Race Manager’s Diary: RotaRun.09

The RotaRun.09 was in the planning stage around June or July.  At first, we were asked to help in the promotions of the event which is what Takbo.ph has been doing.  However, later, we were asked to handle the event itself.  For the past weeks, the team meet regularly, get each other on the phone and made several email exchanges.  We also talked about the usual things could go wrong in an event and provided measures to avoid them.  This is my 12-hour account on the RotaRun.09 race.

• 11:00 pm.  Quennie and I arrived at the venue.  As expected, the area setup was in place.  The production and the race team were there as early as 9 am for the setup.  Tents, Start/Finish area, sounds and lights, portalets, banners, posters and other collaterals were ready.  Timers also arrived and were ready to setup.  Quennie left the area and stayed at a nearby condo to rest.  She will join us again an hour before the race starts.
• 12:00 am.  Doc, Ian and I traced the route to place the directional signs and kilometer markers.  These are not yet the markers with the names on it but just arrow stands to mark the area.  An hour later, another group placed all the signs based on the makers we have placed.  Since the route is a bit new, we made sure there will be enough signs to guide the runners atall points for the race.
• 1:00 am.  Volunteer marshals from the army and police arrived.  It looked scary to see the group from SAF with their artillery.  We are aware how cars and jeepneys will cut over the road reserved for runners and we hoped that these guys will show authority and provide the safety needed.  The volunteers were then sent to their assigned areas.  Some were at the key intersections, water stations, parking and along the route.
• 2:00 am.  Water supplies arrived with 110 containers of 5 gallons each.  These were calculated before hand and we were particular with the water issue.  Longer tables, cups, water are all in place.  We also had a back up of 10 containers in a van that will be deployed if a certain station runs out of water.  Later, we learned that station 1 ran out of water for the 3K runners.  The van was contacted and arrived to the area for the back up.
• 3:00 am.  Three roving ambulance and two fire trucks arrived at the area.  Medical Aid station was also ready in one of the tents at the race venue.  Other volunteers in motorcycle were also ready to move around the area to check for problems during the actual race.  They will be our ‘eyes’ outside McKinley once the race starts.
• 4:00 am.  Race Officials and official timers have arrived.  The team is bit tensed now.  Each of us have a radio.  You can hear tension from the tone of our voices as we make the final preparations for the event.  A few hours ago, you can still see us together.  But this time, we have gone separate ways and made our own inspections around the area.
• 5:00 am.  We started the program.  Runners are in the chutes.  We are ready to start.  By 5:30, the first gun was fired for the 21K.  All the other events followed.
• 6:00 am.  All events are out.  I gave a short sigh of relief.  But the real work just started.  My eyes were quick to see the flaws.  That is not supposed to be there.  Why is this not yet in place.  This is what should have happened.  Where can this be found.  oh my… My mind is making it own problems. This could probably be the most stressful part since the runners are out in the streets.
• 7:00 am.  Top finishers have arrived.  I was helping incoming runners at the finish line when runners with GPS started complaining about the 21K distance.  My first reaction… oh sh*t.  Here is Murphy’s Law again.  I am supposed to be good in numbers and the 21K distance was short.  Their watches say it was just about 18K.  A 3K deficit is obviously unforgivable.  While some friends console that it’s ok.  I still know I would be boiled, fried, and toasted for something so basic.  There goes my dream of having things as perfect as possible.
• 8:00 am. Doc, Ian and I are finally together again.  We discussed the race and the mistake on the 21K.  There was no way we can correct it now.  While other problems can have instant remedies like deploying the backup water, re-assigning the marshals, or getting more volunteers, the problem on the distance cannot be corrected when the race event has already started.  But the show must go on, we got back to our stations and kept the race going and provide a great race for those who have yet to arrive.  We started the awarding.  Some runners started to leave the area.
• 9:00 am. I was feeling a little bit better.  Runner are still coming in.  I started making some assessments and took a mental note on the things that we can still improve on.
• 10:00 am.  McKinley is almost clear now.  Jay Em radioed that the area from Lawton to Heritage was clean from litter.  News arrived that there was a theft incidence at the multi-level parking.  Not again.  We deployed SAF personnels at the area yet even with the sight of uniforms and high calibre guns, the thieves had 2 victims based on the report.  We are still investigating the issue.
• 11:00 am Quennie and I left the area.  Tired, sleepy and smelly, I arrived home, took a bath and slept.  But the job doesn’t end here.  I know that once I wake up, I have to get back to work.

Thank you.

… To the volunteers from Rotaract who helped us in some of the booths and as marshals.

… To the volunteer marines, army and police for helping in the traffic and in keeping the area safe for runners.

… To the RotaRun.09 Team: Ian, Doc Lyndon, Mags and Janjan.  Nice teamwork and synergy.  Hope to work with you again.

… To the members of Takbo.ph for the support.  For those who volunteered, we owe you a lot.  Party and swim uli?

… To the blogger friends who attended and gave their comments.  I can already see what the headlines will be for this week’s blog.  😀  Walang personalan.  Trabaho lang.  We will take note of your comments.

… To Rotary for trusting us to take over the event.  Oh man… look what I got myself into.  But it was great to be part of it all.