4 Basics to Consider

Before you get started planning, it's helpful to consider some of the basics. Here are some simple but important questions to help you get started:

1. What type of event do you want to hold?
Simple events require less planning and fewer volunteers, while more complicated events may require additional volunteers, permits, equipment, or other resources. When selecting the type of event, keep in mind what resources are available to you. Once you determine what kind of event you're planning, you can start to estimate the number of participants and the number of volunteers that you'll need.


2. What are your goals for this event?
How much money are you hoping to raise? How many participants are you expecting to attract? Is this going to be an annual event or a one-time event? What other goals might you have? If you have organized this or a similar type event before, you're already ahead of the game because you know what to expect. If this is your first time organizing this event, you may have to make an educated guess or estimate the number of people who will participate and how much you will raise.


3. What is the date and time of your event?
Check the calendar for any statutory, religious, or school holidays, or for any other major events that may conflict with the date you have chosen. If you have a couple of key volunteers in mind who will be helping you organize the event, you may want to check with them first if they will be available on the date you have chosen, and that they will have time to work on tasks both before and during the event. Before you finalize your date, be 100% certain that the location you selected is available and that you have reserved it for the date you have chosen. Get a written confirmation from the location owner, or from the authority that is responsible for the location.

Consider the exact time of your event. Some events have a start time and all participants start the course at the same time. The advantages to this are that you can have a warm-up and speeches prior to start because everyone will be there at a certain “start time”. This type of start can also be good for media photo opportunities of everyone starting at once. If you have bikes, wheelchairs, or many participants with a narrow course, you can stagger the start so not everyone starts at the same time. The other way to go is “Open registration”. With Open Registration, participants can start at any time they want between the specified hours (example; 9am - 3pm). Each participant starts and finishes within the time range at their leisure.

Unfortunately, bad weather can't be predicted when you're committing to your event date. We always hope for the best and plan for the worst. Having a backup plan or even an alternate backup rainout date may be well advised. Rain measures could include tents, temporary indoor shelter, alternate routes, etc. Because of the additional work required, most organizers prefer to go with a “rain or shine” policy and take their chances rather than having to reschedule the entire event for another day.


4. What is the location of your event?
Depending on the type of event and the type of location, you may need to book or reserve your date/location far in advance. This should be done as early as possible to avoid any nasty surprises. If you're planning on using public property such as a park, streets or sidewalks, check with local authorities first. You may need a permit or other permissions to use or to reserve your location.

When selecting a location for your event, here are some key points to consider:

• Safety
The location/course should be a flat surface, safe and easy to identify with good lines of site. If children are participating, a contained area such as a fenced in area can help keep things under control. We strongly recommend avoiding streets and traffic. If your course must cross a street you should have a volunteer crossing guard for each intersection or crossing. It's important both for safety reasons and for you as an organizer that you can communicate with key volunteers on the course or “in the field”. Make sure to choose a location which has adequate cell phone coverage, if not, arrange for 2-way radios or other methods of communication.


• Accessibility
Who will be participating in your event? Do you need to have access for bicycles, wheel chairs, or rollerblades? Is there adequate parking available? Are there bathroom facilities? Is there shelter, or shade? Do you have any other special requirements? Will pets be allowed?


• Ease of setup
Selecting a location that is already configured such as parks, or bike or jogging paths can save you time. Pre-existing trails or paths are often marked and measured for you already.


• Size / available space
Keep in mind the number of participants expected, and make sure the course/area can accommodate your participants without any overcrowding and/or bottlenecks. If you have many participants and your course is very narrow, you may want to consider staggering the start to avoid blockages. Think of where you might locate the registration tables and the Start/Finish line(s).


• Traffic
Some locations have existing foot traffic. If your location is a busy one, you may be able to benefit from the existing traffic in the area. More people will see your signs, and some will come over to see what you're up to. Even if passers by don't register for your event, you may be able to collect some donations or sell some T-shirts. If you place posters/signs in a busy location a few weeks prior to the event, you may get some of the “regulars” who frequent the location to register for your event. Therefore, when choosing a location, it doesn't hurt to select a place that already has some foot traffic.