Best Practices for Organizing Refreshment Stations at Race Events
Successful refreshment stations at race events are crucial for ensuring runners are adequately hydrated and fueled. This guide covers key criteria for setting up efficient and engaging refreshment stations, including stock management, layout design, manpower allocation, creating a festive atmosphere, and post-race clean-up. Additionally, it emphasizes the role of sponsors like Coke in providing free services and the importance of logistical support. Contact details for Coca-Cola Peninsula Beverages are also provided for race organizers.
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Presentation Transcript
WPA Race Organizer's Workshop 2016 Refreshment Stations
Set-up of refreshment stations Successful feed stations are judged on the following criteria: Quantity, stock, layout, manpower, atmosphere and the efficiency of the clean up afterwards. It is essential that feed stations have adequate manpower. Make sure every water point has a captain or a dedicated person in charge. This person must be briefed before the race on the layout and set-up of the water point to make sure everything is in place on race day. He or she must have a cell phone with the contact number of the emergency medical personnel (race doctor) on duty in case a runner falls ill or gets injured. For the purposes of good hygiene all those handing out water sachets can wear surgical gloves. It comes in packs of 100 and is quite inexpensive. How to create a Festive Atmosphere? All about the experience, e.g. Music, Pom Pom girls etc. Ensure that your are not disturbing residents. It is a good idea to get a company or corporate to take ownership of a water point. They usually go all out to create a vibe to make the water station entertaining which adds to the atmosphere of the race.
Make sure there is adequate stock - there needs to be a feed station at least every 3 km. Make sure there is more than enough water. Rather have too much than too little. Make sure the station is well laid out: There must be enough tables (at least three) and containers to hold the water sachets. Boxes must be appropriately spaced and signs must be clearly visible. Boxes or black bags must be made available to collect litter during the race and as soon as possible after the race. Clean up as soon as possible after the race.
Role of Coke Coke is sponsored for free for all WPA races at the finish. Coke supplied at the finish is not paid for by runners entries, but is a free service. In return for the services offered Coke requests logo placement on race advertising on Web, Social media, posters, flyers, etc. Runners are allowed 1 2 cups of Coke or Coke Zero Not more ( this is an unwritten policy) If it is a windy day, cups will be pre-filled (halfway) in order to anchor and not blow away. If Coke is required on the route, it must be purchased and paid for. Route stock to be bought Cost of 1,5 Cokes are R 108.70 per case of 12, 2L Coke Zero - R 90 per case of 6, cups R 40 per sleeve of 100. Logistical support (Ice and ice bins) can be arranged if running club has a special events account. Running Clubs must open a Special Events account with Coca-Cola Peninsula Beverages. The Special Events Team will contact race organisers one week before if not contacted by race organiser beforehand.
Contact details for Coke Peninsula Beverages Tel: 021 936 5500 Special Events manager: Herman Nieuwoudt Cell: 071 851 5292 Marketing Assets Manager: Matthew Jewell Cell: 083 233 9988
Water Quantities The water sachets come in bags of 125 sachets @ 100ml each sachet. The requirements for water sachets for a race are between 2 3 sachets per person per water point, depending of the weather on the day. Price for water: R180 per 1000 sachets (Vat incl.) Price for Energy Sachets: R350 per 1000 sachets (Vat incl.) Contact person: Priscilla Unit 7 Riverside Estate, 62 Carlisle Street Paarden Eiland 7420 Tel: (021) 511 6976/ (021) 511-6868 Cell: 0732614030 Email: K3@itravelto.co.za An order can be placed up to three days in advance. (I would suggest you do this long before then)
Run Clean Campaign This is a free service offered to all WPA races
How to sign up? Its a very simple process Visit the WPA Modern Athlete #runclean Facebook page https://www.facebook.com/runclean/?fref=ts Click on Sign Up
Race organisers must fill in all the necessary details and submit their requests at least one month before their race. They must make sure everything is filled in accurately
How many bins should be ordered? At least 10 bins per water point 1 bin placed 20m apart with the last bin at least 200m from the water point. 2 bins next to every km board. 20 bins at the finish in strategic areas. The bins all have plastic liners that ensures the cardboard does not get wet. The bins need to be secured with something heavy inside so that they don t blow away on a windy day. Bins must be placed in a position where they are accessible to runners.
Contact person for Run Clean campaign: Aurelia Masimo Cell number: 082 326 4893 Email: aurelia@modernathlete.co.za
