by David B. Glover, MS, CSCS
What does it take to launch a new run race or triathlon?
New events like 5K runs, half marathons, sprint triathlons and obstacle course runs seem to be popping up all over the place. Successful events can make a lot of money, but you can just easily lose your shirt. Over the past decade, I’ve had the opportunity to be involved in organizing a number of races starting with the existing Reston Triathlon then launching new races like Luray Triathlon (my race), SavageMan Triathlon and most recently Galesburg Half Marathon Express.
Before you jump into setting up your own run or triathlon event, here are some things to think about and questions to ask:
What are the goals for the event? In other words, why are you doing this? This drives everything else.
- Get people active?
- Make money?
- Raise money for a cause?
- Market a presenting sponsor?
- ?
What is the event distance? My beliefs have always been that the longer the race, the further people with travel to race; and that the shorter the race, the more people will be able to finish it (and willing to sign up for it).
Where are the start, finish and course?
- Is the course safe? Safety first.
- Is there enough parking near the start and finish? If not, how will you get people to the start line?
- Do you need permits from local municipalities impacted – towns, county, state?
- Closed or open to traffic?
- Do you need to course for safety and clarity?
- How will you mark course? Directional signs, spray chalk, volunteers
- What support do you need on the course? Aid stations to hand out fluids, police at intersections to direct traffic, etc.
What is your race budget (expected revenues and expenses)? Where will you get the money for the upfront expenses? What if you can’t cover costs? Many races don’t make money the first year.
- Revenues: registration fees, sponsor donations (not many of these)
- Expenses: permits, race equipment (purchase or rental), food, police, timing company services, race announcer, etc.
What is the entry price? As a rule of thumb, the longer the race, the more money you can charge. Tiered pricing (price goes up as race gets closer) may encourage earlier sign ups.
How will people hear about the event? Website, newspaper, radio ads, event flyers, word of mouth, Facebook, etc. All of these cost money and/or time (which is money).
How will athletes register for the event? Active.com, eventbrite.com, etc. Will you accept paper applications or only online (easiest, but not everyone wants to sign up online).
What if someone gets hurt? You will want liability insurance plus adequate safety personnel (lifeguards if swim, EMS, ambulances, etc) no hand. USA Triathlon provides event insurance for sanctioned events and I imagine the other sport governing bodies provide the same.
Identify key personnel. At a minimum:
- Race director (someone needs to make the decisions, especially about money)
- Volunteer coordinator (this is a huge job!)
What type of volunteer support do you need? Set up, check in athletes, direct athletes on course, aid stations, clean up, etc. Non-profits, charities make great volunteer groups
How will you time the event? Chip timing, RFID or manual. My recommendation: hire a timing company unless you plan to organize a series of events such that it makes sense to buy your own equipment.
What equipment do you need to run the race? Finish line, traffic cones, food tables, announcing system, etc.
What will you give the athletes and volunteers? T-shirts, water bottles, finisher’s medals, etc.
What will you give out as awards?
- Male and female
- Top 3 or Top 5 or ?
- Overall
- Masters (40+ years old)
- Age groups (Under 15, 15-19, 20-24, 25-29, etc)
- Special categories: military, Clydesdales/Athenas, best costume
I hope this helps you if you’re thinking about launching a race. By no means is this list exhaustive and each event will have its own unique challenges.
Oh, and don’t forget, it’s a LOT of work ….
