The Process of Planning a Race 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!

• The Process of Planning a Race Part 1: Pre-Race Planning
• The Process of Planning a Race Part 2: Final Race Day Checklist
• The Process of Planning a Race Part 3: Race Day

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

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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.)



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

Registration:

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

Event:

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!)