Event 

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.

Volunteers are the backbone of every successful running event, but finding and retaining dedicated individuals can be an ongoing challenge. Running USA held an insightful webinar focused on effective strategies for recruiting, managing, and engaging volunteers in the endurance event space. Join us for a dynamic panel discussion from industry leaders designed to help you build a dedicated and engaged team of volunteers for your upcoming races. Whether you’re organizing a 5K, marathon, or charity run, this session will provide you with actionable tips, creative recruitment tactics, and strategies for retaining volunteers year after year. Learn how to create a positive volunteer experience, streamline the sign-up process, and inspire passionate support for your event.

Presented by HydraPak, a leader in sustainability efforts in the outdoor hydration space, this engaging panel will explore how events of all sizes can adopt and implement sustainable practices to reduce environmental impact while inspiring participants and stakeholders. Moderated by Tina Muir, the discussion will highlight real-world applications for small to medium-sized events, broader industry-wide sustainability strategies, and innovative product solutions for greener events. Whether you're an event organizer, brand partner, or sustainability enthusiast, this session will provide actionable takeaways to make a positive environmental impact at your next event. Panel: Matt Helbig, CEO, Big River Race Management Tina Muir, Founder/CEO, Running for Real Roger McClendon, Executive Director, Green Sports Alliance Jennifer Krupey, Vice President of Marketing & Ecommerce, HydraPak