' AARD: How much time is needed to plan a race? | Adventures with FitNyx

Thursday, September 7, 2017

AARD: How much time is needed to plan a race?


Today's Ask A Race Director question comes from Sharla W. who asks: "How far in advance do you have to start planning for a race?"

As with many of the questions I've been receiving, there is no one right answer to this question; instead, the answer varies depending on a few factors.  Longer distance races (half/full/ultra marathons) take more time than a 5k.  Destination events will need a broader marketing timeline than a little local event.  A full series of races might have an ongoing timeline, constantly requiring work on the next event and relying on routine marketing.  Venue choice might make for a longer permit process, and of course the race's goal number of participants should be considered as well.  But for the sake of information, let's narrow this answer down to two cases.

Hosting a local 5k usually needs about three to six months' worth of planning. It is usually the event permit and any police/ranger support needed for the proposed course that takes the most time, and in some cities the permit process may need to be done up to a year in advance.  Popular venues may also require an early permit, if only to reserve the intended date before another organization's event can secure the location.  Once the permit is in place, the rest of the process can be done in a few months.  Activating registration is simple, but marketing and selling sponsorships should be started at least three months prior to the event date.  Finding volunteers can be done in a pretty quick turnaround if the race supports a large cause or charity, and any swag orders (shirts, medals, etc) usually go in less than a month prior to the race.  Course creation only takes an afternoon, unless there's construction in your path.  Of course, the goals for a local 5k are usually smaller in scope than a national blowout event, so the timeline can be shortened to fit this scope.

They'll see everything!  They'll...
They'll see the big board!

A larger event, such as a destination marathon, requires considerably more time, especially if the race is in its early years.  At least one year of marketing is practically a must, and if the course is going through a major metropolitan area, permitting may need just as much advance notice.  Even for established races, next year's event is usually started immediately after completing the current year's event.  Securing sponsors, reserving the race date at the venue, and promoting the event can be an ongoing process.  Actual race day arrangements are made a month in advance or more, including placing orders for shirts, medals, food, and whatever else is needed for the race.

In the end, the time it takes to plan a race is heavily dependent on the event itself.  You want a larger crowd with a bigger scope, you need to plan for a much longer timeline than if you have a short local race that isn't going to go all-out every time.  Of course, all that said, I've seen races start planning only a month or two in advance and not only draw a large crowd, but pull together a really exciting event/post race, so there are exceptions to every rule!

Have a question you'd love to Ask a Race Director?  Send it over!  I'm happy to answer any and all questions, as well as provide assistance and consulting if you are interested in putting on an event of your own.  Stay tuned for the next installment of AARD, coming next week!

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