This article contains a list of suggestions based on lessons learned from both runners and those working behind the scenes to make them happen. A formatted PDF version is also available for download.
1. Start Time. Most race directors are pretty conscientious about when they start a race relative to the time of year, etc. On occasion, however, a race will start too late or too early. The weather forecast should generally be the driving force behind a start time.
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Summer mornings: start as early as possible.
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Summer afternoons/evenings: If at all possible wait for the sun to go down. Easier done here in the South where our days aren't as long as they are in the North.
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Winter mornings: give the sun some time to come up, but don't go much past mid-morning.
2. Timing and Efficiency. Start your race on time! Your runners are there to run and many go to great lengths to be ready at the advertised start time. You'd be surprised at the eating, drinking and bathrooms routines many runners have on race day. Starting your race even 5-10 minutes late can be disruptive.
After the race is over hold your awards ceremony as quickly as possible. Runners want to stick around and acknowledge your cause and the winners, but they have their own obligations to attend to as well.
Ideas for keeping your schedule:
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Have your schwag bags prepared ahead of time for pre-registered runners. At a minimum they should include safety pins and a bib. If giving out t-shirts have the requested size already in the bag.
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Consider self check-in for pre-registered runners. Sort schwag bags alphabetically and let runners find their own. Arrange them on the floor around the edges of a room with applicable letters placed above each on the wall.
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If you'd rather check in pre-registered runners divvy up sections of the alphabet. Identify each section (e.g., A-I, J-R, S-Z) by placing a sign above the table where runners can see it. If you put the sign on the front of the table it will quickly be obscured by runners.
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Establish and adhere to a cut-off time for race-day registrants. You want to give everyone a chance to sign up, but waiting too long can cause the start time to be pushed back.
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Clearly label the bottom of the bib (the part that tears off) with each runner's name, age and gender. Make sure the information is printed with a waterproof marker, like a Sharpie, so that the important information is not lost due to presperation or water. If this information isn't available it makes tabulation a nightmare that ultimately delays your awards ceremony.
3. The Schwag Bag. Most races offer a t-shirt to each runner, and that's great. However, regular runners already have a closet full of them and may be more interested in the contents of your schwag bag. Many sponsors are eager to have their promotional items given away to runners, so take advantage of that and load them up. Here are some suggestions:
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Food and drink samples (e.g., bite-sized energy bars or powdered drink mixes)
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Coupons for local establishments
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Pens, notepads, etc
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Sunscreen
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Coozies
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Key rings
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Refrigerator magnets
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Trial memberships for health clubs, etc
4. T-Shirts. A staple of every race, the t-shirt acknowledges sponsors, provides bragging rights to the runner and advertises your event.
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Refrain from offering a polarizing color or design. Keep in mind that men, women, adults and children will be receiving it.
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The cheapest shirt isn't necessarily the best one. If you provide a quality product your audience will be more inclined to wear it and generate publicity for your next event.
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Consider offering your t-shirt in a breathable material like Coolmax or Dri-fit. Most runners have a closet full of cotton t-shirts they never wear because they're not ideal for running.
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If your race is in the winter offer a long-sleeved t-shirt.
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Offer a no-shirt entry option for a few dollars less. A lot of regular racers have more shirts than they know what to do with. You can attract more race-day registrants and better manage your t-shirt inventory.
5. Awards Ceremony. Aside from holding your award ceremony in a timely manner, the most important thing to do is make sure the audience can hear you. You can't control the chatter, but you can take steps to ensure you're audible. If you have access to a PA system or megaphone please use them. Also, position your emcee in a location where everyone is able to see and hear him or her.
When calling out awards make sure you announce each award winner's finishing time. Those that don't win awards like to know how they fared against those that did.
6. Awards. If you're holding a fun run award finisher's medals to children. For regular awards think about designing trophies or medals that are unique to your event. Homemade items will mean more to a recipient than a generic plastic trophy.
7. Bibs. As already mentioned, make sure the bottom part of the bib that tears off is completely filled out. It doesn't matter if you keep a roster of participants and their bib numbers; having this information available is a tremendous benefit to the tabulators. Without it it is not uncommon for runners to not get proper credit for their achievement.
8. Publicity and Registration. Make it easy for participants to learn about and register for your race. Here are some suggestions:
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If your organization has a web site make race information easy to find. Clearly state what the race is for, where and when it will be held, and what the cost is. All information should be viewable on a web page and a downloadable brochure. The downloadable brochure should be in a Portable Document Format (PDF) that can be opened with the free application Adobe Reader. Posting your brochure in Microsoft Word format makes it useless to those that don't have that application.
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Print brochures about your race and distribute them at other races in the weeks preceding yours. You should ask permission from other race directors to do so and reciprocate in kind to other race directors. You can place them under windshield wipers, leave them out at registration tables or even ask to have them placed in schwag bags.
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Provide as many registration options as possible. In person and by mail are the most obvious options, but online registration is becoming essential. There are a few choices available, Active.com being one of the most frequently used.
9. Food. This may be the biggest make or break aspect of a race. If a respectable spread is waiting for runners after a race they will attend your race again in the future. If you don't you can count on smaller crowds at your next event. Some dos and don'ts:
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Water is a must, sports drinks are nice and both are fantastic. Anything beyond these is icing on the cake.
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Brownies, cookies and other sweets are nice, but don't forget to provide something healthy. Runners need a mixture of protein and carbs to help them recover after a race.
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Essential food items for any race include bananas and bagels.
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Pizza, chicken biscuits, hot dogs and burgers aren't for everyone after a race. Look for sponsors that offer healthy choices like smoothies.
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If possible, feasible and consistent with the nature of the race offer beer afterwards. There are a lot of variables to consider when making this decision, but if done right it can be a highlight.
10. Race Hallmark. Set your race apart from the others with a unique twist. Encourage costumes, hold contests, or choose a theme that makes your race stand out. Charitable causes are great, but there are so many that they tend to run together and can lose their significance.
11. Traffic Control. If your race course is on city streets spare no expense to make it safe.
12. Boosters. Runners appreciate an encouraging word – even from total strangers. Line the route with volunteers, equipping them with bells, horns, noise makers, etc. Encourage local residents to participate as well. Some races go so far as to have musicians playing along the course.
13. Perks. Many local businesses offer products and services that appeal to runners. Inviting them to participate can enhance your race environment and provide them with some free publicity. Some suggestions:
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Massage Therapists
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Restaurateurs
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Running shoe vendors
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Clothing retailers
14. Music. If you have a DJ it's a good idea to have them play a variety of music that will appeal to a broad audience. Also, they should keep the volume to a reasonable level. Runners are a social, chatty bunch, and generally favor an environment they can easily communicate in.
15. Child Care. If you're able, offer child care services to your participants. Many runners are single parents or military spouses whose significant others are deployed. They would like to enter your race but often times don't because of logistical issues.
