Planning your first outdoor endurance event can be exciting—and overwhelming. There are a thousand moving parts, and even the most organized teams can hit snags along the way. After decades in the industry, we’ve seen what works—and what doesn’t. Here are the ten biggest mistakes first-time race directors make (and how to avoid them).
1. Skipping the permits and insurance step.
Your event doesn’t exist without proper approval. Always start by confirming required permits, road closures, and insurance coverage well in advance.
2. Setting a budget after expenses start piling up.
Reverse that process—build your budget first. Include everything from barricades to porta-potties to volunteer meals. Costs add up fast.
3. Underestimating logistics.
Course layout, parking, signage, timing, and aid stations all need tight coordination. A solid logistics plan avoids last-minute chaos.
4. Forgetting about safety.
Weather, medical response, and traffic management are non-negotiable. Build risk assessment into your plan, not as an afterthought.
5. Poor communication with volunteers.
Your volunteers are your event’s backbone. Train them well, thank them often, and keep them informed.
6. Overcomplicating registration.
Keep it simple. A confusing signup process can cost you participants.
7. Neglecting sponsors.
Sponsors want visibility and value. Follow through on every deliverable and share post-event results—it’s how you build long-term partnerships.
8. Forgetting the post-race experience.
Your event doesn’t end at the finish line. Plan for photos, results, awards, and a thank-you message that keeps people coming back next year.
9. Not marketing early enough.
Promotions need lead time. Start social and email campaigns at least three to six months out.
10. Trying to do it all alone.
Even the best directors need help. Get expert support for budgeting, logistics, and strategy—it’ll save time and reduce stress.
Avoiding these mistakes isn’t about perfection—it’s about preparation.
Download our free Outdoor Race Planning Checklist to keep your event organized from start to finish.
👉 [Download the checklist]