Race Forms
Online Race Registration Setup Assistance
You might not want to spend the time learning how to setup races online or dealing with the various programs. A Theme Runs representative can help! Give us a call and we'll tell you the cost and how long it will take.
Theme Runs Race Registration - (305) 747-8563
We use RunSignUp to register all our races online. They integrate directly with our race timing software (Race Director) and allow us to make our registration process paperless. We can take registrations right up to a couple minutes before the race. It's amazing!
We post our website and make the "Register Now" button that links to RunSignUp very prominent. For people who want to register the day of the race, they can simply use their smartphone. For those that don't have a smartphone, we provide Ipads that they can use. We put them in waterproof cases so in case it rains we can keep right on.
Now we don't have to print out hundreds of blank forms or re-type all the information into the computer as the race is starting. It's all entered by the runner. No more typos or mistakes.
There's another big plus. You don't have to assign bibs in advance, print out labels and put the bibs in alphabetical boxes. With RunSignUp and Race Director, people walk up and give us their name, then we assign ANY bib that we hand them, right on the spot. We can also switch categories instantly or make other changes to their information. The cost savings in labels and time sorting/alphabetizing alone is tremendous.
Plus, since they only do races, you don't have to worry about options or fields in setting a race up that make no sense.
There's another great option. We can absorb the processing fees so the price we list, is REALLY the price our runners pay. The fees are small, but now nobody gets mad when they see a $25 race because that's really the price. With other systems they can add as much as $3 or $4 per runner.
We used to use EventBrite and as a general registration option they're OK. They're certainly better than any other platform we tried (except RunSignUp). If you absolutely want a second option, EventBrite is good.
If you're interested in setting up a free Eventbrite registration site, just use the link below.
Sign Up Forms and Waivers
You don't need these forms if you use RunSignUp.com for registration and Race Director software to time your race. You can take registrations electronically, right up to a couple minutes before the race and they all transfer seamlessly into the timing computer. It's the most amazing combination.
For those of you who LIKE entering all this information into the timing computer, trying to read bad writing, frantically entering dozens (or hundreds) of runners who show up the day of the race, you're welcome to use the forms below.
This is a generic sign up form for a race with runners, walkers and no teams. We put together two forms on a single page so you can print out more and save some paper.
Print out a copy, put your logo or event name in the upper left corner and copy as many as you need for your event.
Sign-up_SINGLE-WT_V04.pdf
Adobe Acrobat document [36.8 KB]
For those of you who DO NOT automatically include a t-shirt with registration, use this form. It asks for the t-shirts size if the person WANTS to purchase one.
Sign-up_SINGLE-OT_V04.pdf
Adobe Acrobat document [36.9 KB]
Team Sign Up Form
This is a generic sign up form for a race with teams of runners and walkers. We put together two forms on a single page so you can print out more and save some paper.
Print out a copy, put your logo or event name in the upper left corner and copy as many as you need for your event.
Sign-up_TEAM-WT_V04.pdf
Adobe Acrobat document [37.5 KB]
For those of you who DO NOT automatically include a t-shirt with registration, use this form. It asks for the t-shirt size if the person WANTS to purchase one.
Sign-up_TEAM-OT_V04.pdf
Adobe Acrobat document [37.6 KB]
Tutu Relay
If you use our template this form will work nicely. Simply put the MIXED runners in DIVISION 1, the ALL FEMALE in DIVISION 2 and ALL MALE in DIVISION 3.
Sign-up_TEAM-WT_V04.pdf
Adobe Acrobat document [37.5 KB]
For those of you who DO NOT automatically include a t-shirt with registration, use this form. It asks for the t-shirt size f the person WANTS to purchase one.
Sign-up_Tutu-OT_V04.pdf
Adobe Acrobat document [38.5 KB]
Form Design Tips
Here's why we designed the form the way we did and how it works together.
Everything in red is important for the timing person or company.
NAME is how we identify the participant.
ADDRESS is where any unclaimed medals should be sent for winners that
don't make the awards ceremony.
RUNNER / WALKER lets you know what division to score them in.
MALE /FEMALE lets you know what division to score them in.
DATE OF BIRTH is critical. We found that approximately 5% of people put
their wrong age down, but everybody knows their birthdate. Sometimes they have a birthday between when they register and when the race is held. With birthdate the timing computers can instantly
calculate their correct age.
T-SHIRT SIZE is only important if you give away a shirt with every
registration. We recommend having a lower price for admission and selling t-shirts at an extra cost. About half the people who run won't want the t-shirt and it saves you an enormous amount of money
if you just order a few for sale, instead of guessing how many you may need based on race sign ups.
PHONE is used if you need to contact a specific racer for questions that
may not be clear on the form or for emergencies.
EMAIL isn't critical, but it's nice to send out a single follow-up after
a race to let everyone know what the results are. DO NOT use it for marketing unless they specifically opt in for that.
HOW DID YOU HEAR is a way to see what marketing is working and what's a waste.
BIB NUMBER must be filled out by the person at registration who assigns the bibs. If that is left out, the race timing people will have no way of identifying everyone when they cross the finish line.
BAG PICKUP should be checked only after a goodie bag has been given to the participant.
WAIVER SIGNED should be checked after you receive the waiver from the participant. We always put the waiver on a separate piece of paper so it has all the proper legalities covered. You can put waivers online (which we do) but the online registration companies do NOT guarantee that will protect you! So until there is a company that guarantees protection, always have racers sign a full paper waiver.
FORM ORDER
This form was constructed with information appearing IN THE ORDER that the software program THE RACE DIRECTOR asks for it. This allows people who are entering the last minute registrants to enter the information quicker, without jumping around on the form.
Waiver Forms
This is the generic text for a waiver/release form. The red highlighted areas are for you to insert YOUR company / event name. We put the entire text into a single sided page (3 columns) that can be printed out and signed the day of the race.
Waiver and Release Form GENERIC VER 02.d[...]
Microsoft Word document [26.5 KB]
This is what the text looks like for a Theme Runs race, placed in a 3 column format and onto a single sided page.
Master Waiver - BLANK - VER 01.pdf
Adobe Acrobat document [64.8 KB]
Some races take paper forms and input them into a spreadsheet, which is then imported into a race timing software program. This is an example of a spreadsheet that has all the important information already setup in columns, with standardized markings. For example, all runners should be designated with a 1 while all walkers should be a 2. The column heading indicates what the proper text is.
If you follow the rules, then it will be very easy for the race director to import the information into race timing software.
ThemeRuns_DataEntry.xls
Microsoft Excel sheet [31.5 KB]
If you're tracking runners manually, here's a convenient sheet you can write the bib numbers and finish times down on. We suggest this as one backup option for electronic timing systems. If a chip should fail to read while doing electronic timing, you can always refer to these sheets for the racer's time.
Another option is to video the race so you have a digital record of who crossed the line. Just make sure to include the race timing clock in the video frame.
Race_Timing_Sheet.pdf
Adobe Acrobat document [71.4 KB]
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