5K Planning Guide
Start at least 6 months in advance for best results
Step 1: Define Your Purpose and Market
- Determine what your goals are for the event- What do you want to have happen?
- Social- fun family chapter activity? Some chapters have done this as part of their New Student Send-off and included a pancake breakfast and recognition of replenishment grant recipients. Some also do a 1k kids fun run with event.
- Replenishment- Will you use this to raise money for replenishment or some other chapter cause?
- Outreach- Will you combine with another charitable organization? Food or clothing drive? Present Community Service Award? Memorial Run?
- How will you promote BYU and BYU Alumni at your event?
Step 2: Put Your Committee Together
Put together a committee- Publicity, t-shirts, sponsorships, registration, race logistics, prizes, etc., volunteers
Step 3: Location and Budget
- Pick date- check local stake calendars and community/school calendars to avoid major conflicts
- Determine and reserve location- the anticipated size of your group should help you determine what locations would work. Consider choosing a location that is easy to get to and one that has been used for a successful races in the past. If the location requires a contract with BYU contact BYU Risk Management 801-422-4468, firstname.lastname@example.org or refer to this website
- Map out route and pull permits or get city approval if necessary
- Reserve any necessary equipment like barriers, timing equipment, sound system, porta-potties, etc
- Determine projected costs of event- could include timing equipment, t-shirts, snacks and water, reservation/rental fees, local traffic control, bibs, barriers, prizes/awards, publicity, porta-potties
Step 4: Sponsors
Find sponsors if the event is a fundraiser. Determine cost and benefit to sponsors. Create contracts
Step 5: Advertising
Announce event on social media sites
Step 6: Registration and T-shirts
- Create an event page, registration form and waiver (801-422-4468, email@example.com or refer to this website)- Begin registration
- Design and order t-shirts and bibs. Reach out to BYU Licensing, Adam Parker for help/approved us of BYU logo
Step 7: Volunteers and Pre-Event Checks
- Get volunteers for event day: Course marking, registration, timing, starter, course control, medical, t-shirt and or goody bags distribution, snacks, water distribution, finish line, and parking (if necessary), medals/prizes
- Determine post-race snacks- find sponsors for donations
- Make sure course, start and finish are well marked and course is safe
Step 8: Additional Persons
- Arrange to have medical personnel and first aid supplies on site
- Make sure you have a photographer there to help document your event
- Arrive early – runners come early to races
Step 9: Things to think about
- Will you give prizes or medals for winners? How many places? What age groups?
- Will you professionally or non-professionally time the event or is it just a fun run?
- Bibs or no bibs? Consider color coding bibs by age group (even highlighter marks for different age groups will make winners easier to calculate)
- Age group suggestions--Male, Female, under 12, 12-18, 19-24, 25-34, 25-50, 51+
Day of the Event
- Water Station Set-Up: water, pitchers, cups, tables, trash bags, trash cans (moving boxes lined with trash bags can work), recycling containers, first aid kit, tape, turn around signage
- Timing Set-up--computers(s), printer, connection cords, power strip, table, tent, internet, chairs, printer paper, scratch paper, extra ink cartridge, manual timing folder, stop watches, manual timing bib numbers, manual timing time sheets, pens, clip boards, stab wires
- Parking Set-up--flags, vests, signs, sign holders
- Course Marking--cones, all signage, mile markers, 2-way radios, flour, flags, barricades
- Check-In and Regular Set-Up--safety pins, banner(s), scissors, cash box (3) (Change), extra pens, clip boards, regisration folder (per distance), registration tent signs, blank bib #s, sharpie markers, day-of-registration forms, waiver, waiver sign sheet, scratch paper, easy ups, check-in tent signs, check-in list, highlighter
- Goody Bags--t-shirts, bars, flyers, table, tents, sponsor flyers
- Others--paper towels, trash, bags, toilet paper, awards (medals ,ribbons, certificates, prizes), mega phone(s), generator, PA system, whistle (airhorn, or starting gun), microphone, cord, music, bluetooth speaker
Chapters with 5k Experience and lessons learned
- Try to cover your costs+ with sponsors
- Make the event fun, some ways chapters do this: theme, music, breakfast before/after, run for kids, prizes for everyone who participates, pull the tape across the finish line for all runners, etc
- Event can be used for different goals: fun chapter activity, fundraising, freshman sendoff, announce future chapter activities, recognize scholarship (grant) recipients, etc
- Do what makes sense for YOUR chapter!
- Keep the same location and theme so it will grow and people can plan on it
- Reach out to sponsors at year end for the next year
- Event Brite was challenging to get real time data and funds, consider using PayPal and creating a web site
Chapters with Successul 5Ks
- Medford does a Memorial 5k run with a community school
- Des Moines does a 5k fundraiser, $1500-1700 profit
- St. George does a fun activity, $2,000 profit
- Dallas does a fundraising 5k with a breakfast and silent auction, $7,000 profit
- Boise 5k is a fun activity, about $500 profit