✅ Close Entries & Plan for What's Next
Before event day, make sure you've:
Confirmed your registration closing date.
Decided whether entries will close automatically or manually.
Created a provisional ticket for next year's event if you're offering deferrals. More info on renewing races here
Planned when next year's event will launch.
Consider using a Register Interest option if registrations aren't ready to open immediately.
Eventrac tip: Provisional tickets allow participants to defer while keeping your current start list as accurate as possible.
✅ Import Participants & Assign Bibs
If you're importing participants from clubs, charities, or external systems, do it early to allow time to spot duplicate entries or missing information.
Before race day:
Complete any participant imports. More info on importing participants here
Review records for accuracy.
Decide how bib numbers will be assigned. More info on assigning bibs here
Test your bib allocation process.
Eventrac tip: Use the built-in bib assignment feature to link bib numbers directly to participants and their results.
✅ Review Your FAQs
FAQs help participants find answers quickly and reduce repetitive enquiries.
Your event-specific FAQs based on common participant questions. More info on adding FAQs to your event pages here
System FAQs covering participant self-service and Eventrac processes.
Enabled your support agent to reduce enquiries. More info on enabling and personalising your support agent
✅ Schedule Participant Communications
Clear communication reduces support queries and improves the participant experience.
Plan your:
Pre-event emails
Arrival information
Parking details
Race pack collection
Start times
FAQs
Post-event emails
Results
Photos
Review requests
Future event promotions
✅ Check Start Lists & Shared Reports
Make sure you have all the information you need for the key stakeholders and can share it securely with the right people.
Review:
Estimated finish times
Emergency contact details
T-shirt sizes
Fundraising information
Any custom participant questions
Eventrac tip: Use Shared Reports to personalise and share live participant reports with trusted partners without emailing spreadsheets or exposing unnecessary data.
✅ Test Check-In & Plan On-the-Day Entries
A smooth check-in experience sets the tone for the entire event.
Before race day:
Test the scanning app.
Check your data connectivity.
Charge all devices.
Confirm volunteers understand the process.
Brief volunteers on check-in procedures.
If accepting on-the-day entries, also make sure you have:
Your timers are aware you’re taking on the day entries
Tickets open to accept new entries
A separate queue for people who don’t have a ticket
A poster with your Event Page URL as a QR code people can scan.
Eventrac tip: The scanning app syncs participant data in real time, giving you visibility of who has attended your event using nothing more than a smart device and data connection.
✅ Prepare Reviews, Results & Photos
Participants are eager to relive their experience once they cross the finish line.
Before event day:
Set up automated review requests.
Decide how reviews will be moderated.
Prepare your results upload process.
Gather photo gallery links from photographers.
Confirm result publication responsibilities and timings.
Eventrac tip: Upload confirmed results via CSV so they automatically feed into participant profiles. If you already have photo gallery links, add them in advance to save valuable time on the day.
You're Ready for Race Day
Strong preparation leads to smoother operations, happier participants, and a more successful event overall.
Use this checklist before every event to minimise last-minute surprises, improve efficiency, and keep participants coming back year after year.