Full service 5K Event Management & Timing Company

Gaston County Department of Health & Human Services-Social Services Division (DHHS) is in need of a Full Service 5K Event Management Company. The intent of the RFQ is to obtain qualified and competent personnel on a timely basis.

Interested vendors should be able to provide staff meeting minimum qualifications as defined by Gaston County DHHS. Any contract award is contingent upon the availability of funds to purchase specified services.

5K RACE EVENT MANAGEMENT SERVICES

Services shall include the following:

Event Venue Coordination

• Coordinate with the selected venue regarding event logistics, scheduling, and operational requirements.
• Attend venue walkthroughs and planning meetings.
• Develop venue layouts and event site maps.
• Coordinate event setup and breakdown requirements.

Permitting and Government Coordination

• Prepare and submit permit applications required by local municipalities and governmental agencies.
• Coordinate permit review, revisions, approvals, and compliance requirements.
• Manage implementation of permit conditions on event day.

Registration Platform and Website Management

• Establish and manage online race registration through Race Roster, RunSignUp, or a comparable platform.
• Configure registration categories, pricing structures, fundraising options, and participant information.
• Maintain and update event website content throughout the registration period.

Participant Communications

• Manage participant correspondence before, during, and after the Event.
• Respond to participant inquiries and customer service requests.
• Develop and distribute participant informational emails, race instructions, and event updates.

Event Promotion and Community Outreach

• Submit Event information to community calendars and public event listings.
• Execute one month of targeted social media advertising through GAE marketing channels.
• Coordinate community engagement efforts related to the Event.

Fundraising Campaign Administration

• Establish and manage online fundraising functionality associated with the Event.
• Draft and distribute fundraising communications.
• Assist participants with peer-to-peer fundraising page setup and usage.
• Respond to fundraising-related participant inquiries.

Packet Pickup Management

• Plan and manage one (1) pre-race packet pickup event.
• Coordinate race-day packet pickup operations.
• Transport race materials, including shirts, bibs, signage, and event supplies as necessary.

Volunteer Coordination

• Develop a volunteer staffing plan.
• Create volunteer assignments, schedules, and deployment plans.
• Manage volunteer communications and training materials.
• Coordinate volunteer placement and supervision on event day.

Race Timing Coordination

• Coordinate race timing services and timing personnel.
• Manage participant data and race results.
• Coordinate timing equipment, finish-line operations, and results communications.
• Provide one (1) standard timing location.

Racecourse Design and Management

• Design and measure the racecourse.
• Coordinate course approval with applicable agencies.
• Develop course maps, traffic control layouts, and volunteer deployment plans.
• Coordinate racecourse marking, directional signage, cones, and route indicators.
• Oversee racecourse setup on event day.

Hydration Stations

• Provide and manage one (1) on-course water station.
• Provide and manage one (1) finish-line water station.

Event Operations Planning

• Develop a detailed race-day operations schedule.
• Create a run-of-show document.
• Develop announcement schedules.
• Prepare start/finish area site maps and setup plans.

Event Day Management

• Provide on-site coordination and management of all contracted services.
• Serve as the primary event operations coordinator.
• Coordinate vendors, volunteers, timing staff, and operational logistics throughout the Event.
• Monitor implementation of race plans and resolve operational issues as they arise.