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Mountain/Ultra/Trail

National Championship Liaison Duties and Responsibilities

The liaison is responsible for ensuring that MUT National Championships are conducted according to the USATF Guidelines for Long Distance Running National Championships. In their capacity as liaison, this individual will work closely with the race director and other race officials to facilitate a successful event.

The liaison will be assigned as soon as possible after the acceptance of the original bid. Once assigned the liaison should immediately contact the race director with a letter of introduction and supply him or her with a copy of these guidelines and the following USATF documents:

USATF Event Naming Standards
Use of the USATF Logo
Event Media Coverage

9 12 Months Before the Championship Race

1. Inquire as to any possible changes in course layout from the bid.

2. Confirm that race is properly named in accordance with USATF Naming Standards and that USATF logo is properly used. (See USATF documents above.)

3. Confirm prize structure or arrange the date by which prize structure will be confirmed. The date should be no later than 3 months before the race date.

4. Outline the following championship medal and patch distribution procedure and payment process with the race director. MUT covers expenses for the open and masters national championship custom medals and patches that are awarded to 1st-10th place men and women and 1st 3rd place teams (three scoring members). The Masters awards include 1st 3rd place in 5 year age groups starting at 40-44. Masters runners that place in the top 10 overall are entitled to receive their overall award in addition to a master's championship award, according to USATF Masters Guidelines.

5. Obtain contact name, phone number and address for the championship race's elite athlete coordinator. If the race does not have a separate elite athlete coordinator, obtain the information for the contact handling inquiries from elite athletes. Send this information to the MUT championship chair. (Contact information is in Appendix A)

6. For a road championship, inform the race director that course certification must be completed no later than 6 months before the race.

7. Make sure the race is USATF sanctioned.

7. Review Event Coverage guidelines. (See USATF document above.)

8. Advise race director that athletes found positive for banned substances will be disqualified from this event and will lose eligibility for future competitions. Some prescription and over-the-counter medications contain banned substances. Information may be obtained by calling the USOC hotline at 1-800-233-0393.

9. Request draft copies of entry form/race brochure and any planned advertisements before they go to print. A race entry form/brochure must be available at least 6 months before the race. Ensure the following information appears on the entry form:

a) USATF logo as required by the guidelines for the use of the USATF logo.

b) USA 50 km Trail Championship (e.g. - Seeing Naming Standards document)

c) The statement "USATF membership is required for participation in the USATF championship division."

d) Headings and requests for athlete's current USATF membership number, U.S. citizen verification (Y/N), and name or number of the runner's USATF registered club, if competing in team competition.

e) The statement "Athletes who participate in the National Championship may be subject to formal drug testing in accordance with USATF Rules and IAAF Rule 144."

f) If desired, a cut-off date after which entries will no longer be accepted.

6 Months Before the Championship Race

1. Contact the Race Director to receive copy of final entry form and copy of course certification for a road ultra championship. Advise the RD about USATF sanctioning and possible requests for certificates of insurance.

2. Verify that appropriate championship medals have been ordered. Contact MUT Awards Coordinator. (Contact information is in Appendix A)

3. Contact elite athlete coordinator. Ask if assistance is needed in obtaining names and addresses for elite athletes. Information on qualified athletes can be obtained from MUT archives and performance lists as well as current media releases. (Contact information is in Appendix A).

4. Obtain the phone number of local association LDR and membership representatives. Utilize these individuals as follows:

5. Confirm that membership applications will be available.

6. Ensure that the race is given a list of certified officials form the association to help in the selection of a referee.

7. To determine what other role, if any, the association is interested in playing in the event.

3 Months Before the Championship Race

1. If not done already, confirm final prize structure, and give prize structure information to the championship chair.

2. Discuss with race director what the mechanism will be for allowing athletes to register for USATF cards, including identifying in the immediate post-race results which athletes have USATF numbers. A deadline should be set for registration for USATF cards and USATF teams and their members in general, no later than the end of packet pickup. It is critical that the results identify which athletes have USATF numbers.

2 Months Before the Championship Race

1. Verify that the sanction has been obtained.

2. Assign a referee and jury of appeals as follows:

a) Inquire if the race director has chosen a referee and ensure that the referee is a USATF certified official. If the race does not have a USATF certified official, then the liaison will assign a referee or serve as the referee. In all cases, every attempt should be made to have a USATF certified official as the referee.

b) Inform the race director that if a jury of appeals is necessary, it will be appointed by MUT upon receipt of an appeal and that the race director and the liaison will most likely be on the jury.

2 Weeks Before the Championship Race

1. Check with race director to determine if contact has been made by USOC regarding drug testing. If the race has been selected for testing:

a) Review USATF approved drug-testing protocol. Protocol for drug testing procedure may be obtained from Cathy Sellers at the National Office. (Contact information is in Appendix A)

b) Determine the number of couriers needed for drug testing and ensure the race director is able to locate responsible volunteers for this position.

c) Check that a facility for testing has been secured.

2. Review with elite athlete coordinator (or race director if there is no elite athlete coordinator):

a) Ensure all race information to athletes includes drug-testing notification, USATF membership information, course map, prize structure, name of referee and jury of appeals and any other pertinent MUT athlete information.

b) Advise that all athletes must have current USATF membership cards.

3. Check that USATF Championship Banners and Awards have been received. If the not, contact Awards Coordinator. (Contact information is in Appendix A) Suggested placement of banners includes the race start, race finish, press conference and the awards ceremony.

4. For a road ultra championship, determine if the race director or finish line timing service has a copy of "Application for the Recognition of Road Race Performance." This completed and signed document must be sent along with complete results, to the Road Running Information Center. (Contact information is in Appendix B)

5. Verify receipt of USATF Championship medals and team scoring forms as needed.

6. Contact the race director regarding who will write press releases for distribution to key sports media contacts nationwide and the local media in their region of the country.

7. Begin checking race entrants in USATF membership database.

8. Write, or obtain from RD, a pre-race press release. Send to media contacts (see Appendix B) and to MUT webmaster.

RACE WEEKEND

1. Meet with the race director, Association representatives, referee, and elite athlete coordinator. Review race day responsibilities with referee and Head Timer.

2. Assist with USATF membership applications process and identification of athletes with USATF numbers as well as USATF teams and their composition.

3. If chosen for USOC drug testing:

a) Meet with USOC drug testing personnel to ensure USATF drug testing protocol will be followed.

b) Race director should provide adequate facility for testing and required number of couriers as determined by USOC.

c) If there are any questions contact Cathy Sellers, USATF Manager Operations Programs, at the National Office. (Contact information is in Appendix A)

4. Arrange with timing service to obtain copies of results, as they are available. Check on assignment of timers for first place. For a road ultra championship, review the "Application for the Recognition of Road Race Performance" with the timing service and the race director.

5. Preview the course as needed. For a road ultra championship, P-K nail marker should be visible at the start/finish and at other certified points on the course. Review the course certification document to locate these points.

6. Be available at finish chute to aid in identification of elite athletes.

7. Determine individual and team champions. Inform team winners that medals will be sent via USPS within 30 days.

8. Attend awards ceremony, and present/coordinate USATF awards. Referee will determine final status of the results. That is, determine if any protests have been filed or mistakes made on posted results.

POST RACE WEEKEND

1. Send a note of thanks to race director, elite athlete coordinator, Association representatives and major sponsor(s).

2. Check to see that official results and any necessary "Application for the Recognition of Road Race Performance" have been sent to RRIC, "On the Roads".

3. Inquire with the race director whether there were any additional protests or problems with the race.

4. Submit a final report, including a list of top ten open winners and all age-group winners, to the MUT championship chair and web master. (Contact information is in Appendix A).

5. Submit post-race press release to media contacts and webmaster.

6. Contact Awards Coordinator with the team competition results and medal needs (e.g. how many full teams finished male and female). Provide a contact person's mailing address for each team so the medals can be ordered and mailed to winning teams via the contact person.

7. Return unused medals and patches to Awards Coordinator. Return USATF banners if requested to do so. (Contact information is in Appendix A)

APPENDIX A

CONTACT LIST

MUT Championship Coordinator

Paul Kirsch
info@whitemountainmilers.com

MUT Awards Coordinator
Nancy Hobbs
trlrunner@aol.com  

MUT Webmaster
Lorraine Gersitz
2505 Sunflower Street
Fullerton CA 92831
714-526-5340
bruceandlo@earthlink.net
 

USATF Communications

Tom Surber

Jill Geer

(317) 261-0478 

 

USATF Operations Programs

Cathy Sellers, Manager

One RCA Dome-Suite 140

Indianapolis, IN 46225

Phone (317) 261-0478 ext.312

Fax (317) 639-7200

Home (317)887-6939

 

Road Running Technical Council

Pete Riegel, Chair

3354 Kirkham Rd.

Columbus, Ohio 43221

Phone (614) 451-5617

Fax (614) 451-5610

e-mail: riegelpete@aol.com

USOC

National Anti-Doping Program

One Olympic Plaza

Colorado Springs, Co 80909

Phone 1-800-233-0393

Fax (719) 635-2932

 

APPENDIX B

MEDIA CONTACTS

Send pre and post-race press releases and race results to all individuals and media outlets on the Running Media Contact List.

 

APPENDIX C

CHAMPIONSHIPS LIAISON CHECKLIST

 

9-12 MONTHS BEFORE THE CHAMPIONSHIP RACE

________ 1. SEND LETTER OF INTRODUCTION TO RACE DIRECTOR. INCLUDE GUIDELINES AND REQUEST COPY OF RACE ENTRY FORM AND ANY ADS BEFORE GOING TO PRINT.

________ 2. CHECK COURSE CERTIFICATION AND SANCTION.

________ 3. OBTAIN THE NAME OF ELITE ATHLETE COORDINATOR.

________ 4. OUTLINE CHAMPIONSHIP MEDAL PROCESS WITH THE RACE DIRECTOR.

________ 5. CONFIRM RACE IS PROPERLY NAMED AND USATF LOGO PROPERLY USED.

 

6 MONTHS BEFORE THE CHAMPIONSHIP RACE

________ 1. CHECK FINAL ENTRY FORM. ADVISE AS TO SANCTION REQUIREMENTS.

________ 2. VERIFY AWARDS HAVE BEEN ORDERED.

________ 3. CONTACT LOCAL USATF ASSOCIATION INFORMATION.

________ 4. CONTACT ELITE ATHLETE COORDINATOR.

 

1 -2 MONTHS BEFORE THE CHAMPIONSHIP RACE

________ 1. VERIFY USATF SANCTION.

________ 2. CHECK TRAVEL AND LODGING.

________ 3. OBTAIN NAMES OF REFEREE AND JURY OF APPEALS.

 

2 WEEKS BEFORE THE CHAMPIONSHIP RACE

________ 1. VERIFY THAT CONTACT MADE BY USOC.

_______A) IF CONTACTED, ASSURE THAT FACILITY AND COURIERS ARE FINALIZED.

________ 2. CONTACT ELITE ATHLETE COORDINATOR.

________ 3. BANNERS RECEIVED.

________ 4. FINISH LINE DOCUMENTS.

________ 5. RECEIVE MEDALS AND SCORING FORMS.

________ 6. CONTACT MADE BY RRIC.

________ 7. BEGIN CHECKING RACE ENTRANTS IN USATF DATABASE.

________ 8. WRITE OR OBTAIN PRE-RACE PRESS RELEASE AND DISTRIBUTE.

 

RACE WEEKEND

_______ 1. MEET RACE OFFICIALS.

_______ 2. MEET ELITE ATHLETE COORDINATOR AND CHECK ATHLETE PACKETS.

_______ 3. ASSIST WITH USATF MEMBERSHIP AND OBTAIN FINAL ATHLETE LIST.  CHECK ENTRANTS IN USATF MEMBER DATABASE IF RD HAS NOT DONE SO.

_______ 4. MEET WITH USOC.

_______ 5. MEET WITH TIMING SERVICE.

_______ 6. PREVIEW COURSE.

_______ 7. ASSIST AT FINISH LINE.

_______ 8. DETERMINE TEAM AND INDIVIDUAL CHAMPIONS.

_______ 9. ATTEND AND ASSIST WITH AWARDS CEREMONY.

_______ 10. CONDUCT INFORMAL ATHLETE SURVEY.

_______ 11. OBTAIN COPY OF RACE RESULTS AND CHECK THAT RESULTS ARE DISTRIBUTED TO RRIC AND OTHER MEDIA.

 

POST RACE WEEKEND

_______ 1. SEND THANK YOU NOTES.

_______ 2. VERIFY RESULTS AND APPLICATIONS FOR RECORD PERFORMANCES HAVE BEEN SENT TO RRIC.

_______ 3. FINAL CHECK IN WITH RACE DIRECTOR.

_______ 4. SUBMIT FINAL REPORT WITH MUT INCLUDING ALL AWARD WINNERS.

_______ 5. PRESENT RACE DIRECTOR WITH NUMBER OF MASTERS' MEDALS/PATCHES.

_______ 6. NOTIFY AWARDS COORDINATOR AS TO TEAM AWARD NEEDS AND CONTACT PERSON.

_______ 7. RETURN BANNERS, UNUSED MEDALS AND PATCHES TO AWARDS COORDINATOR.

_______ 8. WRITE OR OBTAIN POST-RACE PRESS RELEASE AND DISTRIBUTE.

 

 

09/02; Rev 03/04 , 12/04

 

 

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