If you’ve been asked to organize a fun run fundraiser, be prepared. Fundraising is hard work, and planning and executing a successful fun run can quickly become overwhelming. Here’s the good news: when they are planned and executed well, fun runs can generate financial windfalls for charities and other organizations. They can also be a great way to bring the community together.
Running a fun run doesn’t have to be a lot of work. The best way to ensure that your fun run is a huge success is to plan for the best possible day while also preparing for the worst. Fun runners are sure to be with you every step of the way, and they’ll be more than willing to help out if something goes wrong. As long as you prepare, nothing will stop you from having an incredible event.
We’ve put together the following guide for planning a successful fun run fundraiser.
Create a Planning Committee
Your fun run planning committee will be responsible for ensuring that your event is a success. As the chair of the planning committee, you’ll want to make sure your team consists of individuals who are highly dependable. It’s also helpful if they are active members of your community. After all, it is often the case that 20% of people contribute 80% of the work, and you’ll need this golden 20% to keep your fun runs on schedule and on budget.
Rather than adding more people to your team, think about what you can do with the resources you already have. It’s better to have a race that’s on budget and on time than to go overboard, get behind schedule, and lose money.
Establish Your Fun Run Budget
You probably have some idea of how much money you have available for your organization’s events, but it’s not always productive to start with a particular budget amount. It’s often easier and more efficient to begin organizing a 5k by looking at costs first. Then you can figure out how much you’ll need to host the fun run and how much you might be able to raise from the event. Some notable costs for running events include the venue, registration software, staffing, cleanup, and supplies like color powder or confetti.
If you already have a general idea of how much you want to make based on what you are raising funds for, you can start creating your budget. Determine your costs now, and then figure out how much you need to raise in order to cover these costs while also reaching your fundraising goal.
Research Other Local Events
An important thing to keep in mind when organizing a fun run or 5k race is to make sure that it is not scheduled right after an existing run in the community. It could have a negative effect on potential participants because they might not register for back-to-back runs.
If you want to organize a 5k race, make sure you’re planning ahead. A good rule of thumb is to schedule it three to six months in advance so the local community has time to spread the word about it. Once you’ve settled on a date, you’ll want to think about venue options. For example, a school may be the perfect place to host a Color Powder Run. If your local school doesn’t allow outdoor events, consider looking into parks and trails near your area to organize a 5k. They can provide a great atmosphere for events like this.
Before you start your event planning, make sure you have all the necessary permissions. If you will be using school grounds for the course, you will probably need to get permission from the school principal, and there may be other requirements as well. If you will be using public property, you’ll need to get permission from your local city or county authorities, and you will likely have to obtain any needed permits.
Organizing a Fun Run Race Course
You will want to set up the race course carefully. First, you need to make sure the path is easy to follow. Also, many courses loop back to a finish line near the starting area, so you will need to plan for that.
Runners love a challenge, and some even enjoy a race that incorporates hills. But different people are motivated by different challenges. To encourage as many people as possible to join in on the fun, consider a location with a flat course or with a gentle downhill slope so it’s easier and more accessible for everyone. Make sure there aren’t any difficult sections that could turn away potential racers.
Promote Your Event
Three months before race day is a good time to kick off a marketing campaign. Since emailing people is free, you will definitely want to compose an email to send to your mailing list. You can also create running event flyers that can be posted in athletic stores, health clubs, community centers, parks, etc. It’s always a good idea to promote the event on your website and through social media to increase revenue. You may even want to consider publicizing your fun run by reaching out to local media outlets and getting listed on local calendars.
Find and Prepare Your Volunteers
Before undertaking the task of gathering a volunteer team, reach out to your organization’s network. It’s helpful to create an online sign-up page to appeal to potential volunteers so they can help you with your race. But not every volunteer will sign up online, so it’s important to keep good records of who you contact directly so you can easily follow up with them.
Planning is the key to a successful event, and having more volunteers than you need will ensure that things go smoothly. In a one-hour meeting the week before your event, assign duties and arrival times to each volunteer, and answer any questions they may have about the day.
Planning for Race-Day Logistics
As the race manager, it’s a good idea to be the first one at the venue so you can see everything that goes on. That will help you make sure everything is in place when volunteers start to arrive. Make sure your volunteers are educated about the proper way to direct traffic. They should also know where participants can find water and snacks, and where the restrooms are. Prepare for things to go wrong, just in case. That way you will know how to handle whatever happens and the event can run as smoothly as possible.
The safety and convenience of your race participants should come first, and this is an area where a little extra effort on your part can go a long way. Make sure you’ve got the basics covered, including signage, first aid, and water stations. But also make sure it’s clear that participants are in for a good time. After all, having fun at the event is what they’ll remember.
Don’t Forget About Cleanup
A dedicated volunteer team is the key to a healthy cleanup. Cleaning up after a race can be a lot easier than you think. If you use color run powder, sweep as much of the powder off of the course as possible. It doesn’t pack down like mud, so it should be easy to sweep away after the race.
Save yourself time and money by not having to rent equipment to clean your venue after the party is over. Have vendors check in before they leave so you can confirm their area is clean. In addition, walk the race course after the event to ensure that there is no trash left behind from the start to the finish line.
