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!

View Slides

Summary of Webinar 

What this webinar covered

1. RunSignup onboarding team + what they help with

2. Race Wizard walkthrough (Steps 1–7)

3. Payment account setup (Adyen/KYC) + common rejection reasons

4. Race dashboard navigation + key tools (participants, reports, donations, coupons)

5. Race website basics (Website V1 + overview of Website V2)

6. Live Q&A (V1 vs V2, volunteers, sponsors, marketing emails, etc.)

Who the onboarding team is and what they do

Val introduced the onboarding team and their role:

• They review new races to ensure they’re ready to open registration

• They help especially with payment account setup, troubleshooting, and basic configuration so RDs can launch on time.

Race Wizard walkthrough (core “how to set up your race”)

Step 1: Race Basics

Key guidance:

• Race name: keep it short and memorable; don’t cram sponsors into the title (sponsors can be displayed elsewhere).

• Race description: required; keep it a brief overview and put details (parking, awards, etc.) in other content sections later.

• Physical address required (even for virtual races):

  • For virtual: you can adjust address line/city to reflect “virtual/anywhere.”

• Time zone must be correct (affects emails + calendar display).

• Race URL: choose something that can roll over year-to-year (avoid years like “2026” or “5th annual” in the URL).

  • You can create short URLs later in the dashboard.

  • You can bring a custom domain to RunSignup to keep branding consistent.

Events

• Event naming: keep it simple (e.g., “5K Run/Walk”).

• Pick the correct race type so it appears correctly in search/calendar.

• Create separate events per distance (5K, 10K, etc.).

• Hybrid races: create separate events for in-person and virtual.

  • Virtual should use Virtual Challenge so participants can submit results.

Processing Fees

• Typical approach: pass processing fee to registrant (most participants are used to it).

• Other options: race covers it, or split 50/50.

• You can handle fees differently for donations and store items in Financial settings.

Gender Options

• Flexible gender options available (non-binary / prefer not to say).

• Important note: coordinate with your timer so timing/awards categories line up.

Timer access

• If you know your timer, add them by company name/email to give access for reporting and pushing results.

• If you don’t, RunSignup encourages finding timers via timer search and getting quotes.

• Val emphasized why timers matter: results accuracy + data management + finish line experience.

Step 2 — Event Details

• Confirm distance is correct (drives calendar/search display).

• “Additional information” displays on event info page—keep it brief (not the place for long award details).

Step 3 — Registration Periods + Waivers

Registration Periods (recommended as marketing tool)

• Use multiple periods:

  • Early bird (short enough to create urgency, long enough to build buzz)

  • Regular (longest window)

  • Late / race week (slightly higher price)

Other options in Step 3:

• Disable registrations (if needed)

• Age limits (e.g., beer run 21+, kids event 12 and under)

• Age-based pricing exists (don’t create separate events just for pricing)

Waivers

• Common: checkbox waiver, but can require initials/name/date, etc.

• Waiver is fully customizable; can add up to 3 additional waivers later in the dashboard.

Step 4 — Giveaways

• “Giveaways” = included with registration (usually not extra cost), often needs a choice (e.g., shirt size).

• Default is t-shirt sizes; can add sizes and optionally charge extra for certain sizes.

• If you don’t know giveaway info yet, you can skip and add later in Race Giveaways/Add-ons.

• You can add details + images to build excitement.

Step 5 — Branding (Logo + Banner)

• Upload logo + banner; recommended banner size 24 x 800.

• If you don’t have one, you can use a stock banner temporarily—but they encourage updating to match your brand.

• Optional website display settings: directions, contact form vs email display, hide start times (TBD), hide events not open, custom wording for “Event,” etc.

Step 6 — Payment Account (critical section)

Val emphasized:

• Payment accounts are verified by real people (Adyen) during business hours.

• Don’t wait until the last minute—verification can take several days if manual checks are needed.

Why verification sometimes fails

• “Know Your Customer” (KYC) checks: legal entity + individual control person must be verified.

• Val said about 50% see an initial failure often due to bank verification mismatches, requiring extra docs.

Acceptable verification documents

• Bank statement (first page only, within last 2 months, no redactions, must show legal name, bank info, account number).

• Voided check (blank except “VOID,” not a starter check, must show name/account/routing).

• Bank letter (letterhead, within 1 month, includes name/account/routing, signed).

• Online banking screenshot (hardest to get approved; must include bank name/logo, account name/number, routing, and the date).

Common rejection reasons

• Ripped/stained checks, selfies/holding check to screen, blurry images

• Documents too old

• Redactions or writing on statements

• Wrong document type (deposit slips, banking agreements)

• Legal name mismatch without using the “DBA/name on bank account differs” field

“Pending completion by RunSignup”

• Sometimes requires a quick manual risk review.

• If asked for an IRS letter: typically EIN/name mismatch; you can provide IRS letter or update entity name to match EIN.

Step 7 — Recommended Settings

They recommended enabling (optional):

• Event insurance

• Referral rewards

• Incomplete registration emails

• Price increase emails

Important note: if you don’t uncheck in wizard, you’ll need to disable later through dashboard menus—so decide here.

Navigating the Race Dashboard (post-wizard)

How to access:

• Log in → profile icon → My Races → select race dashboard

Useful tools highlighted:

• Participant search (find current/past participants by name/email/bib)

• Menu search (find dashboard sections quickly by typing keywords like donations/fundraising)

Dashboard stats:

• Quick view signups & money raised (for exact reporting use Participant Reports)

Participant Reports

• Break down by event (5K vs 10K), and status (refunds, deferrals, transfers)

• Use Customize View to add columns (orange = included)

• Save custom view so it’s your default

• Export options: CSV, PDF, Google Sheets (they discouraged “Hi-Tech export” due to data issues)

Donations setup

• Enable donations in Donations settings

• Add nonprofit description + logo

• Add donation levels including larger options ($100, $150, etc.)

• Donation processing fee noted as flat 4%, with option for donor to pay, race to absorb, or split.

Coupons (discounts)

Path: Financial → Pricing → Coupons

• Set code name and type (percent, dollar, or combo)

• Apply discount scope (transaction-wide, per event, per registrant per event)

• Choose what can be discounted (registration, specific events, add-ons/store items)

• Set restrictions (limit by transactions or total registrations—useful for sponsor comp entries)

Also mentioned (didn’t deep dive):

• Age-based pricing

• Multi-person pricing (popular for family discounts)

• Custom membership discounts (military/first responder)

• Club membership discounts

• Multi-event discounts
  Recommendation: don’t stack too many discount systems—can get messy.

Race Website basics: Website V1 vs Website V2

Website V1

• Automatically created when race wizard finishes

• Limited customization; many sites look similar and show RunSignup branding.

Website V2 

• Much more customizable (components, more photos, richer layouts, integrations like Strava routes/maps)

• At the time: no templates yet, but coming later.

• Important limitation: V1 content does not automatically carry over to V2 (copy/paste required).

• You can build V2 while registration remains open on V1, preview it, and then enable V2 when ready.

Branding tips:

• Use Race Theme settings (vertical/horizontal nav, header colors, tiles, overlays)

• FAQ tab recommended (available in V1 via custom content; also in V2)

Q&A highlights

• Difference between Website V1 and V2: V2 offers deeper customization; V1 is limited.

• Remove banner overlay text (race name/date): In Race Templates, choose alternative layout and “always hide race name” (date still displays).

• Volunteer registration: Yes—Volunteer setup supports tasks, time slots, age restrictions, waiver, volunteer-only email.

• Sponsor registrations: Best practice: use sponsor coupon codes so sponsors self-register (better waivers + accurate data + shirt sizes).

• Timer search: they referenced the timer directory (they gave a path verbally).

• T-shirt inventory: supported via Giveaways inventory; advanced inventory can be by size/event.

• Automated emails: price increase and incomplete registration emails can be automated; messaging is customizable in Email.

• Processing fee on manual/free registrations: no processing fee if no paid transaction.

• Renewal checklist: renewal copies many settings, but you must manually review/update custom content pages and certain email wording.

• Sponsorship levels not showing on website: sponsorship “levels” aren’t a public “buy sponsorship” page by default; sponsors are displayed via sponsor management (public sponsor recruiting is a workaround/custom setup).

• Email marketing audience: by default, you can email your race’s participants; you can upload additional lists; RunSignup does not share participant data across races without you.