Essentially all endurance events happen in public spaces. And getting access to those spaces generally involves some sort of event permit. The permit process can vary greatly from state to state, or even town to town, but is always an important consideration in the early stages of planning an event.
In this article we share some tips learned from the RRCA‘s Permitting for Events guide. You can read the original post in full by clicking the button below.
*This post is the second in our RRCA Guide series. You can read more about the project as a whole, here in our intro blog.
Event permitting best practices
Plan Ahead: Allow ample time for the permitting process – often six months or more. The complexity of your event, including distance, participant numbers, and course location, will influence the timeline.
Understand the Local Landscape: Familiarize yourself with the permitting process in your community. Identify key government agencies, their roles, and the people involved. Building relationships with these officials is essential for a smooth process. This is especially important if you plan on having multiple events, as the relationships you build can help down the road.
Anticipate Challenges: Be prepared for potential obstacles, such as conflicting events, road construction, or community concerns. Flexibility is key; consider alternative dates, routes, or start/finish locations. This is also why it’s important to start the process early. The sooner you know about potential issues, the easier it is to solve for them.
Showcase Your Event’s Value: Clearly communicate your race’s benefits to the community. Highlight its economic impact, potential for promoting physical activity, and support for local charities. Remember, communities have to redirect resources to accommodate your event, so it’s good to show them that it’s a win-win situation.
Build a Strong Application: Gather comprehensive information about your race, including participant demographics, expected attendance, and traffic management plans. Present your event as a valuable asset to the community. The more detailed, the easier you make the decision. Being well prepared can also help expedite the process as there’s less likelihood of back and forth interactions asking for additional information.
Maintain Open Communication: Once you secure the permit, your work isn’t finished. Stick to the agreed-upon plan and maintain open communication with permitting agencies. Building a positive relationship can streamline the process for future events. Remember, your reputation matters. Be professional, be courteous, and be prompt and you’ll set yourself up for a good long-term relationship.
Remember: The permitting process is a marathon, not a sprint. By investing time, effort, and attention to detail, you can increase your chances of a successful race.
Moving forward
Securing permits for endurance events can be a complex process, but it’s a crucial step in ensuring a successful event. By planning ahead, understanding local regulations, and building strong relationships with permitting agencies, race directors can navigate this challenge effectively. Remember, the permitting process is an investment in your event’s future.
With careful attention to detail and open communication, you can turn potential obstacles into opportunities for growth and community engagement.