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Race Organisers Pack

This page is an evergreen guide for organising hill races with safety, access, and environmental responsibilities in mind.

Contents

  • Calendar entry and race results
  • Insurance
  • Safety
  • Environmental issues
  • Route planning
  • Wildlife protection
  • Race organisation
  • Other environmental concerns
  • Sponsorship
  • Key contacts and further information

Calendar entry and results

Race organisers should send calendar updates as early as possible and provide race results promptly after each event.

Include any notable incidents or near misses in your post-race reporting so lessons can be shared and future events improved.

Insurance

Race organisers must ensure suitable insurance is in place for the race. Options include SHR insurance, Scottish Athletics insurance, or private cover.

For SHR-insured races, organisers must register the race with SHR and complete the required sign-off process.

Event information and safety plan

Before opening entries, prepare event information that covers:

  • Route description and key hazards
  • Required kit and any kit-check process
  • Navigation expectations and any route restrictions
  • Retirement procedures and runner accounting
  • First aid and emergency response arrangements

An event safety plan should also define who is responsible for key decisions and actions on race day.

Key safety documents

Organisers must understand and apply current SHR safety rules and guidelines.

Weather and contingency planning

Set cancellation and bad-weather plans early. Consider:

  • Thresholds for route changes or cancellation
  • Communication channels for entrants and marshals
  • Landowner and local-agency advice
  • Travel disruption risk for participants

Environmental and route planning

Organisers should plan routes with landowner permissions, erosion risk, sensitive habitats, and local constraints in mind.

Prefer robust lines, avoid vulnerable ground, and use existing paths where practical.

Wildlife and livestock

Consult landowners and relevant agencies where routes cross sensitive areas, and plan to minimize disturbance.

Take extra care around nesting seasons, grazing areas, and protected habitats.

Practical organisation

Cover marshalling, first aid, retirement procedures, runner accounting, parking, litter, and toilets in event plans.

Pre-race checklist

Use this quick checklist before start time:

  • Final route and weather decision confirmed
  • Marshal briefings completed
  • Runner accounting system tested
  • First aid and emergency contact chain confirmed
  • Registration, start, and finish procedures in place
  • Parking, litter, and toilets ready

Post-race checklist

After the event:

  • Confirm all runners are accounted for
  • Record incidents, near misses, and key lessons
  • Share results and required reports promptly
  • Follow up with landowners where needed
  • Update event notes for next year planning

Contacts

Refer to current SHR and Scottish Athletics contact information and guidance websites when preparing your event documentation.