As soon as your group selects that big out-of-town race, training shouldn’t be the only thing on your mind! Yes, successful weekend race trips require a certain amount of organization and planning. This guide lends some helpful tips on logistics for travel, accommodations and packing to help your trip go more smoothly.
Organize. Selecting appropriate tools and technologies to help you coordinate trip logistics amongst the members of your group is a good way to get started. E-mail is helpful, of course. However, consider also using a Google Spreadsheet for tracking trip costs and member contributions. Meanwhile, a handy tool called a Writeboard allows your group (even the most “low-tech” of members!) to collaborate on the tasks at hand and share important trip information.
Designate a Treasurer.Duties of the Treasurer include booking the accommodations, paying deposit(s) if applicable, collecting money from group members and ensuring that the bill is paid.
Shop around for flights. Use Priceline or other discount travel Web site to seek out low airfare. Once reasonably priced flights are located, communicate the information with your group members and encourage them to purchase tickets early.
Book your hotel early, and take advantage of discounted hotel rates, which are likely to be advertised on your race Web site.
Consider alternatives to hotels.
Staying in rented house can be much more comfortable than a hotel, especially when staying more than two or three nights. Rental costs can also be very low when you split it between several people. Local realty Web sites such as this one are helpful for locating short-term and vacation rental properties.
Don’t rule out Bed & Breakfasts! It is important (and socially responsible) to support local business and “give back” to the community that supports your race. Seek out local B&Bs through local chamber of commerce Web sites or using a B&B directory.
Investigate local eats in advance. Imagine how hungry you’ll be the night you pull in to town! Looking for a good restaurant will be the last thing you want to do after a long flight or drive. It will be helpful to have on hand a list of nearby restaurants, including phone numbers and addresses. Advance reservations are usually a good idea. You can always call to modify or cancel your reservation if plans change.
Compile phone numbers. Create and distribute a list of the cell phone numbers of everyone in the group. Encourage all group members to enter those numbers into their cel phone in advance of the trip. Consider developing a phone tree system in case quick communications are necessary.
Print out maps and driving directions to all the key locations (hotel, race expo, race start, etc) before you go!
Pack well.
Here is a tried and true list of practical items to bring along on your race trip:
- Camera and film
- Toiletries, including sun block and lip balm with SPF
- Energy replacement gel/drink, water bottles, etc.
- After-race recovery drink
- Running clothes (When in doubt, layers are best!)
- Running socks and shoes
- Skin protectant lubricant like BodyGlide
- Sunglasses and hat
- Plastic bags for storing sweaty clothes and shoes
- Warm, dry, comfortable after-race clothes
- Flip flops or other after race-type shoes (ahhh!)
- Pajamas
- Cell phone and charger
- Laptop and charger
- Small first aid kit for cuts, scrapes, blisters, etc.
- Ibuprofen
Add the following items for road (driving) trips:
- Road atlas
- Kleenex
- Handy-wipes
- Plenty of snacks and water
Consider adding if you’re staying at a rental house:
- Sheets
- Bath towel(s)
- Handsoap for bathrooms/kitchen
- Dishtowels
- Sponge for washing dishes
- Dish detergent
- All-purpose cleaner/disinfectant
- Towels for cleaning
- Aluminum foil
- Plastic wrap
- Laundry detergent
- Paper towels
- Large kitchen garbage bags
- Toilet paper
- Flashlights w/ fresh batteries
Food. The following suggested grocery list includes breakfast, snacks, and a pre-race pasta dinner! Great if you have your own kitchen (as with rental house).
- Whole wheat bread for toast and sandwiches
- Peanut butter
- Cereal
- Granola bars
- Ground coffee and filters
- Sugar/Sweetner for coffee
- Creamer for coffee
- Oatmeal & brown sugar
- Milk
- Bananas
- Bagels
- Cream cheese
- Pasta
- Olive oil for cooking pasta
- Pasta sauce
- French bread
- Garlic
- Butter
Family members or other spectators coming to the race too? The following may be useful items for spectators to have on hand:
- Camera
- Binoculars
- Bicycles
- Backpack full of warm, dry, comfortable clothing for the runners
- Cell phones (don’t forget those power chargers!)
- Walkie talkies (great for post-race coordination!)
Other handy items, depending on the season and your geographical location:
- Gloves, hats
- Swim suit/trunks
- Beach chairs
- Umbrellas
- Rain ponchos
- Raincoats
Enjoy your trip!