Eaton Rapids Friends Offer Tips on the Staging of a Successful 5K Run/Walk

      If you’re looking to bring your community together, have some fun, and make some money for the library in the process, the Friends of the Eaton Rapids Public Library have an annual event you might want to look into for your own library.

      They host an annual 5K Run & Walk through Island Park in the center of Eaton Rapids, which attracts runners of all ages who compete for medals and, more importantly, to support their library.

      “The idea for the event came from our librarian and library board,” according to Kathy Priesman, who serves on both the library board and the Friends of the library board. “After the first year, they passed it to the Friends to run, and we’ve handled it ever since.”

      Funding for the race comes from corporate sponsors, as well as individual and family pledges, with each event netting more than $1,500 for the Friends after expenses.

      And, while sponsors are responsible for generating the revenues, none of it could happen without a dedicated group of volunteers, a lot of organization, and a healthy dose of perseverance.

      “Probably the biggest challenge has come when not enough volunteers stepped up to assist, “Priesman said. “But, we’ve successfully managed that need and avoided unpleasant surprises by meeting frequently to stay on top of the process and communicate effectively.”

      She said that they average 10 volunteers on race day and recruit a group of high school students to help set up and take down canopies, tables, chairs and signage.

      If you would like to host your own run/walk fundraiser, Priesman offered a few tips and a checklist of tasks. She added that she would be happy to answer any questions you have about sponsoring an event if you send them to her at kapriesman@gmail.com.

      When it comes to promoting the event to the community, she said it’s all hands on deck for Friends members. Media to consider include TV coverage, radio, social media, farmer’s markets, newspaper articles, posters (movie theaters, sports clubs, businesses, service organizations), newsletters (government, church, school), etc.

      “Make sure you have adequate signage at the start gate, the registration table, and along the race route,” she said. “Balloons, banners, and posters add to the festive feel while water stations are critical.”

Organizer’s Checklist of Tasks

• Get organized
  • Form a 5K Committee and appoint a chair.
  • Have regular and frequent meetings.
  • Start the process early…6-8 months before the event.
  • Establish a budget.
  • Purchase special event insurance.
  • Consider additional activities (e.g., face painters).
  • Secure all paid and volunteer support
• Develop and execute a communication & materials plan.
  • Flyer design, logo, wording, QR code
  • Sponsor letter
  • Website design (include race map)
  • Race shirt design (vendor, cost, quantity)
  • Signage (at start and at any points that the runners may need direction)
  • Medal design and quantity
• Recruit and register participants
  • Utilize RunSignup.com, which is free software available through Playmakers, to register race participants.
  • Try to get your number of runners identified early so that you can order t-shirts and medals as soon as possible.
• Provide Supplies & Entertainment
  • Provide water and fruit at the end of the race for recovery.
  • Have first aid supplies available.
  • Make provisions for music and other activities (e.g., face painting).
  • Have a list of volunteers, a list of entrants, and a loudspeaker handy at the start gate.