TAKING CARE OF PARTICIPANT’S BELONGINGS—THE BAGGAGE CHECK CHALLENGE
For many races, especially point-to-point races in the spring or fall, one of the biggest challenges a race director comes up against is the overall baggage collection program. (By they way, I prefer to call it “clothing” or “gear” check but most still refer to it as “baggage” so I will do so here for clarity sake.)
As most race directors know, there is a lot more to this task than meets the eye. Some of the questions that need to be answered along with some corresponding tips are listed below:
How many runners in your race do you anticipate using the baggage program? Much of this has to do with the time of year and of course the weather that morning as well as how far away the runners have to park their cars from the race. Of course, it is always best to overestimate versus underestimate. Many runners will stow a bag with only race day brochures, free shirts, or car keys, cell phone etc. Others have their entire event wardrobe! Always plan for more rather than less.
If your event is a point-to-point, how will you transport the baggage collected at the start to the finish for distribution? Some races use trucks, e.g., UPS style vehicles and other races use yellow school buses. How the gear is collected, how it is placed in the vehicle, and what the signs are on the vehicles indicating whose bags go where is all something that needs to be well thought out. One of the major goals here is to prevent any long lines from occurring both on the front end and on the back end.
What size and type of plastic bag do you use and who supplies it? It is always best to use draw string bags so that the contents remain intact. Many times one of your existing sponsors will gladly provide the bags with their logo on it.
How many volunteers do you need to handle the baggage program efficiently? Again, it all depends on how simple or complex the program is. Keeping it simple is key.
What about security regarding both the contents of the bag as well as security of the bag itself once collected? Following the 9/11 events, security of these bags became a huge challenge to the point where many of us were required by public safety to use clear, see-through bags. Having dependable volunteers watching over all the bags is a must.
Given the enormous field sizes these days, where do you even place all these bags nowadays? Do you even have enough space at your venue? How far away from the start is baggage check and how far away from the finish is baggage distribution? You need to survey your venue and come up with viable solutions to these questions.
Most races prefer to provide tent cover or shelter for the baggage, however, if the gear is all in a tight, plastic bag, perhaps you don’t necessarily need to incur the expense of a large tent to cover all the bags.
If you have enough space, it is easier to allow the runner into the secured baggage area, place their own bag near a sign corresponding with their number and then after the race come back in, retrieve their own bag and on the way out, they show their bib number and bag number for security. This is quicker than trying to find everyone’s bag and eliminates the need for a lot of volunteers. Again, you need the space to do this properly though and it probably only works for races with less than a few thousand runners in it. For this type of process, it’s best to have participant’s flow thru the baggage area …one way in and one way out past the checking crew.
You also have to determine how to identify each bag, either by placing a sticker with the runner’s bib number on the bag or pinning a tear off tag from the bib number on the bag. Don’t forget to supply some kind of “fastener” so the participant can attach their number to the bag.
Another decision that needs to be made is if you will accept anything other than the bag you provide each runner, that is, if they give you their personal back pack or bag, will you accept it?
You need a policy as to what you will do with bags that are left unclaimed once the race is over and everyone has left. Usually, races will hold on to it for a week or so and then if still left unclaimed, they will give the contents away to charity.
It is also critical that you state clearly in your written runner instructions that the race is not responsible for any lost bags or articles and that the runner should not place anything of value in their bag.
Lastly, to minimize or eliminate a lot of bags from being checked, encourage all your participants to bring “throw away” clothes instead. However, then you have the challenge of cleaning up all that mess!! Can’t totally win!