CHESHIRE COUNTY AA – Road Running

“Swapping Numbers” in Road Races

Following detailed examination of the results of the 2007 Four Villages Half-marathon at Helsby, which produced a significant number of unrecorded “swapped” numbers, the Cheshire County AA Permit Secretary circulated a questionnaire to organisers of events in Cheshire.  Below, we summarise their comments.

1.	UK Athletics Rules for Competition
One respondent asked what the Rules say on this matter.
The rules for Road Running (201 to 229) contain rules specifically for Runners (211 to  218). 
 Rule 216 Entries contains 3 specific clauses relevant to the debate :
(1)	Every entry for a race shall be made to the Race Secretary on the official entry form, or the Universal entry form (if acceptable to the Promoter), as approved by the appropriate Association.
(2)	Entries shall be made in the competitor’s true name as legally registered and must be completed with the correct age/date of birth and other details.
(3)	Numbers are issued to the individual athlete completing the application form and are non-transferable except with the specific authority of the Race Secretary.
General Rule 14 (which applies to all disciplines) amplifies these rules requiring in 14(6) the intending competitor to sign the entry form and in 14(10) the entry has to be accompanied by the full amount of the stipulated entry fee.

In addition to the Rules for Competition, there are additional issues.
a) There is a significant Health and Safety issue of the need to know that the competitor wearing a particular number is who the entry details say that person is. We are investigating whether a runner wearing someone else’s number is still covered by the insurance cover available under the permit.  The organisers of the Chester half-marathon were reminded by the police of the importance of that information at their annual pre-race conference for this year’s event.
b) In addition the need to have accurate results avoids the difficulties for organisers have at times with getting prizes to the correct runners – men running in female numbers; age group prizes going to the wrong persons.
In Cheshire wrong information can affect the GP results and the handicap results.

From this it appears that “Number Swapping” can take place, but only when approved by the Race Secretary and all entries must be made on the official entry form and signed (this presumably includes those who wish to re-use a number).  It is therefore illegal to run in someone else’s number. An additional observation here concerns “on-line” entries – how can they be signed to comply with the Rules for Competition?

2.	Entry Limits.
Several have asked why Helsby, Wilmslow and Chester half marathons set entry limits when they know that they will get considerably fewer runners than their limits.
Each race is aware of the capacity of their course and other aspects of the facilities they use (for example, Helsby chose to reduce their entry limit in 2007 by 500 in view of parking limitations).  All 3 events know from past years that the usual turn out is approximately 75% of their entry limit, and it is this number of expected runners which is  part of the Risk Assessment. Detailed analysis of entries/finishers in the Wilmslow and Chester ½ marathons showed that although the proportion of unattached is high (c.75 to 80%), proportionately more of the “no-shows” are the unattached runners. 
For smaller events which take entries on the day, the entry limit should be the number that can be accommodated by the facilities and the course (no-show is generally well below 10% of total entries).
(Some will no doubt ask ”What if more turn up?”  We had experience of that at the Chester “Round the Walls” race one year when we reached the entry limit part way through the morning on the day of the event – a number (about 50) who could not enter still ran (without numbers) which caused a crush where the race enters the “Walls” section.   Since then the organisers have not taken entries on the day, even if the entry limit has not been reached.  The organisers of the Christleton 5K in May 2007 are taking the same approach). 

3.	Swapping Numbers.
Respondents generally accepted that the practice of unrecorded number swapping happens, but was confined to the large events which close their entries well before race day (both Wilmslow and Chester in 2007 closed 3 months before their respective events – significantly earlier than in previous years).  Recorded number transfer is carried out by two of the big 3 half-marathons, but they do not openly advertise the fact.  Wilmslow has in the last few years carried out about 150 number transfers each year (not all on the day), which is acceptable to their results provider.  Helsby chose in 2006 and again this year not to allow re-registration because of the administrative requirements and getting those changes to the results provider.  There was a variation in charges for re-registration from nothing to an administration fee; some required a new entry form to be completed others noted details on a sheet and requested the “new” runner to complete the details on the back of the number; some re-issued the same number, others issued a completely new number.  A variety of approaches are used concerning re-issue of numbers – only on the day; on the day, provided the “new” runner brings the returned number; prior to the day by notification by different means.

Two respondents expressed concerns that if re-registration became widely advertised they would have to review whether they were willing to offer that service (150 yes possibly, 500 no – Wilmslow’s no show is about 1200).  Another concern expressed on the same issue was if the number of re-registrations increased significantly, then entry limits would need to be reduced so that the numbers actually running were in line with the Risk Assessment.  This would likely lead to an increase in entry fees in order to preserve income levels.

Summary.
Unrecorded number swapping is illegal under the Rules for Road Running.
Swapping can take place if approved by the Race Secretary, athletes must complete an entry form, but it is not clear if they should pay the full entry fee.

Proposals.
We are proposing the following :
1.	Organisers of large events are encouraged to consider re-registration for their event (as allowed under the current Rules for Competition).  How that is carried out and whether the practice is advertised is left to the Race Secretary.
2.	All athletes who are issued with returned numbers must complete either an entry form or equivalent form so that their full details and signature are obtained.

Acknowledgements
Gill Collen (Warrington RR); Peter Doyle (Congleton H); Bob Lynch (Macclesfield H); Justin Realff (Tattenhall Runners); Andy Smith (Helsby RC); Malcolm Fowler (Wilmslow RC), Dave Waywell (Lancashire!); Ken Rushton (Alsager 5 mile organiser); Richard Batterham (West Cheshire AC)

Adrian Thiemicke (Cheshire Permit Secretary)
John Driscoll
3 April 2007/modified after Cheshire County AA meeting 11 April 2007