Location is a big-ticket item that sets the tone of your event, so it’s important to get it right. Before setting your heart on a space, make sure you know exactly what to look for.
Location is a big-ticket item that sets the tone of your event, so it’s important to get it right. Before setting your heart on a space, make sure you know exactly what to look for. After all, the location could be a part of your race name and be one of the first things people see!
You’ll have to work much harder at other aspects of your event, if you're compromising on location. If you’re going to have a race in a sorry part of town as opposed to within city landmarks or on a waterfront, you’ll likely have fewer participants. People flock to a good venue. To help you out, we’ve put together a handy checklist with all the questions you should ask when scouting venues and locations.
No matter how unique you think your event may be, if it's tough to reach, people won't register. What transport options do you have to your start and finish location?
You’ll need to promote these options heavily on your race website, info pages on your Eventrac Platform and your Facebook event page. Transport will always be involved in someone's decision to attend an event.
As a race director, this might seem obvious, but you need to look at your surroundings! The location requirements for a trail run will be very different from that of a city cycle sportive. So depending on what kind of race you’re organising, here are a few key things to consider when choosing your route:
These observations will be specific to the type of race you are organising. A the end of the day, once you get runners to your race, the route and what they felt during the race is what they will be taking away from it all.
Can people drive to your race? Somewhere to park is especially important if your event isn’t close to public transport links. If your race is situated in a town or village, the chances are there will be a local car park nearby, so your job is to make sure people know where it is and how to get from there to your race start line. Parkopedia is a great search tool for car parks and their costs, which you can send out to runners in the run-up to your event.
If you can offer free parking, that's especially attractive to racers so they don’t have to add too many event expenses to their entry fee. They will remember this in the future when they tally up the ‘total cost’ of your event, certainly impacting their decision to sign up again. You could negotiate with a local landowner to use their area for your event's parking, or work closely with the council to get a special event permit for a particular car park.
You’ve no doubt got a price range in mind but with a race location, it’s not as black and white as just hiring an event venue. The terrain of your race will come into play here, making a big difference to your management style and expenses.
Know exactly what’s included before signing the dotted line. Don’t be afraid to negotiate either. Being flexible on the date can help, as certain days of the week usually cost less if you’re looking at venue hire or road closures. Remember to always confirm the cost, dates, times and details in a written contract.
Here are a couple of things to think about to help set your sights in the right place:
What facilities are available at your event? Here are a couple to look out for that could save you time and money when organising your race:
Finally, accommodation might be important to your event if your race is unique enough for people to travel from far enough to stay the night. Good choice of Airbnb’s and budget hotels such as travel lodge are great assets to have, so make sure you market them correctly to your runners so that they know what is available to them. Developing relationships with certain accommodation providers could mean you can negotiate a special event discount code for your race to give your runners!
A great tool to show participants the available accommodation options near your event is Stay22. Their widget can be added to your website, showing runners the available options along with the distance from the start line! And what's more, you can get paid commission from the bookings people make through it for your event.
It's a no brainer. Check them out and integrate it into your event information pages!
We hope that was helpful!
If you start with defining your race goals as much as you can, you’ll be on the right track to find the perfect location for your route and great start venue. Don't hesitate to contact us if you have any questions about your event, our platform or simply want to chat! Drop us an email at firstname.lastname@example.org
The team at eventrac are on hand to assist with all components of your event. From advice on promoting your event through low cost channels such as social media, to a guided tutorial on a specific feature of eventrac. We are here to help.