Before the Marathon
Decide on the main purpose and objective of the marathon. Once you've identified a charity, entity, or cause to support, choose a name for the event that is descriptive and easy to remember. Be sure to contact the organization you will be conducting the event for to see if they have any specific guidelines that you need to adhere to.
Select a date and a location for your event. If the location is a popular one, you may need to have either a few back up dates or back up locations in mind. For a run or walk, select a course and carefully measure distances. Have both a short and a long version to accommodate participants of varying degrees of fitness. Be attentive to obstacles, challenges, or safety hazards that may exist along the course and plan accordingly.
Develop a budget for your event. Research similar events to determine estimated costs of various activities that could be included in your event. Determine how your event will be financed and how much it will cost. Be sure to include administrative costs such as advertising, banners for the start and finish lines, numbers for participants, refreshments, trash cans, portable bathroom facilities, and awards. Calculate how much money you will have to raise and identify potential fundraising options, including estimates of how much you expect to raise from each funding source. If you plan to solicit large contributions in the form of corporate sponsorships, start discussions with the appropriate corporate representatives as early as possible as these negotiations often take time.Organize a Marathon Step 3Bullet2.jpg
Determine what licenses or other permissions you will need. Find out what type of medical and/or liability insurance you will need and make sure that you have sufficient insurance coverage prior to the event. You may need to contact the local police and fire department, public works, the parks and recreation department, and private property owners.Organize a Marathon Step 4Bullet1.jpg
Promote and market your event. Use flyers, posters, signs, brochures, word of mouth and press releases to spread the word. Take advantage of social networking by creating buzz for your marathon networking websites. You may even want to set up a blog or website to publicize your event and to share up-to-date information with supporters.
Purchase the items you'll need for your event. These include refreshments (particularly bottled water for a run or walk), cups, numbers for your participants, trash cans/bags and t-shirts. Don't forget awards for your winners and you may also want to provide a small gift of some sort to thank your volunteers.
Day of the Marathon
Plan to arrive as early as possible and do a dry run of the course. Make sure that there are no unexpected changes, safety hazards, obstacles, or anything else that might negatively impact the race.
Prepare an event day checklist of all of the items that need to be taken care of that day. Assign volunteers to each item and make sure each of them knows what they will be responsible for during the event.
Discuss any last-minute details with the police or other officials who plan to be on-site.
Organize all materials to be distributed and have them ready to be given to participants before the event begins.
After the Marathon
Clean up the site. Be sure to leave it as close to the condition you found it as possible.
Send thank you notes to sponsors and volunteers. Use the same social networking venues and a local press release or news article to publicly thank participants, sponsors and volunteers as well.
Calculate the total amount of funds raised from all sources (minus expenses) and submit the funds to the organization.
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