This page is dedicated to those who work on the
frontline when a club is hosting a race, by manning the entrydesk.
Efficient, courteous and helpful, these people project the club's ethos
to the visiting runners, and as such play a large role in ensuring that
they return again and again.
Click on Picture to see Fullsize
What is an Entrydesk?
The entrydesk, or probably better named late-entrydesk, is where
runners register, pay and pick up their race numbers on race day.
Usually, most runners will have done all of this by post, well in
advance. The entrydesk is present for those who prefer to wait until the
actual race day before committing themselves to the race.
This can result in impatient queues of runners, all keen to get
through the officialdom, and out onto the road to warm up and test
themselves on the course.
The entrydesk handlers have to combine the speed and efficiency of a
dispensing machine, with tact, sympathy, encouragement and help to these
individuals, filled with pent-up nervous energy!
To see just how this is achieved, there follows a description of how
to set about doing the job successfully. Everything below is garnered
from real experience, and fully endorsed by the regular PVRC entrydesk
handlers. If you are doing this job for the first time, we hope that
this will get you off to a flying start.
Before everything else
Getting the layout right is the key to success. Get this step wrong,
and you'll regret it for the whole of the time you're handing out the
numbers!
Its important that you have a table to work at, and that you will be
seated at it, with the entrants on the other side. Avoid at all costs
letting runners approach from multiple directions - especially from
behind - they will create a major nuisance.
Have your back to a wall.
Put entry forms on a different table, far enough away (on the other
side of room if possible) so people filling them in won't get mixed up
with those queueing with filled in forms to pay. (This also stops
quarrels about queue jumping).
Checks before starting
- Enough float/loose change?
- Have a box of pins (for runners to pin on the numbers)
- Have you got the race numbers?
- Are the number sorted for handing out?
- Know whether certain numbers are reserved for vets/kids/others
- Happy with table & chair - comfortable?
- Happy with location of table?
Pin up a very visible notice pointing to your table.
Also pin up a notice to the effect that you want people with
'filled-in' entry forms only. Add a note where these forms are. eg:
Those with COMPLETED entry forms please registerHERE
(Blank Entry forms on the table by the double-doors)
If you put pens on the table for users to use, tie them up, or they
will vanish immediately.
Keep the pins on your own table, so noone is tempted to scoop out a
handful instead of taking the traditional 4.
Under way
When the runner gives you his/her completed entry form, check to
ensure that he/she has filled in:
The Name is ESSENTIAL - else there is no way of producing a results
sheet.
The Sex is ESSENTIAL - results depend on this.
If the race is awarding prizes for different age groups, then, the
Age is ESSENTIAL. (If not by age, but club still wants to track results
by age for its own benefit, then treat Age as ESSENTIAL again.)
The Signature is ESSENTIAL. If this is not completed, then the runner
should not run, as in case of injury he/she will not be covered by the
club insurance.
If runners will not fill in ESSENTIAL entries, then politely reject
their entry application.
Read everything that the runner has filled in on the form. If
anything is illegible (apart from signature, which is ok to be
unreadable!) ask the entrant what it says, and write it in caps
yourself on the form.
This is very important for instance with the name of the affiliated
club. If the name is illegible, then the entrant may not be
automatically added to the team list, and this could cost his club a
team prize. If you explain this reason to the entrant, he/she will
understand.
Only when you are satisfied with the contents of the entry form, can
you move on to the next steps in registration.
Take the payment next - don't hand out the number yet - this is the
last thing you do.
If the different age groups or male/female are being allocated
different blocks of numbers, check the age/sex on the form and hand out
the appropriate race number, else hand out the next available number.
Write the number you are handing out on the entry form! This is
vital, else the results cannot be handled.
It is usually preferable to hand out numbers contiguously - ie.
either the next higher, or the next lower. This makes handling results
easier, and prevents runners getting overlooked.
Stack the completed entry form with previously completed ones, ready
to be passed to the results team, for entry onto the results computer,
or to be written onto an entry sheet.
Where there are different blocks of numbers for different categories
in the race - eg. Vets and Seniors, it all works much more smoothly if
there are two people handling this - with each person holding his/her
own block of numbers, there is no chance of becoming confused and
handing out a number for the wrong category.
Having 2 people working side by side at the entrydesk also means that
you can help each other when necessary - deciphering a name perhaps, or
allowing one to go and bring back cups of tea during a lull.
What else?.......
Be fair - handle the runners in the queue in order.
Be polite and friendly and be prepared to answer questions varying
from details of the course to where the toilets are.
Make sure you know where the race starts (and finishes) and at what
time.
You need to know this especially when a runner dashes in about 45
seconds before the gun goes off, registers in record time and then
shouts in panic 'Where's the start - where's the start?'. You will be
his hero for life (well for a day) if you can confidently & rapidly
direct him.
I hope that this has been useful for you - if you have any questions,
or suggestions of your own, please email us. Everyone has their own
special tricks when working on the entrydesk, and we'd be very grateful
to hear yours.
If you have an interesting tale to tell about the entrydesk, email it
to the club, using the email link on the Home Page. We'll try & feature
your stories.
