There are a number of reasons why setting your event location, date and logistics is important to the success of your event. You want your participants to walk away after the event feeling the event was well organized with a fun atmosphere. A nice scenic course with good weather (based on the time of year) can contribute to an overall good feeling where participants will want to participate year after year.

Understanding all of the logistical options during the pre-planning stage will help with building a realistic budget and reduce stress when it’s time to execute.

Below are items that need to be considered when dealing with setting the event date, location and event logistics.

Course Location (run/walk vs walk)

A well planned course that is accurate, well-staffed with adequate water stations, and closed to traffic is an extremely important consideration in planning your 5K event. If the event is timed, well placed kilometer markers are important for participants to track their time completing the course.

In planning your course, keep in mind that participants enjoy scenery. Consider a location other than community streets. A course in a local nature park or even something like a zoo could make for a special atmosphere to bring participants back each year.

 

5K Event Website with Online Event Registration

Choosing a full featured and robust event registration and social fundraising website platform will allow you to focus more time on publicizing, recruitment and fundraising for your cause.  Your fundraising event website platform should minimally include: branded event website, online event registration, personal fundraising pages for both participants and teams, a general donation form, integrated credit card processing capability and event management analysis and reporting tools. A well designed and organized event website will provide the vehicle for your community to learn more about your important cause in order to maximize the number of participants and amount raised.

 

The Wizathon “Peer to Peer” Social Fundraising Platform

In order to have a successful fundraiser, you should choose a comprehensive and full featured event fundraising and registration website platform.  The Wizathon platform includes a branded event website, integrated online event registration, integrated and unlimited personal fundraising pages for both participants and teams, a general donation form, integrated credit card processing capability and event management analysis and reporting tools. 

In addition to these minimum requirements for a platform, Wizathon also includes:

To learn more about Wizathon visit www.wizathon.com

 

Permits

The requirement for a permit depends on the event location. You will need to speak to the manager of the location.  If you are holding the event on local streets, you will need to speak to the appropriate local authorities. 

 

 

Date and Start Time (season for desired weather conditions)

If you have the option to choose a date for your event, then you should take into consideration the weather conditions (time of year) for your area. Before finalizing your date, check that you are not competing with other major events that could take away from the number of participants registering for your event. If there is a need to close down traffic for the location that you choose, you will want to start the event early.  If the event is during the hot months of summer, you should also consider starting early to beat the heat.

 

Packet Pickup on Race Day

Packet pickup could be just a check in station for participants to sign-in and pick up their t-shirt. If a timed event, the participants will be given their bibs/chips. This is also the time to give away, in a bag, special promos offered by local stores and sponsors. Participants like efficient packet pickup the day of the event. It’s best to have a well-organized efficient system setup when participants arrive, with clear signage where to go.  You should have enough staff present at pickup stations based on the number of participants expected so that participants don’t need to wait in long lines. If there are many participants, consider setting up lines based on an alphabetically name range “a to g”, “f to p”, etc. Consider placing one staff person at a separate table to deal with pick-up issues so that one participant that is not able to find their packet doesn’t hold up the movement of the line.

Insurance

You will need to check with organization’s counsel what type of insurance is necessary. This may depend on the type of event and location.

Water Stations and Placement

For a 5K event, you should setup at least 2 water stations on the course and a final station at the finish line. Ideally, it is nice to offer small sport bottles of water that the participants can pick-up and go.  Some events have water station attendants pouring water into plastic cups that participants pick up and go.  The issue with cups during a race is that they tend to spill if the participant doesn’t actually stop to drink. For walkers, this method should be fine. You will also want to have volunteers with plastic bags to collect the used plastic bottles or cups that the participants throw to the side after drinking.

Event Day Registration (optional)

There are some important factors to think about when deciding whether to allow registration the day of the event.  You will need to setup registration stations much earlier than the race/walk start time to allow enough time for event day registrants to complete the registration form and pay for participation. If the event is timed, you will need to have extra bib numbers, timing chips and the ability to register the participant into the timing company’s computer. If you are expecting hot weather, you will need to make sure that there is plenty of water at water stations to cover not only the registered participants, but, as well, participants that register the day of the event.

Tee Shirts (optional)

Participants love receiving a T-shirts for participating in an event.  By wearing the T-shirt, it shows that they took part in something special and that they helped support an important cause. It also makes them feel appreciated. In addition, the T-shirt provides a PR opportunity to your larger corporate sponsors where you print their company logo on the back of the event day T-shirts to proudly show their commitment to the community.

Entertainment

Entertainment energizes the atmosphere. Consider hiring a local DJ to be stationed at the event start/finish line.  Other ideas for a family fun event: magician, jugglers, face painting, etc.

Portable Toilets (optional)

Portable Toilets may be needed if the location where you are holding the event does not have facilities.

Ambulance (first aid kits)

You should have first aid kits available at the event. Depending on the type of event (competitive race vs walk), you may want to have an ambulance on stand-by. You should check with the location manager or local authorities for recommendations.

Official Timing Company (optional)

If you are holding a timed 5K run event with awards, you may want to use an official timing company. A timing company offers the equipment necessary to provide race timing results. Each participant will be given a bib/chip set for electronic timing.  The timing company can provide a professional crew to setup all the equipment on event date to handle all timing details.  They will provide you with both electronic and paper copy of results complete by gender and age group. They will provide event day tabulation of category and overall winners for handing out awards.

Cones and Barriers (optional)

Depending on the course setting you may need to place barriers to separate car traffic from the participants.  The local agency that grants permits to close off roads, should also provide guidance with placing road barriers.

Signs & Banners (optional)

Placing a banner at the start/finish line with sponsor logos provides promotional benefits to the larger corporate sponsors.  You may also want to consider placing sponsor logos on signs next to the kilometer marker signs or placed at the water stations.

Food / Drinks (before, during and after run/walk)
While water is a necessary to be placed at stations along the course and at the finish line, you may also want to consider offering coffee before the walk/run and fruit for after the run along with plenty of water.

 

Incentives (optional)

The option to offer incentives, depends very much on whether you want to motivate your fundraisers with them. Keep in mind no matter what type of incentive (individual, team, over all event) it’s important to keep your event fun.

 

If you feel that incentives will help create more excitment, below are incentive ideas to help build excitement for your campaign.

Awards (optional)

If your 5K event is a run, you may want to consider offering each participant a medallion when they cross the finish line. Note: This could be costly and should be factored into the registration fee.  If a timed event, a prize or trophy to the top 3 finishers for male and female overall winners is standard.  Depending on the total number of participants, you may also want to offer trophies or special medallions for the top 3 finishers in each gender based age category.

 

In Summary

Once you set your location, date & event logistics, you will want to create checklists and schedules to prepare for leading up to the event date, event day and post event day.