How to Start a New Sport Race Event
Starting a new race or sports event is an exciting endeavor. You are doing something positive for the local community by providing an opportunity for individuals come together and do something good for their bodies and minds! So well done you for bringing something positive into the world!
In this article, we’ll guide you through some of the steps you need to take when starting a new race, whether it is a running race, a cycling race or any other type of sport. Of course, races are sport specific, but there are some basics that all race organizers should have in mind.
First off, what kind of race are you going to organize?
Step 1. Decide sport type and theme
Will your event be a running race, a cycling race, or something else? What do you hope to achieve with this event? Examples might include raising awareness for a specific cause, promoting fitness, or generating revenue for your organization. It is important to clearly outline the purpose and objectives of your race event. Is there a theme to the race?
If you are doing a charity race, what is the charity for and how can you incorporate that spirit into the event? For example, Mustaschmilen in Sweden is a yearly race in which 50% of the ticket price goes to charity (the Swedish Prostate Cancer Association), and the surplus goes to the fight against Prostate Cancer. Runners at the event will often wear a mustache as a way of promoting the cause further.
Step 2. Decide on the date and location
Look for the perfect slot on your calendar by avoiding clashes with other major events in the area. One way to do this is by checking race calendars for your sport type and other big events. It is often a good idea to set your event date on a weekend or during a holiday period so that more people have the opportunity to participate.
Step 3. Design the Race Route
Make a race route map! Include checkpoints, aid stations, and other important details. Think about where you can offer parking or plan so there is a bus route nearby so that participants can get there by public transport.
Some questions participants will want to know on race day:
- Where do I pick up my race kit?
- Where is the start and finish line?
- Where are water stations?
- Where is medical help, if I need any?
- Where are the bathrooms?
- Where can I leave my things?
- Where can I buy water, food and extras?
- Where can I park? What public transport stop should I get off at?
Make sure you have the following marked on a map for participants that they get access to before the event.
Step 4. Organize Permits and Regulations
There are some legal requirements and regulations associated with organizing a race event. In short, you need to make sure your participants are safe!
Permits and Permissions
Contact the relevant local authorities, such as the city or county government, to obtain the necessary permits for your race. You may need permits for road closures, park usage, or other public facilities.
Insurance
Consider purchasing event liability insurance to protect yourself and your organization from potential accidents or injuries during the race. Check with insurance providers experienced in covering sporting events.
You should also offer insurance to your participants. As an organizer, you can choose to for instance offer refundable booking, we work with Refund Protect, and transfer registration so that your participants can transfer their tickets to someone else should they be unable to join. Read more about fair refund policies here.
Medical Support
Arrange for medical personnel and first aid stations along the race route. It’s crucial to have medical professionals on standby to handle any emergencies that may arise.
Security
Depending on the size of your event, you may need to hire security personnel to manage the crowd and ensure the safety of participants and spectators.
Step 5. Attract participants with marketing
How do you get the word out and attract participants? Successful promotion can make or break your event. Marketing is about understanding and meeting the needs and desires of your target audience. Here are some ideas for you who want to start a nice race event:
You should use social media, websites, and email marketing to reach a broader audience, and posters to promote your race locally. Many times, it can be a great benefit to reach out across bigger channels. That’s why we offer our own marketing packages for anyone who wants to organize a new race with the help of the RaceID community.
You can also contact local media outlets to secure coverage for your event to help generate interest and excitement and collaborate with local businesses to spread the word.
Do consider collaborating with sponsors for financial support as companies often appreciate the opportunity to have their brand associated with a community event. It’s always a win-win!
Step 6. Participants results and Timing Your Race
Participants expect to get accurate timing results for their race, and this is one of the motivating factors for participating in a race. Therefore, as an organizer you should choose a reliable timing system for tracking participants’ race times.
Different timing systems have their perks and benefits. Many big races choose chip timing, and for smaller races, a timing app can be a great solution.
Step 7. Having a Team
There are many tasks you need help with on before and on race day. You need a management team in charge of logistics, coordination, safety, and participant services, and enough volunteers that help with various tasks. Volunteers will often help with event registration, aid stations, and more. You can read more about different roles in an event management team and also specifically how to find volunteers.
To conclude, with these steps you get a better idea of what is required to start a new race event. Remember, the journey from the initial concept to a well-executed race event can be challenging, but the rewards are well worth the effort. Good luck, and happy racing!
We hope you enjoyed this article. Let us know if you need any help from us in organizing your next race event!
