USATF Cross Country Championships Operations Manual

USATF Cross Country

CHAMPIONSHIPS OPERATIONS MANUAL

Best Practices

Editor

Bill Quinlisk

Copyright ©May 1, 2018, Revised © April 15, 2020

An official publication of USA Track & Field

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USA Track & Field is the National Governing Body for Track and Field, Long Distance Running and Race Walking, and is the United States member of World Athletics

USA Track & Field

http://www.usatf.org

CROSS COUNTRY CHAMPIONSHIPS

OPERATIONS MANUAL

Introduction

The Cross Country Running Council of USA Track & Field (USATF) has jurisdiction over the national cross country championships and will institute, conduct, and manage these championships. The Cross Country (XC) Running Council delegates much operational responsibility for their Championships to the Local Organizing Committee (LOC) while maintaining overall control as the Games Committee. The XC Running Council will assist the LOC and the event director to ensure that the Championships are conducted according to the Rules, Regulations and expected XC Championship standards set by USATF and this Operations Manual.

National Cross Country Championship bid application forms are available online at: https://www.usatf.org/events/event-resource-pages/national-championship-bid-applications

The successful Bidder agrees to adhere to any and all USATF policies, procedures, rules, and regulations. We suggest that you contact your local Association of USA Track & Field. USATF is divided into 56 local Associations, all of which conduct local cross country and track & field activities in their respective geographical areas. These USATF Associations are experts in conducting local, and in some instances, national-level competitions and may have many of the answers to your questions. We encourage you to work closely with your local USATF Association.

Contact the XC Running Council Chairperson for any additional assistance needed in completing the bid application at: crosscountry@usatf.org

USATF Cross Country Running Council

Executive Committee (as of 4/15/2020)

Contact: crosscountry@usatf.org

Chair                                             Thom Hunt                 coachhunt619@gmail.com

Vice Chair                                      Peter Henkes              wisrun@gmail.com

Secretary                                       Paul Greer                  pauliegreer@gmail.com

Board of Directors                          Fred Finke                  fredfinke@icloud.com

LDR Div. Chair & Newsletter        Mike Scott                 mscott.usatf@gmail.org

Club Council Chair                        vacant 

Member (Men’s LDR)                     Bob Latham   robertallenlatham@gmail.com

Masters & Championships             Bill Quinlisk               billqxc@verizon.net

           Member/Coach                                 Dena Evans              dena.evans@gmail.com

           Member/Coach                                 Darren DeRueck       kwazulu11@msn.com

           Member/Coach                                 Rick Rothman          rick.rothman53@gmail.com

           Member/Coach                                 Bob Larsen                 coachboblarsen@yahoo.com

           Athlete                                              Katie McGregor        mcgregorkatie@hotmail.com

           AAC Athlete Representative           Garrett Heath            garrettheath@gmail.com

           AAC Athlete Representative           Amy Begley               abegley@atlantatrackclub.org

           AAC Athlete Representative           Carmen Ayala-Troncoso       tronky12@aol.com

           AAC Athlete Representative           Christo Landry           Christo.landry@gmail.com

           AAC Athlete Representative           Jared Ward               jwardy21@gmail.com

           Ex Officio

           USATF Road Running Technical Council, Chairman

           World Athletics Competition Commission, Member

                                                                  David Katz              katz@flrrt.com

Coach                                                Beth Alford Sullivan basullivan@utk.edu

Athlete                                               Deena Kastor           deena@deenakastor.com

Associations                                    Steve Vaitones           svaitones@usatfne.org

           USATF National Office XC Liaison:

           Zack Raubuck, USATF Entertainment Properties and Events Dept., 317-713-4658,           zack.raubuck@usatf.org

TABLE OF CONTENTS

                                   Introduction                                                                           Page 2

                                   Cross Country Council Contact Information                                   Page 3

                                 Table of Contents                                                                  Page 4

Section I                     Definitions and Championships                                             Page 5

Section II                  Bid Application                                                                      Page 5-6

Section III                Event Website                                                                        Page 7-9

Section IV                 Eligibility                                                                               Page 9-11

Section V                   Meet Personnel                                                                      Page 11-13

Section VI                 The Course                                                                            Page 14-17

Section VII                Packet Pick-up                                                                                   Page 17-20

Section VIII              The Start                                                                               Page 20-22

Section IX                 The Finish                                                                              Page 22-24

Section X                   Scoring and Results                                                               Page 24-27

Section XI                  Awards                                                                                  Page 27-30

Section XII                 Drug Testing                                                                          Page 30-31

Section XIII               Media                                                                                     Page 31-33

Appendix A                Web Links                                                                              Page 33

Appendix B                Bidding Process                                                                     Page 34-37

Appendix C                Sample Meet Schedules                                                         Page 37-38

Appendix D                Budget                                                                                    Page 39-42

Appendix E               Archive                                                                                  Page 42

Appendix F                Evaluation                                                                             Page 43-44

I.                  DEFINITIONS AND CHAMPIONSHIPS

A.     Definitions.

1.      USATF - USA Track & Field – Based in Indianapolis, IN. USA Track & Field (USATF) is the National Governing Body for track & field, long-distance running, including cross country, and race walking in the United States. USATF drives competitive excellence and popular engagement in our sport. 

2.      LOC – the Local Organizing Committee - have submitted a bid application and been awarded an XC championship event; responsible for operational control of the event under the direct supervision of the XC Council.

3.      XC COUNCIL – USATF Cross Country (XC) Council - the organization for overseeing USATF’s cross country program, including Regional and National XC Championships.

4.      USADA – The United States Anti-Doping Agency – the independent National Anti-Doping Organization (NADO) in the United States for Olympic and Pan American sport. The organization is charged with managing the anti-doping program, including in-competition and out-of-competition testing, results management processes, drug reference resources, and athlete education for all United States Olympic Committee (USOC) recognized sport national governing bodies, their athletes, and events.

B.     USATF Cross Country Championships.

There are currently three USATF National Cross Country Championships held annually under the direct supervision and management of the USATF XC Council. All USATF Regional XC Championships are subject to approval by the XC Council.

1.      CLUB XC – “USATF National Club Cross Country Championships” aka “Fall Nationals”; Includes Open Men 10km, Master Men 40-59 10km, Master Men 60+ 8km, Open Women 6km and Master Women 6km Championship races; Contested annually - usually on the 2nd weekend of December (unless otherwise approved by the XC Council). Team scoring is limited to USATF member clubs.

2.      USATF XC – “USATF Cross Country Championships & World Cross Country Team Trials” aka “Winter Nationals”; Includes Junior Women 6km, Master Women 6km, Junior Men 8km, Master Men 8km, Senior Men 10km and Senior Women 10km Championship races; contested annually - usually early February (unless otherwise approved by the XC Council); serves as the selection meet for Team USA Junior and Senior teams competing at the IAAF World Cross Country Championships. Team scoring is limited to USATF member clubs.

3.      MASTERS 5k XC – “USATF Masters 5km Cross Country Championships”; a stand-alone Masters Championships contested annually – usually in October (unless otherwise approved by the XC Council); Includes Master Men 5km and Master Women 5km Championship races for USATF member athletes ages 40+. The Master Men may be subdivided into several races by age groups when approved by the XC Council. Team scoring is limited to USATF member clubs.

II.       BID APPLICATION

A.     Bid Application Form.

1.      Bid application forms are available online at: https://www.usatf.org/events/event-resource-pages/national-championship-bid-applications

2.      The successful Bidder agrees to adhere to any and all USATF policies, procedures, rules, and/or regulations.

3.      We suggest that you contact and work closely with your local USATF Association. Contact the XC Council Chair for assistance in completing the bid application.

4.      The Entertainment Properties and Events Dept. at the USATF National Office should also be contacted for assistance.

B.     Preliminary Bid Application Tasks – For the LOC.

1.      Develop preliminary budget.

a.      Include prize money total amount only. The XC Council will work with the LOC to develop the prize money distribution schedule.

b.      See appendix for typical budget items and a sample budget from a previous Winter Cross Country Championships.

c.       Each LOC is fiscally responsible for the success of their championships. 

d.      The LOC must develop an event budget based upon realistic estimates of their revenues and expenses and operate within that budget.

e.       Note that all entry fees will remit to the LOC minus any processing fees.

2.      Select the Course Site.

a.      Parks, golf courses, or specially designed XC courses are recommended. The race shall be run over a course confined, to the extent possible, to open country, fields, parks, golf courses, and grasslands. The traversing of roads should be kept to a minimum. The footing should be of a quality to promote safety and freedom from injury to the runners. 

b.      For cross country national championship events, courses that permit easy viewing of the majority of the race course are preferred over courses in which athletes are out of sight from the start and finish areas for the majority of the competition. The exception would be the Masters 5k XC where all course types are considered.

3.      Course Approval.

a.      Obtain approval from government entities, parks departments, school districts, and/or property owners as appropriate. Obtain necessary permits.

4.      Design Course.

a.      Please see USATF Competition Rule 251 for basic requirements of course design.

b.      2020 USATF Competition Rules are available at: https://www.usatf.org/governance/rule-books

c.       The course should be laid out in such a manner as to be able to handle maximum field sizes of 350-500 senior men at the USATF National Club XC Championships in the fall or 150-200 senior men at the USATF XC Championships in the winter.

d.      While the XC Council encourages the use of hills, obstacles, and turns to make the course more challenging, the runners’ safety should be foremost when designing a course. Very high obstacles, dangerous ascents or descents, deep ditches, thick undergrowth, dangerous footing, and, in general, any obstacle which would constitute a difficulty beyond the aim of the competition must be avoided. 

e.       For detailed information on the course design, measurement and course set-up, please see Section VI below.

5.      Event Headquarters Hotel.

a.      Select hotel property.

b.      Factors to consider include:

                                                                                i.           Adequate size room block,

                                                                               ii.           Reasonable room rates (given locale),

                                                                             iii.           Proximity to other (alternative) hotel properties,

                                                                             iv.           Proximity to course if free shuttle not provided,

                                                                              v.           Sufficient meeting/banquet rooms for:

1.      Packet pickup,

2.      Technical meeting & XC Council meeting (accommodate 50-100 people), and

3.      Postrace awards & party (if different than race site or alternative venue).

c.       Advertise hotel with booking link on USATF event website.

6.      Additional Tasks.

a.      Contact and contract the services of a transponder (“chip”) timing company. The XC Council retains the right of approval of the timing company. Contact the XC Council for suggested/proven timing companies,

b.      Apply for USATF Sanction & obtain Certificates of Insurance as necessary,

c.       Work with USATF national office staff to coordinate T-shirt design and order.

III.     EVENT WEBSITE

A.     Creating the event website.

1.      The Entertainment Properties and Events Dept. at the USATF National Office will assist the LOC to establish a website for each of the national cross country championships. 

2.      The event website will be maintained at http://www.usatf.org and accessed through the National Championships calendar.

3.      The purpose of the USATF-maintained website is to provide a consistent format and location for information about USATF national cross country championships.

4.      USATF XC Council will populate all information on the event website relative to competition rules and procedures.

5.      After consultation with the USATF XC Council, the LOC will populate all information specific to their event and site.

6.      Given that the USATF National Office maintains separate webpages for all national championship events, it is not desirable that the LOC develop and maintain its own independent event website due to potential for incorrect conflicting and/or misleading event information.

B.     Sponsorship.

1.      Questions regarding sponsorships should be directed to the Entertainment Properties and Events Dept. and the Integrated Marketing Communications Dept. at the USATF National Office.

2.      In brief, USATF Sponsors have Right of First Refusal for sponsorships in that sponsor’s Sponsorship Category. 

3.      Contact the USATF Entertainment Properties and Events Dept. Cross Country Rep. Zack Raubuck for a current list of USATF sponsors at: Zack.Raubuck@usatf.org

4.      The LOC should prepare a proposal for a USATF Sponsor in consultation with National Office staff and submit it to USATF’s Chief Marketing Officer; the National Office will then contact the National Sponsor and ascertain the sponsor’s interest. If the USATF Sponsor rejects the proposal, then the LOC may work with National Office to seek alternate sponsors.

5.      In sponsorship categories other than those occupied by USATF Sponsors, the LOC should work closely with the national office Entertainment Properties and Events Dept. staff when submitting sponsorship proposals.

6.      Per USATF Rules, “Title Sponsorships” must be approved by the USATF National Office prior to the LOC entering into a final agreement with the sponsor.

C.     Meet Entry Information on event website.

1.      Please review past years’ event webpages for possible content suggestions and for expected format.

2.      The Meet Information content on the event website should be posted at least five (5) to eight (8) months prior to championships.

3.      The XC Council will provide the LOC with required rules, required procedures and eligibility information text that can be modified for your particular event. Please see previous years’ event webpages for sample language and format.

4.      An optional hard copy entry form may be developed by XC Council with input from LOC; this form is only available upon request by a potential participant. This form is rarely used and is not recommended.

5.      Final Meet Information and any paper Entry Form must be approved and reviewed by the XC Council Chair.

D.     Online event registration.

1.      The method of entry for all USATF National Cross Country Championships is through the USATF Online Event Registration System that is directly connected to the USATF Membership Database. 

2.      The USATF National Office has developed a secure online entry system (with both team and individual entry modules) that will be used to process entries for all USATF National Cross Country Championships.

3.      Entry fees shall be established by the XC Council after consultation with the LOC.

4.      Entry fees will remit to the LOC less any processing fees. 

E.     Benefits of using the USATF Online Event Registration System.

1.      Automatically verifies athlete USATF membership on-the-spot so there's no checking of memberships by hand or tracking them down onsite; you can be confident that everyone who enters the meet has a current membership--this reduces the burden at packet pick-up.

2.      Automatically verifies club membership on-the-spot; you can be confident that every club that enters athletes has a current club membership.

3.      Automatically enforces athletes' club affiliation via the membership database; this prevents athletes from illegally switching clubs for the event or from representing a club they're not eligible to represent.

4.      Automatically verifies athletes' ages/DOB’s via the membership database.

5.      Automatically displays only the events the registering athlete is eligible to enter (based on their sex and DOB) and automatically sorts athletes into age divisions, which helps enforce age division limits.

6.      Establishes a permanent home for online registration for the championship event (the location of registration won't change if the LOC changes).

7.      As mentioned above, the USATF Online Event Registration System is tied in closely with the USATF Membership Database, and verifies individual membership, club membership, and athlete-club affiliation upfront during the registration process to help enforce USATF Rules/Regulations (individuals have to be members, clubs have to be members, and athletes have to be affiliated with their club in the membership database). Especially for Junior and Master’s runners where DOB verification can be required and is coordinated by the DOB-verified checkbox in the membership profiles.

8.      Entry fees will remit to the LOC. Credit card payments are processed directly online and a check for the entry fees (minus the 2-3% transaction fee USATF gets charged by its credit card processing company) will be sent to the LOC.

9.      There's also a back-end management module that XC Council representatives and meet management can access to expedite any problems.

10.   The live athlete Status of Entries page, which automatically updates hourly, is available on the event website so athletes can see if their individual entry has been received and accepted. There is also a team Status of Entries component to allow club teams to view their team make-up in real time.

11.   Finally, there is an export function to send the entry database directly to the LOC’s timing services provider. There are several formats available that are compatible with various timing software.

F.      Registration Dates and Deadlines.

1.      Event registration - based upon date received - may begin at a time agreed upon by the XC Council, the LOC and the USATF National Office and is dependent on the set-up details of the USATF online event registration system.

2.      It is suggested that the registration begin at least 4 months prior to the event date.

3.      It is required that the regular registration period end at least eight (8) days prior to the USATF XC and Masters 5k championships and sixteen (16) days prior to the Club XC Championships.

4.      Only online registration will be accepted. (See paper entry exception in Section III.B above.)

5.      It is suggested that a three tiered payment plan be used.

a.      Regular entry fee: $45.00 until eight/sixteen days prior to championships. (See Section III.E.3 above.)

b.      Late entry fee: $70.00 from end of regular entry period until Monday at midnight, local time, before the date of the event.

c.       Optional onsite late entry fee: This is not recommended. $100.00 in person at packet pick-up until 5:00pm the day prior to the championships. This option is no longer recommended due to problems with vetting eligibility and database accuracy. It will only be made available upon request and with approval by XC Council Chair.

6.      Current USATF membership is required at time of entry; otherwise the entry will not be accepted.

G.     Access to the USATF online Club Team Management Area.

1.      Access is available to the person listed as the main contact on each member club’s original yearly club application form, as well as club coaches and club administrators as designated by the main club contact.

2.      To gain access on behalf of a club, coaches and administrators should email the club's main contact with your name, individual membership number, and role within the club. Note: access to the Management Area is limited to those people who are current individual members of USATF.

3.      If a runner has joined USATF as a new individual member instead of renewing, they should e-mail the club's main contact person to attach the new membership number to their club in their membership profile.

4.      Club contact information is available at: https://legacy.usatf.org/clubs/search/index.asp

5.      If a club does not appear on the member club list, it may be because the club hasn't renewed for the current year or the renewal is being held up by unfulfilled requirements, i.e., Youth Coach with incomplete background check. Please contact club officials and the local Association for more information.

IV.             ELIGIBILITY

A.     All eligibility issues will be handled by the XC Council prior to the start of the event and by the Referee on race day.

B.     Individual Entries.

1.      All athletes must be U.S. citizens except Master (ages 40+) athletes who are non-citizen resident aliens and current USATF members may compete in the Master races and be listed in the results but may not score for a team nor win USATF championship awards or prize money. These individuals will be identified in the entry database and should be identified as “NC” or “Non-Citizen” in all results.

2.      All athletes must be current members of USATF in good standing. USATF memberships may be purchased online at: https://www.usatf.org/home/top-utility-nav-content/club-organization-membership or through your local USATF Association.

3.      Athletes will not be permitted to compete unless they have a current USATF membership and complete the entry process.

4.      Once the online registration system has closed, no further race registration shall be allowed except in emergency situations as determined by the Games Committee. 

5.      Club affiliation: Athletes must be bona fide members of a current USATF member club in order to represent a club and score team points. All athletes entering as part of a club must be affiliated with that club as part of their USATF membership profile. An athlete's current affiliation can be viewed in his/her membership profile and as part of the online entry process. Athletes wishing to change affiliations can make such a request through their local Association. Note that this request must be made by the athlete- -see Regulation 4 in the USATF Governance Manual. Any affiliation change is the athlete’s responsibility and must be completely prior to the online entry process.

6.      Sponsor Affiliation: In addition to a club affiliation, athletes are able to represent one (1) corporate sponsor. This corporate sponsor must be a registered USATF Corporate Member and be part of the athlete's membership profile. Corporate Membership applications can be obtained by sending an email to membership@usatf.org. All sponsor affiliations must be finalized by close of entries. No sponsor changes will be accepted after this date for the Championships.

7.      Cross Country is basically a team sport but participation is not limited to teams and individual entries will be accepted. "Unattached/Non-Scoring" athletes (those athletes not affiliated with a registered USATF member club on their membership profile) may participate but will not be factored into team scores.

8.      Unattached athletes are encouraged to join a local club or create a new club. Contact your local Association for information on starting your own club.

9.      There are no performance standards to participate. The USATF XC Council reserves the right to establish criteria for entry in separate races if entry numbers and course conditions dictate. No eligible runner will be turned away from competition.

10.   Coaches’ passes/credentials - if admission is being charged or credentials being issued, all athletes entered shall be admitted at no charge and/or supplied with appropriate credentials and each club should be issued one (1) admission/coaches’ pass credential per declared team.

C.     Team Entries.

1.      It is suggested that all online Team Entry registration and management of club team rosters take place using the USATF Online Registration System’s Team Entry Module prior to the close of online registration.

2.      Access to the USATF Team Entry Module and Club Management Area is available to the person listed as the main contact on your original yearly member club application form, as well as club coaches and club administrators as designated by the main club contact. This module is open until the end of online registration. To gain access to your club, email your club's main contact with your name, individual membership number, and role within the club. Note: access to the Management Area is limited to those people who are current individual members of USATF. If you joined as a new individual member instead of renewing, please e-mail your club's main contact person to have your new membership number attached to your club profile. You can find your club contact information at: https://legacy.usatf.org/clubs/search/index.asp

3.      Note that if your club does not appear on the list, it may be because the club hasn't renewed for the current year. Please contact your local Association for more information.

4.      It is possible for each team member to register for the event independently. However, each member of a club team must select their club affiliation and team division correctly during their online registration process. Team managers should check the “Status of Entries” webpage to ascertain club team roster composition.

5.      Once the online registration system has closed, complete scoring teams shall have one final opportunity to manage their rosters and declare their scoring members. Final team declaration forms will be made available at packet pick-up until 5pm the day before the race. No additions to rosters shall be permitted on the Final Team Declaration forms.

6.      Once the online registration system has closed, no further race registration shall be allowed except in emergency situations as determined by the Games Committee. 

7.      In order to enter a team, the club must first be a current registered USATF member club.

8.      Only teams consisting of duly accredited representatives of a member club shall be eligible to score as a team.

9.      In order to represent a club team all individuals must be affiliated with the club as indicated on each athlete’s USATF membership profile. Athletes wishing to change affiliations can make such a request through their local Association. Note that this request must be made by the athlete.

10.   All members of a club team must be current USATF members and meet all criteria for representation established in USATF Operation Regulations 4, 5 and 6.

11.   All athletes declared as scoring members of a club team must meet the requirements of USATF Competition Rule 4 (Rule 341.8 for Master runners).

12.   The number of entries for a team shall be unlimited. However, the number of declared scoring members of a team is set by rule. Final team declarations (see below) must be made by 5pm on the day before the race. Clubs may enter multiple teams and must designate the teams as "A", "B", "C", etc., prior to final declarations. In the absence of a formal declaration for multiple teams, only one team from that club shall be scored and additional runners shall be considered "non-scoring" athletes.

13.   Clubs must meet USATF Competition Rules when they enter the event and when they declare their teams. As teams enter or should any discrepancies be reported prior to the close of entries, the Games Committee will examine entries to ensure compliance and will make an effort to contact teams not in compliance before the team declaration deadline.

14.   If a team competes with an ineligible runner, a protest can be filed within one hour after race results have been posted.

15.   Pursuant to USATF Competition Rule 4.2, in Long Distance Running, Open Cross Country, and Open Track & Field Club competition, an athlete who is a non-resident member of an Association is eligible to compete for a team in that Association only if the athlete: a) resides in an adjoining Association within the government-defined Metropolitan Statistical Area (MSA) of a city which is primarily in the neighboring Association as approved by the appropriate sport committee or council; or b) has historical membership based upon Association residency (at least 3 continuous USATF membership years) is eligible to compete for that club.

16.   Pursuant to Rule 341.8, Master Cross Country Teams shall represent current member clubs of USATF, verified through the national office. USATF Association, Regional, or National “all-star” teams are not eligible to compete in Masters Long Distance Running Team competition. Team members shall be affiliated with the club they are representing on their USATF membership record prior to entering the competition. One athlete per team (i.e., Club M50+ team) who is a non-resident member of an Association is eligible to compete for a team in that Association.

17.   Changes in runner’s Club Team affiliation must be made prior to the online entry deadline and shall be reflected in each runner’s online USATF membership profile. No club team affiliation changes will be accepted after the online entry deadline.

D.     Final Team Declarations.

1.      The XC Council will provide a final team declaration form for use on site at packet pick-up.

2.      Final team declarations are due by 5:00 pm on the day prior to the start of the championships.

3.      The coach/team manager/team representative should first check the “Status of Entries” webpage as changes to the club team roster may not be necessary.

4.      By default, the first maximum allowable number of scorers per club team listed on the event’s “Status of Entry” webpage shall comprise the club’s declared team.

5.      The coach/team manager/team representative may change their club team declarations online up until the close of the online event registration system or they may submit a Final Declaration form onsite at packet pick-up until 5:00 pm on the day prior to the start of the championships.

6.      In addition to the list on the “Status of Entries” webpage, a printed list of declared team members, as of the close of online registration, shall be posted at the start of packet pick-up. This list shall agree with the “Status of Entries” webpage information but shall not include any Final Team Declaration updates until a final list is provided at the technical meeting.

7.      At the close of Final Team Declarations, the LOC or their timing services provider shall generate a final list of declared team members ASAP for: The XC Council, the Referee, and for posting at the technical meeting site.

8.      Coaches’ passes/credentials - if admission is being charged or credentials being issued, all athletes entered shall be admitted at no charge and/or supplied with appropriate credentials and each club should be issued one (1) admission/coaches’ pass credential per declared team.

V.                MEET PERSONNEL

A.     The USATF Cross Country Council delegates much operational responsibility for their Championships to the Local Organizing Committee (LOC) while maintaining overall control as the Games Committee.

B.     Volunteers – There shall be as many volunteers as are necessary for the orderly and efficient operation of the event. Suggested volunteers include, but are not limited to the following:

1.      Medical staff – see below,

2.      Announcers – see below,

3.      Media relations director and team,

4.      Event photographer,

5.      Ticket takers, parking monitors – if necessary and as needed,

6.      USADA - drug testing assistants – if applicable - approximately 20 as directed by USADA,

7.      Packet pick up – as needed depending on entry numbers and distribution system,

8.      Course setup crew – as needed,

9.      Course teardown crew – as needed,

10.   Spotters for race day Announcer - 2 or 4 suggested,

11.   Driver for lead vehicle if necessary,

12.   Driver/biker for sweeper vehicle if necessary,

13.   Others as needed - Program sellers, Crowd control, Admission takers, Athlete tent monitors, Refreshment suppliers, EMT staff at finish line, television/webcast driver, etc.

C.     Officials - There are many factors in determining the necessary number of officials needed. The course layout, entry numbers, timing procedures and weather can all impact the necessary number of officials. It is suggested that the LOC and their event director consult the XC Council for direction and assistance in this matter. There shall be as many officials at a meet as are necessary for its orderly and efficient operation keeping in compliance with the applicable USATF Competition Rules and Ops Manual requirements.

1.      The XC Council in consultation with the LOC and their event director shall appoint competition officials, who comply with USATF Officials’ certification requirements.

2.      The XC Council may also choose to appoint National Technical Officials if needed.

3.      Selection of Referees and members of the Jury of Appeal.

a.      The selection of Referees for all national XC championships shall be made by the XC Council in consultation with the local event director.

b.      Referees must be USATF members, in good standing, preferably certified as a USATF competition official at the national or master level.

c.       It is recommended that a separate Referee be appointed for all Master championship events.

d.      The Referees should be knowledgeable concerning the USATF Competition Rules for XC and the XC Operations Manual.

e.       Members of Jury of Appeal must be USATF members in good standing, preferably certified as a competition official at the national or master level. They should be individuals knowledgeable in the sport and having no vested interest in the event or allegiance to any competitor.

f.       It is recommended that either 3 or 5 members be appointed to the Jury of Appeal.

g.       For all National XC Championships, it is required that at least one member of the Jury of Appeal be certified as a USATF competition official at the national or master level.

4.      Other officials are appointed and assigned as needed by the Cross Country Council after consultation with the LOC, the local USATF Association and the event director.

5.      The local USATF Association and their Officials’ Chairperson should be consulted in order to obtain qualified local USATF certified competition officials whenever possible.

6.      The local USATF Association and their Officials’ Chairperson after consultation with the XC Council may select qualified, certified USATF officials from outside their Association.

7.      Stipends, housing, meals and other expenses for officials are determined by the LOC after consultation with the local USATF Association and their Officials’ Chairperson and with the XC Council.

8.      The following USATF certified competition official assignments are suggested:

a.      Open/Junior Referee and Masters Referee (1 or 2).

b.      Jury of Appeal (3 or 5).

c.       Clerks of Course (4-6) – numbers dependent on the individual and team entry numbers of the largest race. The Clerk(s) will be responsible for the duties described in USATF Competition Rule 138 including team uniform inspection.

d.      Starters (2-3) - use start procedure detailed in USATF Competition Rule 251 and 242.

e.       Announcers and Award Ceremony Emcees (1-2) – must be approved by XC Council.

f.       Chief course umpire (1).

g.       Course umpires and course marshals – numbers as needed - to monitor the fair conduct of the race as described in USATF Competition Rule 243. Numbers will vary depending on the length of the race and course layout. In addition, five (5) or more course umpires should be assigned to randomly selected locations throughout the length of the course. All umpires and marshals serve in an advisory capacity to the chief course umpire and should be given specific written technical instructions on the subjects of pacing and prohibited assistance. A system must be established to allow proper communication with the chief course umpire as needed. It is suggested that the LOC and their event director consult the XC Council for direction and assistance in this matter.

h.      The USA Track & Field National Officials Committee's Officiating Long Distance Running and Road Events is available at: https://www.flipsnack.com/USATF/ldr-cross-country-and-road-racing/full-view.html

i.        Finish judges – (1-2) – will be assigned duties by the Referee(s).

j.        Course timers – If timing clocks are not available at the course split marks (i.e., various mile and kilometer marks), then timers should be assigned.

k.      Lap counters – numbers as needed – dependent on the course layout, i.e., loop course where lapping is possible.

l.        Timing Services Provider Company – see Section below.

9.      It is suggested that all assigned USATF certified officials attend the Championship Technical Meeting, if possible.

D.     Announcers.

1.      The primary announcer will be appointed by XC Council.

2.      It is strongly suggested that one or more local announcers be assigned to assist.

3.      Additional spotters (2 or 4) should be assigned to assist the announcers on race day.

4.      All announcers should be experienced and knowledgeable regarding top US athletes entered as well as understand XC management and procedures.

5.      An announcer will also emcee all awards ceremonies.

6.      Public Address (PA) System -- don't skimp on the PA system!!

7.      Obtain both hard-wire and wireless microphones with extra batteries.

8.      PA speakers must adequately cover start, finish, and adjacent major spectator areas of course.

9.      Walkie-talkies or radios are necessary to allow announcers to communicate with course monitors and key officials, and for any emergency situations.

10.   Spotter teams – two teams of Spotter and Assistant - can assist the announcers in communication and runner identification.

11.   Equipment needed:

a.      Radios/Walkie-Talkies,

b.      Clipboard & paper,

c.       Laminated sets of background materials with bio material for top athletes including prior champions & top 10 finishers, world xc team members, Olympians, top Masters, etc.

d.      The Timing Service provider will print final entry lists for the announcers – one copy sorted by competitor bib number and one copy sorted alphabetically by last name - both copies listing all entrants.

E.     Medical

1.      It is suggested that at least one medical doctor be available onsite on championship day.

2.      It is required that 2-5 certified athletic trainers be available onsite on championship day beginning 1½ hours prior to the first race and continuously until 1½ hours after the last race.

3.      It is required that at least one certified athletic trainer also be available onsite during course preview hours the day prior to the championships.

4.      A dedicated medical facility (building, trailer or tent) conveniently located near the start/finish areas must be available on race day and the during course preview hours the day prior to the championships. This facility should be clearly marked with signage.

5.      Ice and ice bags should be provided.

6.      At least one trainer should be stationed in the finish corral for all races.

7.      Emergency plans must be developed in advance of the competition.

8.      Local Hospitals should be notified in advance of the competition.

9.      Local Police should be notified in advance of the competition.

10.   Local Ambulance services should be on site or on call for the duration of the event.

11.   It is strongly suggested that medical personnel be equipped with an all-terrain vehicle on race day.

12.   It is strongly suggested that a sweeper (ATV, bike or runner) follow the last runner in all races.

13.   A vehicle (ATV or bike) may lead all races depending on course layout and conditions.

VI.             THE COURSE

A.    Site Visit.

1.      The Chair of the XC Council, or their designee, will schedule a site visit to preview the proposed race course and advise the LOC regarding the efficacy of the proposed running routes.

2.      It is suggested that the site visit occur no later than six months prior to the race date to allow for implementation of any requests for change.

3.      If the course site has not been used for cross country racing in the past then the XC Council strongly suggests that the LOC hold a Preview XC Meet on the proposed course. Not only does this allow the athletes to preview the course in advance of the national championships, but it also allows the LOC to test the course and their procedures. It is suggested that those officials that wish to work the national championships also work the preview meet if possible.

B.    Race Schedule - XC Council in consultation with the LOC shall establish the time schedule for all races.

C.    Course appearance.

1.      The Cross Country Council expects that the course and event site will be set up with a professional appearance that befits a USATF National Championship. 

2.      Well-marked courses (i.e., double flagged), crowd control hard fencing in start/finish areas as well as other areas in which crowd control may be an issue, appropriate signage, tents for athletes, medical, press, officials, announcer, etc., and a well-marked finish with a banner and scaffold towers are EXPECTED at a minimum. 

3.      The general atmosphere should be that of a major event or festival; this is not simply an all-comers meet and the event site should be set up in a manner that creates a national championships atmosphere.

4.      Please contact the USATF National office for branded banners and flagging.

D.    Course Design.

1.      Please see USATF Competition Rule 251 for basic requirements of course design.

2.      2020 USATF Competition Rules are available at: https://www.usatf.org/governance/rule-books

3.      The course should be accurately measured according to the USATF Best Practices – Cross Country Course Measurement document. Contact crosscountry@usatf.org for a copy.

4.      The course should be laid out in such a manner as to be able to handle maximum field sizes of 350-500 Open men at the USATF National Club XC Championships in the fall or 150-200 Open men at the USATF XC Championships in the winter.

5.      While the XC Council encourages the use of hills, obstacles, and turns to make the course more challenging, the runners’ safety should be foremost when designing a course. Very high obstacles, dangerous ascents or descents, deep ditches, thick undergrowth, dangerous footing, and, in general, any obstacle which would constitute a difficulty beyond the aim of the competition must be avoided. 

6.      Obstacles must be avoided for the first 1500m. It is preferable that artificial obstacles not be used, but if the requirements of the site render them unavoidable, they should be made to simulate natural obstacles encountered in open country.

7.      In international selection competition, barriers simulating those that are planned to be used in the international competition, if known, should be constructed if possible. Any obstacles must be soundly constructed in such a manner that they do not collapse during competition, be clearly marked with tall flags not less than 7 feet tall so that athletes running in a pack can clearly see them approaching, and flagged in such a manner as athletes must clear them in order to continue on the course. Consideration must be given to the ability level of Master runners. Alternate routes around barriers and obstacles may be necessary for Master races.

8.      The XC Council must approve the final course design.

E.    General course equipment.

The following course equipment is suggested. Additional equipment may be necessary depending on the site. 

1.      Chalk/paint/spray chalk/spray paint.

2.      PA system(s) – requirements dependent on site and course layout.

a.      PA system with sufficient power to be audible throughout the entire start area.

b.      PA system with sufficient power to be audible throughout the entire finish area

3.      Scaffold tower (for PA speakers).

4.      Generator(s) if power not available.

5.      Flagging - may use combination of hard fencing, flagging, and banner tape to double-flag the course.

6.      Water - jugs cups, and trash cans available at start and finish areas.

7.      Tents - requirements dependent on course site, anticipated weather and course layout.

8.      Tables and chairs as needed.

9.      Bathrooms and Portable toilets - numbers dependent on site, course layout, anticipated crowd and number of entries.

10.   Toilets and/or portable toilets – locate adjacent to start area – numbers required dependent on anticipated numbers of entries, officials, volunteers, and spectators.

a.      Toilets reserved for runners.

b.      Toilets reserved for officials and timers – convenient location(s).

c.       Toilets for general public use.

d.      Toilets reserved for USADA drug testing – if applicable.

11.   Trash cans as needed.

12.    Stakes and zip-ties as needed.

13.   Distance markers: Minimum required - all kilometers and 1 mile marked with signage and painted marker on the running surface. Suggested additional markers – All mile marks and 400m-, 300m, 200m, 100m to go to finish with painted markers on the running surface and/or signs. Both if sloppy conditions.

14.   Clocks: Minimum of two clocks placed as appropriate depending on course layout to maximize their use (i.e., odd and even kilometers or repeat kilometers marks). Additional clock(s) at the first mile and/or all mile markers may also be used.

15.   Water/Sponging station. For warm weather championships, water tables and sponging stations shall be provided on the course. The tables should be set up on the outside of the course so as to not impede the participants. Equipment needed include: 2-3 tables, water containers, cups, sponges, and 2-3 trash cans.

16.    “Festival atmosphere” materials: Please include any items that will increase the vibrancy of the course. i.e., colorful balloons at kilos.

17.   The finish should be visually exciting and professional in appearance.

18.   Finish banner – contact USATF National office for branded banners and flagging.

19.   Scaffold towers or other system to hang finish banner safely (possible wind concerns).

20.   Snow fencing or similar fencing is strongly suggested for the finish corral and the 50 to 200m approaching the finish line for crowd control and athlete safety.

F.     Course Setup.

1.      The Cross Country Council expects that the course and event site will be set up with a professional appearance that befits a USATF National Championship. 

2.      The course should be adequately marked in time for course previews the day before the event. 

3.      The course must be clearly marked (i.e., double flagged alley) to keep all runners on course at all times.

4.      A white line painted on the ground or an enclosed alley indicating the correct course should be available the entire route.

5.      The competition area shall be defined by the Games Committee. It is normally the area where the competition is being staged, physically separated from areas used by spectators.

6.      The competition area shall be clearly marked with hard fencing, banners, flags and other suitable material to clearly indicate all areas which have access restricted to competing athletes and other authorized personnel.

7.      The course should be laid out so that there are no sharp turns at the beginning of the course and that it is not less than 9m wide at any point.

8.      While cross country courses cannot be certified, the race distance should be measured and must be declared and the course briefly described at the time of bid application. A course map is required for all races.

9.      In races where there are large numbers of competitors, narrow gaps, obstacles, or other hindrances that would deny the competitors an unhampered run, must be avoided for the first 1500m.

10.   Umpires should be stationed at all key points of the course to monitor the runners, especially on loop courses where they should monitor all lapped runners. Additional umpires should be randomly assigned to patrol the course during each race.

11.   Marshals shall be stationed as needed to limit all persons from interfering with the fair, orderly and sportsmanlike conduct of the races.

12.   Mandatory EMT personnel should be available on site and stationed with direct access to the course. They should be easily contacted in case of situations that may develop during races. See Section VI.F below.

G.   Course Preview.

1.      It is required that the course be available for preview the day before the Championships races.

2.      At a minimum, the course should be opened from 1pm until dusk the day before the Championship races.

3.      Tour guides and/or LOC staffing are required on site during the course preview times.

4.      The course should be mostly set up prior to the start of the course preview times.

5.      A course map should be developed and posted on the USATF meet website.

6.      Copies of the course maps should be made available for the course preview.

7.      A large laminated course map for display purposes is also suggested. This map can also be used to answer questions at the technical meeting.

H.   Site Setup.

1.      In addition to facilities already mentioned above, conveniently located sheltered areas for athletes, temperature controlled (i.e., heated or cooled) if necessary, must be made available on race day. Separate areas for each gender are suggested. 20x40 tent(s) w/sides or enclosed buildings are suggested.

2.      The athlete area(s) should be adequately staffed for hospitality and security purposes.

3.      At a minimum, water should be provided.

4.      Equipment needed may include but not be limited to:

a.      Chairs, benches and tables as needed.

b.      Water and other refreshments.

c.       Large folding tables.

d.      Trash cans.

5.      It is suggested that portable toilets be located adjacent to athlete areas – numbers dependent on anticipated entries.

6.      It is strongly recommended that, in addition to a Public Address (PA) system at the start line, an adequate PA system that offers communication abilities for the finish area and main spectator areas be installed. Race announcers should staff the PA systems for the entire meet. Organizational instructions, safety concerns, start times, race play-by-play and results can be announced using a PA system that broadcasts to a wide area.

7.      Adequate crowd control measures (e.g., hard fencing, marshals, etc.) are required at the start/finish areas and any sections of the course where spectators may gather to prevent interference with the competition. Sufficient course marshals and umpires should be available to monitor the course and prevent spectator interference.

8.      At some venues, such as a golf course or protected parkland, it may be appropriate to create a spectator enclosure to control the areas of the course that spectators may roam. Typically on a world championships-style cross country course, spectators are permitted into the middle of the loop course. If this is the case, then meet management must create and staff ingress/egress routes for spectators so as to prevent interference with the competition.

9.      A vendor area may be set up adjacent to the course so as not to interfere with crowd movement or with the course. Contact the USATF National Office for USATF merchandising plans.

10.   Separate areas adjacent to the finish line are suggested for the use of VIPs and Credentialed Media personnel.

11.   See Athlete Hospitality in Section VII below for further suggestions.

I.      Concessions.

1.      Concessions sales and their availability are at the discretion of the LOC.

2.      The LOC may have to clear the sale of concession with the championship site owners and obtain permits from local authorities. 

3.      If food is being sold, the LOC will need separate insurance and any outside vendor should supply the LOC with certificate of insurance covering event.

4.      The LOC should consider selling the following items:

a.      Event T-shirts (logo approved by USATF)

b.      Drinks: Coffee, hot chocolate, water, soft drinks, sports drinks

c.       Food

J.     Parking and Shuttle Transportation.

1.      Depending on location and proximity of the course site, the host hotel, and the nearest airport, the LOC should develop a transportation and parking plan.

2.      Free shuttles to/from the host hotel to/from the nearest airport are suggested but not mandated.

3.      It is strongly suggested that the LOC provide free shuttles from the host hotel to the course and back during course preview hours on the day prior to the championships.

4.      It is strongly suggested that the LOC provide free shuttles from the host hotel to the course and back on the day of the championships.

5.      It is suggested that shuttles run to/from headquarters hotel to/from the course at least every 30 minutes.

a.      Day prior to championships: from start of course preview until 30 minutes after course closes.

b.      Championships Day: 2 hours prior to start of first event until 1 ½ hours after last race.

6.      If the LOC will not be providing shuttle service, then this needs to be CLEARLY stated in all meet information.

7.      The LOC should develop a course parking plan to adequately serve the expected numbers of runners, officials, volunteers and spectators.

a.      Site owners and government authorities should be consulted as necessary.

b.      Set aside adequate parking nearest the course for Games Committee, Media, VIPs and officials.

c.       Parking passes and parking monitors are recommended for these areas. 

8.      Develop clear directions and maps showing the host hotel, the course and all parking locations. Include this information on the USATF event website.

9.      Some locations may need to provide a separate area for team parking. Again, parking passes and parking monitors are recommended for these areas.

10.   Onsite parking fees and access fees are strongly discouraged for officials, athletes, coaches and all credentialed meet personnel.

11.   Collection of any and all fees is subject to approval of the XC Council.

12.   If approved, the LOC shall notify everyone in advance whether there will be a parking fee or facility access fee. All fees should be clearly noted in all meet entry information and posted on the USATF event website.

13.   If there are approved fees, then the LOC should make advance arrangements with the facility to provide parking passes for all for Games Committee members, Media, VIPs, officials and other credentialed meet personnel. 

14.   Note that free shuttles between the host hotel and the course can ease onsite parking requirements.

VII.          PACKET PICKUP

A.     Packet Pickup - general.

1.      The Cross Country Council recommends that packet pickup take place at the meet headquarters hotel. However, the council recognizes that facilities vary from site to site. At some sites packet pickup and other activities such as the technical meeting, vendor expo, and awards ceremonies, might be better located at a convention center or even at the championships course site.

2.      Contact the Entertainment Properties and Events Dept. at the USATF National Office for information on ordering USATF National Cross Country Championship bibs. The LOC has several options regarding the bibs that will be explained by NO staff.

3.      The LOC’s Timing Services Provider should be consulted regarding transponder type before ordering bibs. We recommend disposable bib transponders for all USATF Cross Country Championships to facilitate the use of a corral finish chute.

4.      The USATF Masters Cross Country Representative will provide age/gender ‘back’ numbers for all Master runners at no charge to the LOC. Contact the Masters Cross Country Rep. to arrange for delivery well in advance of packet assembly.

5.      Contact the USATF Entertainment Properties and Events Dept. at the USATF National Office for USATF merchandising plans at packet pickup and at the course site.

6.      Suggested general hours for packet pick-up:

a.      Day before champs: 12:00 noon until approximately 8:00 pm. Location tbd – suggested location at headquarters hotel.

b.      The end time for packet pick-up will depend on the scheduled start time for the Technical Meeting.

c.       Race Day: Begin packet pick-up at least 1½ hours before the start of the first race and continue until the start of last race.

7.      Packet pick up staff – determine number needed and assign tasks.

8.      The LOC must be prepared to service up to 90% of the entry field arriving to pick up their packets during the packet pick-up on the day before the race. In the past there have been a maximum of 1500+ runners picking up packets on the day before the race. Assume that 300-500, or more, people will be waiting to pick up their packets at the time you open and be prepared to handle that volume during the first hour. Numbers are based on past USATF Club XC events.  Set up well in advance of your announced opening; don’t assume that you can just show up a few minutes prior to the opening of packet pickup and set things up during the first hour.

B.     Packets.

1.      Packets should be prepared in advance for all pre-registered competitors.

2.      Packet contents must include:

a.      Championship race bib with transponder(s) attached,

b.      Age/gender ‘back’ bib for all runners in the Master races,

c.       Free commemorative T-shirt to all entrants.

3.      Packets may include:

a.      Technical Instructions,

b.      Course Map,

c.       Race day schedule, race day packet pick-up info, race day program,

d.      Credentials and/or credential information,

e.       Directions/Shuttle Bus/Parking information,

f.       Awards information,

g.       Refreshments/Post-race party information,

h.      Sponsors acknowledgements,

i.        Last-minute reminders.

j.        Any LOC free samples from vendors and advertising materials must be approved in advance by the XC Council and the Entertainment Properties and Events Dept. at the USATF National Office.

4.      Suggested packet distribution plan – Sort packets alphabetically by runner’s last name. Divide approximately into thirds; e.g., A-H, I-P, Q-Z.

5.      Alternative option – sort packets by individual races.

6.      Alternative option – sort by club teams. This method is not recommended for Master team packet distribution.

7.      Anyone picking up a packet for a teammate is required to sign for that packet. Athletes should sign for their individual packet when removed from a team packet.

8.      Optional in-person on site paper registration – this option is only available upon special approval of the XC Council and is not recommended for events with large fields due to potential for database problems.

a.      Complete paper entry form on site including signature on waiver.

b.      Show USATF number or purchase one online.

c.       USATF Nat’l Office staff or XC Council Rep will verify age and team affiliation online at USATF website.

d.      Any late additions to teams must be authorized by XC Council Rep.

e.       Pay and receive competitor number - would need cash box, change, receipts.

f.       After proper vetting, the registration form goes to timing services provider for careful data input.

g.       Pick-up t-shirt & packet.

9.      A sheltered area conveniently located at the race site and adequate for packet pick up should be opened no later than 1½ hours before the start of the first race of the day. Refer above for information on packet pick-up prior to race day.

10.   There shall be no race day registration allowed.

11.   There shall be no race day team roster changes or team affiliation changes allowed.

12.   Arrangements must be made to transport all race packets, bibs, master age/gender ‘back’ numbers, transponders and extra pins to this area in time for the opening of packet pick up on race day.

13.   It is suggested that all master age/gender ‘back’ numbers and extra pins be transported to the start line fifteen minutes prior to the start of each master race. The clerks shall be charged with making these extra numbers and pins available with no penalty to any master runners in need prior to the start.

14.   Potential problems.

a.      Number/transponder problems – i.e., lost transponder - see timing services provider.

b.      USATF membership profile problems – see USATF XC Council Rep. and Referee.

c.       USATF club affiliation problems – athlete’s club does not appear in membership profile – See USATF Rep. and Referee.

15.   All membership and affiliation resolutions must be authorized by XC Council rep. prior to race day and must be approved by the Referee on race day.

16.   See Section on Eligibility for information on Final Team Declarations.

17.   Timing Service Provider. Available for database issues prior to race day.

It is required that the LOC should arrange that a representative from the timing services provider, if not present during packet pick-up, meet with XC Council representatives at the packet pickup location after 5pm on the day before the race to handle database issues, final team declarations and any and all last minute changes.

C.     Athletes' Hospitality.

1.      Free water on the course is required at both the start and the finish.

2.      Provisions for free athlete hospitality refreshments are at the discretion of the LOC.

3.      It is suggested that free light refreshments be provided at packet pick-up.

4.      It is suggested that free light refreshments be provided onsite after each race.

5.      It is suggested that free light refreshments be provided at all award ceremonies and any post-race party.

6.      Please do NOT provide any free adult beverages until all award ceremonies have ended.

7.      It is strongly suggested that the LOC consider providing lunches for the competition officials and volunteers. A suggested “box lunch” would include: Sandwich, Chips, Cookie, Soda /Water/Fruit Drink.

D.     Technical Meeting.

1.      A technical meeting will be held the evening prior to the race at the headquarters hotel if possible. The time will be determined by the XC Council after consultation with the LOC.

2.      The XC Council Chair will lead the meeting. 

3.      The following key race personnel should be present to answer questions:

a.      Race Director or their designee,

b.      Starting line coordinator or official,

c.       Course monitor coordinator or official,

d.      Course timing coordinator,

e.       Finish line coordinator

f.       Results / scoring coordinator,

g.       Medical coordinator

4.      Agenda (content to be determined by the XC Council chair):

a.      Introduction of XC Council Officers, USATF staff and LOC key meet personnel,

b.      Race Director reviews meet procedures – should be organized to explain everything that the participant will experience from the time they arrive at the championships site until they depart after the final awards ceremony,

c.       Site - directions for arrival, parking, layout, etc.,

d.      Start line procedures,

e.       Start box assignments,

f.       Course - assisted by Race Director or appropriate official – include map,

g.       Finish line procedures,

h.      Protest procedures – Referees and Jury of Appeals,

i.        Results & Team Scoring – posted where/when,

j.        Awards presentation procedures,

k.      Medical facilities,

l.        Post-event party or social,

m.    Announcements of future championship dates/sites,

n.      Introduction of national team coaching staff – when applicable,,

o.      Review national team selection process – when applicable,

p.       National team processing procedures – when applicable,

q.      USADA Doping control procedures – when applicable,

r.        Other Business.

VIII.       THE START

A.     The Start Line.

1.      The XC Council will assist the LOC in determining the location, length and number of painted start lines, the number and width of painted start line boxes, and the actual box assignments. The start area should be enclosed and policed such that the area is restricted to competing athletes and credentialed, and other authorized personnel.

2.      Start Line Layout.

a.      Locate the starting area to provide a long, straight running route from the starting line; As a minimum there should be no turns in the first 400-meters.. 

b.      Narrow gaps and obstacles should be avoided for the first 1500m. Any turns during the first 1500m should be laid out in such a way to be as gradual as possible.

c.       The starting line should be wide enough to accommodate a box for each team based on the most number of teams in any one race with at least 4 runners on the front line. Assume a space of 50cm for each runner (preferably more) x 4 runners = 2m+ per team. Additional boxes will be needed for incomplete teams and unattached runners.

d.      The starting line should be an arc laid out so that all points are equidistant from a focal point not less than 400m from the start that marks the most desirable route. For large fields, a second starting line parallel to and located 3 to 5 meters behind the front start line may also be drawn.

e.       The start line shall be marked with a solid line 5cm to 30cm wide of contrasting color to the ground.

f.       Do not paint or number the start line boxes until final individual and team participation numbers are determined. The XC Council will determine the size and number of boxes necessary when onsite.

3.      Start Line Boxes.

a.      Final box assignments will be determined by the XC Council and made available at the technical meeting held the evening before the race. Extra copies of starting line box assignments will be given to the Clerks of Course. The starting line and boxes should be clearly marked in a professional manner, with a sufficient number of boxes for the race with the largest number of entered teams.

b.      Starting boxes shall be marked and numbered with box #1 on the left hand side of the start line as you face the running direction. Box assignments for each race shall be drawn by lot by the XC Council and made available at the technical meeting.

c.       Do not mark or number the start line boxes until final individual and team participation numbers are determined. The XC Council will determine the size and number of boxes necessary when onsite.

4.      Recall Line.

a.      A line should be drawn 100m in front of and parallel to the start line for use in case of a fall requiring a recall (See USATF Competition Rule 252.1).

B.     Clerking.

There should be as many Clerks of Course as needed to perform the applicable duties described in USATF Competition Rule 138. One official shall be designated Chief Clerk. The number of Clerks necessary is dependent on the individual and team entries of the largest race. It is suggested that a clerking tent be available and also an athletes’ tent in case of inclement weather.

1.      The start area should be enclosed and policed such that the area is restricted to competing athletes and credentialed, and other authorized personnel.

2.      The Clerks shall ensure that all runners are wearing clothing, shoes and spikes in accordance with USATF Rules.

3.      The Clerks shall ensure that all members of complete scoring teams report together beginning 30 minutes prior to the start of each race to verify compliance with the team uniform rule. All runners will be checked for proper front bib and additionally all master runners will be checked for age/gender “back” bibs. Extra pins and extra “back” bibs should be available at the Clerk tent. All spikes shall be checked.

4.      The jersey or singlet worn by the members of a complete scoring team shall be basically identical for each member in color and style, and must be clearly visible throughout the race, i.e., worn as the outer garment if other apparel items are worn underneath by one or more team members. Individuals not complying with this uniform rule may be disqualified from scoring for their team. Complete “B” teams should see the Clerk for stick-on “B” letters to affix back of their singlets in lieu of completely different uniforms than their “A” team in the same gender team division.

5.      Complete teams for each race are randomly assigned starting line box positions by the XC Council. The list of box assignments for each race will first be made available by the XC Council at the technical meeting held the evening before the race.

6.      Extra copies of starting line box assignments will be given to the Clerks of Course to assist complete teams in finding their correct stating box.

7.      Incomplete teams and unattached runners may use any ‘open’ boxes on a first-come-first served basis.

C.     The Start. (See USATF Competition Rule 252)

1.      Announcements.

a.      Opening ceremonies should begin 15-30 minutes prior to the start of the first race so as not to interfere with athlete warm-ups.

b.      In order to minimize the time between the completion of warm-up activities and the start of a race, there should be very few ceremonial or official announcements at the starting line. 

c.       Suggestions for opening ceremonies include:

                                                                                i.           Presentation of flag by Armed Services or Veteran’s Color Guard followed by the National Anthem,

                                                                               ii.           Local welcome to all – LOC VIP, Local Politician, Local USATF Association President or representative may each say a few words.

                                                                             iii.           It is strongly recommended that a public address system be available at the start line.

d.      The public address announcer will call all registered participants to the start line beginning 30 minutes before the start of each race.

e.       Announcements will be made 15, 10, 5, 3 and 1 minutes before the start.

f.       All athletes should feel encouraged to continue warm-up activities (including stride-outs) up to three minutes prior to the starting time. 

2.      Report to start line.

a.      The Clerks, assisted by the Start Team shall, at five minutes prior to the start, clear the start line area by having non-competitors move at least five meters behind the start line (flagging or snow fence in this area is recommended).

b.      At five minutes prior to the start, the announcer or starter will instruct athletes on start procedures and require all runners to remove warm-ups.

c.       At three minutes prior to the start, the Announcer will instruct athletes to report to their assigned boxes and line up.

d.      If possible, the Clerks shall count participants on the start line to obtain an accurate number of starters.

e.       All runners will be double-checked for proper transponders, front bib and back bib numbers as applicable at this time. 

3.      The Gun.

a.      There will be a two-command start: “On your marks” followed by the firing of the starter’s pistol or approved starting device signaling the start of the race.

b.      If a race is started using a different procedure, such procedure should be clearly conveyed to all competitors in the technical instructions and by the starter or public address announcement.

c.       Suggested alternative start procedure:

                                                                                i.           One whistle blast indicates “Runners to the line” position.

                                                                               ii.           Both arms of the starter, with a pistol in one hand and a red flag in the other, shall be held straight out from the shoulder at shoulder height.

                                                                             iii.           The position is to be held until all runners are on the line and steady.

                                                                             iv.           In the “Runner set” position, the pistol and flag are raised slowly to straight overhead.

                                                                              v.           When all runners are steady, the pistol shall be fired.

                                                                             vi.           The start is a simultaneous act of firing the gun and pulling the flag down, providing both visual and auditory starting commands.

d.      A race may be recalled upon a false start or a fall which impacts the field within the first 100m.

IX.             THE FINISH

A.    The finish line.

1.      The Cross Country Council expects that the finish line will be set up with a professional appearance that befits a USATF National Championship. Please see Section VI above.

2.      The finish area should be completely set up prior to the first race of the day.

3.      It is strongly recommended that the finish be located near the starting area. 

4.      The finish should be on fairly level ground and have a minimum final straightaway of 200m; 400m would be preferred; hard fencing should be placed on both sides of the course for the final 200 meters for crowd control.

5.      The finish line shall be marked both with a solid line 5cm to 30cm wide of contrasting color to the ground placed across the width of the finish area and an overhead banner or other indicator of the finish line.

6.      The line shall be placed so that the finish of the course is the edge of the line closest to the approaching runners.

7.      Finish line side-scan cameras/videos should be aligned with this line.

8.      The LOC should consult their timing services provider to ascertain their timing equipment set up requirements.

9.      Since transponder timing is mandated, the finish line should be at least 8 meters wide and a corral system used. Finish chutes are no longer appropriate for the USATF National XC Championships. 

B.     Finish Corral.

1.      The LOC should ensure that the finish corral be large enough to handle the size of the largest field and kept clear of all but essential, credentialed personnel.

2.      The finish corral and complete finish area shall be clearly marked with hard fencing, banners, flags and other suitable material and shall be physically separated from areas used by spectators.

3.      Plan to enclose and police the all areas which have access restricted to competing athletes, credentialed, and other authorized personnel.

4.      The LOC should arrange for a separate enclosure for credentialed media (TV, video, photographers) personnel located behind the finish line that does not interfere with finishing runners.

5.      A separate enclosed media interview tent adjacent to the finish is required for the USATF XC Championships and is strongly recommended for all USATF National XC Championships. 

6.      If USADA is present for drug testing, then compliance with all of their requirements is mandatory. EMT personnel should be stationed at the finish line with direct access to the finishing runners. They should be located so that they will not interfere with finishing runners, timing equipment and the media.

7.      For the USATF XC Championships and whenever awards are planned on site, an awards podium or stage located adjacent to the finish line should be used. Contact the USATF National Office for branded backdrops.

C.     Timing.

1.      In cross country, the finish place of each runner must be 100% accurate. Correct finish place is paramount. Time is secondary.

2.      Transponder timing is required as the primary timing system.

3.      Side-Scan Finish Line Camera(s) – a fully-automatic digital timing system, such as FinishLynx, is mandated at the finish line with the ability to review in real time the transponder finisher order to determine correct placing.

4.      Timing – while timing is secondary to having a correct order of finish, it is important to generate accurate times along with finish order – athletes want to know their times.

5.      All official times should be rounded to the next slower full second in all results.

6.      We require at least one side-scan finish line camera. If possible, we recommend two side-scan finish line cameras be used – one on each side of the finish line, mounted to ensure an unobstructed view of all finishers.

7.      Review all finishers - do not automatically accept the transponder time reading as reflective of the runner’s place in the race. We require that all finishes be reviewed by camera to verify correct placing. Again, do not completely trust transponder systems to be 100% accurate in placing finishers.

8.      If the video system has a timer display, we recommend that this is used since it may be helpful establishing finish order/times in case of other system failures.

9.      We recommend one-time-use timing transponders attached to the bib.

10.   We require primary and secondary timing mats/loops with independent power supplies. Flash Point may be used as a secondary system.

11.   We require integration of the transponder timing system and photo timing system with result software capable of producing timely and accurate results with the ability to make quick corrections.

12.   We require integration of the initial and corrected transponder timing data with videoboards and any TV/video/live streaming systems being employed by USATF or the LOC.

13.   Pull tags shall NOT be used at the finish line as a back-up system due to the need to keep the finish corral clear of extraneous officials and allow room for medical personnel and media personnel.

14.   Select timers are not recommended at the finish line unless they can function from outside the finish chute area. This finish corral area must be kept clear to allow media and medical personnel to function.

15.   Head-on camera(s) – cameras or videos with a head-on view of the finish line is highly recommended to assist in real time the side-scan camera review to determine correct placing. If possible, we recommend two head-on finish line cameras be used – one on each side of the finish line, mounted to ensure an unobstructed view of all finishers.

16.   The LOC will work with their timing services provider to ensure an adequate, independent and uninterrupted power supply for the finish line.

17.   Timing clocks - we require at least one large timing clock at the finish line visible to all finishers and visible to spectators. Multiple clocks may be necessary.

18.   We recommend using timing mats with independent power supplies to capture and display split time data (electronically) for all runners at a minimum of two locations on the course.

19.   We recommend timing clocks at all locations where split times are being gathered.

20.   If a videoboard is available, then running time, runners’ names and place order with split times and finishing times should be posted. As an option, we suggest the split time data to provide live unofficial team scoring for each race integrated with the videoboard.

21.   The Timing Services provider must be able to produce hardcopies of all results on site.

D.     Official Policy Statement from the USATF Cross Country Council.

“We hope that all sports organizations in the USA organizing cross country running events, regardless of the method of timing, will remember that cross country is basically a team sport and that place is more important than time. To that end, the USA Track & Field’s Cross Country Council wishes to emphasize and reiterate that there is one, and only one, method to utilize regarding placement of runners at the finish line of cross country races. Competitors shall be placed at the finish line in the order in which any part of their bodies (i.e., the “torso,” as distinguished from the head, neck, arms, hands, legs, or feet) reaches the finish line.”

This statement was unanimously approved by the USA Track & Field Cross Country Council Executive Committee on December 1, 2017 and is posted at: http://www.adirondack.usatf.org/Home/Official-Statement-from-the-USATF-Cross-Country-Co.aspx

X.                SCORING AND RESULTS

A.     The USATF event website shall serve as the official source of/portal for all Championships information (entry information and forms, eligibility, schedule of events, athlete information, travel, results, etc.), with USATF being the source of competition results. The LOC and the Timing Services provider may link to any and all official Championship information on the USATF event website

1.      Complete results of the USA Cross Country Championships shall be provided by the LOC and their Timing Services provider to USATF as soon as possible upon conclusion of the events and approved by the referee. Please email results in Flat HTML format (if you're using Hy-Tek) or text format to: crosscountry@usatf.org

2.      Required results are listed below.

B.     Scoring – At all USATF National Cross Country Championships, only member clubs may be scored. US Armed Forces’ teams may be scored in a separate team division at the discretion of the XC Council.

1.      Please refer to USATF Competition Rules 7.5, 7.6 and 7.7 and Rules 15.1 through 15.8, especially Rule 15.5 for complete details regarding Open and Junior team scoring. USATF Competition Rules can be found at: http://www.usatf.org/About/Competition-Rules.aspx

2.      Please refer to USATF Competition Rules 7.5, 7.6 and 7.7, Rule 15 and especially Rule 341.1 for complete details regarding Master team scoring.

3.      Scoring software is subject to the approval of the XC Council.

4.      The XC Council and the USATF National Office staff will provide a fully vetted entry database to the LOC and their Timing Services provider upon close of the online registration system.

5.      Once online registration has closed, any and all changes to the entry database must be approved by the XC Council or their designee.

6.      A runner may only be listed on a single team roster for any event. Exception: A Master runner may compete in both Open and Master races at the same event provided that that runner has entered both races.

7.      Score only complete teams within each team division. All team scoring is by place.

8.      All runners on incomplete teams, runners on teams in other divisions and all unattached runners shall not be included or counted in the team scoring for a division.

9.      In order to score for a team, a runner must be declared on the official team roster.

10.   For the USATF National Club XC Championships:

a.      All Open teams shall score 5 runners with a maximum declared of 8 runners per team,

b.      Masters Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team,

c.       All other Master team divisions shall score 3 runners with a maximum declared of 5 runners per team.

11.   For the USATF XC Championships:

a.      All Open and Junior teams shall score 4 runners with a maximum declared of 6 runners per team,

b.      Any US Armed Forces team divisions scoring and scoring rules shall be at the discretion of the XC Council.

c.       Masters Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team,

d.      All other Master team divisions shall score 3 runners with a maximum declared of 5 runners per team.

12.   For the USATF Masters 5 km XC Championships:

a.      Masters Men 40+ and Master Men 50+ teams shall score 5 runners with a maximum declared of 9 runners per team,

b.      All other Master team divisions shall score 3 runners with a maximum declared of 5 runners per team.

13.   Ties in team scoring shall be broken by the terms of USATF Competition Rule 7.9.b. “Ties between two or more teams shall be resolved in favor of the team whose last scoring member finishes closer to first place.”

14.   Special Note for Master team division scoring: It is not unusual for a younger Master team division team (e.g., Men 40+) to have a declared runner who is age 50 or more. These older runners may score on a younger team if they have been declared on that team. Older runners on the younger age division team will still be included in their own 5-year age group for individual awards if the races are run concurrently.

C.     Preliminary Results.

1.      Top-15 results – the Timing Services provider shall generate a Top-15 finish order immediately listing finish place, runner’s name, club or hometown and finish time.

2.      All official times should be rounded to the next slower full second in all results.

3.      The top 15 overall list, once approved by the Referee, will be used by the announcer, USATF-approved media interviews, as well as for any immediate awards’ presentations and for preliminary work on national team selection (if applicable).

4.      The Timing Services provider will generate a set of preliminary overall results for the Referee as soon as possible. These results are based on the transponder results from the primary system after review using the finish line cameras.

5.      Preliminary results should be labeled ‘UNOFFICIAL’ and may be posted after review by the Referee.

6.      The time that the results are posted should also be written on the preliminary results. This begins the one hour protest period.

7.      Transponder timing is an aid in establishing the official finish placing of runners. However, the transponder system must be used in conjunction with back-up systems that will establish the official finish placing of all runners with 100% accuracy. Transponder data should be automatically reviewed using select timing, video recording, photo timing, and any other official finish line recording systems available. 

8.      A Lynx Finish Line camera system (or similar device) that is capable of viewing a minimum of 600 pictures per second must be used for the automatic review of placing.

D.     Results.

1.      All results shall be consistent with the transponder data from the primary timing system after review using the finish line cameras and any other official finish line recording systems available. 

2.      All official times should be rounded to the next slower full second in all result documents.

3.      All result documents must be reviewed by the Referee before release.

4.      Initial result documents shall be labeled ‘UNOFFICIAL’ until the one hour protest period has expired.

5.      Results shall NOT be posted on the internet, the Timing Services provider’s website or the LOC’s website (if any) unless pre-approved by the XC Council.

6.      The time that all results are posted shall be noted on each result document to assist in any protest response.

7.      As soon as possible after each race and once approved by the Referee, a hardcopy of the overall race results shall be conspicuously posted onsite by the Timing Services provider and/or the LOC.

8.      In addition to any hardcopies of results posted onsite, one hardcopy of each of the required result documents shall be made available to the Referee in case of protests.

9.      In addition to any hardcopies of results posted onsite, one hardcopy of each of the required result documents shall be made available for presentation of awards.

10.   Required results include:

a.      Overall Results for all finishers listing place, name, gender, single year age, club team or hometown and finish time rounded to the next slower full second. Note that any split times may be included in the overall results.

b.      Team Results for all declared complete teams within each team division, ranked by lowest point total first, listing team point total of scorers, club team name, all declared team finishers and their individual gender, single year age, and finish time rounded to the next slower full second.

c.       In addition to Overall and Team results, Master races also require:

i.                    5-year Age Group results starting with 40-44 and continuing to the age group of the oldest finisher listing place within the 5-year age group, name, gender, single year age, club team name or hometown and finish time rounded to the next slower full second. Please list all finishers in each age group not just the top 3,

ii.                   Age Graded results for each race, separating genders, ranked by Performance Level Percentage (PLP) rounded to one-hundredth (1/100^th) of a percent. Please use the Percent, do not use the adjusted time age-grading for this result document. Please age-grade all runners using the latest version (2015 WMA/USATF Age-Grading Road Tables, released 2016). Contact your software/timing system manufacturer to be sure that your software has the latest version of the Road age-grading tables. The Masters LDR XC Representative can assist you in obtaining the correct tables.

E.     Protests and Appeals.

1.      Selection of Referees and members of the Jury of Appeal.

a.      The selection of Referees for all national XC championships shall be made by the XC Council in consultation with the local event director.

b.      Referees must be USATF members, in good standing, preferably certified as a USATF competition official at the national or master level.

c.       Members of Jury of Appeal must be USATF members in good standing, preferably certified as a competition official at the national or master level.

d.      It is recommended that either 3 or 5 members be appointed to the Jury of Appeal.

e.       For all National XC Championships, it is required that at least one member of the Jury of Appeal be certified as a USATF competition official at the national or master level.

2.      Protests.

a.      Protests concerning the team status or eligibility of an entered competitor must be made to the XC Council Chair (for all Open and Junior matters) or the Masters XC Rep. (for all Master matters) prior to the commencement of the meet.

b.      Protests concerning the team status or eligibility of an entered competitor must be made to the Referee once the meet begins.

c.       Protests concerning the result or conduct of a race shall be made to the Referee at once and no later than one hour after the announcement or posting of the result of that race.

d.      Protests must be made in writing.

e.       Any protest should, in the first instance, be made orally to the Referee by an athlete, or by an official representative of an athlete, competing in the race to which the protest relates.

f.       A protest form will be provided by the XC Council.

g.       If possible, the Referee shall decide protests at once.

3.      Appeals.

a.      Appeals of decisions of the Referee as to matters which develop during the conduct of a race must be made in writing within 30 minutes of the announcement of the Referee’s decision.

b.      An appeal form will be provided by the XC Council.

c.       All appeal forms must be accompanied by a fee of $100. This fee is fully refunded if the Jury of Appeal rules in favor of the appeal.

d.      Appeals may only be submitted by an athlete, or by an official representative of an athlete, competing in the race to which the protest relates.

XI.             AWARDS

.

A.     Ordering Awards.

1.      The LOC should coordinate the awards order with the USATF National Office staff at least two months prior to the event.

2.      All awards will be paid for by the XC Council.

3.      Schedule delivery of all awards at least 2 weeks prior to the race date.

4.      Upon delivery, please open and inventory the entire awards order and contact the USATF National Office staff immediately if any awards are missing.

B.     Prize Money.

1.      The prize purse distribution schedule will be determined by the XC Council after consultation with the LOC and the USATF National Office.

2.      The prize purse distribution schedule will be posted on the event website as soon as possible.

3.      Prize money will be mailed after drug testing results are known.

4.      Collegiate athletes with eligibility remaining as well as all high school students are ineligible to receive prize money, in which case prize money will revert to the next lower finisher.

5.      Masters Team prize money must be evenly divided within Men’s and Women’s Age Divisions pro-rated for the number of scoring members on a team.

6.      Masters Individual prize money shall be evenly divided between men and women.

C.     Open Division Awards –

1.      USATF National Club XC Championships (i.e., Fall Nationals) –

a.      USATF Championship medals will be awarded to the top ten men's and women's individual finishers in each Open Championship race. 1^st gold, 2^nd silver, 3^rd thru 10^th bronze with standard ribbon colors for each place medal.

b.      A USATF National Championship patch will be awarded to the men’s and women’s Open champions.

c.       Team awards will be given to the declared members (Max. of 8) of the first, second, and third place men's and women's team in each Open Championship race.

d.      The time/location for the awards’ presentations shall be approved by the XC Council after consultation with the LOC.

2.      USATF XC Championships & World XC Team Trials (i.e., Winter Nationals) –

a.      USATF Championship medals will be awarded to the top ten men's and women's individual finishers in each Open Championship race. 1^st gold, 2^nd silver, 3^rd thru 10^th bronze with standard ribbon colors for each place medal.

b.      A USATF National Championship patch will be awarded to the men’s and women’s Open champions.

c.       The top ten finishers from the Open races will be honored immediately following each race - usually within 5 minutes of race completion. The USATF National Team coaches will assist in getting top 10 athletes to the awards podium. 

d.      USATF National team caps will be presented to all qualifiers for the World XC Cup team.

e.       Team awards will be presented to the declared members (Max. of 6) of the first, second, and third place men's and women's team in each Open Championship race after the one hour protest period has expired.

D.     Junior (U20) Division Awards –

1.      USATF XC Championships & World XC Team Trials (i.e., Winter Nationals) –

a.      USATF Championship medals will be awarded to the top ten men's and women's individual finishers in each Junior Championship race. 1^st gold, 2^nd silver, 3^rd thru 10^th bronze with standard ribbon colors for each place medal.

b.      A USATF National Championship patch will be awarded to the men’s and women’s Junior race champions.

c.       Team awards will be given to the declared members (Max. of 6) of the first, second, and third place men's and women's team in each Open Championship race.

d.      The time/location for the awards’ presentations shall be approved by the XC Council after consultation with the LOC.

E.     Master (40+) Division Awards.

1.      USATF National Club XC Championships (i.e., Fall Nationals), USATF XC Championships & World XC Team Trials (i.e., Winter Nationals), USATF Masters 5km XC Championships, and any stand-alone Masters National XC Championships –

a.      USATF Championship medals will be awarded to the top three men’s and women’s age-graded finishers.

b.      USATF Championship medals will be awarded to the top three men’s and women’s individual finishers in all 5-year age divisions, from 40-44 to the age of the oldest runners.

c.       Team awards will be given to the declared members (Max. of 5 or 9 depending on team division) of the first, second, and third place men’s and women’s teams in each team division: 40+, 50+, 60+, 70+, and 80+. 

d.      Championship patches will be awarded to the men’s and women’s champions of each individual age division.

e.       The time/location for the awards’ presentations shall be approved by the XC Council after consultation with the LOC.

F.      Award Ceremony.

1.      Award ceremonies may be held at the race site or off-site later in the day. The XC Council will coordinate with the LOC to develop the optimal location for all award ceremonies.

2.      If awards are scheduled to be presented onsite, then an awards’ podium or stage should be conveniently located adjacent to the finish area. If necessary, appropriate shelter in case of inclement weather must be provided.

3.      Results only become official once the one hour protest period has expired.

4.      The XC Council will assist the LOC in developing a workable schedule for awards’ presentations for each race with due consideration to the actual race schedule and protest periods.

a.      If awards are scheduled to be presented off-site after all racing has concluded, then it is suggested that a large room at the host hotel or the site of the post-race party be utilized. The room must be large enough to accommodate the anticipated numbers of teams, athletes, coaches and spectators.

b.      No fee shall be charged to attend the awards’ ceremonies.

c.       The time/location for any off-site awards’ presentations must be approved by the XC Council after consultation with the LOC

d.      Recommended presentation procedures when announcing and giving out Open and Junior championship awards include:

                                                                                i.           The awards presentation may be preceded by general remarks of thanks to participants and meet management (LOC).

                                                                               ii.           Award Open and Junior overall top ten finisher medals in reverse order.

                                                                             iii.           A USATF National Championship patch will be awarded to the men’s and women’s Open and Junior champions.

                                                                             iv.           At the Winter Nationals, the top ten finishers from the Open and Junior races will be honored immediately following each race - usually within 5 minutes of race completion. The USATF National Team coaches will assist in getting top 10 athletes to the awards podium. USATF

                                                                              v.           National team caps will be presented to all qualifiers for the World XC Cup team when applicable.

                                                                             vi.           Open and Junior team awards will be presented to the declared members (Max. of 6) of the first, second, and third place men's and women's team in each Open and Junior Championship race after the one hour protest period has expired.

                                                                           vii.           women’s top 3 age-graded finishers first. They will receive the same awards as any individual 5-year age group. (Present in the following order: 1^st - Gold Medal and individual Championship Patch, 2^nd – Silver Medal and 3^rd - Bronze Medal.) Also, award any individual prize money at this time.

e.       Recommended presentation procedures when announcing and giving out Master championship awards include:

                                                                          i.     Since there are a great many Master awards, their presentation ceremony should be done quickly and succinctly. 

                                                                         ii.     Present Women followed by Men in each classification.

                                                                       iii.     Call the top 3 finishers to the podium at the same time.

                                                                       iv.     Present top 3 age-graded finisher medals first.

                                                                        v.     Present medals to the top 3 finishers in each individual 5-year age group starting at 40-44 and continuing to the age group of the oldest finisher. Individual Age Group champions also get a National Championship patch.

                                                                       vi.     After all individual awards are presented, continue with the top 3 awards in each team division beginning at 40+ and continuing to the oldest team division; 3^rd place then 2^nd place then 1^st place.

                                                                     vii.     Present the team plaque along with individual medals to the declared members of each of the top 3 teams (Max. of 5 or 9 depending on team division).

G.     Announcers and Awards Staffing.

1.      The emcee for all award ceremonies must be approved by XC Council.

2.      Various award presenters may include: XC Council Chair, National Team Leaders, USATF National Sports Committee Chairs, USATF Board members, Officers, Staff and LOC leaders.

H.     National Team Selection and Processing – when applicable.

1.      USATF National XC Championships often serve as selection races for international XC competition including the XC World Cup, the NACAC XC Championships, the Pan-Am Games XC Championships, etc. With limited turn-around time, athletes who qualify must often be processed immediately after their selection race.

2.      Any and all selection criteria will be provided by the XC Council for posting on the event website. he XC Council USATF National Team Coaching Staff and Team Managers should be present at the championships where selection for international competition is scheduled.

3.      Coaching staff and managers should confirm with the XC Council that travel & lodging arrangements have been made by the USATF National Office staff.

4.      The LOC must provide a separate facility for USATF staff to process any and all athletes who are selected for international competition as a result of the championship race.

5.      The XC Council and the USATF National Office staff will coordinate with the LOC to arrange team processing requirements.

XII.          DRUG TESTING

A.     Drug Testing Policy.

1.      Athletes who participate in USATF National Championships and Team USA international trials competitions are subject to drug testing performed by the U.S. Anti-Doping Agency (USADA) in accordance with the USADA Protocol for Olympic and Paralympic Movement Testing.

2.      BE ALERT - Knowing your rights and responsibilities may save you from making a mistake that could jeopardize your athletic career. The use of ALL dietary supplements is "at the athlete's own risk of committing a doping violation." 

3.      BE AWARE - Testing may take place at any time or after any round - preliminary, qualifying, or final - USADA typically selects place finishers and random athletes. Athletes must report immediately to the Doping Control Station after they are notified of being selected for testing and will be accompanied by a chaperone until they report to the station.

4.      BE CLEAN - Checking to see if the medication you take is allowed could be the difference between passing your test and serving a doping ban. All athletes are responsible for checking the status of any prescription medications at the Global DRO and following-up with any necessary forms is all it takes to pass with flying colors.

5.      BE INFORMED – Watch USADA's short testing video at: https://www.usada.org/athletes/antidoping101/ This video will familiarize you with the drug testing process.

6.      When making travel arrangements please allow enough time for drug testing at the end of your event. This will include providing a sample and processing paperwork.

7.      The adjudication of anti-doping rule violations or refusals to test will be carried out by USADA.

8.      Athletes found to have committed a doping violation will be disciplined according to penalties specified by the World Anti-Doping Code and, if appropriate, applicable IAAF rules.

9.      Such penalties may result in a period of ineligibility as well as disqualification from the event.

10.   Prize money will be mailed after drug testing results are known.

B.     Anti-Doping Resources

1.      As you prepare for your upcoming competition, here are some resources that may save you from making a mistake that could jeopardize your athletic career:

a.      Global Drug Reference Online at: https://www.globaldro.com/Home

b.      Questions: drugreference@usada.org

c.       U. S. Anti-Doping Agency (USADA): https://www.usada.org/

2.      Dietary Supplements.

a.      The use of nutritional or dietary supplements is completely at the athlete's own risk - even if the supplement label says "approved" or "verified."

b.      USADA's drug reference resources DO NOT provide information about dietary supplements.

c.       Visit the Supplement 411 website for more information on dietary supplements at:

 https://www.usada.org/athletes/substances/supplement-411/

3.      Drug Testing – LOC Responsibilities. 

a.      If the event is selected by USATF and/or the United States Anti-Doping Agency (“USADA”) for in-competition drug testing then the LOC should contact the USATF National Office at least 2 months prior to the event to determine who will head up the onsite testing program for USADA.

b.      The USATF National Office will assist the LOC to determine any special USADA needs or requirements.

c.       The LOC shall provide:

                                                                                i.           A sheltered, secluded facility (preferably adjacent to the finish area) to conduct drug testing complete with two (2) dedicated restrooms and interview rooms.

                                                                               ii.           This facility shall have a separate waiting area which will hold up to 30 people, separate areas for men & women to provide samples, and adequate tables and chairs.

                                                                             iii.           Beverages – water, electrolytes and fruit juices in sealed containers.

d.      Personnel.

                                                                                i.           USADA will contact USATF and the LOC with their specific staffing requests and numbers.

                                                                               ii.           The LOC will provide at least 20 volunteers. Volunteers must be at least 18 years or older and shall be onsite at least one hour prior to the first tested race.

                                                                             iii.           The LOC will assign an adult coordinator to work with USATF and USADA.

e.       The assigned coordinator will:

                                                                                i.           Be the point person for pre-event planning regarding doping control,

                                                                               ii.           Will serve as a liaison to USADA and USATF, and

                                                                             iii.           Will have responsibilities pertaining to doping control for the duration of the Championships.

                                                                             iv.           Additionally, this coordinator shall ensure that all necessary beverages are securing in the doping control facility and will secure and manage all necessary volunteers for the doping control activities.

XIII.       MEDIA.

A.     USATF Media Information Coordinator.

1.      USATF will send a media information coordinator to both the USATF Club XC and the USATF XC Championships. The USATF media information coordinator will arrive onsite on Thursday prior to Championships.

2.      It is suggested that the LOC obtain the services of race photographer and/or videographer. Note that USATF has rights to any and all official images produced at the event. Credentialed media are excepted from this policy.

B.     Local Organizing Committee media relations director.

1.      The LOC’s role in media relations is to promote the meet in the local area in which the championships are being held and actively coordinate with USATF’s media information coordinator. 

2.      The LOC must do its utmost to develop local media coverage for the event and partnering with the major outlets in the area to get excellent coverage.

3.      The LOC should appoint their local media relations director no later than four months in advance of the championships.

4.      It is strongly suggested that the LOC contact and partner with the local special events o sports council contact if city has one.

5.      The LOC media relations director should obtain a list of local media, including community newspapers, sports radio contacts (i.e., producers and on-air personalities), television sports news producers & talent. If the city does not have a local special events or sports council, the LOC media relations director should meet with either a professional public relations firm, local convention & visitors bureau media contact, or, preferably, a sports information director of a local university or college.

6.      Once the LOC has appointed a media relations director, that individual should actively recruit a core group of assistants, with a strong sports background, preferably in running/track & field. Good sources include public relations firms, college or university sports information interns, upper-level university students majoring in journalism, etc.

7.      The LOC media relations director should:

a.      Contact all local print, radio, internet media, and TV media outlets to introduce event.

b.      Obtain contact information for each outlet, including e-mail addresses. 

c.       Interface with the USATF media information coordinator assigned to the event and with the directors of the USATF Integrated Marketing and Communications Dept. and the USATF Entertainment Properties and Events Dept. at the USATF National Office and get their list of media contacts, including e-mail addresses.

d.      Produce regular releases and story ideas for local outlets.

e.       Arrange for interviews with local/regional standouts. Promoting local heroes is a very effective way to ensure coverage in the community where the championships are conducted.

f.       Participate in all USATF National Office media-related teleconferences related to the championships - the LOC media relations director and/or a designated representative should be available for the teleconference to answer any questions from media on the conference call. The local race director and/or a designated representative should also participate in all media conference calls.

g.       The LOC media relations director with the USATF media information coordinator to assist in assembling media packets, including local releases. What is helpful especially for out-of-town media is to place local visitors/convention bureau materials in this packet.

C.     Onsite Media Facilities.

1.      The LOC is required to provide a private onsite workspace for the media coordinator and staff within a reasonable distance from the finish line. This private area is usually set up adjacent to the awards stage/podium.

2.      At the minimum, this space must be sufficient for two individuals to work on their laptop computers, as well as room for a copy machine.

3.      Tables and chairs must be provided to allow space for post-race interviews with leading runners 

4.      The LOC is also responsible for providing electricity for the copy machine and laptops. 

5.      A tent is usually insufficient for their needs; if no permanent facilities are available, then the LOC should obtain temporary facilities such as a trailer or RV. 

6.      Every effort should be made to have one to three telephone lines available for the media information coordinator.

7.      Every effort should be made to have at least one photocopier with paper and toner ink available for the media information coordinator.

D.     Additional promotional suggestions.

1.      Any open community or citizen’s race added to the championship race schedule held on the actual race course on either race day or the day prior to the championships is subject to approval of the XC Council. Course conditions must be taken in account.

2.      Any guest speakers, workshops, clinics, etc., scheduled by the LOC to be held in conjunction with the championships are subject to approval from the XC Council.

3.      Additional advertising opportunities include:

a.      Local/Regional XC events including HS, College, Junior Olympic, etc.

b.      Various clinics, workshops, Q&A sessions, speakers, activities with, and/or and appearances by elite runners.

c.       Articles/ads in local, state, regional and national publications.

d.      Sale of branded event merchandise – contact National Office for logo standards and requirements.

e.       Solicit products/promotional giveaways.

f.       Add event to local, state, regional, national race schedules.

g.       Regular Twitter and Facebook postings.

h.      Ads/information sent to local, state, regional and national running websites.

i.        Ads/information/articles sent to other media/print periodicals. i.e., Track & Field News, American Track & Field, X-Country X-Press, California Track & Running News, The Harrier, Runners World Online-and-list serve, Track Info & Track Clubs list serves, LetsRun.com, Fast-Women.com, DyeStat.com, New England Runner, etc.

Appendix A                 USATF web links – as of May 1, 2020

USATF Website:

https://www.usatf.org/

2019 USATF Bylaws and Operating Procedures:

https://www.usatf.org/governance/bylaws-regulations

2020 USATF Competition Rules:

https://www.usatf.org/governance/rule-books

USATF Championship Bidding webpage:

https://www.usatf.org/events/event-resource-pages/national-championship-bid-applications

USATF Cross Country webpage:

https://www.usatf.org/disciplines/cross-country

USATF Membership webpage:

https://www.usatf.org/home/top-utility-nav-content/membership

USATF Event Sanctions webpage:

https://www.usatf.org/home/top-utility-nav-content/sanctions

USATF Associations look-up webpage:

https://www.usatf.org/associations

USATF Club Search webpage:

https://legacy.usatf.org/clubs/search/index.asp

USATF Club Organization/Membership

https://www.usatf.org/home/top-utility-nav-content/club-organization-membership

U.S. Anti-Doping Agency (USADA) https://www.usada.org/

Watch USADA's short testing video at: https://www.usada.org/athletes/antidoping101/

This video will familiarize you with the drug testing process.

Global Drug Reference Online at: https://www.globaldro.com/Home

Questions: drugreference@usada.org

Visit the Supplement 411 website for more information on dietary supplements at:

https://www.usada.org/athletes/substances/supplement-411/[object Object]