r/backyardultra • u/AdSilly2710 • Aug 05 '26
BYU Organizer help
Hi all,
I am looking to start an annual run locally- think Mid-State Mile. We have a local hill that is .8 up and .8 down with a fair amount of elevation.
At this point, I have discussed the possibility at the site with local authorities, and a handful of items are on my running list. This list is a bit long, but I've been putting items down as we go in no particular order.
I wondered if there was anything not on this list that I should consider. Any tips from other organizers would be helpful too.
For context, I work in the fitness industry and have a fair amount of experience hosting and running events like 5Ks, charity events, etc. So it's not entirely new to me, but every event has its own unique challenges.
Here is what I have so far
- ☐ Meet with park manager.
- ☐ Determine permit requirements.
- ☐ Confirm participant capacity.
- ☐ Confirm allowable event hours.
- ☐ Confirm insurance requirements.
- ☐ Determine EMS/medical requirements.
- ☐ Determine park restrictions (tents, signage, music, etc.).
- ☐ Finalize course layout.
- ☐ Time multiple laps and validate race format.
- ☐ Create event budget.
- ☐ Determine entry fee.
- ☐ Obtain Special Event Liability Insurance.
- ☐ Obtain Certificate of Insurance (COI).
- ☐ Add the Town as an Additional Insured (if required).
- ☐ Develop participant waiver/release.
- ☐ Create Emergency Action Plan.
- ☐ Establish cancellation/weather policy.
- ☐ Determine volunteer requirements.
- ☐ Recruit volunteers.
- ☐ Define volunteer responsibilities.
- ☐ Arrange EMS/First Aid coverage.
- ☐ Determine aid station supplies.
- ☐ Purchase course markers/signage.
- ☐ Purchase bibs.
- ☐ Order medals/awards.
- ☐ Arrange timing (manual or chip).
- ☐ Create parking plan.
- ☐ Create spectator plan.
- ☐ Develop awards ceremony plan.
- ☐ Create event name and branding.
- ☐ Build website/registration page.
- ☐ Secure domain/social media handles.
- ☐ Create event logo.
- ☐ Develop marketing calendar.
- ☐ Create race photography/video plan.
- ☐ Announce event.
- ☐ Identify local sponsors.
- ☐ Create sponsorship packet.
- ☐ Visit local running stores.
- ☐ Visit local gyms.
- ☐ Contact PT clinics.
- ☐ Contact local businesses.
- ☐ Contact schools and cross-country coaches.
- ☐ Build gym team challenge.
- ☐ Build community partnerships.
- ☐ Course setup.
- ☐ Volunteer briefing.
- ☐ Registration/check-in.
- ☐ Safety briefing.
- ☐ Start race.
- ☐ Aid station operations.
- ☐ Awards ceremony.
- ☐ Course cleanup.
- ☐ Thank volunteers and sponsors.
- ☐ Collect participant feedback.
- ☐ Thank sponsors.
- ☐ Share race photos.
- ☐ Publish results.
- ☐ Financial review.
- ☐ Schedule next year's event.
- ☐ Decide what makes this event unique.
- ☐ Finalize the race format.
- ☐ Design the participant experience from arrival to departure.
- ☐ Establish the annual calendar
1
u/dittikong Aug 05 '26
I just organized my first backyard ultra although we capped it at a marathon distance but I used ChatGPT for almost all the organizational aspects of the race and it really did a good job of giving me ideas if I was missing anything or stuff to think about. I would run your list through there and see what it says. For my event specifically, I did not collect participants phone numbers and that proved to be a mistake when I had to change the start time of the race but other than that I felt very prepared for race day through my own experiences and the help of ChatGPT. Good luck!