Organizing a running race is an arduous task that requires tons of prep work and resources. With this in mind, we have prepared a comprehensive race planning checklist. We will also give you helpful advice on how to host a successful running event at each step.
Planning the Race Checklist
Determine Your Race Type
Are you going to offer a full-scale marathon for professional runners or a small 5K fun run? Perhaps, you want to have more than one distance on your course—for example, a marathon that takes place on the same course as a half-marathon, except you have to run two laps instead of just one.
Whatever your choice, this decision has to be at the top of your list, as 81% of runners say that distance is the determining factor for them in choosing a race. However, a word of caution: starting with just one or two courses is better because organizing more courses can be too much if this is your first time planning a race.
You might also want to clarify whether your event is for competition, fun, or charity. Naturally, you can run a competitive race for fun or vice versa, but 66% of runners pick events that “sound fun.” Moreover, according to the same survey, 35% of runners choose events that contribute to an important cause.
Determine the Race Location and Course
The location of the course is another determining factor for runners choosing a race. 70% of runners choose races that have convenient locations, while 61% of runners pick races that have scenic views.
Location can serve a two-fold role in pulling in new runners. If a location is close and convenient, many runners will choose it over anything else. If your locale is famous or near a major tourist attraction, many will pick it for their vacation. Attending a race might become an excuse to go to a place they would never visit otherwise.
Another reason planning a race course should also be among your top priorities is that it will dictate many future decisions, including the need to notify authorities, the creation of promotional materials, and other preparatory work.
There are many free and paid tools to precisely map out the event’s route, but it is not the only thing you need to consider. Depending on your pre- and post-race plans and the amenities you want to provide, you should consider the following:
- Parking space
- Registration and packet pickup area
- First aid tent
- Information tents
- Merchandise tents
- Food and water stations (both at the start and finish of the course and along the route)
Determine Race Date
Establishing your race date early is vital for two main reasons.
First, this lets the athletes prepare for your event. 67% of runners say they will only attend a race if they have ample time to train for the race. Otherwise, they will probably skip it and train for another event.
Second, this also gives you enough time to prepare for the race. Active Network suggests picking a date 6 months in advance.
Do not forget to check out Runzy or another event directory to see if your event conflicts with other races or significant events that might pull the potential participants’ attention away.
You might also want to check out the weather tendencies for this period to know what to expect. Unless you plan to make a race for the hardcore crowd, it is best to choose a day with mild weather.
Determine the Budget and Set up an Entry Fee
Another top priority is setting up your race budget. Unfortunately, we cannot give you an estimate of the sum you will need to start a race because that wildly depends on your location and goals. Moreover, the budget for a marathon event will differ from that of a 5K race.
Start by writing a list of items and services you want at your race and try to guesstimate how much it would cost. Then, refresh your estimate with actual quotes once you contact vendors and have a clearer picture. It is best to note every expense in the budget, however small it is.
When your budget is set, it is high time to establish your entry fee. Naturally, you cannot produce this number out of thin air. A good reference point is RunSignup’s annual RaceTrends report or any other industry report. Another good way is simply checking the races in your area to see if your price is competitive. Note that new events should start at lower prices because they do not have a reputation yet to command a higher entry fee.
Notify the Local Authorities, Get Insurance and Permits
Holding a race event requires a fair amount of cooperation from the local authorities.
Unfortunately, presenting a definitive list of permits you need to acquire is impossible. Here is just a rough enumeration of officials you will need to notify of your race:
- Hospitals or other public medical services in the area
- Fire department
- Police department
- City government—Department of Special Events and Department of Parks and Recreation
- Health department (if catering or food services are being offered)
Part of gaining permits is having public liability insurance. Trust us; this is for your own good because the liabilities that come with organizing any event can be heavy.
If you are unsure who to trust, turn to your sports governing body (e.g., USA Triathlon can help you organize a multi-sport event). You can also seek help from specialized event insurers. Many are experienced in insuring mass events in general or running events in particular.
Recruit Staff and Volunteers
Every race needs staff, and racing events are no exception. However, there has been a long-standing tradition of engaging volunteers to help at such events. Here is just a short list of tasks for your volunteers:
- Promotion
- Registration
- Sponsor coordination
- Course timing setting
- Aid stations
- Security
- Awards
- Clean-up
There are three main sources of volunteers:
- Charities and non-profit organizations. These are your usual suspects for gathering enthusiastic people for your race. Charities will gladly provide people for your event if it somehow supports them. For example, you could give a portion or all of your proceeds to the organization or set up donation boxes at the start and finish of your race.
- Amateur sports clubs. Local sports clubs would be interested in helping you out because 1) it promotes sports in your community, and 2) it can include free or discounted race entries. You might also try finding volunteers in online groups using social media, such as Facebook.
- Schools. If your race is not-for-profit or supports a charity, many high school students would be willing to volunteer at your event. Some school clubs heavily promote volunteer work, including specifically at sports events.
Contact Possible Sponsors
Sponsors are your biggest assets in creating any successful event. However, securing even one sponsor is no easy task. First, you will need to research who might be interested in your race.
Then, you will have to prepare a race event proposal customized for each sponsor.
It is better to start looking for sponsors early to have a chance at securing a deal, as all these processes will take much time.
Once you have a deal, you will also have to consider how you will deliver on your promises. It is important to keep your sponsors happy so they will support your event in the future, and it also helps your race’s reputation.
Create a Registration Form
You need a registration form to understand how many people are going to attend your event. This form will help you to achieve three main goals.
First, you will know how many people are going to be there. This will help you avoid supply shortages and preventively fix them.
Second, you will better know your audience. Therefore, you will know who to target and can specialize your race for them. Maybe you planned to host a race for young professional athletes, but 80% of your participants are in their 40s and 50s. Is that a bad thing? It depends on your goal, how you view it, and how you act on it in the future. You might rebrand your race for a younger audience or, on the contrary, lean more toward attracting the older crowd.
Finally, you get their contact information and can use it for future promotions. Naturally, this has to be within the boundaries of the law, so you should get the person’s consent before advertising future runs to them.
Promote Your Race
Creating an event is one thing but having people attend is a different story. You might create the best event in the world, but nobody will come if nobody hears of it. Therefore, do not skimp on advertising. Here are just a few things you can do to promote your event:
- List your event on a race calendar like Runzy. Runners love using race calendars and specialized search engines, especially if they allow you to sort by date, place, type of race, etc. Who knows, maybe someone is looking for something only you can offer.
- Create flyers and posters. While physical media are slowly going out of style, studies show you should not discount their value. While old-fashioned, they invoke a deeper response from the viewer than digital media, meaning higher chances of them remembering your race.
- Arrange press releases with specialized and local media. While the audiences of these media are wildly different, there is no good reason not to use both. The process is almost the same as well, just do not overdo it with the local media—they might not be as interested in all your updates, unlike specialized editorials.
- Create social media accounts. According to a study, most runners discovered new marathons through word of mouth rather than advertising. However, they noted that social media platforms (with Facebook being the most popular at the time of the study) served as a medium for this information spreading.
- Create a website. Many running race organizers make the mistake of ignoring the importance of a website. According to the same study, most runners concurred that the preferred medium of learning about a race was through a website. Even the most rudimentary website will make you stand out from the hundreds of events that do not have one. Moreover, it can be used for future events, so it is an investment that will just keep on giving. Additionally, you can incorporate your registration forms into your website, making your event greener.
Secure Supplies and Vendors
A good race requires plenty of supplies and the vendors who supply them. Here is a list of things essential items:
- Race timer. If your race is timed, you will need to either time it yourself or find a race timing company. Just make sure you send them all the necessary details so they can assign bib numbers to everyone.
- T-Shirts. It is customary to get T-shirts for your races and if you go the traditional route, make sure you print enough shirts for everyone. Alternatively, you can offer your participants some other rewards or mementos. For example, you can collaborate with Trees not Tees and plant trees in memory of their participation.
- Race bib numbers. Race bibs are another customary attribute of any racing event. If you are timing your run, make sure they correspond with their assigned runners.
- Packets. While not necessary, we highly recommend assembling packets for your participants. They usually include their bib, T-shirt, promo items for other events, and other souvenirs.
- Awards. While many run just for fun or health, others run for results and want something to show for it. Do not forget to make trophies or medals for your winners so that they have something to give them bragging rights.
- Official photographer. Awards and swag are great, but nothing reminds you more of a race you participated in than a photo of you doing exactly that. Moreover, you can put your photos on your website for future promotions.
- Catering. Unless you plan on cooking for all the runners on your own, you definitely want to hire a catering company. Moreover, you must stock all the aid stations with energy bars and drinks.
Prepare the Race Site
Following up on the previous point, make sure that all your amenities are ready for race day. This includes:
- Electricity. First, ensure you have an electric hook-up for all the amenities. You can also provide additional charging stations for participants and spectators.
- Portable toilets, showers, and changing areas. A marathon is a lengthy endeavor, and that is all we are going to say about this point.
- Tables, chairs, tents. Another obvious point that can be easily overlooked is having tables and chairs, as well as tents for your various amenities and stations. If you are hiring a professional vendor, they might include some of their own. However, do not expect everyone to have that, and do not forget about your spectators, volunteers, and participants, who will want a nice post-run chill-out session.
- PA system. You want your participants to hear you, so do not forget to rent one.
- Extras. You can throw in whatever you want in your race as long as you can afford it. Here are some ideas: pyrotechnics, a charity auction, a laser show, a local band concert, and holiday-specific decorations.
Prepare the Race Course
You will also need to prepare the running course.
First off, you need to mark the course. How you mark it depends on whether your race is on a road or a trail.
For roads, signs should point runners in the correct direction and to things like aid stations. You can opt for adding barriers to prevent spectators from going on the course.
Trail races follow the same general idea, but markings can be subtle enough not to detract from the surrounding nature. This includes red-on-white tape, spray paint or chalk markings, signs, or small marking flags. Keep them simple and ensure that all runners are familiar with them.
If you are going for a serious race, you should get a USATF course certification. This has two purposes. First, it allows racers to rank and compete on a national level, not just inside the race. Second, it provides accurate measurements for runners to know how much they improved.
Prepare an Information Packet
We have already touched lightly on the packets, but there is one aspect we want to expand on. And that is the information. When dispensing packets, make sure you include the following details:
- Course map with mile markers, aid stations, and restrooms marked
- Start/finish information
- Medical information
- Check-in information
- Results information
- Other important details of the race
Race Day Checklist
Now that you have crossed everything off your pre-race checklist, it is time to set it all up for race day. This should not be much of a hassle if you have done your homework well. However, here are some race day event management nuggets you need to keep in mind.
Put up the Signs
Now that the race day is here, it is finally time to put up all the signs for aid stations, registration, restrooms, packet pickup, medical, and more.
You might also need to put directional signs on the course on race day if the authorities asked you not to do so earlier.
Brief Your Team
By this time, your team should know exactly what they are to do. However, you still want to give them one final briefing with any updates—trust us, there will be updates regardless of how well you prepare.
You also want to keep in touch with your team during the race, so make sure you have prepared your walkie-talkies or other means of communication.
Assemble the Registration Tables
Registration tables are necessary for two reasons. First, to confirm all runners who pre-registered via the website or other means. Second, to register new runners who want to register on the spot.
Make sure you have Wi-Fi hotspots if you use the Internet to coordinate your runner database.
Next to the registration tables, you should also have packet pick-up with information, race bibs, swag, etc. You can also set up a separate merch tent next to the registration table to sell merchandise separately. These tents are also good places for cash boxes if you are doing a charity run.
Ensure all Officials are Present
Depending on your race, you will have different officials present on your race, and you will know exactly who has to be there because you did your homework and called them beforehand. Now you just need to check whether everyone is in their spots.
Check All the Electronics
Here are a few things to keep in mind when it comes to electronic devices:
- PA system
- Communication devices (walkie-talkies, phones, tablets, etc.)
- Internet connection
- Electronic hook-up (either via generators or network from a neighboring building);
- Bullhorn
- Point-of-sale systems
Set Up Aid Stations
Assemble the aid station tents in the spots you allocated in your prep phase. Make sure they have everything needed—chairs, tables, trash bins, water, cups, snacks, and first aid kits.
Medical Area
Ensure that the emergency response team is ready and an ambulance is onsite in case of injuries. Make sure they have everything they require.
Refreshments
Make sure your catering services are ready and have easy access to everything they need: utensils, napkins, ice, trash containers, etc. Set up tables and chairs or benches for participants and spectators to have a snack and chat.
Prepare the Awards
Make sure all your awards and certificates are in the designated area, as you will have to conduct the awarding ceremony as soon as the race is finished.
Meet the Sponsors
If any of your sponsors will be present at the race, do not forget to meet them. Give them a little tour or offer them some refreshments. It is in your best interest to show them some attention so you can keep them for next year.
Check the Course
It is best to check the course one more time just for good measure. You might want to add some additional direction signs or remove newly-appeared hazards. You can always ask your volunteers to help you with this task to speed up the process.
Get Your Participants to the Start Line
When you are done checking everything and the time has come for the start of the race, invite your participants to the start line. When everyone is there and ready—set them loose.
At this point, you can have a breather. If you followed our race event planning checklist to the T, this should be smooth sailing for you. Enjoy the race, mingle with the guests, spectate, or participate yourself! Just do not forget that you are the organizer and might need to respond to an emergency.
Post-Race Checklist
Check that the Course is Clear
Get a car or a few groups of volunteers to confirm that all participants are safely off the course.
Awards
Now that the race is finished, it is time to reward your participants. Go up on the podium, pick up that mic, and announce the victors. You do not need to wait for everyone to finish the race to start the ceremony, but if you do not, make sure that someone is sweeping the course for any stragglers. If you are conducting the ceremony, make sure someone handles the operational side of things while you are on stage.
Race Results
It is impossible to say how quickly you will be able to post accurate race results because it will depend on your setup. However, try to post at least preliminary results online on the same day.
Clean Up
When everything is said and done, it is time to tear down your course, disassemble all the tents, haul away all the tables and chairs, and pick up the trash. Some suppliers will help you with this, so check in with them.
Communicate with Stakeholders
Once the race is finished, you can gather feedback from everyone involved and dismiss everyone under your command.
Thank the Volunteers, Sponsors, and Officials
If you want to keep healthy relationships with the people involved in your race, do not forget to thank them. A common way to do so is by sending thank-you notes. This is the least you can do to show your gratitude.
We also encourage you to throw a small party a few days after the race for everyone who helped you organize the event.
Send Out Press Releases
The best time for PR is right after your event is finished. Send press releases to your local news, specialized publications, and online groups. Tell everyone how great your event was, how much better it will be next year, and how excited you were to see so many participants show up.
And photos! You should add a few pictures from your race to add credibility and connect with your audience.
Post Stories Online
Along with hitting the publications, you should also post stories on your event’s webpage or your blog. You can also post ALL the photos.
Trust us! Your participants will be delighted to see their faces, even if they do not look like that guy.
Set Up a Race Recap Meeting
Your event was a success; everyone was happy after the race and thanked you for your effort. But was everything actually good? To find out, meet with your major stakeholders and gather feedback. Here are some important questions to ask:
- Did our marketing campaign attract the audience we intended?
- Did we have enough supplies? Did we order too many of some items?
- Was the date choice good?
- Was the course choice good?
- What were the major complaints from the participants? The sponsors? The officials?
- What can we do to grow? What number of racers are we chasing?
- What worked especially well?
- Did we deviate from our budget? If so, by how much?
Compile a Budget Report
Speaking of deviating from your budget, you should compile a report detailing all your expenses and profits. This will help you make a budget for the next race.
Prepare for the Next Race
If you find organizing races enjoyable or profitable, set a date for the next event and start preparing for it whenever you are ready. An early start allows you to prepare better for the next event to impress your returning racers.
Conclusion
As you can see, there are a lot of moving parts in organizing a race, and you will encounter even more things depending on what you want from your event. This list is just race directing 101, the bare basics. The more you practice, the more experienced you get, and the better races you will be able to organize.
You can apply this checklist for organizing a marathon, a half-marathon, a 10K, a 5K, or any other type of race. Now that you know how to start a running race, try these principles in practice. We look forward to seeing your run listed on Runzy!