Event Organization Resources

1. Secure an Event Venue

Event venues can take many forms. Public land often requires permitting and can be difficult — reach out to the agency that manages the land (BLM, State Parks, National Parks). Private land can be a great option: reach out to the landowner about renting or donated time. Sites like acrevalue.com can help find private landowners. Pre-constructed venues (climbing gyms, tracks, etc.) — reach out to the venue itself.

1.1 Build Trail — Building trail for a mountain bike (or running) race makes sense in specific scenarios. For Brazos Burnout, we used undeveloped land, so the entire loop was built from scratch. Shovels, McLeods, rakes, and a saw are the core tools. Build sustainable trail: think about where erosion will occur (water should run across the trail, not down it), and consider steepness relative to rider experience — straight up and straight down isn't always the most fun.

2. Make Plans

Determine who you're fundraising for. Plan event dates and set a clear timeline. Give yourself at least two months to coordinate sponsorships, and get the word out early.

3. Create Legal Protections

Pick a bank for handling money — if you already have a personal account, you can start there. Create an LLC so event-related assets aren't tied to your personal holdings. Keep funds isolated: pay event expenses through the LLC and route money into it, then zero the account through donation at the end to simplify taxes. Your bank can offer guidance on this process.

4. Develop an Online Presence

Build a website, set up social accounts, and create flyers.

Website tools: Google Sites, Cloudflare (for custom domains). Flyer tools: Canva. Advertise the nonprofit nature of the event — who you're fundraising for and what they represent — which helps with both sponsorships and publicity. This is also a good place to recruit volunteers.

5. Begin Advertisements

Get the word out early and often: social media, local Facebook groups, flyers in event-adjacent locations (bike shops, sporting outlets). Word of mouth always helps — reach out to organizations with similar goals who might reach a different or broader audience, and to the beneficiary organization itself.

6. Contact Sponsors

Reach out early, and reach out to a lot of sponsors. More sponsorship dollars means lower expenses and a more impactful donation.

Sample Sponsorship Request ↓

7. Purchase / Rent Necessary Equipment

Figure out what you need to run the event — rentals get more expensive closer to the date, so get ahead of it. Order keepsakes (medals, trophies, participation awards, t-shirts) early enough that you know exact counts. For a bike race: timing hardware and software, race bibs, and marking tape — almost everything can be ordered in one place. Bring more than you think you need.

8. Purchase Event Insurance

Event insurance protects you and your participants legally — we used Silent Sports Insurance. Before finalizing, make sure you have a waiver and a risk management plan in place, and that you can actually deliver on everything in that plan (medical coverage, etc.).

Sample Waiver ↓    Sample Risk Management Plan ↓

9. Set Up Registration

Decide on a registration method — on-site, in advance, or a combination. RaceResult.com is a solid solution that also handles timing software and on-site registration. Make sure every participant has a way to sign a waiver.

10. Pre-Event Preparations

Make sure every participant has the info they need (public posting or direct emails work). Recruit volunteers — figure out how many you need, where, and whether you need specific skills (medical, photography). Write and practice what you'll say at any pre-event briefing or post-event awards. Mention sponsors and thank volunteers and participants — and talk about who you're fundraising for; people come back when they see the impact. Prepare the venue: award and briefing locations, bathrooms, camping if needed. A sponsor banner makes great photos too.

11. Run the Event

Coordinate with volunteers so everyone knows their role. Test critical equipment ahead of time, and build in safeguards for failures or last-minute changes (rolling video as a backup if timing equipment fails isn't a bad idea). Thank people for showing up. Have fun.

12. Collect Photos and Documentation

Event photography pays off long after race day — it's much easier to land sponsors next year with strong, professional photos.

13. Post-Event

Thank sponsors, with images and anecdotes if you have them — it's the best way to encourage continued support. Update your website and social presence to show the event's impact. Upload event photography, route money where it needs to go, and make your donation. Write down what went well and what to improve next time. Be proud of yourself.