Run director guidelines

To be a run director you must:

  • Have an England Athletics qualification (at least Leadership in Running Fitness) and have met any other requirements laid down by England Athletics
  • Be familiar with and abide by the UK Athletics Coaches Code of Conduct and these guidelines.

Guidelines applying to all club sessions

  • Before the session
    • Update the event in Spond to add yourself as the host, add the meeting point and add the route (detailing anything in the route where runners should exercise caution) – see the Spond FAQs for further details. Please do this as soon as you can to give people chance to be familiar with the route and to enable them to get in touch with any questions or issues
    • The route should be selected from the existing run routes (which have been risk assessed). If you would like to use a new route, you should consider if there are any additional risks on top of those identified in our general risk assessment. If there are, just message the run director WhatsApp group at least 4 days prior to the run with the details so that a supplementary risk assessment can be produced. If there are no additional risks it is fine to use the route
    • If a torch run is being planned (i.e. an off-road run when it is dark and head/body torches are required), identify a second run leader who can lead an alternative run that follows a lit road route and offer this to members alongside the torch run
    • There needs to be one run leader for every 10 runners.  So, if there is no other run leader signed up you can have up to 10 runners on the run; if there is a second run leader signed up you can have up to 20 runners; if there is a third run leader you can have up to 30 runners and so on. If you don’t have enough run leaders put a message out on the run leader WhatsApp group
    • Normally, as run leader, you would be the back marker. If, for whatever reason, you think you will be unable to be the back marker, contact the run buddies to get a volunteer to back mark (do this before the day of the run if possible)
    • Check in Spond to see who has signed up. Trial members are marked with a red dot. Please ensure they are not left to run by themselves – if you know in advance the approximate pace they will be running at you could approach a run buddy beforehand to run with them. Otherwise, speak to them on the night and make arrangements then.
    • Don’t join the run if you are unwell (including if you have Covid-19 symptoms)
    • If you are unable to lead the run for whatever reason find a replacement run leader
    • Check the weather forecast. If there is a weather warning or bad weather forecast when the run is due to take place the run should be cancelled or advice on gear given if the run director considers there is a risk to runners.  Runs should always be cancelled if there is an amber or red weather warning covering the route at the time of the run
    • If anyone wishes to run with a dog, you must carry out a risk assessment that considers the risk to the dog, the runner, other members of the running group, members of the public, and other animals and wildlife on the route. None of the route must take place on roads. Further details on the obligations of runners with dogs are in the member code of practice
  • Things you need to take to the run
    • phone with access to Spond
  • At the session
    • Arrive early
    • If someone arrives who hasn’t booked a place they must sign up, if a place is available, before running. If the run is full they can’t join the run
    • In Spond, check everyone in
    • Ensure everyone is familiar with the route or runs with someone who is
    • Remind everyone to make sure they let someone know if they leave before you finish
    • Highlight any safety issues (including any identified in the risk assessment)
    • Let runners know who the back marker is
    • If there are a large number of runners attending, before the start, break everyone up into smaller groups of a similar pace and identify someone in each group who can keep an eye on everyone in that group and make sure everyone gets back safely. Start each group running one at a time in order of pace with the fastest leaving first
    • Welcome and introduce any new runners
    • Carry out a warm up
  • After session
    • Check all runners have returned safely
    • Take a photo of the group
    • Post to WhatsApp with a photo and thanking runners for taking part

Additional guidelines applying to track sessions

  • Before the session
    • Make sure you are familiar with the planned routine for that session
    • Make arrangements to collect the keys to the track from the previous track run director (or speak to Paul Maybury, Andy Land or Paulette Storey who may also have keys)
    • Make sure you have a phone with a light or a torch so you can open up in the dark
  • At the session
    • Arrive by 6pm so you have time to open up. The square key opens the gate. The longer key opens the men’s and women’s changing rooms and the room with the switches for the floodlights
    • If it will be dark during the session, turn on the floodlights. These switches are located in the room off the end door and the switches are on the left
    • Ensure everyone who hasn’t run to the session does 2-4 laps to warm up
    • Go through a dynamic warm-up routine with everyone.  An example of a routine is here
    • Outline the session
    • End the session in time for a cool down (1-2 jogged laps followed by stretching)
    • Make sure you have recorded everyone who has arrived in Spond
    • It is likely that another group will follow on from Dragons so, if this is the case, there is no need to lock up. If no other group is present, make sure everyone has left and that all doors and the gate are locked
    • If you have any medical issues a first aid kit and a defibrillator provided by Altrincham and District Athletics Club is available (located in the club office (door to right of gents toilets) in cupboard on right at top)
  • After session
    • Send out a payment request in Spond
    • Pass the keys to the next run director