Here are some tips that can help you get started organizing your first event. If you feel that it is too much to handle, no need to worry, Race Timers has the resources and years of experience helping race directors organize their events.
Below are some of our main tips if you are interested to take on this task.
1. 5 to 6 months our from race day.
Secure your race location
Purchase event insurance
Get a contract with vendors
Secure off duty officers, if needed
Reserve portable restrooms
Contact Traffic control
2. Setup online registration
3. Hire a timing company
4. Obtain images of all swag items runners will get to help with event promotion
5. If you are able create a promotional video
Videos should be between 30 to 45 secs
Highlight any items that make your event unique
7. 30 days out from race day. If your event requires police officers, traffic control, portable restrooms; you should contact them to ensure they have all the information they need.
8. 20 days before event. Promote heavily on social media or other outlets
**Most runners will register during this time**
9. 3 to 5 days out from event. Contact all your providers to ensure you have all they need
10. 3 days from event. Email participants with race day instructions, etc.
11. Create a time line for your staff for race day with instructions for tasks
Arrive at XX:XX
12. 2 days before the event. Email all volunteers to ensure they can still make it, provide tasks they are in charge of and provide your contact information for day of event
13. Race day. Arrive with plenty of time, it is always better to have additional “free” time than to be short of time.
If free time is available; double check water stations, food, course etc.
Hosting an event can be overwhelming, time consuming and stressful but it can also be very fun and rewarding.
Race Timers is here to help you with the smallest amount of assistance or we can help manage the entire event for you.
Shoot us an email to get a quote!