How to Plan a Community Run/Walk · PDF fileHow to Plan a Community Run/Walk Event This guide...

How to Plan a Community Run/Walk EventThis guide is designed to help you organizeand implement a run/walk event in yourcommunity. Planning such an event takes thecooperation of many community partners.

A comfortable planning period for a communityrun/walk can be anywhere from six to eightmonths. However, if you have several hardworking partners it can easily be planned in ashorter amount of time.

Run/walk races can be incorporated into otherevents that take place in your community.Races can be held during a county festival orfair. They can also be used as a kick-off orwrap-up event for Get Moving Kentucky! orother physical activity program in yourcommunity.

There are seven categories this guide willcover:

• Planning committee• Race course• Volunteers• Participant cost• Registration• Finish line• Prizes• Refreshments

Meeting outlines and agendas are alsoincluded to give you ideas of what needs to becovered in your meetings and when it shouldbe covered.

In addition, the appendix provides hard copiesof the documents that might be helpful duringplanning and on the day of the event. These

documents can be used as they are, or serveas, a guideline for you to create your own. Theappendix includes:

• Registration Entry Form and LiabilityWaiver

• Race Day Checklist• Registration Sign-in Sheet for Day of

Event• Finish Line Time Sheet• Award Ceremony and Prize Sheet• Certificate of Completion

Planning CommitteeThe planning committee for your communityrun/walk may simply stem from a physicalactivity coalition or task force you currentlyhave in place. In some instances, you mightneed to form a subcommittee specifically forplanning the event or you might considerinviting additional partners.Below is a list of possible partners. This list isnot conclusive. There might be many otheroptions in your community.

• Public health department• Senior citizen centers• Local hospital/healthcare venues• Local fitness/recreation centers• Schools• Local parks• Local businesses

If you plan to have your race on or near streetsyou will also need to consult the policedepartment and local county government.Consider inviting a representative from theseagencies to your meetings.

Race CourseThere are a variety of distances for a walk/runevent. The most common are a one mile funrun/walk or a 5K. These lengths of races aregood choices because they appeal to allindividuals regardless of fitness level, includingthe beginner who is just starting out. A onemile fun run is, of course, one mile in length. A5K is equal to 3.1 miles in length.

If you plan to include both adults and childrenin your event keep this in mind when choosingyour race length. A 5K would be appropriate foradults and some older children or teens. A onemile fun run/walk can be appropriate forchildren and adults.

The LocationWhen choosing a race location, first research ifthere are any other organizations in your areathat have held a similar race. Choosing alocation that has been used for a similar eventmight eliminate the need for your group to goout and physically measure the length of thecourse. You might be able to contact theorganization to find out the start and finish linesthey used.

If you are the first to hold a race in yourcommunity you will have a little more work todo. First consider the location. Often, a park ortrack in your area will be the best choice. Thiswill enable participants to run or walk awayfrom heavy traffic.

If your race must be on the road you will haveto consider traffic, intersections, and how youwill keep the participants safe. You mustcontact your local police department and yourlocal government to find out rules andregulations regarding such an event. It isimportant to work in collaboration with yourlocal police department because it will beneeded to block traffic to allow runners andwalkers to be on the road and crossintersections.

Most races can be held even if it rains, butconsider where your registration, refreshments,

and awards will be held. You might choose alocation with a shelter for these events orconsider renting a tent in case of bad weather.

Medical AssistanceYou will also need the presence of some typeof emergency medical crew on site during yourrace. In some cases this might mean anambulance stationed at the race site during therace. Sometimes individuals from areaorganizations, such as the Red Cross, who aretrained and certified in first aid and CPR canserve in this role. The type of medical crew youchoose will be dependant on the number ofparticipants, length of your race, and the ageand health condition of those involved.

On the Race CourseThere are a few things that you will need alongthe race course. Keeping them in mind will helpyou when choosing your location. Mile markersare very helpful to participants as they maketheir way through the course, and it isespecially motivating to have a person there tohold the mile marker and cheer participants onas they go by. It also increases safety to havea person (or persons) standing along thecourse. For a 5K, it is adequate to havesomeone at the one mile, two mile, and two-and-a-half mile points, but if you have enoughpeople, put someone every half mile. Manyparticipants appreciate having the race timeannounced at the one and two mile markers sothey can keep pace.

If you are planning a 5K, include a waterstation about halfway through the race. Milemarker one and half is a good place.You will need:

• A table• Small paper cups• Jugs of water• One to two people to fill and pass out

cups and clean up

Don’t forget trash cans; however, mostparticipants who have been in a race beforewill throw their cup on the ground. Be sure

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you have a crew for trash cleanup. Thismight be the volunteers at mile markersonce the race is over.

VolunteersUnless the size of your planning committee isvery large, you will most likely need severalvolunteers to help the day of the race. Be sureto meet with your volunteers either as a groupor individually to make sure they understandtheir specific duties. Consider meeting withthem at the racecourse so that they can get avisual picture of how things will be set up andwhere they will be on the course the day of theevent. It is a good idea to assign each of thevolunteer areas below to a specific planningcommittee member, who would act as thechairperson. As the chairperson he or she willbe responsible for the volunteers and ensuringthat things are done correctly for that area ofthe event.

Here are some roles volunteers might play:• Registration table (2 to 4)• Refreshment table after race (1 to 2)• Mile marker on the course or water

station (3 to 5)• Finish line (at least 4)• Setup/cleanup (as many as possible)• Prize distribution (at least 2)

Don’t schedule yourself to a task or stationthe day of the event! There needs to be at leastone person, maybe more, available to answerquestions and oversee the race as a whole.

Participant CostIf you are well funded there may be no needfor you to include a registration fee forparticipants. However, non-profit groups oftenrequire an entry fee of enough money to coverthe cost to hold the race. This might cover thecost of the t-shirt, or you might have feesinvolved with renting a facility/venue for therace or refreshment costs.

If your cost is very low, some non-profit groupswill donate extra funds to a charity. If you

decide to donate to a charity, be sure this isincluded on the registration form orpromotional flyer. Participants will appreciateknowing where their money is going, and itmight even encourage others to participate inyour race.

Entry fees for a run/walk can range from $5 to$25. Be aware that the higher the cost themore your experienced participants will expectof the event. They might expect it to be a verywell organized and smoothly operating event,with nice prizes available if funds aren’t beingdonated to charity. This is something toconsider if you are trying to pull in a largenumber of people for your event.

Registration SetupTo ensure a successful program, it is importantthat you have a plan for registration. There aretwo different types of registration - pre-registration (before race day) and race dayregistration (one to two hours before the startof the race).

Registration and Waiver FormsThe first things you will need are a registrationform and a waiver/liability release form. Theregistration form will provide the participantscontact information, age group and gender forprize purposes, and requested t-shirt size, ifapplicable.

The waiver is an absolute must. Eachparticipant must sign a waiver, which protectsyou or your group from liability in case ofaccident or injury. These waivers should becollected and kept in a safe place for at leastone year, or longer if you become aware ofany incident or accident.

If children will be involved in the race you musthave a waiver for them also. For children under18 years of age, the waiver will need to besigned by a parent or legal guardian.

An example registration form and waiver/liability release is included with this guide. You

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can use these forms exactly as they are writtenfor your race. You can also use the registrationform as a guide to create your own if theexample does not meet your exact needs. Ifyou are the lead agency on this race, and itis being offered by the CooperativeExtension Service you must use the waiverprovided, as it has been approved by theUniversity of Kentucky.

Pre-RegistrationThis term refers to the collection of registrationforms and any possible fees prior to the raceday. It is sometimes called early-birdregistration, in which case participants can paya lesser entrance fee if they send in theirregistration by a set date.

Pre-registration is a good thing if you areaccepting forms and/or payment by mail. Thiswill eliminate some rushed registration the dayof the event. It will also give you an idea of howmany participants you might have attendingand it will allow you to order t-shirts (if any)early and provide the appropriate amount ofrefreshments.

Prior to the race day you should type up aSign-in Sheet. You will fill this sheet in for allyour pre-registered participants and leaveadditional spaces to add those who register theday of the race.

Your Sign-in Sheet should include columns for:• Participant name• Age division• Race number (you will assign this

number to them)• Race finish time• Signature during packet pickup (Packets

will be explained later).

An example of a Sign-in Sheet is provided inthis guide.

This sheet will become very important atthe finish line on the day of the race.

Race Day RegistrationIt is good to provide race day registrationbecause some participants don’t takeadvantage of pre-registration. They mightdecide at the last minute and choose to sign upright before the event, even if it means payinga higher entry fee.

You will need the following for your race dayregistration set up:

• 1-2 tables• Chairs for volunteers staffing the table• Pens• Registration and waiver forms• Sign-in Sheet for pre-registered

participants• Race numbers or race packets• Safety pins for attaching race numbers

to shirts• Money box and change if participants

can pay the day of race• T-shirts if you are providing them

Race numbers and packetsIt is important that participants have racenumbers. This is how they are identified whencrossing the finish line and in prize winning.Race numbers can be purchased at somesporting good stores in larger towns, or on-line.Many places to purchase race numbers will belisted by doing a simple search for ‘racenumbers’ on the Internet.

The price of race numbers can range anywherefrom $0.15 to $0.25 each, depending on thequantity you order. Be sure to order numbersthat have a perforated bottom section that canbe torn off the number at the end of the race.This will be important to keep track of the orderas participants finish the race.

Some race holders provide race packets toparticipants. The packets usually contain theindividual’s race number and promotional itemsyou might have collected (coupons, trinkets).

You might choose a time to have packet pickupprior to the race. You can choose a location inthe community the evening before the race andallow people to pick up their packets, containing

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their race number and their t-shirt if you areproviding t-shirts. At this time, you will instructthe participant picking up the packet to sign inon the Sign-up Sheet you have prepared foryour list of pre-registered participants. This willbe an indicator to those at the registration tableon race day that the participant has his or herpacket and their race number.

Packet and race number pickup can take placethe day of the race, also. Participants can signin and pick up their packet and assigned racenumber before the race begins. Plan to beginpacket pickup at least one hour before the startof the race.

For race-day registrations, it is veryimportant that along with filling out theregistration form and waiver, each person isadded to the Sign-in Sheet you haveprepared. You will need to add eachperson’s name, age division, and racenumber by hand to the list of pre-registeredparticipants. This is important for compilingrace results. If you do not do this, you will notknow what race number goes with what personwhen the results of the race are compiled.

T-shirtsThe most popular giveaway for run/walk eventsis a t-shirt. It is not a requirement to give t-shirts, but participants really enjoy receivingthem, even if they are paying a race fee tocover the cost.

You will need to work with an individual orcompany in your area to develop the logo foryour shirt and to get the shirts printed. Mostrace t-shirts have some type of race logo, therace title, and date. If you have communitysponsors and extra funds, you can considerhaving the logos of your sponsors/partnersprinted on the back of the shirt.

The average cost of a short-sleeve t-shirt withprinting in one color is about $5 to $7.However, this cost will vary depending on thecompany you use and the type of design andshirt you choose.

Ordering t-shirts can be a task that involvessome guesswork. In most cases you shouldorder the shirts prior to the race based on thenumber of pre-registrations you have.

Your pre-registered participants should receivethe correct size of shirt, and they shouldreceive first priority for the distribution of shirts.You will then need to estimate how many moreyou might need and sizes. Be sure to ask theprinter if shirts can be printed after the race incase you have more participants than you hadplanned. It is always better to have more thanyou need in this situation. Participantsappreciate their shirts the day of the race,especially if their entry fee covers the cost.

If you are in a situation where you do not haveenough extra funds to risk having a lot oft-shirts left over, consider ordering aconservative amount and only giving t-shirts tothe first set number of registrants. Forexample, if you can only afford to buy 25t-shirts, then only the first 25 participants whoregister will receive t-shirts. You could also planto make t-shirts available only to pre-registeredparticipants. Regardless of how you decide tohandle t-shirts, be sure to state the informationon advertisements and registration forms. Thiswill also encourage early registration.

T-shirts should be handed out with packets.This can be done during packet/race numberpickup before the race day or on race day.

Finish Line and Race ResultsThe finish line is by far the most difficult andtime consuming task the day of the race. Youshould assign your most organized, hard-working volunteers to the finish line. The moreorganized and better trained your volunteersare, the more smoothly the event will go. Keepin mind that if your race recruits some avidrunners or walkers, they will be very interestedin knowing their final times for the race, so youwill need to have this information for them.

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The finish line chuteYou will need to borrow or create a finish linechute for your participants to file into so thatthey will stay in order as they come across thefinish line. Below is an aerial view of what achute might look like. To make one yourself,you will need some type of poles or sticks andheavy-duty string. As you can see, the chutestarts after the finish line. It starts wide at thebeginning to accommodate several runners/walkers and then narrows down, requiring themto get in a line. You will simply set up yourpoles/sticks in a shape such as this andconnect with the string.

Finish line volunteers and dutiesAt the finish line you will need two volunteers.

• The Timer:o will have a watch or a stopwatch

that began timing at the sametime the race officially started atthe start line.

• The Recorder:o will have a pencil and a clipboard.o will have the Finish Line Time

Sheet [a sheet of paper withnumbers listed across the leftcolumn (one through the totalnumber of participants) and withan empty column entitled finishtime].

o An example is provided with thisguide.

As an individual crosses the finish line theTimer will loudly announce the time. As theRecorder hears the first time, for example, 5minutes 35 seconds, he or she will write it (as5:35) in slot number one. Whenever the Timerannounces the next time, the recorder will put itin the next slot, continuing on through the pageuntil everyone has finished the race.

This sheet gives you the order of finishersand the times of each finisher. There is noneed to be concerned about race numbersat this time. That will be figured in later.

At the end of chute, you will need two volunteers• The Collector:

o will collect the slips that tear offthe race numbers.

o these slips need to be kept in theexact order of the participantsfiling through the chute.Collecting needs to be done veryquickly. To do this, use a wireclothes hanger that has beenseparated to allow the Collectorto slide the race slips (which willcontain the race number) onto it.

o As the person files through he orshe will hand the Collector theslip and the Collector will slide iton the clothes hanger, keepingthe slips in the order that therunners/walkers file through.

• The Instructor:o will be walking up and down the

outside of the chute tellingparticipants to tear the bottom slipoff their race numbers, walkquickly, and stay in a single file line.

o This process allows participantsto move more quickly through thechute, as they can hand theCollector their slips and move on.

Bringing the results togetherNow it is time to bring the results together andfigure out the top finishers for your race. Thoseassigned to the finish line will use the FinishLine Time Sheet, the clothes hanger withrace number slips, and the Sign-in Sheet fromthe registration/packet pickup table to do this.

First you will use the Finish Line Time Sheetand the race number slips.

• Take the first race number slip that wasplaced on the hanger and match it up tothe number one slot and time recordedon the Finish Line Time Sheet. For

Fin

ish

Lin

e

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example, now you know that racernumber 43 had the first time of 5:35.

• Write the race number next to that finishtime slot on the Finish Line Time Sheetand continue matching the race slips tothe times on the Finish Line TimeSheet until each race finish time has arace number assigned to it.

Now you will use the Sign-in Sheet from theregistration table.

• Take the Finish Line Time Sheet, andfind the first race number on it. Find thatrace number on the Sign-in Sheet in thecolumn “Race Number.” For example,from the Sign-in Sheet you now knowthat racer number 43 is John Doe.

• Transfer this race time from the FinishLine Time Sheet onto the emptycolumn entitled “Finish Time” of theSign-in Sheet.

• Continue down the Finish Line TimeSheet, transferring the race times ofindividuals onto the Sign-in Sheet untilyou have matched each number andrace time with a participant’s name.

Now you have the results of the race. YourSign-in Sheet should be complete with name,race number, age division, finish time, andsignature if participants signed in during packet/race number pickup. This is the only sheet youshould need to find the top finishers (thoseparticipants with the fastest times) of your event.

PrizesAs you might imagine, the race results are mostimportant for awarding prizes to the topfinishers. You will need to collect or purchaseprizes in your area prior to the race. The firststep is to decide how many you need. Thismeans that your race participants need to bebroken down into age groups. Here is anexample of age distribution. Participants willprovide this information on the registration form.

• 18-24• 25-29• 30-34

• 35-39• 40-44• 45-49• 50-54• 55-59• 60+

At first this might seem like a lot of age groups,and it is fine for you to combine ages if you wouldlike less. However, keep in mind that age cansometimes have an influence on raceperformance and you want to give all age groupsthe opportunity to win prizes regardless of theirage. If you plan to include children in your event,you should adjust the age groups accordingly.

For each prize you give, there will always be amale and female winner. You can choose to doany type of prize distribution that you choose.You might choose only to award the top overallfinishers, or you might choose to award the topfinishers of each age group. Below is a list ofideas for prize distribution:

• Top finishers overall – male and female(2 prizes)

• Top three finishers overall – male andfemale (6 prizes)

• Top finisher of each age group – maleand female (18 prizes)

• Top three finishers for each age group –male and female (54 prizes)

Types of prizesPrizes can be of all different forms. They mightbe donated by area businesses or you mightpurchase them. They can be in the form ofsimple certificates of completion, trophies, orribbons, or donated prizes such as giftcertificates, fitness equipment, mugs, etc.

You can choose any combination of prizes. Forexample, if you choose to award the top threefinishers of each age group, 54 prizes is a lot.You might choose to give the top male andfemale in each age group a trophy or donatedprize and then the second and third placefinishers a certificate of completion. An exampleof a certificate is included in this guide.

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Once you have the number of prizes you needand you have decided what each prize will be,you can assign each place a prize prior to therace. Another option is to allow winningparticipants to choose the prize they want if theyare receiving something other than certificates.

Awards ceremonyPrizes are typically handed out at a ceremonyafter the race. You will use your Sign-in Sheetto determine who your prize winners are basedon finish time, gender and age. An AwardsCeremony Sheet is provided for you to listyour top winners. You will transfer the name ofthe participant from the Sign-in Sheet to thispage for the award ceremony.

You should wait for everyone to finish the racebefore starting the awards ceremony. If you areconcerned that many of the early finishers willleave before the ceremony, consider havingactivities available while the race results arebeing tabulated. You might choose to inviteexhibitors from your community partners to setup booths and hand out health-relatedmaterials to participants. This will giveparticipants something to do while they wait,make the time go faster, and promote health,all at the same time.

During the awards ceremony, be prepared togive individuals their race times. You may haveparticipants approach you and ask about theirtime. All of this information should be on yourcompleted Sign-in Sheet. Also, consider

posting the race times (by race number, not byname) on a community Website, at your office,or at a community partner’s office. You will thenbe able to refer people to a place to accesstheir race time in case you are not prepared togive it to them the day of the race.

RefreshmentsRefreshments after a race are an importantpart of the event and are oftentimes expectedby participants. In some cases funds may notbe available to purchase refreshments, butthere can be sources at the community levelthat will donate something as inexpensive aswater. Here are a few ideas of things to offer asrefreshments at the end of the race:

• Water (bottled, or jugs and cups)• Sports drinks• Juices• Fruit (bananas, oranges, apples)• Bagels or rolls• Cereal or granola bars

You should choose at least one volunteer tostaff the refreshment table.Their duties might include:

• Set-up of the refreshment table• Keeping refreshments replenished• Cleanup

You will need a separate table for yourrefreshments.Also, don’t forget napkins and trash cans.

Prepared by:Lori L. Rice, M.S., C.N.Extension Associate for HealthUK Cooperative Extension HEEL Program

May 2006

Educational programs of Kentucky Cooperative Extension serve all people regardless of race, color, age, sex, religion, disability, or national origin.

Meeting Outlines and AgendasThe following information is meant to serve as aguide for the meetings you might hold in planningyour community run/walk event. There is nospecific timeline associated with the meetings.The timing of the meetings will vary dependingon the length of time you have to plan your event.

Meeting One (2 hours)• Choose a specific date and time for the

race.• Choose the type of race (e.g. one mile,

5K).• Brainstorm for title of the race and vote

on a title.• Brainstorm options for the location of

the event and choose one or two thatyou will try to book.

• Discuss prizes and giveaways.o Will you seek donations?o Will you award prizes? How many?o Will you give away t-shirts to

registrants?• Make a tentative timeline for the day of

the event.o Set time for race-day registration and

packet pickup to begin.o Set time for race to begin.o Set a goal for the time the awards

ceremony will take place.

To do before the next meeting:• Assign someone to research the possible

locations chosen and book one that isavailable.

• Assign someone to researchpossibilities for prizes and t-shirts.

• Assign several people to begin obtainingdonations or additional partners for theevent.

• Assign everyone to begin thinking aboutthe registration form, age distribution,and waiver. Have everyone bring

possible examples of forms andsuggestions for age distribution to thenext meeting or decide if you will usethe one provided in this guide.

Meeting Two (2 hours)• Allow time for all those assigned duties at

the last meeting to report on their findings.• Discuss registration and waiver forms.

Decide on a format and the componentsof the form.o Choose age distribution.o Choose a deadline and fee for pre-

registration.o Choose a fee and payment method

for race-day registration, if there willbe an entry fee.

• Discuss advertisement tools andmethods.o Will you develop posters and

brochures? Where will you post them?o Will you do any media events to

promote the event?• Discuss possible logos for t-shirts if you

will be distributing them.• Discuss specific supplies you will need

for the race and who in the group willprovide them:o Supplies to create a finish line chute.o Bags if you will provide race packets.o Paper and copying fees for forms

and advertisements.o Refreshments for water station and

end of the race.o Tables and chairs.o Clipboards, pens, and pencils.o Race numbers and safety pins.

To do before the next meeting:• Assign someone to finalize the

registration form and waiver. Beginprinting it if possible and bring copies tothe next meeting for group members tobegin distributing.

• Assign an appropriate person to developadvertisements.

• Assign an appropriate person to developa t-shirt design and get estimated pricing.

• Assign several people to research themeans of obtaining specific supplies.

• If applicable, assign several people tocontinue seeking donations and to takeover the creation of the race packets/bags, including obtaining race numbers.

Meeting Three (2 hours)• Allow time for all those assigned duties at

the last meeting to report on their findings.• Finalize advertisement tools and methods.• Assign who will be responsible for what

regarding supplies and equipment.• Identify possible volunteers for the race

day and discuss a time for a volunteermeeting.

• Refer back to the timeline youdeveloped at the first meeting. Taketime to revise it, going into more detail.o Discuss start line, mile markers, water

station, finish line, refreshments, andawards ceremony.

o Confirm who will be responsible foreach area.

To do before the next meeting:• Assign group members to distribute

advertisements and contact mediaregarding the event if applicable.

• All group members distribute registrationforms.

• If possible, place order for t-shirts basedon number of pre-registrants.

Volunteer Meeting (1-2 hours)• Assign duties to each volunteer and

take the time to go over theresponsibilities of their duties in detail.

• Consider visiting the race site sovolunteers can get a visual of wherethey will be the day of the race.

Meeting Four (1 hour)• Report on the number of pre-

registrations thus far.

• Finalize and confirm all duties of groupmembers for the race day.

• Discuss the week and day before therace.o Who will be picking up donations,

refreshments, tables, chairs?o Who will organize prizes for

distribution?o Who will assign race numbers, put

together packets?o Who will type up the Sign-in Sheet

with pre-registered participants andbring all supplies such asregistration forms, waiver forms, andforms for the finish line?

To do before race day:• Assign someone to organize prizes so

you will know how they will bedistributed at the awards ceremony.

• Assign several people to put togetherrace packets, assign race numbers, andcompile the Sign-in Sheet for pre-registered participants.

• Consult the Race-day Checklistprovided with this guide to confirm thatall is completed.

Follow-up Meeting (after the event occurs)• Take care of any business needed to

complete the evento Mail prizes to winners who did not

stay for awards ceremony.o Discuss posting of race times for

participant access. Consider sendingthem to a local newspaper. (Post byrace number, not name.)

o Compile participation results.Number participatingAge and gender distribution.Discuss any comments made byparticipants or volunteers.

• Have an open discussion about the prosand cons of the event.

• Discuss if you will hold another event,and if so, when to get started!


Race Day Checklist

RegistrationTables and chairsTwo volunteersPens and pencilsClipboardsBlank registration and waiver formsSign – in sheetRace packets (with race numbers and safety pins) and t-shirts prepared for pre-registrants andextras for race-day registrantsChange, if needed, for those paying with cash

Race CourseMedical emergency crew on-sitePolice present to block roadways if necessaryStart line and announcerVolunteers for mile markers (at least at miles 1, 2, and 2 ½ )Water station – table, cups, water, two volunteers, trash cans (preferably at mile 1 ½ )Cleanup crew for trash left from water station

Finish LineMarked finish lineRacers chute to keep finishers in line or equipment to make oneFour volunteers – a timer, recorder, collector, and instructorClipboard and pencilWatch or timerClothes hanger for collecting race slipsFinish Line Time Sheet

PrizesPrizes organized for distributionTwo volunteers – one to announce winners and one to hand out prizes

RefreshmentsTableNapkins and trash cansCoolers and ice if providing bottle drinksFood – fruit, bagels/rolls, granola barsOne volunteerCleanup crew


Registration Entry Form

Please fill out form completely and sign waiver on the back of this page.

Last Name |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|

First Name |__|__|__|__|__|__|__|__|__|__|__|__|__|

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Apt. No. |__|__|__|__|__|

City |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__| State |__|__|

Zip |__|__|__|__|__|-|__|__|__|__|

Day Phone |__|__|__|_-_|__|__|__|_-|__|__|__|__|

E-mail |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|

Gender |__| M |__|F

Age (circle one only):



UNIVERSITY OF KENTUCKYCOOPERATIVE EXTENSION SERVICE

ASSUMPTION OF RISK, RELEASE AND WAIVER FORMCommunity Run/Walk Event

Age Division: 18-29___ 30-39___ 40-49___ 50-59___ 60+ ___

Gender: Male ___ Female ___

I am aware that participating in the Run/Walk can be a dangerous activity involving MANY RISKS OFINJURY. I understand that the dangers and risk of participating in the above event include, but are not limited to,death, serious neck and spinal injuries which may result in complete or partial paralysis, brain damage, seriousinjury to virtually all internal organs, serious injury to virtually all bones, joints, ligaments, muscles, tendons, andother aspects of the muscular skeletal system, aggravation of underlying diseases which could result in illnesssuch as a heart attack or stroke, and serious injury or impairment to other aspects of my body, general health andwellbeing. I understand that the dangers and risk of participating in the above event may result not only in seriousinjury, but in a serious impairment of my future abilities to earn a living, to engage in other business, social andrecreational activities, and generally to enjoy living.

Because of the dangers of participation in the above event, I recognize the importance of following rulesand regulations established by the University of Kentucky and agree to obey such instructions. I acknowledgethat I am in good physical condition and do not know of any condition or reason that I should not be able toparticipate in the Run/Walk. I recognize and acknowledge that the University of Kentucky Cooperative ExtensionService does NOT carry special health insurance that would provide such special insurance coverage for me inthe event I should sustain an accidental injury while participating in the Run/Walk.

I understand the risks involved in this activity and I am voluntarily participating in the Run/Walk. By mysignature below, I hereby recognize and assume all risks associated with playing Run/Walk, waive any claimthat I might have arising out of this activity, and agree to release and hold harmless the University of Kentucky,its employees, agents, representatives, and volunteers harmless from any and all obligations, liabilities, claims,demands, costs, and expenses, including attorney’s fees, or demands of any kind and nature whatsoever whichmay arise by or in connection with my participation in any activities related to the event of Run/Walk. The termshereof serve forever as a release and assumption of risk for my heirs, estate, executor, administrator, assignees,and for all members of my family.

The invalidity of any portion of this Agreement shall not affect the remaining portions.In signing this Waiver, I acknowledge and represent that I have read it, understand it, and sign it

voluntarily as my own free act and deed; no oral representations, statements or inducements, apart fromthis Waiver have been made.

__________________________________________ Date____________________ (print name)

_________________________________________ __________________________________________ (Signature) (Address)

If under 18 years of age, Signature of parent or legal guardian ______________________________________

IT IS STRONGLY RECOMMENDED THAT EACH PARTICIPANT IN THIS PROGRAM PURCHASE INSURANCEWHICH COVERS ACCIDENTS, WHICH MAY OCCUR DURING PARTICIPATION IN ACTIVITIES.

Registration Sign-in Sheet for Day of Event

AGE RACE FINISHNAME GENDER DIVISION NUMBER TIME SIGN-In


Finish Line Time Sheet


Race NumberFinishing Finishing (For use whenPlace Time compiling results)

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

Race NumberFinishing Finishing (For use whenPlace Time compiling results)

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

47

48

49

50

Award Ceremony and Prizes

This section will allow you to list the prize winners for your race. Simply insert the name, race time,and prize of the winner for your awards ceremony. If you choose to use different age groups you canuse this sheet as a model to develop your own.

At the awards ceremony you can announce the winners by following the example below.

“Our overall top female finisher is ( insert name ) with a race time of

( insert time ). She will receive ( insert name of prize ).

Congratulations ( insert name )!”

Age RaceGroup Category Name Time PrizeOverall Top Overall

Finisher – Female

Overall Top OverallFinisher – Male

Overall 2nd Place OverallFinisher – Female

Overall 2nd Place OverallFinisher – Male

Overall 3rd Place OverallFinisher – Female

Overall 3rd Place OverallFinisher - Male

60 + 1st Place Female

1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male

Age RaceGroup Category Name Time Prize55-59 1st Place Female

1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male

50-54 1st Place Female

1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male


1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male


1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male


1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male

Age RaceGroup Category Name Time Prize30-34 1st Place Female

1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male


1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male


1st Place Male

2nd Place Female

2nd Place Male

3rd Place Female

3rd Place Male



Certificate of Completion

This certificate is awarded to _______________________________________________

for successful completion of the ____________________________________________

on ______________________Date

Congratulations!!

____________________________Signature

____________________________Date

Race Evaluation

Please indicate how much you agree or disagree with the following statements by circling theappropriate number.

1 = Strongly disagree 2= Disagree 3= Neutral 4=Agree 5= Strongly agree

1. This event was well organized. 1 2 3 4 5

2. This event was well advertised. 1 2 3 4 5

3. The course for this event was appropriatefor my fitness level. 1 2 3 4 5

4. I liked the prizes offered to the topfinishers of this event. 1 2 3 4 5

5. The amount of awards and age groups forawards was satisfactory. 1 2 3 4 5

6. I will participate in a race such as this again. 1 2 3 4 5

7. Community physical activity events, such asthis race, are of value to me. 1 2 3 4 5

8. Community physical activity events motivateme to be physically active. 1 2 3 4 5

Is this your first community run/walk event?

What did you like best about this event?

What would change to make this event better?


How to Plan a Community Run/Walk · PDF fileHow to Plan a Community Run/Walk Event This guide...

Documents

Transcript of How to Plan a Community Run/Walk · PDF fileHow to Plan a Community Run/Walk Event This guide...