Race Registration Checklist
Most registration problems trace back to something left unfinished at launch, a missing detail, an unclear policy, a category added mid-registration, rather than something that goes wrong later. Getting this list right before you open sign-ups saves a lot of support time afterward.
Categories and pricing
- Final distance categories confirmed, matched to your approved route.
- Pricing set for each category, including any early-bird, standard and late tiers.
- Capacity limits decided per category, if applicable.
- Cutoff time confirmed and stated for each category.
Registration form
- Required fields decided: beyond name and contact details, do you need emergency contact, t-shirt size, date of birth, or gender for category eligibility?
- Any custom questions specific to your event finalised, such as team affiliation or dietary requirements for a post-race meal.
- Discount codes set up if you're offering them to specific groups or partners.
Policies to have written and published
- Cancellation and refund policy, including whether it differs from the platform's general terms.
- Bib and kit collection details: date, location, what's required to collect.
- Age or eligibility restrictions for specific categories, if any.
- Weather contingency policy: what happens if the event needs to be postponed or modified.
Event page content
Before launch, confirm your event page clearly states what's included in each category (timing chip, medal, kit), the venue and start time, and enough course information for runners to understand what they're signing up for. A category page that's vague on these basics generates more pre-race questions than one that states them plainly upfront. See how to increase marathon registrations for more on what makes an event page convert well.
Operational readiness
- Road closure or route permissions confirmed, not just applied for.
- Timing method decided: chip timing or gun time.
- Aid station and medical point plan drafted, even if final placement happens closer to race day.
- A support contact (email or phone) published on the event page for runner questions.
Set up categories, pricing, forms and policies for your event in one dashboard.
List your eventOf everything on this list, the one most often left incomplete at launch on events we see come through the platform is the cancellation and refund policy, sometimes just left as the platform default without a thought to whether the event needs its own terms. My honest suggestion: don't treat this as boilerplate. A clearly stated policy, even a simple one, heads off a meaningful share of the awkward conversations organizers end up having close to race day.
Frequently asked questions
What's the minimum information needed before opening registration?
At minimum: confirmed categories with distances and prices, a stated cutoff time per category, what's included, and a cancellation policy. Everything else can often be refined slightly after launch, but these core items shouldn't change mid-registration.
Can I add a new category after registration has already opened?
Technically yes, but it's worth avoiding where possible, since it can create confusion for runners who registered before the addition and complicates pricing consistency. Finalise categories before launch if you can.
Do I need a written cancellation policy even for a small event?
Yes. Even a simple, clearly stated policy reduces confusion and support burden considerably compared to leaving it unaddressed or handling requests case by case with no stated standard.