Sports
Behind the Scenes of Trail: Details That Elevate the Race
Poliana Moraes explains how flow, cleanliness, and rigorous planning define the success of a race village.
In major running event production, functionality and hospitality begin long before the start line. In a conversation on STEMMA na Trilha, Poliana Moraes details the importance of viewing the race village through the athlete's eyes.
When a runner enters the village of a major trail running race, everything seems perfectly set up: aligned gantries, taut barriers, clear signage, and packet pickup running smoothly. Behind the scenes, this sense of seamless flow is neither magic nor the result of pre-fab structures. In an interview with Sidney Togumi on STEMMA na Trilha, event producer Poliana Moraes emphasized that the true magic of a race comes from meticulous planning and close observation of every step of the athlete journey.
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The athlete journey from the parking lot
For Poliana, designing an event space goes far beyond visual aesthetics. Functionality must drive the layout. The process begins by putting oneself entirely in the shoes of the competitor: upon arriving in town and approaching the Expo and packet pickup area, signage must be clear and unobstructed—free of branches hiding crucial lettering. That attention extends all the way to the walk between the parking lot and the entrance.
At a recent event, the producer noticed during setup that the only pedestrian access to check-in was a dirt road that would become slippery and hazardous in the rain, especially with families and children walking through. The quick fix was spreading gravel along the stretch to add traction. Poliana points out that ideally, these variables should be mapped during the initial site visit, factoring operational costs into planning to avoid financial surprises in the organizer's final budget.
First impressions and staff attitude
The athlete experience relies directly on the human warmth of that first interaction with the event team. The reception area requires staff members who are well-trained, well-rested, and genuinely welcoming—including multilingual support for races with international runners. If the first impression at packet pickup lacks positive energy and hospitality, Poliana does not hesitate to reassign team positions to ensure charisma and prompt service.
This technical care extends to invisible infrastructure: sizing corridor flow based on participant numbers, strictly adhering to fire department safety regulations, and even strategically placing trash bins near coffee stations. In another example of rigorous visual standards, the producer personally inspected more than 600 barricade covers to standardize color tones across the course.
Fighting complacency and enforcing regulations
One of the mindsets Poliana fights hardest against in event operations is the complacency of "it's always been done this way." In daily setup routines, keeping the area clean—breaking down cardboard boxes and immediately disposing of trash—is a zero-cost habit that transforms the visual impact for anyone arriving at the venue.
The same firmness applies to sporting and safety rules. When checking mandatory documentation and medical certificates, the producer enforces zero tolerance for exceptions, regardless of personal requests or familiarity with participants. For Poliana, strict adherence to regulations and an obsessive focus on detail are not mere whims, but the core tools that guarantee integrity, safety, and a professional delivery for any major endurance race.
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