As stated above, email is usually the best way to contact the person in charge. Here is a standard format for an email requesting elite athlete status:
Hi _______(try and find a specific name, it’s more personal than “to whom it may concern”),
My name is _______________ , and I would like to be considered as an addition to the ____________(race name) elite-athlete field.
Next, talk about your personal best time in the specific race distance and recent (best) performances. Include times, top finishes, and highlights in all distances (track or road), but keep it succinct and about your best-of-the-best performances.
The next paragraph is a good place to provide a brief history of your running career (two to three sentences should suffice) – but only if it helps your case and seems applicable to the situation. Include where you went to school, your athletic honors and achievements while there, and basically any piece of information that makes you seem like a desirable, marketable addition to their field.
Example: I went to ______ University, where I was a five-time All-Conference athlete and three-time All-American.
Finally, it never hurts give the race director/coordinator a little ego boost at the end of the email. Mention some connection you might have to the race itself, how long you have wanted to participate in their event, and/or the wonderful things you have heard about it.
Before you close, thank the person and mention that “any assistance you might be able to provide would be greatly appreciated.” It’s a concise, straightforward, but polite way to make sure that the race organizers know that you are looking for a bit of support.
Then, of course, the sign-off: