How many volunteers do I need for my 5k race?

How many volunteers should you have for your 5k race?  With timing 250 races annually and producing 10 races a year I feel that I have a good answer for race directors.  When lining up volunteers a general rule of thumb is to have a volunteer to participant ratio of 1:20.  That's right for every 20 runners you should have one volunteer to help you.  

Ratio 1:20

For example, if you have a race of 100 participants you should have 5 volunteers to help you out at the race.  It is important that you as the race director know your volunteers ability and how to best utilize them.  If you have a very bubbly personable person that is someone you want at the registration greeting people and checking them into the race.  If you have someone who maybe isn't as personable that is the person you want setting up tables and helping with the heavy work.  Those are just two examples of some roles you volunteers could be doing.  If you are making your race an annual event it gets much easier after the first year, but it is important to keep your volunteers in the same role as they did the year before.  If you do that then you won't have to retrain your volunteers every year.

Packet Pickup

Help yourself out on race day by hosting a packet pickup the day before the race.  This will allow runners the opportunity to check into the race and pick up their shirts, goodies, and race bibs before the race day.  This will cut down on lines on the day of the race and will make it easier for your volunteers to manage.  Runners also appreciate having a packet pickup knowing that they don't need to show up to the race early to sign in is an added bonus for them and it also shows that you put the extra effort into making your race a good one. 

On Race Day

You are in charge of everything and people will be asking you a lot of questions so it's good to have everything in place and your plan ready to go.  Have your volunteers show up 1.5 hours before the race to help with setting up and getting everything organized.  You as the race director should be there at a minimum 2 hours before the race.  If you hire J3 Timing to handle all of your timing and finish line needs they will be there 2-3 hours before the race setting up.  If you have 100 runners you should have 2 of your volunteers at a table handling all of your pre-registered runners.  The pre-registered line will go pretty quick as runners are already registered you just need to cross them off and hand out their race shirt and race bib.  It would be wise to use your other 3 volunteers to handle all race day registrations.  Anyone who is not pre-registered will need to complete a registration form, sign the race waver, and pay the race day entry fee.  The race day registration information will also need to be relayed to the timers so they can enter their data and bib number into their computers before the race begins.  You as the race director will need to mark the course and put up any course signs that are appropriate.  If possible, you want to do most of your course markings and signs the night before the race.  Getting the course marked accurately is the most important part of the race you do not want to have a runner make a wrong turn and mess up the course or worse have people follow him in the wrong direction.  Once the race begins have your 5 volunteers transition to putting away registration boxes and to setup the refreshments and water for the finishers.  At the conclusion of the race have your volunteers help with cleanup and make sure you offer them a race t-shirt if you have extras.  It's important to take care and thank you volunteers so they want to come back and help you again next year.  

Thanks!