Organizing a 5K Charity Walk/Run: Define Checklists and Schedules
Posted on 08/31/2016 by Wizathon Social Media Analyst in New Features
In order to implement a successful 5K fundraising event you need the right skills, resources and processes in place. In conjunction, you need structured checklists and schedules to keep you planned and prepared.
The checklists and schedules should be prepared along with the relevant team members to maximize success.
Pre-Event Day Checklist
The Pre Event Day checklist items are based on the decisions that you made in the previous step: Decide on Event Date, Location and Logistics.
Course Map Finalized
Water Station Placement Finalized
Date and Start Time Finalized
Permits in Place (if required)
Insurance in Place (if required)
Choose and setup your Event Website with Online Event Registration and Personal Fundraising Pages (see series article: Design and Launch Event Registration and Fundraising Website)
Recruitment and Promotion Schedule (see series article: Recruiting and Promoting)
Incentives Strategy Decided
Order electricity or generator (if required)
Tee Shirts Ordered
Entertainment Booked
Portable Toilets Ordered
Ambulance Needed
Timing Company (if required)
Cones & Barriers (if required)
Signs & Banners (if required)
Food & Water Ordered (or donated)
Awards and Medallions Ordered (if required)
Participants Packets Prepared (with promos, t-shirts and timing bibs and chips)
Event Day Checklist
Setup registration and packet pickup tables
Organize and place staff and volunteers
Setup and place water stations and assign water station volunteers
Setup barriers (if needed for road race)
Place kilometer markers along course
Timing company to setup timing equipment
Place portable toilets
Hang race day banners
Setup food table - fruits, ices, etc. (if required)
Place volunteers at places on course that need direction so that participants don’t go off course.
Assign official as race starter
Setup awards table (if required)
Place volunteer to hand out medallions at finish line (if required)
Volunteer Schedule Checklist
Registration and packet pickup table schedule & checklist
Starting line organizer (move everyone to the start line and let the official starter know when to start count down).
Placement of barriers schedule & checklist
Placement of course direction volunteers schedule & checklist
Placement of water station volunteers schedule & checklist
Placement of food table volunteers (after race) schedule & checklist
Event Day Schedule
Registration and Packet Pickup
Start Time
Activities
Awards
Post Event Day Checklist
Update event website with results and photos
Send post-event thank you email to all participants and sponsors
Tally up final numbers
Post event debrief with committee to write notes for next year’s event
In Summary
Once you’ve defined your checklists and schedule you are ready to start the process to design and build your 5K event fundraising and registration website. Note that launching your 5K event website, is the critical phase before recruiting and promoting your event and fundraising event.
