Friday, August 15, 2014

The Process of Planning a Race Part 2

Race Planning Part 2

Before we begin, please note – I am NOT an expert at race planning, I am a registered nurse who likes to run races. I’ve really enjoyed the process of planning a race, so that’s why I’m sharing with you. I hope you can learn from my mistakes, use the ideas and checklists given here, and create a race adventure of your own!

Part Two of planning a race covers the final race day checklist of things you’ll need for setup and event day.


We’re finally here, today is officially race day! I spent most of yesterday working on registration charts and by the end of the day, my brain HURT. As of the final registration date, we had 550 people registered for the event and more to come today (at the event) I’m sure!

Since I’m super OCD (for real, it’s crazy y’all) and a sticky note nerd, I put together a checklist (or several) of items needed for event set up and race day. I’ve complied them all into one list, so here you go!

(Please note, we decided to make our 5K a “fun run”, so this isn’t a timed race. We are giving out awards to the top 2 male and female winners – no age division awards. If you decide to do so, your checklist will need a few things added to it.)

Race Planning

Event Items Checklist

Stage Items:
  1. Script (included announcements and opening/closing ceremonies)
  2. DJ/iPod/music
  3. Sound equipment
  4. Extension cord
  5. Microphone
  6. Banners for your event
  1. Signs directing people to registration, start line, etc.
  2. Tables for registration and t-shirts
  3. Tents to cover your registration tables and any additional areas at your event
  4. Registration forms
  5. Pens/highlighters
  6. Race waivers
  7. List of registered runners and their t-shirt sizes
  8. T-shirts
  9. Race packets/bags
  10. Breakdown for registration if you have a large event (Ex: A-D, E-H, etc.)
  11. Money/cash for day-of registration
  12. Bibs for runners
  13. Safety Pins
  1. Start/Finish Line
  2. Timer system
  3. Noise maker or buzzer to begin the race
  4. Banners for your event
  5. Mile Marker Signs
  6. Water on course – tables, cups, water jugs/coolers, ice, water, Gatorade if longer distance
  7. Tables for post race food/water/Gatorade
  8. Post race food/water Gatorade
  9. Awards/medals for winners
Extra Items:
  1. Packing Tape
  2. Scissors
  3. Scotch Tape
  4. Highlighters/Pens
  5. Sharpie
  6. Clipboard
  7. Box cutter
Can you think of anything I left off the list? Are you a race planner? If not, do you think you’ll ever plan a race?

Stay tuned for Part 3, THE Event! I’m vlogging our race process from beginning to end! Can’t wait to share it with you!! (Edited to add: Please see link above for Part 3!)


  1. I hope people realize what all goes in to race planning next time they complain about a race. I bet it can be nerve racking for those putting it together ( always worrying that they may forget something).

    1. HAH you are so right! Thankfully, we didn't have a lot of complaining with this one!

  2. I have been loving this post series! It is amazing how much goes into planning a race. Best of luck tonight!

    1. You're right! I had NO idea!! Definitely makes me appreciate race directors a bit more!

  3. Planning and putting on a race is definitely a HUGE job! My running group has put on a 5K every year for the past 4 years. It's a lot of work but so much fun!

    1. That's right! I'm glad y'all have had such a success with your races over the past few years. That's awesome, Mindy!


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