One of the most frequent emails we receive is asking "I would like to put on a 5K. What do I need to do?" Of course the answer is a little more complex than a checklist, but this will give those thinking of putting on a race an idea of what is involved in putting on a basic 5k.
International Running Company Basic Race Director Checklist
These are going to be in the order they should be done. I like to start planning at least a year out, but you might already have dates set. You cannot do almost any of this too early!
I use Basecamp.com to keep my whole team on the same page for the events. You can use it free for 60 days then it’s not too much to keep after that.
-Create a race concept
-Make a course: where are you going to hold the race?
-Make a budget: MOST important step, what is everything going to cost?
-Set a date: check other race schedules and find an open date that works for you
-Get initial approvals from the city or wherever you are holding the race: don’t take any money till this is done!
-Branding Your Event: Get a race logo professionally made: Godale Design, JMHurd
-Build a website: you can do it on weebly.com for free
-Setup social media pages: Facebook, Instagram, Twitter, etc
-Get friends to help you: volunteer coordinator, registration coordinator, medical coordinator, etc
-Start the process of getting permits from the city, county or wherever your race is held
-Find a place for packet pickup
-Put together a sponsor package
-Put together a traffic control plan if you will be using roads
-Setup on-line registration on Its Your Race (www.itsyourrace.com)
-Setup your charity fundraising plan
-Come up with a marketing plan
-Choose and design race t-shirts, if giving out shirts
-Reserve International Running Company to time your event ([email protected]). Even if you are not in our area, we have a network of trusted timers across the US.
-Get out and sell those sponsorships
-Once your course is set, pay someone to measure it
-Keep your runners up to date on happenings through social media, website, email
-Put together a medical plan
-Design your race medals
-Figure out if you need to rent a tent and reserve it
-Are you going to have entertainment at the finish?
-Put together a detailed volunteer plan
-What are you going to have for food and drink at the finish?
-Order portable restrooms
-Secure insurance
-Figure out placement of your water stop
-Who will get awards? Order them
-Design and order your race bibs
-Come up with a parking plan
-Are you going to give volunteers shirts?
-Have a signs made for the course
-Race Day Checklist coming soon…
