Event 

  “Cups on the road” When I am asked what I do for work, I tell them that I work at the intersection of sustainability and running. The response is almost always, “oh, like cups on the road”. For runners, seeing hundreds...even millions, of cups crushed underfoot is one of the rare times we’re forced to confront our own consumerism directly. For race organizers, there is a weight that sits on their shoulders. They know that their event has to prioritize safety, performance, the runners having a good day, over the health of our planet. But they see the impact their event has, and know they want to do better. Know that they want to leave a legacy of something positive in this world, and watching huge volumes of waste leave their race area is not necessarily in alignment with that. The Challenge of Measuring Impact Measuring your environmental impact is no easy task, and is one of the biggest barriers for many race directors to begin their environmental journey. It is one of the reasons we created Racing For Sustainability, to give race organizers a place to start, the resources to make it easy, the guides to pass along to volunteers. Taking steps toward sustainability can feel indulgent, it’s easy to postpone (I get it!), but it’s actually future-proofing your event to grow, evolve, and improve year upon year. We all know there are events that have appeared on the scene like a viral video flourishing, only to fizzle away soon after.  I know race organizers want to create something that lasts, and considering sustainability is not only going to lift the guilt that sits on your heart, but matters more than you think. A New Era of Opportunity With races continuing to see a running boom, the World Abbott Marathon Majors continuing to push the boundary of what is possible for a max number of runners. Many other races selling out in record time, runners are selecting events where people they admire go and races that align with their love for community.  Gen-z participation has been discussed at length, with the 2025 Running USA Global Runner Survey confirming what other, more general research has concluded, that Gen Z runners are more likely to seek out and/or choose to enter events that support social justice initiatives, which fall under the larger umbrella of sustainability. If your community feels welcomed, seen, and respected, your race is more sustainable for the long term. Sustainability is not just about environmental choices. If you lose community support, your race could quickly become an event of the past. Event reputation matters to runners, especially Gen Z. Practical Steps to Future-Proof Your Race So what can be done to future proof your event?  You don’t need to do all of these, but selecting one of these intentional, conscious sustainable actions to start with can be a talking point for runners to share about your event, and will stand out enough to have your runners want to come back over and over: - Work with Badges and Medals on your medals. From 100% recycled zinc alloy medals with 100% recycled plastic ribbons, to their work with Plastic Bank and One Tree Planted, Badges and Medals is putting in the work to become the leader in sustainable medals. Their obsession with quality medals that stand out will beautifully match the heart of your event -  Sorting your waste. Not glamorous, not a talking point runners will jump to, but in terms of most effective reduction of emissions, waste diversion away from landfill is the clear winner. Recycling and compost are bare minimums, but this can be expanded to include heat sheets and working with terracycle to recycle nutrition and gel wrappers. Racing For Sustainability members have a guide on how to do this, as well as printable signage to put above your bins. -  Hemp Bibs. I had the privilege of running in the first race in the US to use these (RunVirt did an amazing job), and they worked even better than I expected. My custom made test hemp bib has now run two marathons and looks brand new. This is the future. - Find your sustainability champion. This one requires a little work if you do not have someone in mind. Sustainability works best when you have someone local who is a passionate leader, able to mobilize your volunteers to do the work on race day. If you can’t fund someone in your area, send me a message, I may be able to help you through our network of climate passionate runners - Compostable cups. A slight increase in cost, but worth it with how good it feels to see truckloads of compostable cups broken down into soil, over taking up space in a landfill. See if a local sponsor is interested in covering the additional cost and adding their logo to the cups. Easy places to start, but simply doing one of these, then talking about it through your website or on your social media, can have a big impact. Every race tells a story. Of effort, community, and care. The question is, what story will your event leave behind? About the Author: Tina Muir  Tina Muir is a climate advocate, former elite marathoner, and founder of Racing for Sustainability, a nonprofit dedicated to driving environmental and social responsibility in the running industry. Through her leadership, Tina works with races (TCS NYC Marathon, Bank of America Chicago Marathon, TCS Toronto Marathon, California International Marathon and more), brands, and communities to implement sustainable practices that reduce impact and promote equity in sport. She is also the CEO of Running For Real, a platform that empowers runners to engage with climate action, mental health, and inclusion. As host of the award-winning Running For Real Podcast (6M+ downloads), Tina brings environmental issues to the forefront through meaningful conversations with athletes, scientists, and changemakers. A co-author of Becoming a Sustainable Runner and a United Nations collaborator, Tina is recognized globally for helping runners become advocates for a healthier planet. Her work exemplifies how sport can be a powerful tool for environmental and cultural change.  

Join us as we sit down with Grisell Laboy of Logistik Event Management, who shares the inspiring story behind the company’s origins and its mission to create unforgettable experiences. In this video, Grisell highlights how Logistik brings Puerto Rico’s vibrant culture and spirit to life through unique, world-class events that honor the island’s traditions while showcasing its modern creativity. From their early beginnings to becoming a leader in event production, you’ll hear firsthand how passion, innovation, and cultural pride drive everything Logistik does.

Planning a road race takes more than a great course and energetic participants—it requires a clear, thorough approach to permitting and insurance. Whether you're hosting a neighborhood 5K or a major half marathon, ensuring your event is permitted and insured protects your participants, your team, and your community. Here’s what you need to know. What Kind of Permits Do You Need? Permits vary by city and the specifics of your event. The names and requirements differ, but these are the most common types of permits for road races: Special Event Permit Street or Road Closure Permit Park or Trail Use Permit State Road Usage Permit (for events on designated state roads) Noise Permit (for amplified music or announcements) Temporary Food Vendor Permit (if food is provided or sold) Tent or Structure Permits (required for large tents or staging) Alcohol Permit (if alcohol is served) Permitting complexity increases with elements like road closures, live music, or alcohol service. Always check with your local permitting authority in the early stages of your event planning process, based on the recommendations below: When Should You Apply for Permits? Timing is critical. Each city or county authority has different lead times: Small races (<500 participants): Apply 3–4 months ahead Medium to large races (500–5,000+): Apply 6–12 months ahead Large events with major road closures: Some cities require a full year’s notice Secure future dates with the city early to avoid conflicts and ensure consistency year after year. Permit Costs: What to Expect Yes, permits typically come with fees, which vary based on: Location (city/state) Services needed (e.g., barricades, police staffing, sanitation) Event size and duration Expect to pay $100 to several thousand dollars, depending on scale. Nonprofit organizations may qualify for reduced rates, depending on local codes and policies. Community Notification Requirements Most municipalities require some form of public notification, such as: Flyers or mailers to homes and businesses near the route Yard signs or traffic boards along affected roads Public hearings or neighborhood meetings for major events Proof of community notification is often part of the final permit approval. Proactive communication within the city and communities where your event will be held fosters goodwill and helps with long-term community support. Consider hosting a friendly reception or mixer to help the affected community learn more and perhaps get involved with your event, either as a participant, volunteer, or community liaison (helps spread the message about the event). Donations to local high school track or cross country teams and run clubs can be a valuable way to improve community relationships. Public Safety: Police and Medical Requirements Depending on your location and race size, you may need: Police officers or traffic control staff: For road closures, crowd management, and emergency response Private security: In some areas, cities require or allow certified private personnel EMS or medical services: Often mandatory for mid-size and large races Cities may also request: A security plan A medical services plan A traffic management plan Even if not required, these plans are best practices for protecting your event. We will cover best practices for creating such plans in a future article. Insurance: What Coverage Do You Need? At a minimum, General Liability Insurance is required by most cities: $1 million per occurrence $2 million aggregate Be sure to list all relevant stakeholders (e.g., city departments, sponsors) as Additional Insureds and use the exact language they require on your Certificate of Insurance (COI). When to purchase: Ideally 3–6 months prior. Some policies can be secured closer to race day, but permits typically require proof of coverage early. Tip: If you organize multiple races, consider a multi-event or annual policy for better rates. Other Insurance Coverage to Consider Such coverage types include, but are not limited to: Participant Accident Insurance – Covers runner injuries Liquor Liability – Required if serving alcohol Cancellation Insurance – Covers loss due to weather or force majeure Property/Equipment Insurance – Covers timing mats, signage, tents, etc. Volunteer Accident Insurance – Helpful for larger volunteer teams Running USA members have access to comprehensive policies through the Nicholas Hill Group. You can learn more here. What About Music Licensing? Playing music publicly at an event—whether by a live band, DJ, or on a stereo in the background—requires a license from one or more Performing Rights Organizations (PROs). These include: American Society of Composers, Authors and Publishers (ASCAP): A U.S.-based nonprofit organization that protects the rights of music creators by licensing their work, collecting royalties when their music is played publicly (e.g., on radio, TV, streaming, live venues), and distributing those royalties to the composers, songwriters, and publishers. Broadcast Music, Inc. (BMI): A U.S. performing rights organization that represents songwriters, composers, and music publishers. It licenses the public performance of their music, collects royalties from businesses that use it (like radio stations, TV networks, and venues), and distributes payments to the rights holders. Global Music Rights (GMR): A U.S. performing rights organization that represents a select group of high-profile songwriters and composers. Like ASCAP and BMI, GMR licenses the public performance of music, collects royalties from users (such as radio, TV, streaming services, and venues), and distributes payments to its members. Most DJs and audio vendors do not cover licensing, so it's your responsibility. Licenses typically cost $250–$700+, depending on event size and music usage. PROs are vigilant about taking action against events that play music without a license. So, this is a crucial step to avoid any unforeseen costs or time-consuming procedures. Running USA offers bundled licensing options for members that cover all major PROs. Get more information here. Annual Events: Do I Repeat This Every Year? Yes. Each year, you must: Reapply for permits Renew insurance Reassess routes for construction or conflicts Update safety and operations plans However, creating a thorough, professional application your first year will streamline future renewals. Strong relationships with local officials also make annual permitting smoother and more efficient. Successful event permitting and insurance begins with early planning, strong community engagement, and comprehensive coverage. Whether it’s your first event or your fiftieth, staying proactive and informed helps ensure a safe and seamless experience for all involved.

Running USA’s Virtual Roundtables resumed the important conversations sparked during the 2025 Industry Conference and will now continue on a quarterly basis. These sessions provide a valuable forum for professionals across the running industry to reconnect, exchange ideas, ask questions, and seek advice from peers within their specific sectors. By extending the dialogue beyond the annual conference, the roundtables help foster collaboration, innovation, and shared problem-solving throughout the year.

Running USA’s Virtual Roundtables resumed the important conversations sparked during the 2025 Industry Conference and will now continue on a quarterly basis. These sessions provide a valuable forum for professionals across the running industry to reconnect, exchange ideas, ask questions, and seek advice from peers within their specific sectors. By extending the dialogue beyond the annual conference, the roundtables help foster collaboration, innovation, and shared problem-solving throughout the year.