12 Steps for Planning a Successful 5k
5k races and fun runs are becoming one of the most common and widespread running events. Not only are they incredibly popular in helping people reach their fitness goals, but they also provide a way for people to come together with their friends and family and participate in a fun and healthy activity. Additionally, they offer a great way to fundraise for charities and raise awareness for important causes. Are you interested in planning your own 5k race or fun run? Here are some tips to help you get started.
Do your research>
Check out other similar events in your area and thoroughly research them. If possible, participate so you can experience the entire process from registration to finishing. Make note of the pros and cons of each event, and pay particular attention to things like the registration process, the race route, entertainment and support along the way, how they handle road closures, and any other details that you deem important. Also note how they market and promote their event.
Pick your “why” and set goals
Why do you want to organize a running event? Are you looking to fundraise for a specific cause that is meaningful to you? (Side note: read this article to learn about the Gutterpy founder’s reason behind developing this revolutionary product. It goes far beyond the product itself.) Perhaps you want to raise awareness for a certain issue. Whatever it is, get clear and then define what success will look like to you. Will it be getting a certain number of registrations? Or perhaps it’s hitting a financial goal enabling you to donate to your cause. Whatever it may be, be sure to get clear on what a successful outcome will be for your race.
Figure out the location and date details
First, make sure your event is far enough in the future that you have ample time to plan. Then, decide where it will be. What is your ideal race route? What requirements does your town or city have for organizing public events like this? Make sure you thoroughly research and complete all permitting paperwork needed and find out what other details need to be addressed, like obtaining liability insurance or if you’ll need police assistance with road closures, etc.
Gather a team
You can’t go this alone, so organize a team of volunteers to help you manage the planning. Define specific roles for handling registration, marketing, first aid, traffic control and any other details there may be. Then, make sure to be in constant communication and meet regularly to ensure that the planning stays on track.
Set up registration
Make it as easy as possible for registrants to be able to sign up for the race and provide them specific details on when and where the event starts and finishes so they can participate without any confusion. There are a ton of event planning and registration tools out there. Here’s a list of a few:
Make a marketing plan
The worst thing in planning an event is to spend a ton of time, money and energy organizing and planning it, and then having nobody show up. Be sure you begin your marketing as soon as you possibly can. Think of all the publicity channels you can use: email, social media, news outlets, local organizations, radio shows and more. Outline a strategy that your volunteer team can handle and start as early as possible, and maintain consistency in your outreach and publicity efforts.
Races are expensive, and so it’s important to find some sponsors to help fund the event. They could be financial donors who get their name on your race shirts by donating a set fee, or they could be food sponsors who set up food trucks at the finish area of the race. Think of any possible race partners that can help you fund the event and make sure it gets off the ground.
Race bibs, finisher medals and participation shirts are the most common pieces of merchandize that you’ll need to order. The trick here is to time your order so that you have a specific enough number of registrants that you don’t over or under order these items. Ideally, you’ll want to have a check box where a registrant can enter their shirt size so that you can be sure you have the appropriate size count for your runners.
Race day organization
Make sure that on race day, you and your volunteers have a set action plan to ensure everything runs smoothly. Make sure that your sponsors and any other participants such as entertainment, food suppliers and first aid stations are set up well in advance of the start time. Make sure you have a specific race day schedule and provide this to all involved with the execution of the event.
Post race survey and marketing
After the race has been run, get feedback from the participants to see how they felt the event went. This feedback will be particularly valuable if you decide that you want to continue to organize events in the future. You’ll learn what went well and what could be improved upon. Since no event is ever perfect, use any negative feedback as constructive criticism to make an even better event next time.
Measure and report your success
Remember those success metrics you set while you were planning? Evaluate the outcome of the event against these factors. Did you meet the financial goals you were hoping for? Did you hit the registration number you wanted? At this point, you’ll also want to report these successes back to your sponsors. Hopefully the news will be good, and you can get them on board to sponsor again in the future.
Think about the next event
Assuming you’re satisfied with the outcome of your 5k and you’d like to do another, it’s never too early to begin planning. Reach out to your participants and begin marketing with them ASAP, so that they can add your event to their social calendar early on.
Gutterpy is on your event planning team, providing you with the highest quality outdoor canopy that will keep your race volunteers, first aid teams and entertainers dry and safe from the elements. Check out the Gutterpy Pro, which you can customize with your logo and/or your sponsor logos!