Event Chair / Planning Committee

• Provides overall leadership and direction

• Works with staff to set goals, oversee all committees, keep the planning timeline on track, and ensure the event aligns with the organization’s mission

• Manages all physical aspects of the event, including permitting, route mapping, signage, tents, tables, registration setup, water stations, first aid, and overall event flow; coordinates with local police, EMS, and venue staff

• Plans the fun, including music, DJ, warm-up exercises, kids’ zones, mascots, photo backdrops, award ceremonies, and post-race celebrations

• Coordinates refreshments for participants and volunteers, including water, snacks, vendor donations, food trucks, and hydration stations

• Organizes awards for top fundraisers, largest teams, best costumes, corporate participation, and race winners; manages certificates, plaques, or stage presentations

Sponsorship/Fundraising Committee

• Secures event sponsorships from businesses and individuals

• Helps identify prospects, create sponsor packages, make solicitation calls, and ensure sponsor recognition before, during, and after the event

• Encourages participants to fundraise and provides them with tools, tips, and motivation; may host kickoff events, send encouragement messages, and highlight fundraising milestones

• Ensures participants, donors, sponsors, and volunteers are thanked promptly; helps collect feedback and share impact stories to encourage returning next year

Team Recruitment Committee

• Focuses on recruiting team captains and growing the number of participating teams; works with schools, corporations, community groups, and families affected by the cause to encourage team formation

Marketing & Communications Committee

• Promotes the event throughout the community using social media, flyers, press releases, partnerships with media outlets, and word-of-mouth

• Helps develop messaging, recruit storytellers, and create visibility

• Brings the organizational mission to life during the event; coordinates mission-focused signage, survivor/family areas, educational materials, speakers, and special recognitions, such as honorees or memorials

Volunteer Management Committee

• Recruits, trains, schedules, and manages all event-day volunteers

• Ensures each area, from registration to cheering stations, has the necessary staffing and materials

• Oversees participant check-in on event day, manages pre-registration materials, organizes t-shirt and bib pickup, and helps troubleshoot registration issues

• Recruits volunteers who line the course, cheer on participants, direct traffic and flow, and create energy and encouragement along the route

• Coordinates clean-up with volunteers and staff