"You're Cut Off" - Dealing with the back of the pack.

"I would have ran faster if someone had told me" - something I've heard more than once.

I often consider the emotionally hardest part of the race the part where you have to tell the last people to get off the course. Whether a 5K or a Major Marathon or Ironman, this can be a painful moment for a lot of people who, let's be frank, probably have had a hard journey to get where they are and are extra determined, and/or are not having a good day already. I've had a few conversations about this lately, and I wanted to both hear others' stories and share some tips I have learned at some of largest and most prestigious races in the US that deal with these in higher volume and intensity.

We all know the reasons we have to cut runners as an RD - police bills are expensive. Neighborhoods, churches etc need access. We need to maintain a standard or else more and more people will abuse it. And occasionally, runners at the back are likely to be having health issues that are in their own interest to be pulled. It's important that we maintain these cuts for all these reasons - but how can we communicate and execute them better?

There are many steps we can take along the way to make race-day headaches better by improving Pre-Race communications and expectations, and During Race operations and execution.

Pre-Race

1) Identify the best cutoff points, times, and pace calculations.

First, while you can use other races as guidance, ask yourself why you want cutoffs. What are your priorities - do you want to maintain a rolling cutoff on principle, or cut people at certain points because they're on busy stretches of road that need re-opened? Perhaps they're just at key spots where the course loops back near the finish and it's easy to divert people without having to give them a ride. Figure out a reasonable pace and timeline based on something that makes sense - X time after last runner leaves the start line, for example. Identify any fixed times and how you will deal with those if there is a delay.

2) Post clear cutoff times and diversion plans online - DON'T post exact times of day unless necessary (i.e. I have a race where we need to be off the golf course by a certain time, and significant delays may force a course diversion).

Fixed cutoff times in particular will hurt you in case of delays and I find it better to set an adjustable policy that others can follow. Instead use communications like "7 hours from the last runner crossing the start line, estimated time of X", "start line closure of 15 minutes after the gun time", and "You will be expected to maintain a 15 minute pace". The latter creates its own issues - more later.

3) Post clearly how this cutoff is managed - is it from the last runner crossing the start line? Do you reserve the right if someone is not maintaining a certain pace to cut them at a certain point?

The first is easier for the last runners, but as we all know the last runner is often someone who just came late for some reason and may past the last runner. The second may be difficult as it requires measurement between various waypoints to execute. More on this later too.

4) Be kind and straightforward in your explanations of WHY these cutoffs need to be made.

Language often can include but not be limited to "The streets need to reopen per our permit and to be good neighbors", "our medical coverage goes away and it creates a liability", etc. Be prepared if the course is on sidewalk to explain the process if you wish to just get them off the roads.

5) Make an ops plan that accommodates this. Where are the more or less important cutoff locations? Who is managing the cutoff? What info needs to be communicated to police, volunteers at aid stations, etc so they know how to help communicate for you (if you want them to).

This can be as much or as little as necessary - too much communication can lead to issues, especially if adjustments need to be made to the schedule. Are you going to have sequential cutoffs (staying on the tail), or plot your cutoffs based on easy pickup locations with easy access for your SAG vans?

Don't go in without a plan - if the only option for a runner is to walk back, they may just do it on the race course and perhaps create more issues. If runners can continue on a sidewalk, how do you handle it? Do you insert language into your liability waiver? Do you take their timing chip and bib and tell them they are continuing as a member of public? Do you make them sign a waiver to continue on?

6) To do this I find it helpful to create a handy spreadsheet based on a variable or fixed 'cut begin' time, i.e. if last runner is at X time, what are the cutoffs at variable waypoints? Give this to your sag leader, your volunteer captain, your police coordinator, etc. Consider having it in a Google Sheet or something that can be dynamically changed and accessed online.

I've created more advanced waypoints and pacing calculations that I've used in various situations to communicate with runners that I could share (i.e. "hey buddy, you're falling off the pace, you need to keep a 13 minute mile by the next aid station, do you think can do it?") This helps give runners time to think about their pace and gives their tired minds something concrete to address, rather than just a surprise cut.

During the Race

7) It may help to utilize the Disney "Balloon" strategy, i.e. having someone clearly visible at the back of the pack. If you're going to do this, find a way to make sure that they are keeping on a concrete pace, ESPECIALLY if the cutoffs are on a variable time.

I have yet to find a perfect way to do this - I am looking into some apps that have been recommended, but again having a spreadsheet with more waypoints and timelines can help them keep on this. It also helps to have a good runner, rider, or driver who is comfortable staying on a much faster pace and understands what 'keeping a pace' means from their day-to-day workouts.

8) Be prepared for runner questions and statements:

"Do I still get a medal"? - Decide if you DQ them, especially if you're a pulling bibs or chips, if you let them back in the corral. Many protests can be avoided by assuring of this.

"I could have run faster if I knew" - As mentioned, advanced warning can mitigate this, whether through communications or signage warning ahead of cutoff points.

"These are public sidewalks, why can't I walk on them"? - Usually this comes down to liability and making sure they don't get lost, so this is a tough one. This is where I may consider cutoffs at earlier points where road usage is more applicable to this conversation, rather than a spot on a sidewalk. If you do wish to cut people, have a process in place (see next point).

9) More in-depth topics

• I mentioned before a hesitancy to enforce the 'keep a certain pace' requirement. It's certainly tempting to pull people that you know are going to be cut soon, but how are you able to quantify this without a lot of tracking data? I would choose to avoid wording like this, instead relying on a sequential warning system.
• If you do wish to, this can look something like - "three strikes you're out" - keep a system of waypoints and cutoffs and warn people who are approaching them. I have on one somewhat prestigious race kept a dynamic spreadsheet (shown above) where I could put in someone's arrival time at one aid station, and was able to tell them exactly what overall pace they need to keep to make the cutoff, and also what time they had to reach the next aid station, mile marker, or intersection by. If someone's wearing a watch, they can consult it and think about it during that period. I have heard many times "I would have run harder if I knew I was that close".
• An example if you really want to think about it, with formulas all set from necessary finish time

• Again on picking Key cutoff spots: This warrants a longer article but I would recommend: don't think about it too early (people arrive late and crowds may mean it takes time to shake out the last people), think about diversion points (spots where you may be able to DQ them and communicate that info, allowing them to jump ahead and keep running into the finish line), and leap-aheads. Consider having cutoffs at the beginning of out-and-back space where you can see runners twice and warn them (easier communications)
• I'm on the fence about 'leap-ahead's i.e. moving runners up further in the pack. I can see how they're tempting to keep people running and still involved in the race, but I also feel they may create more liability and issues than they solve. If you choose to do these, be prepared for the DQ processes as discussed.
• Early Starts - this can open up a whole different can of worms, particularly if you are on public roads, but I mention it only because I have seen it done in numerous park situations where we thought the leaders would catch up with the 'slow walkers' before any key closure points were met - with the caveat that they would NOT be allowed to cross a certain point if they arrived there early.

10) Bottom line : Communicate Early, Communicate Often, Be Nice, Be Considerate

It should go without saying that the person or people handling this should be both tactful and accurate in their communications in their information. Consider the stages of communication: Pre-race communication (website, email, BACK of start line, taking estimated finish time at registration), general communication (give Aid Station captains the key information to pass on), and direct communication (with the runner - first and foremost remember that they are tired, they are emotionally invested, and there are better ways to handle it than dropping a bomb on them when they reach an aid station).

What have you seen, what works well for you? Want to talk more advanced processes? Shoot me a message!