Event Director Reporting

The event director (or race director) is responsible for the whole race. To do that job, they need to know three things about the pacing team: who is here, how to reach them, and what happened on the course. Good reporting is not paperwork for its own sake. It is how the organisers keep runners safe and decide whether to invite your team again.

Race-morning check-in#

Every pacer checks in on race morning, at the time and place in the event rundown (see the example race-day rundown).

1. Arrive on time at the Pacer Assembly Point.
2. Show your QR code or bib to the pacer coordinator. They scan it to confirm your identity, your pace group and the kit you received (backpack, flag, lights).
3. Your status changes to "Checked-in", so the organisers can see live how many pacers each group has.
4. Attend the pacer briefing. Note any last changes: course changes, heat adjustments or new pen locations.

Each pace group needs at least two pacers, so there is always a backup if one has to stop. If a group drops below this minimum, the coordinator must know straight away so they can move a reserve pacer. The Team size calculator explains how the team is planned.

The contact sheet#

Before race day, the organisers prepare a contact sheet for all pacers. Check your own line carefully and report any mistakes.

Medical notes may also be recorded, but only the race director and the medical lead can see them. Treat every contact sheet as private: never post it in a public chat or leave a printed copy lying around.

Logging incidents#

An incident is anything unusual that affects runners, pacers or the race: a runner who collapses, a pacer who has to stop, a missing water station, a wrong course marker, or a dangerous crowd crush. Safety always comes first: deal with the situation, then record it (see On course: runner safety).

Write each incident down as soon as you safely can, using five simple points:

• What happened? Describe it in plain words.
• Where did it happen? Give the kilometre, e.g. "near the 28 km marker, on the bridge".
• When did it happen? Time of day or your elapsed race time.
• Who was involved? A bib number if you have it; never guess names.
• Action taken: what you or others did, e.g. "alerted medical volunteer, support pacer stayed until help arrived".

Example: "Runner, bib 4512, dizzy and confused at km 31, 05:42. Support pacer stopped, alerted medical staff at aid station. Group continued with two pacers."

After the race#

Your team leader collects the incident notes from the group and passes them to the pacer coordinator, together with any missing equipment and the FIT files (see After the race). If you had to leave the race yourself, report it too (see What to do if you can't continue pacing).

Key takeaways#

• Check in on time, get your QR code or bib scanned and attend the briefing.
• Every group needs at least two pacers; report gaps immediately.
• Keep your contact details correct and treat the contact sheet as private.
• Log each incident with what, where (km), when, who and action taken.
• Pass incident notes to your team leader and coordinator on the same day.