Race day can bring a lot of excitement, the adrenaline rush of the crowd, the pulsating music, and just an overall electrifying atmosphere. You ever wonder how much work is put in before the runners get to the starting line? From securing permits and sponsors to mapping out the course and ensuring participant safety, each step plays a crucial role in creating a memorable race day.
Karlee Rose, president of Run Wichita, gives us a glimpse behind the scenes into what makes races like our annual Moonlight Madness come to life for our local running community.
How far in advance should planning start?
KR: It depends on the race. For Run Wichita races, discussions start about 5-6 months in advance. For races that are more than a “fun run” and have a large attendance, 12 months would be the least.
How much does it cost to put on a race?
KR: The cost can vary depending on the purpose of the race, the swag, and the size of the event, so the larger the race, the higher the registration cost. Registration fees are typically the primary source of funding, unless you get sponsorships. For Run Wichita races, we focus on the community aspect of the races and covering the race costs. Races that want to gain profit or raise money for charity will need to have a higher registration fee or larger sponsorship. Early bird pricing for events encourages people to sign up in advance. For larger cities, this is up to a year in advance, but local races will open 3-6 months before race day.
How do sponsorships help?
KR: Partnerships and sponsorships can help a race financially or give services, products, volunteers, increase promotion, or whatever your race needs. For a race to grow in any way, partnerships and sponsors are needed. Our running community is very good at creating partnerships and helping each other out where we can.
How do you choose a race location and course?
KR: There are so many aspects that go into the decision: distance, terrain, scenery, road closures, and permits needed. Ideally, you want to choose a location that hasn’t been overused with past races. You can also get a course to be certified for other events, which a timing company will help with for a fee. This is why many certified races like to stick with the same course. If any changes are made to the course, even if there is construction, the course must be re-measured and re-certified.
What about the course conditions?
KR: Every race course needs to be checked several times leading up to the race, but specifically on the event day to take care of any needs or unforeseeable happenings, like obstacles. Weather is also a big factor for any race. Race plans should include a weather contingency plan. During the race, it’s important to make sure each participant has a great experience. This means waiting until the last participant crosses the line and making sure they have the same amenities as the first participant to cross the line. Clean up starts after that and it’s helpful to already have volunteers scheduled to help.
Do all races need permits from the city?
KR: Most races (if put on legally) will need to gain permits or permission of some kind. Run Wichita has chosen race locations where we do not need street closure permits, which is helpful. Permits depend on the type of race so if you are trying to organize a race, check with the local government early in the planning process. Races also need to have insurance coverage to protect the company or organizer of the event. All these things take time and money to obtain.
What about promotion and advertising?
KR: Clark Ensz (well-known Wichita race director) once told me that a person must see race information 7 times before they register, so promotion is important. People must know your race exists to sign up. I’ve always believed that word of mouth is the best form of advertising.
Time is important to a lot of runners. How do you time races?
KR: Race timing is a major cost of a race, but time and placement is what most participants want from these events. Timing companies are available and can offer other services for more fees to help free up some time and effort from the race organizers, like race photography, course certification, and results submission on certified courses.
What about medical and hydration stations?
KR: You can never have too many first aid or hydration stations, but the logistics behind it is the hard part. Finding the right location to standup the items, having enough tables, cups, water and fuel, finding volunteers to work the table for the duration you have it set up, and making sure volunteers know how to work an aid station are just a few things to coordinate.
How about the snacks or post-race treats?
KR: Food is my personal favorite part about a race! I think most participants have come to expect some sort of hydration and snack after they cross the finish line. The longer the race in distance, the more food participants expect. This is yet another cost that takes a lot of pre-planning. We chose to have food as a big part of our Moonlight Madness run because it helps bring people together and get to know each other.
Most runners love free swag! How do you decide what to offer?
KR: This is an area that is hard to please everyone. Swag can often draw people to your race to take part or keep them coming back. But no matter what is offered, there will be complaints. Medals are the biggest crowd pleaser and staple for most races. T-shirts used to be the most common race swag, but now you see other apparel items, accessories, or practical and useful giveaways. Run Wichita has tried to stick with current trends for our race swag, but sometimes it’s hard to come up with something unique AND affordable.
Aside from medals, what about age division awards?
KR: I feel like age division recognition is always appreciated by participants. It can be a motivator and source of encouragement, and also keep participants coming back every year. Most races do 10-year divisions others do increments of five. Typically, there is some sort of “prize” that comes with the recognition, so this is another cost to consider. A timing company can sort out the age divisions.
Bathrooms are a must, right?
KR: Every race needs an adequate number of toilets! Sometimes restroom facilities will be available onsite but almost always portable toilets will need to be considered. In general, races should have 1 toilet for every 50 participants, but remember there will also be spectators to consider.
Let’s not forget about the volunteers!
KR: Volunteers are the backbone of a race. Without them, the event doesn’t happen. But getting race volunteers can often be more difficult than participants. I think participants of races are always very good about being kind and showing gratitude to those that take time to volunteer.
Conclusion
Organizing a race requires careful planning and coordination to make sure the event runs smoothly and leaves a lasting impression on participants and spectators alike. Run Wichita would like to offer a big thank you to all our volunteers, partners, and sponsors who supported the Moonlight Madness race and other races within our community. If you’re not running a race, consider being one of the volunteers for an upcoming event and be a part of something special. See you at the starting line!
Join us in making a difference! Don’t let your medals gather dust. Transform them into sources of inspiration and give hope for children going through some of the toughest times of their lives. Your contribution can bring a smile to a child’s face. Whether it’s a medal, a donation, or your time, it provides much-needed encouragement. Let’s turn our personal victories into collective triumphs and spread love, kindness, and encouragement to those who need it most.
Est. 1976 