website, and forward them to the Capital-Journal. We have no control whether or not they are published.
On the bib number pull tag (perforated bottom), you should put the runners name. This helps insures the runner has the correct bib number and can serve as a double check for results. The perforated bottom of the bib number must remain on bib numbers until pulled by a race official after crossing the finish line. Also, bib numbers need to be on the front of the runner, visible at all times during the race. A competitor risks not being timed without a visible bib number.
It’s a good idea to have an early deadline for entries so that you can order shirts and not be stuck with extras. On your entry form state that you might not receive a shirt if form is mail in past the cut off.
If we can be of any assistance or you have further questions please email or call.
Topeka Police Guidelines for Races
Upon receipt of the Special Events Permit, the Officer-In-Charge (OIC) of the event will determine the locations needing covered by Police and/or Event volunteers.
Locations determined to need barricades (Type III) will be the responsibility of the Applicant/Event Organizer.
Locations determined to need volunteers will be secondary locations. Volunteers will be placed at these control points to direct runners and alert motorists to the presence of runners on the route.
Volunteers may be needed to assist Police at primary locations to direct runners.
High Visibility clothing SHALL be worn by all volunteers on control points. If a coat is worn, a HI-Viz vest must be worn over it. It is preferred all volunteers are clearly recognizable (uniformity).
All volunteers SHALL be on their post at least 15 minutes prior to the start time of the race.
The approved route is not open prior to the start of the race. No warming up is allowed on the designated course.
As this is a timed event/competition no participant will be allowed to wear headphones of any kind while on the route. Hearing impairment devices are excluded. Police will remove any participant from the race if this is not abided by.
The route is one way. Once a runner has finished, the runner is not allowed back out on the course. No cooling down will be allowed on the race route. Sidewalks and/or other streets may be used with normal traffic laws applying.
Coaching will only be allowed from the side of the roadway.
Police will sweep the route prior to the start of the race. The race will not be allowed to begin until the Police authorizes. Any security/safety issues will be resolved before the race is allowed to begin.
There must be a clearly defined start and finish line in place to start the race. This will be reviewed by the Police OIC to determine whether or not there is a conflict. Paths must not cross or overlap.
Event organizers must provide for picking up of trash generated by their event. (Water cups, food wrappings or peelings.)
The run is a Police Escorted Event. Lead runners must follow Police Escort while on the route. Do not overtake unless instructed to do so by the Police.