LetsGoRun.com

Below is a suggested timeline for planning and conducting a road race or similar event. This is only a guideline. You should expect to adjust this based on the complexity of your event, volunteers available, and other considerations.

6-9 months from your event
· Contact potential sponsors.
· Determine race budget
· Secure liability insurance for your event.
· Get your race listed on local, regional and national event calendars.
· Select and measure race course. Develop computer-generated map.
· Get permission for use of race-day facilities, including park or street permits (if necessary).
· Put together a race brochure (includes content, graphics, race information, etc…).
· Research area groups who can do timing and/or race results.
· Begin developing a design for your race t-shirt.
· Order bib numbers. Some race sponsors (for example, Runner’s World and RoadID) provide bib numbers as part of their sponsorship.
· Decide on awards needed (medals, trophies, plaques, etc…). Get estimates.
· Plan areas on your course(s) where sentries/course marshalls and other volunteers will be needed.

3 months from your event
· Launch advertising and other publicity plans. Mail race brochure.
· Contact local law enforcement and emergency services to ask for their assistance.
· Order awards, if not already done.
· Begin 1 to 2 meetings per month with your race committee.
· Begin recruiting volunteers and assigning jobs, especially for key positions.
· Hire group to do the timing and/or results.
· Set-up online registration (if being used). A good source is www.active.com.
· Reserve equipment/supplies needed for race day.
· Communicate with sponsors on progress of race planning.
· Review timeline with t-shirt printer to make sure your design and shirts will be ready on time.

1 month from your event
· Continue recruiting volunteers and assigning jobs.
· Hold safety meeting with law enforcement and other emergency personnel.
· Begin filtering early entries to the person doing your results (they will likely want to begin inputting entries into their computer database).
· Reserve public address or other speaker system for race day.
· If not already received, check on progress of awards.
· Write and distribute short news item for newspaper, radio and other media
· Print extra course maps and runner’s instructions for packets.
· Communicate with sponsors on progress of race planning.
· Review timeline with t-shirt printer to make sure your design and shirts will be ready on time.

1 week before your event
· Assemble race packets
· Hold volunteer’s meeting to discuss responsibilities, safety and any late changes.
· Check on awards, t-shirts, timing/results service, law enforcement and emergency services.
· Pick up equipment and supplies at least three days prior to event. Test equipment. Buy extra batteries and other supplies, as needed.
· Draft a 1-2 page timeline to remind you of key race day activities.
· Communicate with sponsors on progress of race planning.

Day of race
· Set up finish chute. Put up Start and Finish line banners.
· Finish marking course (some of this could be done the day before). Put up cones and other course markings.
· Check with key volunteers (especially PA announcer, starter, registration, and timing/results).
· Review finish line procedures with volunteers.
· Check with law enforcement and emergency personnel. Review procedures to be followed in case of emergency.

1 week after race
· Meet with key timing/results officials to confirm results, if necessary.
· De-brief with key volunteers, sponsors, organizers.
· Write thank you notes to sponsors and others, as necessary.
· Write Letter to the Editor of local newspaper(s), if appropriate.
· Set date for following year’s race, if not already done.