Aerial view of a race course winding through a Fort Worth park at golden hour

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Race Management & Timing

Every detail earns its place.

We run about five chip-timed 5Ks a year of our own, which means every process here was tested on a course before it was sold to anyone. Nothing in the plan is there for show.

Race planning Registration setup Race-day operations Chip timing & results
Request a quote What is included
Course map and race plan spread out on a table before sunrise 01 Race planning

Pillar One

Race planning.

The work that decides whether race morning is calm or frantic happens long before it, in a room with a map and a permit calendar.

  • Course design on Trinity Trails, Trinity Park, Panther Island or your own site, with course measurement on request
  • City permits, park reservations and police coordination filed on the real deadlines, not the optimistic ones
  • Help lining up the insurance and waiver paperwork your partner nonprofit asks for
  • Budget model with registration breakeven, so you know the number that pays for the event
  • Volunteer plan by position, with the count each station actually needs
  • Contingency: weather hold, course cut, medical escalation, all written before anyone needs them
Volunteers handing race packets to runners at a pickup table 02 Registration setup

Pillar Two

Registration setup.

Your RunSignUp page is the first thing a runner sees. It should load fast, price clearly and never ask a question you will not use.

  • RunSignUp event build: pricing tiers, early-bird windows, team and family registration
  • Shirt size and age-group capture wired to the report your shirt vendor actually wants
  • Discount codes for sponsors, partner staff and returning runners
  • Automated confirmation and reminder emails on a sane schedule, never at two in the morning
  • Donation add-on that routes straight to your nonprofit partner
  • Live registration dashboard, so you are never guessing how many shirts to order
Volunteers at a water station holding cups out for approaching runners 03 Race-day operations

Pillar Three

Race-day operations.

We run the day. You run the race. Our crew is on site before the sun and stays until the last cone is in the trailer.

  • Start and finish build: arch, chute, mats, fencing, signage, sound
  • Course marshals briefed by position, with a radio and a written call sheet
  • Water stations stocked, staffed and sited where the field actually needs them
  • Announcer, national anthem cue, corral management and the horn
  • Medical and sweep vehicle coordination with a named escalation contact
  • Full teardown and site restoration, because the park permit renews on that
An RFID timing mat across the road with a results laptop at the side 04 Chip timing and results

Pillar Four

Chip timing & results.

Results in seconds, not days. The chip is already on the bib, the mats read every runner, and the board is live before the awards table is set.

  • RFID chip timing on every bib
  • Start and finish mats, split mats where the course calls for them, and backup equipment on race day
  • Live results kiosk at the finish and a public results page on RaceResult
  • Finisher text message with place, chip time and pace
  • Age-group and overall awards calculated before the last runner is in
  • Official results shared with you and your nonprofit partner after the race

On The Ground

What the crew actually does.

A race director in a high visibility vest at dawn beside cones, a bib table and an inflating start arch Build, before light
A packet pickup handoff over a table of bib boxes sorted by number range Packet pickup
A timing technician at the finish box working a laptop while finishers come through behind Scoring, live
Volunteers unloading water jugs and cones from a pickup truck at dawn Water and cones
A course marshal in a vest pointing runners through a turn Course marshal
A young volunteer at a water station holding out a cup to a passing runner Water station

Demo imagery.

The Process

How a race with RUNROO runs.

Permits and course approvals set the pace, so the earlier you start the conversation the more of this you get. Timing-only moves faster.

A sunrise start pack under the race arch with the Fort Worth skyline behind Before the horn
A wave of runners pouring through the start arch after the horn as confetti falls The horn
Finish festival with runners hugging, a volunteer handing out water and the results tent behind After the finish

  1. Conversation

    Thirty minutes on what the event is for, who it benefits, and how many runners you honestly expect. No proposal until we both know that.

  2. Scope and quote

    A written scope with the line items, the volunteer count you need to supply, and a fixed price. Nonprofit rates are quoted plainly, not negotiated later.

  3. Course and permits

    We walk the course with you and work through the permits, so the map and the plan end up in one place.

An aerial view of the course along the Trinity River at golden hour

  1. Registration live

    RunSignUp goes live with your branding, pricing and donation add-on. Marketing assets and a shareable course preview come with it.

  2. Race week

    Packet pickup, volunteer briefings, final counts, equipment load. Your only job that week is telling people to show up.

  3. Race day and after

    We build at dawn, run the day, and follow up with results and a debrief while it is still fresh enough to matter.

Two women in their sixties laughing together partway through the race Mile two
A grandfather and grandson crossing the finish line holding hands Every finisher
A family pushing a jogging stroller along the river trail during a 5K Stroller division

Nonprofit Partners

Most of what we time is somebody's fundraiser. Nonprofit partners get a reduced management rate, a donation add-on built into registration, and a results file formatted for the report your board is going to ask for. If your event exists to raise money, the timing bill should not be the reason it raises less.

Timing Only

Already have a race and a crew, and just need the clock to be right? We do timing-only engagements: mats, chips, live results, text messages and the official results. You keep the rest of the day. It is the same equipment and the same people, scoped smaller.

A low angle of running feet crossing the RFID timing mat with a finisher raising both arms behind The mat
A runner reading her result text message while friends lean in to look The text
An announcer placing a medal around a young girl's neck at the awards stand Awards

Questions

Before you ask us.

How far ahead should we book?

The earlier the better, and the honest answer is that we cannot give you a single number. Permits, park reservations and course approvals are the long pole, and every city and venue moves at its own pace. Start the conversation as soon as a date is in mind, even if nothing else is decided, and we will tell you straight away whether that date is realistic for what you want.

Timing-only engagements can move considerably faster, because there is no permit chain to wait on. If you are late and worried, call anyway. We would rather tell you honestly what has to be simplified than have you find out in race week.

What does it cost?

It depends on field size, course complexity and whether you want full management or timing only. A 300-runner chip-timed 5K on an already-permitted trail is a very different number from a first-year downtown race with rolling road closures. We quote fixed prices in writing, with nonprofit rates stated up front rather than discovered in negotiation.

Do we have to use RunSignUp?

No, but it is what we know best and what our timing pipeline is wired to. If your organization already runs registration somewhere else we will work with it, and we will tell you where that costs you time on race morning.

How many volunteers do we need to supply?

Roughly one volunteer per twenty runners for a 5K, weighted toward the course. Our crew handles the start, finish, timing and announcing. Your people handle packet pickup, water stations, course marshaling and the finish festival. You get the position-by-position count in the scope, not a vague ask.

What happens if the weather turns?

If weather forces a hold, we move the field to shelter, send a text to every registered runner, and restart when it clears. The weather plan for each race is agreed with you in advance.

Can you time something that is not a road 5K?

Yes. Trail races, 10Ks, corporate challenges, school fun runs and multi-wave charity walks all read the same to an RFID mat. Anything with a defined start and finish line we can time. Tell us the course and we will tell you where the mats go.

Let's Talk

We run the day. You run the race.

Tell us the date, the city and roughly how many runners. We will come back with a scope and a number.

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