Nonprofit Charity Run and Walk Event Planning Checklist
Charity runs and walks require extensive municipal permits, safety planning, and participant fundraising compliance. This checklist ensures all logistical, safety, and regulatory requirements are met from initial planning through post-event reporting.
- Industry: Nonprofit
- Frequency: Per Event
- Estimated Time: Ongoing during planning period
- Role: Event Coordinator
- Total Items: 27
Permits and Municipal Approvals
Secure all required permits.
- Road closure or street use permit obtained from municipality?
- Park or public space use permit obtained if applicable?
- Police department coordination confirmed for traffic control?
- Event liability insurance certificate obtained and provided to all required parties?
- Course measurement certified for competitive events?
Participant Safety
Plan participant safety measures.
- Medical or first aid team stationed on course?
- Water and aid stations every mile per safety standards?
- Course marshals and directional volunteers at all turns and hazards?
- Sweep vehicle or system for participants unable to finish?
- Communication system (radios or phones) connecting all course officials?
Accessibility and Inclusion
Ensure event is accessible.
- Course accessible for wheelchair and handcycle participants?
- Start/finish area, restrooms, and facilities ADA accessible?
- Stroller and walking participation policy communicated?
- Directional and safety signage large print and visible?
Peer-to-Peer Fundraising Compliance
Verify P2P fundraising compliance.
- Peer-to-peer fundraising platform compliant with charitable solicitation laws in all solicited states?
- Minimum fundraising requirements communicated to registered participants?
- Automated donor receipts from P2P platform meeting IRS substantiation requirements?
- Participant registration refund and cancellation policy published?
Race Day Logistics
Confirm race day logistics.
- Chip timing system set up and tested?
- Packet pickup process planned with sufficient staff?
- Parking and transportation plan communicated to participants?
- Awards or recognition ceremony planned?
Post-Event Reporting
Complete post-event requirements.
- All registration fees and fundraising revenue reconciled within 5 business days?
- Official race results posted for participants?
- Thank-you communications sent to participants, sponsors, and donors?
- Impact report showing funds raised and mission impact distributed?
- Form 990 Schedule G data captured for reporting?
Related Nonprofit Checklists
- Nonprofit Major Donor Stewardship Event Planning
- Nonprofit Peer-to-Peer Fundraising Campaign Compliance
- Nonprofit Special Event Revenue Compliance and Reporting
- Nonprofit Year-End Annual Appeal Campaign Management
- Nonprofit Program Service Quality and Outcomes Audit
- Nonprofit Beneficiary Intake and Services Coordination
- Nonprofit Program Outcomes and Impact Measurement Report
- Nonprofit Grant Application Readiness Review
Related Fundraising Events Checklists
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Why Use This Nonprofit Charity Run and Walk Event Planning Checklist?
This nonprofit charity run and walk event planning checklist helps nonprofit teams maintain compliance and operational excellence. Designed for event coordinator professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: per event.
Frequently Asked Questions
What does the Nonprofit Charity Run and Walk Event Planning Checklist cover?
This checklist covers 27 inspection items across 6 sections: Permits and Municipal Approvals, Participant Safety, Accessibility and Inclusion, Peer-to-Peer Fundraising Compliance, Race Day Logistics, Post-Event Reporting. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed per event. Each completion takes approximately Ongoing during planning period.
Who should use this Nonprofit Charity Run and Walk Event Planning Checklist?
This checklist is designed for Event Coordinator professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.