A Quick Guide for Creating a Safe Event

In the world of endurance sports, pushing your limits and achieving personal bests are what drive athletes to train relentlessly. But behind the thrill of competition lies a fundamental principle: safety. By their very nature, endurance events are physically demanding and exhausting, making things like injuries and accidents more likely. That’s why prioritizing safety throughout the planning process is paramount for organizers.

Though we certainly know a thing or two about putting on a safe event, our friends at the Road Runners Club of America (RRCA) know more. They put together a thorough guide on all that’s needed to create a safe event. Below is basically a Cliff Notes version of the guide. However, if you’d like to read the guide in its entirety – which we strongly suggest for any race director – click the button below.

*This post is the first in our RRCA Guide series. You can read more about the project as a whole, here in our intro blog.

Laying the Foundation (6-12 Months Out):

Solidify Your Vision 

Determine the event’s purpose – is it a fundraiser, a community event, or a competitive race? This will guide your planning and attract the right audience.

Secure Permits and Permissions

Research and obtain all necessary permits from local authorities for road closures, park usage, and any temporary structures.

Pick a Date and Time

Consider factors like weather patterns (avoid peak heat or cold), holidays, and potential conflicts with other events. Opt for a morning start for cooler temperatures, especially for longer distances.

Location, Location, Location 

Choose a venue that’s accessible and has ample parking. Look for a scenic route with good footing, like a paved park path or a closed road. Ensure restrooms and changing facilities are nearby.

Craft a Budget

Be realistic about expenses for permits, course setup, medical support, supplies (water cups, bibs, etc.), marketing, and potential insurance. Consider fundraising options like sponsorships or vendor fees to offset costs.

Safety First (Always):

Risk Assessment

Conduct a thorough risk assessment, identifying potential hazards (uneven terrain, traffic intersections) and implementing mitigation strategies (signage, course marshals).

Medical Support

Partner with medical professionals or certified athletic trainers to provide first-aid and emergency care on-site. Have an ambulance or EMT team on standby for serious incidents.

Weather Contingency Plan

Be prepared for variable weather conditions. Have a heatstroke prevention plan for hot days, including shaded areas, hydration stations, and misting tents. In case of rain, ensure proper drainage on the course and have a communication plan to postpone or cancel if necessary.

Course Design

Design a loop course for spectator convenience and runner safety. Clearly mark the route with mile markers, directional arrows, and cones. Avoid narrow paths, sharp turns, and busy intersections.

Building the Team (3-6 Months Out):

Volunteer Recruitment

Rally a passionate volunteer team. Create a sign-up platform outlining various roles, including course marshals, water station attendants, registration personnel, and cleanup crew.

Volunteer Training

Conduct a pre-race briefing to train volunteers on their specific duties, emergency procedures, and course familiarity. Foster a sense of teamwork and enthusiasm.

Registration and Communication (3-4 Months Out):

Registration Platform

Choose a user-friendly online registration platform that allows participants to sign up, pay fees, and provide necessary information (shirt size, emergency contact).

Participant Waiver

Include a clear and comprehensive waiver in the registration process that outlines event risks and participant liability.

Communication Plan

Develop a communication strategy to keep participants informed. Utilize email updates, social media posts, and a dedicated event website to share race details, training tips, safety information, and schedule updates.

Event Day Execution:

Clear Communication

Ensure clear communication between key personnel (race director, volunteers, medical staff) using radios or walkie-talkies for a smooth operation.

Contingency Plans

Have backup plans in place for unexpected situations like bad weather, course closures, or participant injuries.

Beyond the Finish Line

Results and Awards

Announce race results promptly and efficiently. Consider awards for various categories (age groups, top finishers).

Post-Race Communication

Send a follow-up email thanking participants and volunteers. Share race photos and encourage feedback to improve future events.

Moving forward

Keeping people safe is of the utmost importance when planning an endurance event. It’s certainly a big task, but a manageable one as long as you have a plan in place and stick to it. Using the suggestions above – and the full guide – as a starting point should put you on a good path toward having a safe and enjoyable event for everyone involved. 

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