Timeline for Planning an Event

Home

About this site

Find workout partners

Upcoming Group runs

Buy shoes and apparel

Race Directors

Running routes/maps

Upcoming events

Area Race Results

Training programs
5K | 10K | Marathon

Advertise on this site | Feature your event | Send us your ideas | Contact us

RESOURCES FOR RACE DIRECTORS

TIMELINE FOR PLANNING AN EVENT

Below is a suggested timeline for planning and conducting a road race or similar event. This is only a guideline. You should expect to adjust this based on the complexity of your event, volunteers available, and other considerations.

6-9 months from your event
· Contact potential sponsors.
· Determine race budget
· Secure liability insurance for your event.
· Get your race listed on local, regional and national event calendars.
· Select and measure race course. Develop computer-generated map.
· Get permission for use of race-day facilities, including park or street permits (if necessary).
· Put together a race brochure (includes content, graphics, race information, etc...).
· Research area groups who can do timing and/or race results.
· Begin developing a design for your race t-shirt.
· Order bib numbers. Some race sponsors (for example, Runner's World and RoadID) provide bib numbers as part of their sponsorship.
· Decide on awards needed (medals, trophies, plaques, etc...). Get estimates.
· Plan areas on your course(s) where sentries/course marshalls and other volunteers will be needed.

3 months from your event
· Launch advertising and other publicity plans. Mail race brochure.
· Contact local law enforcement and emergency services to ask for their assistance.
· Order awards, if not already done.
· Begin 1 to 2 meetings per month with your race committee.
· Begin recruiting volunteers and assigning jobs, especially for key positions.
· Hire group to do the timing and/or results.
· Set-up online registration (if being used). A good source is www.active.com.
· Reserve equipment/supplies needed for race day.
· Communicate with sponsors on progress of race planning.
· Review timeline with t-shirt printer to make sure your design and shirts will be ready on time.

1 month from your event
· Continue recruiting volunteers and assigning jobs.
· Hold safety meeting with law enforcement and other emergency personnel.
· Begin filtering early entries to the person doing your results (they will likely want to begin inputting entries into their computer database).
· Reserve public address or other speaker system for race day.
· If not already received, check on progress of awards.
· Write and distribute short news item for newspaper, radio and other media
· Print extra course maps and runner's instructions for packets.
· Communicate with sponsors on progress of race planning.
· Review timeline with t-shirt printer to make sure your design and shirts will be ready on time.

1 week before your event
· Assemble race packets
· Hold volunteer's meeting to discuss responsibilities, safety and any late changes.
· Check on awards, t-shirts, timing/results service, law enforcement and emergency services.
· Pick up equipment and supplies at least three days prior to event. Test equipment. Buy extra batteries and other supplies, as needed.
· Draft a 1-2 page timeline to remind you of key race day activities.
· Communicate with sponsors on progress of race planning.

Day of race
· Set up finish chute. Put up Start and Finish line banners.
· Finish marking course (some of this could be done the day before). Put up cones and other course markings.
· Check with key volunteers (especially PA announcer, starter, registration, and timing/results).
· Review finish line procedures with volunteers.
· Check with law enforcement and emergency personnel. Review procedures to be followed in case of emergency.

1 week after race
· Meet with key timing/results officials to confirm results, if necessary.
· De-brief with key volunteers, sponsors, organizers.
· Write thank you notes to sponsors and others, as necessary.
· Write Letter to the Editor of local newspaper(s), if appropriate.
· Set date for following year's race, if not already done.

Manhattan Cross
Country Club

Manhattan Track Club

Blue Hills Adventures

USA Track and Field (Missouri Valley Assoc.)

Kansas Ultrarunners Society (KUS)

Area Running Clubs

This site has been developed in partnership with the Manhattan Cross Country Club, Manhattan, Kan.
The Manhattan Cross Country Club promotes age-appropriate distance running to encourage lifetime fitness and health. The Club is supported by private donations and year-round fundraising. The Club encourages principles of good sportsmanship, respect for teammates and a positive attitude toward self-improvement, confidence-building and goal-setting.