For First-Time Race Directors

New race directors often ask us how to get started preparing for their event. Here is a chronological account of the things you need to do and suggestions for how to get the job done.

1. First you pick the date. Take a look at our online calendar to see if there’s a date with a small number of races already scheduled that might work for you.
2. Determine the course. Select a start location that is easily accessible to parking and provides enough space to stage the start and finish. Consider traffic control and other things that might present a hazard to your participants.
3. Contact the city where your event will be held to see if you can get a permit for that day and what the requirements the city might have for safety considerations (police, ambulance, etc) and health concerns (food regulations, sanitation, etc).
4. Arrange for insurance. USATF has affordable one-day insurance for events if you don’t have another source.
5. Find sponsors who would be willing to donate money or supplies to your event. You’ll probably want refreshments after the race, water or sports drinks on the course, and goodies for the registration packet in addition to the race t-shirt. Sponsors may be willing to donate these items in return for recognition in your brochure, website, or at the event itself.
6. When you are sure that you have a date and site, it’s time to begin to publicize your race. Design and print a brochure with your logo, race details (race day schedule, location with directions, sponsor information) and an entry form containing all the information you’ll need to score the race, contact information (for emergencies and for next year) your prices, and a waiver. Distribute the brochure to stores or organizations where people will be likely to see it. Take fliers to races prior to yours and hand out brochures. Make a website about your event. Contact online calendars about posting your event. Set up online registration.
7. Plan ahead . Arrange to have event shirts printed in time to be ready at least a week before the event. Buy the trophies/awards and have them printed. Acquire race numbers and safety pins. Arrange for your results. You can do the results yourself or hire a timing company. Plan the course and start/finish site so that you’ll know what kind of equipment you’ll need (cones, tables, water containers, rope for the finish chute, cups, food). Arrange for toilet facilities (porta-potties or permanent restrooms on site) and garbage pickup.
8. Recruit lots of volunteers. Your own organization will doubtless be a good source, but also your sponsors may help by providing volunteers. You’ll need them for registration, packet assembly, course monitoring, and finish line management, refreshment distribution both on the course and at the finish. You may want an announcer at the start and for the awards ceremony and the equipment that goes along with that. Finally, you’ll need volunteers for clean up both on the course and at the finish. This is not a one-person job. From the very beginning, you’ll need a group of people to help you.

You can contract with us to help you with several of these jobs. Take a look at our list of services. The link is on the right under the pictures. There is also a link to a chart that will help you estimate your costs. It can serve as a checklist of the things mentioned above to help you make sure you don't forget anything.