MCAS YUMA SHOOTS FOR THE MOON.

In the hot, arid desert of the Southwest, where temperatures in the summertime can reach 116 degrees, you would think most people would balk at the idea of a five-mile run/three-mile walk. Yet, twice a year, the Recreation Department of Morale, Welfare and Recreation (HWR) aboard Marine Corps Air Station Yuma plays host to more than 200 participants in a unique racing event. Two races, the Marine on the Moon Run and the Desert Moon Dash, held during the hot summer months, remain the most popular events the recreation department conducts.

Held at night under the light of the moon -- and cooler conditions -- the moonlight runs, as they've come to be known, have taken on a life of their own. The races are no longer about running or walking or who has the fastest time; they've become social events that keep people talking for weeks.

Instead of abandoning a popular activity because of climatic extremes, the recreation department decided a year ago to hold the races after the sun goes down. At night, participants enjoy cooler temperatures and delight in the spectacular view of a full desert moon. The course is also outlined with 150 luminaries, and participants wear glow-stick necklaces, adding to the carnival-like atmosphere.

This sense of fun rubs off on the department as it plans the event. Although just as much work as a traditional race, the moonlight runs maintain a tradition of enjoyment and excitement for both participants and the crew working the face.

Preliminary Planning

The moonlight runs are scheduled for when the moon provides the most light. This is determined with information from station weather.

Once a date has been established, the recreation team, which consists of the recreation director, assistant recreation director, race coordinator, athletics director, and fitness coordinator, gathers for an initial race meeting. The race coordinator creates a task list, assigning duties to the other members of the committee. He or she is also in charge of establishing and facilitating meetings.

Once the initial meeting has taken place, the individual players set out to accomplish their assigned tasks. First and foremost, a racecourse must be established, a task that is handled by the athletic director. He or she uses a rough map to set the course. The entire five-mile-run and three-mile-walk course keeps within the boundaries of the base. Included on the map are at least one water point and positions for race monitors.

Marketing 101

Acting upon a written request submitted by the race coordinator -- at least four weeks before the night of the race -- the marketing department creates fliers, articles for the MWR monthly newsletter, posters, and e-mail messages. The race coordinator and recreation director make appearances on the local morning news shows to target interested civilians. Recreation department personnel also wear race T-shirts in the days leading up to the race to help market the event to the air-station community.

Another key marketing tool, one that always brings the best results, is word of mouth. It costs nothing, but its impact is priceless. When you put on a good race, word spreads. Runners make up a close-knit community, and they let each other know about the well-organized and fun races.

A Team Effort

Each member of the race committee is assigned specific tasks, which make up the organizational effort. Often the committee is responsible for putting in outside help to complete the effort. Because the course is laid out on the streets of the air station, the assistance of the station police is necessary to ensure the safety of the participants. The course map is taken to the head of the traffic management division in the Provost Marshall's Office (PMO). PMO will see to it that necessary roads are barricaded and bike patrols lead and follow the participants.

Approximately six weeks before race night, a working party is organized. These "volunteers" will serve as race monitors and staff the water points. They are assigned to pointing participants in the right direction and giving some encouraging words of support as people pass.

Other volunteers will serve as timers. Because this race is considered a "fun run," and not a highly competitive event, only the first three finishers in each category are timed. Categories for the moonlight runs include male runners, female runners, and walkers. Two chutes are set up at the finish line to assist in keeping walkers and runners separated and organized for the timers.

The volunteers, who enjoy being out with the crowd and cheering on the participants, come from all over the base, serving as registrars and overseeing the refreshment tables.

Sweating the Smart Stuff

As with any other event, it's the small items that are often forgotten and trip up the race. It's the job of the race coordinator to make sure this doesn't happen. Key issues to watch out for include making sure that all the volunteers attend the volunteer meeting the morning before the race to receive their monitor posts; getting the refreshments, which are donated by local distributors, to the race site on time; and setting up the sound system, which will be used for safety announcements, reading of the rules, recognition of the winners, and background music.

These items may not seem as important as the issues of registration, official timekeeping, and course setup, but they add to the race, helping to make it the high-quality event that people at the air station have come to expect.

Race Day

The day before the race is always hectic. A portion of the volunteers is assigned to monitor stations along the racecourse, while others assist the athletic director in setting up a tent for registration and refreshment tables.

Committee members spend the afternoon busying themselves with last-minute jobs: setting up luminaries, directional signs, and tiki torches along the course; acquiring radios for communication; gathering extra bib numbers, registration folders, and extra entry forms; and double-checking on everyone and keeping up with the small stuff.

It's Showtime 

While the race coordinator arrives on the scene two hours before start time, the athletic director has been there all day, keeping an eye on everything and maintaining the course. Monitors begin to arrive, check in, and are advised again by the athletic director regarding rules and regulations. Same-day registration is set up as the monitors are being briefed.

At this time, participants begin to arrive, gathering materials and warming up. This is a social time for runners and walkers. The sound system is playing upbeat music to get the crowd in good spirits. Safety announcements, made by the race coordinator or emcee, periodically fly from the speakers.

Timers are put at the ready, and participants are called to the starting line. At the sound of the starter's pistol the crowd of runners lurches to a start.

At the Finish Line

The fun for the committee really begins when the participants start crossing the finish line and the feedback comes rolling in. Racers socialize with their families as well as other finishers.

When the majority of people have finished, the assistant recreation director and race coordinator begin announcing the top finishers in each category and handing out awards. Race sponsors and monitors are thanked for their support.

Although the race is over and the awards have been handed out, the crowd sticks around. For many, the race isn't the "thing." That's why these are called "fun runs." People aren't talking about their finish times; they're talking about when the next moonlight run will be held.

That's a Wrap

As the crowd slowly starts to dissipate, the committee and volunteers begin to clean up the site. Registration materials are gathered, and the tent and sound system are dismantled.

As the monitors check over their duties with the athletic director, the race committee gathers to compare notes and go over the site one more time. The athletic director is always the last to leave, checking over the course to make sure everything has been retrieved.

The committee is exhausted and heads home to collapse. Next week, a post-race meeting will be held to discuss the pros and cons of the race, applying that knowledge and experience to the next moonlight run. But for now the committee can retire, secure with the knowledge that a job has been done well and the word-of-mouth marketing is already underway.