Putting On Races Is Hard Work

Someone told me a few months ago that "there's really not much work involved in putting on a race."

It was obvious that this person had never organized or directed an event.

Those of you who have actually directed or helped organize events know the opposite is true. Doing a good job of putting on an event (even a small race) involves much more than just lining up the racers and saying 'Go'.

Properly done, the job of planning and directing an event starts weeks or even months before the actual race date with the overarching goals being to put on a fun, safe and well-planned event that attracts participants and also brings them back for future events.

Anyone who has competed in cycling, running or multisport events has probably seen both extremes - well planned and properly executed events that you really enjoyed and then other events that left you wondering what idiot organized this mess.

A race director's pre-event checklist will include selecting a date weeks or months ahead of time, creating an event budget, deciding on race categories, entry fees and start times, obtaining permits and insurance, developing the course (or courses), marketing the event via Facebook, web sites, and hard copy flyers, designing a logo and event T-shirts, ordering awards, setting up on-line and day of event registration, ordering portable toilets if other facilities are not available, assembling bike racks for multisport events, getting commitments from volunteers and answering 1001 questions from possible participants.

On race day, well-planned events will have barricades and/or course marshals to ensure participant safety, police and EMS support if needed, a well-marked course, an efficient day-of-event registration system (including change to accommodate the people who show up with a $50 bill to pay a $20 entry fee) and a process to quickly tabulate results so that racers don't wait forever for the awards ceremony.

Ideally, the scoring system will also be something that allows posting for overall results shortly after the event concludes.

Does all of that sound like "there's not much work involved"?

I asked some experienced racers (including several who have also directed or organized events) to list the top three things they expect to see in well-organized races and also what they feel are the most effective event marketing methods.

Angie Sonnenberg, a top competitive runner and former president of the Road Lizards running club, says she likes to see races start on time, reasonable entry fees and awards ceremonies that happen fairly quickly after a race ends.

"Event shirts and events that support a worthy cause are pluses," says Sonnenberg. " I'm also drawn to races that are family friendly but also like the ones I can go do without my kids. I think Facebook is a great for marketing."

Katherine Garrison, a runner and former event coordinator for the ASUFit program at Angelo State University, agrees on race start times, T-shirts and awards ceremonies.

"Races that start on time, cool t-shirts, a reasonable price, and an efficient awards ceremony are

important. Races with multiple events are a plus. I'd say a good Web site or general online presence (news outlets, Facebook, emails through local running club, etc) is what generally grabs my attention. Cool t-shirts get me excited too - they provide motivation when I wear them during workouts."

Cyclists Lance Bowers and Mark Durkay noted that the start time for a race is something that race directors should give some thought to in addition to other aspects of an event.

"Later start times allow those traveling from out-of-town time to make the trip and avoid traveling the day before," says Bowers. "Having a well organized check-in area, making an effort to welcome everyone and giving competitors a quick thank you for participating also goes a long way. FB is a great way of getting the word spread and having a complete flyer with all the needed information is a big plus."

"Having results posted quickly makes everyone happy and swag drawings keep people around after the event and gives them a great chance to meet new people and network regarding other races."

Terry Shaner, a long-time runner and 'President Emeritus' of the local running club and Brian Tillman, a local runner and triathlete, both agree that a quality event shirt with a good logo design is something that enhances a races popularity along with common-sense items such as starting on time, timely/accurate results, a well marked course, a friendly event attitude and a reasonable entry fee.

"Start within 10 minutes of posted start time, timely and accurate results, a well marked course or one that is easy to follow and an affordable price," says Shaner. "I will pay more for a cause I support or longer distance events."

"A friendly, welcoming event is a big plus - most of our local events fall into this category but I've been to some out of town triathlons that really turned me off with the egos involved," notes Tillman." I also understand that fees get high with a fundraiser or multi-sport event where lifeguards, EMS, etc. are required, but 10 to 20 bucks is about my limit for a 5K or 10K run."

"One comment on t-shirts," says Tillman. "I like getting a shirt for an event, but if you plaster the sponsor advertisement REALLY big across the front and the event name kind of small on the bottom or back it's probably going in the rag pile."

Remember - there is a lot of hard work involved in putting on races ..... if you do a good job.



Upcoming Events
Jan 9: Resolution Run, roadlizards.org
Jan: 16: Trail Running Series, roadlizards.org
Jan 30: Trail Running Series, roadlizards.org
Feb 20: Trail Running Series, roadlizards.org
Mar 12: Crazy Desert Trail Run, roadlizards.org