By Dianna Parkman, Running USA Human Resources Consultant
Got HR questions? Dianna Parkman is available as a resource! Active members of Running USA can email her at humanresources@runningusa.org to set up a consultation call.
For running clubs and race organizations, this is one of the busiest times of the year. As events approach, attention naturally turns to course preparation, registration, logistics and creating a memorable experience for participants. But behind every successful race is a dedicated team of employees, event staff, contractors and volunteers who keep everything running smoothly.
From registration and packet pickup to aid stations, course support and finish-line operations, having the right people in the right roles is essential. From an HR perspective, thoughtful staffing, clear communication and a well-prepared team can make all the difference in delivering a successful event.
Start With the Roles You Need
Before recruiting staff and volunteers, take time to identify every position needed before, during and after the event. Consider all areas of race operations, including registration and packet pickup, course marshaling, aid stations, start and finish line operations, participant support, setup and teardown, medical and safety support, and volunteer coordination.
Once these positions are identified, clearly define the responsibilities, expected shifts, physical requirements and reporting structure for each role. Establishing these expectations early helps everyone understand their responsibilities and reduces the likelihood of confusion or last-minute staffing gaps.
Make Volunteer Management a Priority
Volunteers are the foundation of running events, and their experience deserves just as much attention as that of participants. Rather than viewing volunteers simply as extra help, recognize them as an essential part of your race-day team.
Effective volunteer management begins with clear communication. Before race day, volunteers should know where to report, when to arrive, what their assignments involve and who they should contact with questions or concerns. Sending reminders in advance and providing clear instructions can help volunteers feel confident and prepared when they arrive.
For larger events, consider assigning volunteer captains or team leads to oversee specific areas and serve as points of contact. Maintaining a small group of backup or “floater” volunteers can also be extremely valuable when someone is unable to attend or additional support is needed elsewhere on the course.
Plan for the Reality of Race Day
Race-day operations begin long before the starting gun goes off, and staffing schedules should reflect the full scope of the event rather than simply its start time.
Consider staggered shifts that account for setup, pre-race preparations, on-course support, finish-line operations and teardown. This approach helps ensure adequate coverage throughout the day while avoiding unnecessary downtime or excessively long shifts.
It is equally important to prepare for the unexpected. Weather conditions, staff or volunteer callouts, course changes, delayed starts and longer-than-anticipated finish times can all affect staffing needs. Having a contingency plan and a few cross-trained team members who can step into different roles allows your organization to respond more effectively when circumstances change.
Give Your Team the Information They Need
Race-day training does not need to be complicated, but it should be clear, practical and specific to each person’s responsibilities. As we often say in HR, being clear is kind!
Every employee, contractor and volunteer should arrive knowing where to go, who they report to, what their assignment involves and what to do if a problem arises.
A simple role-specific checklist, course map, contact list and pre-race briefing can go a long way toward preventing avoidable issues. When team members understand their responsibilities and know where to turn for assistance, they are better equipped to make decisions, communicate effectively and contribute to a positive race-day experience.
Support Your People
Supporting your workforce is an important part of supporting your event. Race days can be physically demanding, with early arrival times, long hours, changing weather conditions and periods of intense activity.
As you develop your staffing plan, consider reasonable shift lengths, opportunities for breaks, access to hydration and food where appropriate, and adequate protection from the elements. Maintaining clear communication throughout the day also helps team members stay informed and feel supported as event conditions evolve.
There is plenty more we could discuss about meal planning and execution in the park, but we will save that conversation for another day!
From an HR perspective, it is also essential that running clubs and race organizations understand the distinctions between employees, independent contractors and volunteers. Each classification carries different responsibilities and legal considerations, and organizations must ensure they are following applicable employment and wage-and-hour requirements.
This is an area where HR can provide valuable guidance, helping organizations establish appropriate practices, address questions and ensure their staffing arrangements align with applicable requirements.
Learn From Every Event
The work does not end when the final participant crosses the finish line. Each event provides an opportunity to evaluate what worked, identify areas for improvement and strengthen your staffing plan for the future.
After the race, bring your team together for a brief after-action meeting to review staffing and volunteer operations. Discuss where you experienced shortages, which positions were difficult to fill and whether staff and volunteers received the information and support they needed.
Consider where communication could have been stronger, whether scheduling adjustments would have improved coverage and which team members demonstrated the ability to take on additional responsibilities at future events.
Documenting these observations creates a valuable staffing history that can inform recruitment, scheduling, training and volunteer management for your next race. Over time, these lessons can help your organization build a more experienced, efficient and reliable event team.
The Bottom Line
For running clubs and race organizations, effective HR practices do not have to be complicated. Clear roles, strong communication, realistic scheduling, engaged volunteers and a practical contingency plan can create a more dependable race-day workforce.
By investing in the people who make your events possible, you are also investing in the overall experience of your participants, your volunteers and your community. A well-prepared and supported team is one of the most valuable resources any race organization can have.
Should you have any questions, feel free to reach out! (Email Dianna at humanresources@runningusa.org)