How to Create Race Registration: A Step-by-Step Guide for Organisers

Race registration is more than a form with a name and email field. It is a complete process involving distances, age categories, pricing windows, add-ons, and participation terms. A well-configured registration reduces participant questions, automates routine tasks, and lets you focus on the event itself.

Step 1. Basic event information

Before opening registration, fill in the event card: name, start date and time, venue (address or map pin), race type (road running, cross country, trail, triathlon, etc.) and a short description. This is what participants see first.

• Event name — short, clear, reflects the character of the race
• Date and time: include the start time of the first wave if there are multiple
• Venue: exact address or GPS coordinates for map display
• Race type: the right category helps participants find you in search
• Description: tell participants about the route, atmosphere, and traditions of your race

Step 2. Distances and age categories

Each distance is a separate registration unit with its own price, participant limit, and form. If your race offers several distances (e.g. 5 km, 10 km, and a half marathon), each needs to be configured individually.

• Distance name and length in kilometres
• Participant cap: how many people can register for this distance
• Age categories: M18–29, M30–39, F18–29, etc. — the system distributes participants automatically
• Minimum and maximum age: for junior races or disciplines with restrictions
• Separate forms: if different distances require different participant data

Step 3. Pricing and pricing windows

Most organisers use an Early Bird system: the earlier you register, the less you pay. This motivates participants to sign up in advance and gives the organiser predictable cash flow.

In Startlek, pricing windows are configured per distance: set the start and end date of each window and its price. The system switches to the next window automatically at the scheduled time.

Step 4. Participant form — what data to collect

Define the minimum required data set. A long form puts participants off — every unnecessary field reduces conversion. Only ask for what you genuinely need to run the race.

• Required: first name, last name, date of birth (for age categories), gender, email
• For races with medical requirements: insurance number or medical consent
• Optional: T-shirt size (if a starter pack is included), city, club or team
• Phone number: useful for quick contact on race day
• Emergency contact: mandatory for trail and ultra distances

Step 5. Promo codes and discounts

Promo codes are a convenient tool for working with partners, volunteers, sponsors, and media. A participant enters the code at checkout and receives a discount or free registration.

• Percentage discount (e.g. −15%) or fixed amount (−€5)
• Usage limit: how many times the code can be used
• Validity period: active from and until a specific date
• Distance-specific: a code can apply to one distance only
• Free registration (100% discount): for invited participants or media

Step 6. Add-ons

Add-ons are paid or free extras attached to registration: a finisher medal, photo package, extra starter kit, shuttle to the start, insurance. Participants select them at checkout and pay together with the entry fee.

• Add-on name and short description
• Price (can be 0 for free options)
• Stock limit: how many units are available
• Variants: e.g. T-shirt size S/M/L/XL

Step 7. Documents and regulations

Attach the race regulations, competition rules, or participant guide as a PDF to the event. Participants can download documents from the event page rather than messaging you asking 'where are the rules?'

• Race regulations: distances, route, rules, awards
• Participant guide: where to collect the starter pack, race day schedule
• Medical form or participant agreement (if required)

Step 8. Publishing and promotion

Before publishing, check: does the event appear correctly on the map, are prices calculated correctly, does the test registration flow work? After publishing, the event appears in the Startlek catalogue and becomes searchable.

• Share the direct registration link on social media and in your mailing list
• Add the link to your event website or Facebook event page
• Embed button: embed the Startlek registration form on your own website
• QR code: print and place on posters and flyers

Managing participants after opening registration

Once registration is open, the organiser dashboard shows: a full participant list with filters, payment statuses, the ability to add or cancel registrations manually, bulk email to participants, and export to Excel for timing company use.

• Filters: by distance, payment status, registration date, gender
• Manual add: for participants who registered offline or through partners
• Bulk email: reminders, schedule changes, important updates
• Data export: CSV or Excel for the timing company
• Statistics: registrations by distance, sales dynamics, revenue

Common organiser mistakes

• Opening registration without testing — find bugs before participants do
• A form that is too long — every extra field reduces conversion by 5–10%
• Not setting a participant cap — you could sell more spots than physically exist
• Forgetting mobile users — always test your form on a smartphone
• Publishing registration without regulations — the first participant questions will be about the rules