Planning a 5k - any Race Organizers?

[wawa]

So a ton of groups do fundraiser 5k's, right?  Have any of you ever planned one of these?  Do they actually make money on the first go-round?

I'm trying to come up with something solid and repeatable for a scholarship fundraiser for my professional org.  I know there is a shitton of work that goes into the planning of a decent 5k, but it's work I'm willing to do if it actually has a good chance at making some money since it also has the benefit of raising our visibility.  But my board is super timid with trying new things so I need to be able to tell them with a fair amount of certainty that this will be a net gain.

Any insight?  Things to consider?  There is good chance I could pick up a corporate sponsor or two for it if I play my cards right.  Getting any necessary  permits is something I can handle easily...I could probably finagle some employees of the local DOT into helping me plan the damn thing since they're also members of my org.  I'd like it to have official timing - so probably partner with one of the local running stores or groups that does that.  I have no idea how much that might cost.  I can and will ask obviously, but figured I could pick all your brains first.

One of the big things that I know nothing about is event insurance - how does that work? 

And if I actually manage to put on a 5k next year, all the MD/NoVA locals will TOTALLY come run it, right??  I promise I'll find some good AG prizes.   like...PIE.  Or beer.  wine?  whatever you want!

[keweenawlove]

H was loosely involved with planning a 5K at his old job. I think getting the numbers is your biggest key to making a profit. They had good luck with doing a team challenge which got a lot of local companies to sign up.

My friend was a race director for a tri a few years ago and posted this on her blog. A lot of this is tri-specific but there might be something in here that's helpful to you. 
mlkillian.wordpress.com/2010/08/17/life-lessons-ive-learned-as-a-race-director/

[gt7301b]

My grandmother was on the board for an organization that put on a 5K as their big fundraiser for the year. While they obviously collected money from the event those funds just went towards all the race fees, but the turnout was great for awareness. The main source of funds raised was from donations and corporate sponsors.

If you are trying to attract local runners I'd avoid big race weekend like Cherry Blossom and Clarendon Day. Let us know what you end up doing!!

[wawa]

Oct 7, 2015 10:27:51 GMT -5 keweenawlove said:

H was loosely involved with planning a 5K at his old job. I think getting the numbers is your biggest key to making a profit. They had good luck with doing a team challenge which got a lot of local companies to sign up.

My friend was a race director for a tri a few years ago and posted this on her blog. A lot of this is tri-specific but there might be something in here that's helpful to you. 
mlkillian.wordpress.com/2010/08/17/life-lessons-ive-learned-as-a-race-director/

Oh the team challenge is a good idea. Thanks!

[blndsnbrdr]

I was one of three organizers of a fundraising 5K in college -- it made us money, but I organized the 25th year and we had a beer garden + date auction afterward so it may not be the best comparison for a first year event.

I have also spent a few years working with UNDERWEARNESS on their fundraising 5K event [also with an after party] -- each year they make money and hundreds of actual underwear donations. This event have been around for about 5 years.

In my experience as a runner and organizer...

...you need to have a website with up-to-date and accurate information. Wordpress.com + $30 will get you that [$15 for the domain name, $15 to redirect]. It can be a simple site, but people need to have access to the information. Plus, it's a selling tool for sponsors. [if you want help here and don't have a friend who is comfortable with something like this, let me know...I can help you pull together a basic site, something similar to underwearness.org].

...permits are a bitch. The paperwork is easy enough to fill out, but the route will need to be approved and the city/county/whatever may want input on street or trail use.

...you may need to pay to have cops directing traffic, especially if your 5K route goes onto the road [in other words, AVOID the roads!].

...with both events we already had contacts in place for insurance so I'm not much help there, but consider talking to local running stores. They may have hosted similar events or at the very least they'll know RDs that are willing to be helpful with insurance contacts [and timing!].

...you'll probably get more participants if you pick a niche, something that sets you apart...a good location, an awesome logo with cool tshirts, great race swag/post race food, date. It sounds silly, but I swear people are more interested in a cool tshirt than finisher prices.

...look at local race calendars and plan around when other big races are -- if you can promote yourself as a great training race for a big 10K or half marathon that's awesome, just don't plan your event the weekend after a big local event...or on the same weekend!

...get local running stores + running clubs involved. Ask them to help promote your event online and instore. If they have race teams, offer them a few comp'ed entries in exchange for being a packet pick up location or something like that. Word of mouth is really important, IMHO.

Hopefully that is somewhat helpful? Let me know if you have questions...and good luck! Planning events like this is so much fun. It's a lot of work but when it's all done it's so worth it!

[wawa]

Oct 9, 2015 6:16:00 GMT -5 blndsnbrdr said:

I was one of three organizers of a fundraising 5K in college -- it made us money, but I organized the 25th year and we had a beer garden + date auction afterward so it may not be the best comparison for a first year event.

I have also spent a few years working with UNDERWEARNESS on their fundraising 5K event [also with an after party] -- each year they make money and hundreds of actual underwear donations. This event have been around for about 5 years.

In my experience as a runner and organizer...

...you need to have a website with up-to-date and accurate information. Wordpress.com + $30 will get you that [$15 for the domain name, $15 to redirect]. It can be a simple site, but people need to have access to the information. Plus, it's a selling tool for sponsors. [if you want help here and don't have a friend who is comfortable with something like this, let me know...I can help you pull together a basic site, something similar to underwearness.org].

...permits are a bitch. The paperwork is easy enough to fill out, but the route will need to be approved and the city/county/whatever may want input on street or trail use.

...you may need to pay to have cops directing traffic, especially if your 5K route goes onto the road [in other words, AVOID the roads!].

...with both events we already had contacts in place for insurance so I'm not much help there, but consider talking to local running stores. They may have hosted similar events or at the very least they'll know RDs that are willing to be helpful with insurance contacts [and timing!].

...you'll probably get more participants if you pick a niche, something that sets you apart...a good location, an awesome logo with cool tshirts, great race swag/post race food, date. It sounds silly, but I swear people are more interested in a cool tshirt than finisher prices.

...look at local race calendars and plan around when other big races are -- if you can promote yourself as a great training race for a big 10K or half marathon that's awesome, just don't plan your event the weekend after a big local event...or on the same weekend!

...get local running stores + running clubs involved. Ask them to help promote your event online and instore. If they have race teams, offer them a few comp'ed entries in exchange for being a packet pick up location or something like that. Word of mouth is really important, IMHO.

Hopefully that is somewhat helpful? Let me know if you have questions...and good luck! Planning events like this is so much fun. It's a lot of work but when it's all done it's so worth it!

Yes, this is all totally helpful! I was just contemplating an after party event while driving to work. I've been trying to talk the board into letting me organize a food truck rally too...I could just make myself totally crazy and plan them together. 

Ideas ideas...I want to have a decent idea of the financial outlay involved by our next board meeting.  Which gives me one month since we just had one yesterday.  Off to the local running store to pick some brains I guess...

[blndsnbrdr]

I'd highly recommend getting the food trucks involved! I don't know about your area but in Colorado breweries are a fantastic hook up for food trucks. It's an easy way to get food at the event + people coming to the area without you having to pay for it.

I've done a few Gociety events with food trucks -- their primary request is X number of people for exposure and income opportunity. We've also used "$2 off a pint when you order from XYZ food truck" as an incentive that works for everyone. Of course, that is assuming there is a brewery involved but that's just an example.

wawa