Event Information

New to RunSignup and want a little extra help? Setting up your first race and running into questions? No problem, we’re here to help!

In RunSignup 101, we will show you core features that make up RunSignup and help you successfully set up your event and start taking registrations.

Key topics include:

• Initial Race Set Up
• Payment Account Troubleshooting
• Accessing Your Race Dashboard
• Simple Race Website Updates
• Using the Free Email Builder
• And More!

This session is designed for newer race directors, but even experienced users might learn something new. We’ll answer questions throughout the webinar and wrap up with live Q&A.

View Slides

Summary of Webinar 

What you’ll learn (agenda)

1. Race Wizard (event setup) — the fastest path to going live

2. Payment account setup basics + troubleshooting (high-level only; separate webinar exists)

3. Race dashboard navigation — search tools, “show more,” key pages

4. Core features — questions, participant reports, donations, coupons

5. Race website customization (standard “race page” tools)

6. Free “next-level” products — Website V2 + Email Marketing

Part 1: Race Wizard (the path to go-live)

Whitney frames the Race Wizard as the most important part of setup: if you complete it (and your payment account is approved), you’re essentially ready to publish.

Before the wizard: two ways to create a race

• From RunSignup homepage: “Create a Race” button

• From your account: Profile → My Races → Create a New Race

  • Recommendation: use Create a New Race (not “simple race”) unless you’re very familiar with the platform.

Step 1: Basic race setup (largest step)

This step includes several high-impact decisions and common mistakes.

Basic info

• Race name, description, date/time, etc.

• Recommendation: add something to the description even if details aren’t final:

  • Helps Onboarding + account teams support you

  • Helps identify legitimate events vs spam

Location info

• You must enter a real ZIP code (fake ZIPs trigger errors)

• For virtual races: use your own ZIP + “Anywhere/Everywhere” in address

• Confirm time zone is correct

Race URL (SEO warning)

• Avoid putting years/dates/“first annual” in your URL

  • These URLs carry forward when you copy races year-to-year

  • Changing URL later can disrupt SEO (search engine optimization)

• Optional: use a custom domain/subdomain for additional branding/white-labeling

Events (distances/activities inside the race)

• RunSignup terms:

  • “Race” = the umbrella event

  • “Events” = the activities/distances (5K, 10K, fun run, etc.)

• Choose correct event type (important for search/discovery)

Virtual events (hybrid setup)

• If offering in-person + virtual, create separate events (e.g., “5K In-Person” and “5K Virtual”) even if same day/time

  • They behave differently in the backend

  • Whitney points to blog resources for virtual setup details

Processing fees

• Common approach: participant pays processing fees (standard in the industry)

• Alternatives:

  • Organization pays fees

  • Split fees

• You can handle fees differently across:

  • registration vs donations vs products

Gender options (including non-binary)

• You can enable non-binary gender as a registration option

• Important: talk with your timer about how gender/awards should be handled

Timer selection (strong recommendation)

• Add your timer during wizard (search by company/name/email)

• Whitney strongly recommends using a timer unless:

  • small event (50–100 participants),

  • no growth goals,

  • purely casual/fun focus

• Timers improve professionalism + logistics + platform familiarity

Step 2: Event details

• Add more detail per event:

  • start time (recommended)

  • end time (only if you truly need it)

  • accurate distance (searchable)

• “Free event” toggle: check it if applicable

• Age calculation base date: usually ignore unless it’s a USAT-certified triathlon

Step 3: Price increases (not discounts)

• This step is for scheduled price increases (early bird → regular → late)

• Add periods using “Add another registration period”

• System prevents gaps/mismatched date logic

• “Additional registration options” allow per-event rules:

  • caps/limits

  • gender restrictions

  • age restrictions

Waiver setup (critical)

• Default waiver is available and acceptable if you don’t have your own

• You can:

  • edit/replace the waiver

  • control how it’s signed

  • add additional waivers later in the dashboard

Step 4: Giveaways (optional)

• “Giveaway” = included free item (classic example: t-shirt)

• Not required — you can skip entirely

• If used:

  • set sizing options

  • optional upcharges for certain sizes

  • cutoff date for ordering/availability

  • add images/descriptions

Step 5: Branding (optional now, editable later)

• Upload logo, banner (or use defaults)

• You can skip and come back anytime (even after going live)

Step 6: Payment account setup (go-live gate)

Whitney emphasizes this as the onboarding team’s biggest focus.

Three options:

1. Create new payment account (if you have everything ready: bank info + ID)

2. Use existing payment account

3. Other (most common initially):

   • set up later

   • invite someone else to set it up

   • use free/test mode (if your event is free)

Timing expectation + errors

• Approval can take up to 48 business hours or longer if additional info needed

• Getting an error is common (~50% of new accounts) and usually fixable:

  • mismatched business/bank info

  • typos

  • names must match exactly

Documents that may be requested

Best to worst:

1. Voided check (preferred)

2. Bank statement

3. Bank letter or screenshot of online banking

• Screenshots often fail due to missing info

Upload quality matters

• Avoid ripped/blurry/selfie photos with the document

• Provide a clear image of the document only

After the wizard: recommended toggles

When you finish, you may be prompted to enable:

• Event insurance (3rd-party; no impact to you as organizer)

• Referral rewards (participant gets a referral link; encourages growth)

• Incomplete registration emails (automation)

• Price increase emails (automation)

Whitney’s advice: turn them on now; you can always disable later.

Part 2: Race Dashboard essentials

How to get back to your dashboard later

• Profile → My Races

• Profile → Director Links → My Races

• Quickest: Profile → Race Dashboard (great for single-race directors)

Two “must-use” searches

1. Participant search (top right) — find and manage someone quickly (e.g., “Bob Smith”)

2. Menu search (left) — “Google-like” search for dashboard pages (QR codes, discounts, questions, etc.)
   Whitney urges building the habit early.

“Show more” in the left menu

Many features are hidden by default to reduce clutter. Click Show more to see everything.

Dashboard overview panels

Provides quick health metrics: total signups, recent registrants, year-over-year comparisons, etc.

Part 3: Core features covered

Custom Questions

• Default included: emergency contact name

• Add any additional questions you need

• Dashboard path: Race → Registration → Questions

• Reminder: menu search gets you there faster

Participant Reports (daily driver)

• Dashboard path: Reports → Participants → View Participants

• Capabilities:

  • view all registrants

  • manage/edit registrations

  • look at prior years/iterations

  • filter by attributes (e.g., gender, name)

  • customize columns

  • save a custom report

  • export in multiple formats

• Tip: use the orange Help button on pages for step-by-step guidance

Donations (quick setup)

• Dashboard path: Donations → Setup → Settings

• Turn on donations, add logo/description, and create donation levels

• Whitney compares levels to preset tip buttons: reduces friction and increases conversions

Coupons

• Create a code name + % or $ discount + expiration

• Apply to specific events or products (e.g., only 5K)

Part 4: Website options

Standard race website page (Wizard-based)

This is the default “race page” built from your wizard settings:

• logo/banner/colors

• menu items like event info, donate, photos, results, etc.

• More customization under Race Website section:

  • themes/templates

  • social links

  • countdowns

  • styling and layout options

Helpful customization tools

• Custom wording: change platform wording (if you don’t want “race” shown everywhere)

• Add navigation dropdown links (including external links)

Whitney notes you can make meaningful improvements in ~30–45 minutes of tinkering.

Part 5: Free “upgraded” features (big value)

Website V2 (full custom website builder)

• Described as “like Squarespace inside RunSignup”

• Replaces the standard race page with a more customizable site

• Mobile-friendly

• More time/effort than the basic race page, but much more control

• Separate webinar available

Email Marketing (free, robust)

• Professional editor + layouts

• Audience targeting and lists (including importing from Mailchimp)

• Automated + scheduled emails

• Reporting/performance analytics

• Separate webinar available