From the Race Organizer
Race Timing, Registration, & Event Support Services Whether you're planning your first 5K or organizing a large-scale ultra or XC meet, Upstate Race Series offers full-service race solutions across the Southeast to help your event run smoothly from start to finish. Core Services We support race directors, schools, nonprofits, and community groups Chip Timing & Results – Road, Trail, XC, Ultra Registration Management – RunSignUp setup & support Event Consulting – Logistics, permits, course design Marketing & Promotion – Social, email, and club outreach Race Essentials – Custom bibs, awards, shirts, signage 🖥️ Registration Support – Powered by RunSignUp As a certified RunSignUp contractor, we offer hands-on assistance for all registration needs: Event page setup & pricing Bib assignment, wave starts, and add-ons Participant transfers, refunds, and deferrals Custom emails, payout reports, and fundraising tools Store integration for merchandise sales Live check-in & results through RaceDay apps ⏱️ Race Timing Packages All packages include: Chip Timing Bibs + Safety Pins Finish Line Arch + Chute Setup Race Clock Instant Results (Live and Online) Road & Trail Races (5K – Ultra) $500 Base Setup + $2.50 per participant ($.50 Discount Per Runner Fee on races larger than 300+) Includes 3 hours of onsite timing Additional timing: $60/hour Middle & High School Cross Country Meets $500 Base Setup + $1.00 per athlete ($.50 Discount Per Runner Fee on races larger than 300+) Includes 3 hours of onsite timing Additional timing: $60/hour Add-On Services Optional upgrades to enhance your race experience: Contact for Quote Website/Registration Design Music / DJ / Announcer Services Equipment Rental - Barricades, Traffic Cones, Crowd Control Awards & Age Group Medals (Hickory Handcrafted) Custom Bibs (via Emedia) Event Insurance (via IMG) Porta-John Rentals (via Royal Flush) Vendor Coordination (Food, Retail, Wellness) Logo Design, Stickers, Branding, and more Marketing & Promotion As part of our partnership, your race gets exposure to 10,000+ local runners: Club newsletter (1,500+ members) Facebook & Instagram features Event listing on UpstateRaceSeries.com (30K monthly views) Inclusion in Upstate Running Club race calendar Optional discount program to boost participation Why Work With Us? 50+ years of combined race directing and timing experience Reliable, professional, and community-focused Personalized support from planning through race day Trusted by over 100 events annually across SC, NC, GA Let’s Get Started 📧 Email: UpstateRaceSeries@gmail.com 📞 Call or Text: 864-867-2569 🌐 Website: www.UpstateRaceSeries.com We’re here to help make your event successful, memorable, and easy to manage—so you can focus on your cause, your course, and your community. Appendix A: Race Director Resource Guide – Top 25 Checklist Use this guide to plan a smooth, successful event. Services marked with an asterisk (★) are areas where Upstate Race Series can provide direct support. Planning & Permits Define Race Format & Goals – Distance, audience, theme, charity focus Secure Venue & Date – Check with local parks, cities, and venues for availability Obtain Permits & Insurance – Apply early for road closures, police, or land use Design the Course – Measure distance, identify hazards, and plan aid stations Develop a Budget – Account for permits, insurance, shirts, awards, timing, etc. Registration & Setup Set Up Online Registration – Custom page on RunSignUp, pricing tiers, caps Add-on Store Items – Shirts, merch, post-race meals, or donation options Enable Participant Tools – Bib assignment, transfers, deferrals, and refund policies Configure Email Tools – Customize confirmation messages and reminders Monitor Signups & Engagement – Adjust marketing strategy as needed Marketing & Promotion Create a Promo Plan – Social media, flyers, digital ads, referral incentives List Event on Local Calendars – Running stores, news outlets, community boards Send Email Campaigns – Announcements, discount codes, reminders Engage with Running Clubs – Offer club discounts (URC, etc.) for added exposure Promote via Upstate Race Series – Social posts, newsletters, website listing Timing & Race Day Logistics Secure Timing Services – RFID chip timing, race clock, finish chute setup Order Race Bibs & Safety Pins – With or without custom branding Coordinate Packet Pickup – RaceDay CheckIn App and staffing plan Plan Start/Finish Line Setup – Arch, signage, cones, banners Print Signage & Maps – Course arrows, water station signs, mile markers Swag, Awards, & Amenities Order Shirts – Work with a trusted vendor, set sizes by registration deadlines Plan Awards & Medals – Overall and age group, custom or stock options Coordinate Porta-Johns – Reserve based on number of participants Plan for Water & Aid Stations – Tables, coolers, volunteers, trash bags Recruit Volunteers & Staff – Assign roles for setup, aid stations, finish line Bonus Notes: Create a master timeline 8–12 weeks
