Race Timing, Registration, & Event Support Services

Whether you're planning your first 5K or organizing a large-scale ultra or XC meet, Upstate Race Series offers full-service race solutions across the Southeast to help your event run smoothly from start to finish.

What to Expect

When you contact our service team, we’re ready to answer any questions you have about hosting your event. Whether it’s your first annual race or your 50th, our crew brings over 100 years of combined experience working behind the scenes, behind the finish line, and alongside race organizations just like yours.

In our initial consultation, we focus on two main objectives:

• Guidance – Helping you clarify your vision, answer your questions, and point you toward a successful race day.

• Education – After servicing 150+ races in 2025 alone, we know where the obvious pain points tend to appear. Our goal is to help you avoid those pitfalls and create a smooth, “downhill finish” experience for your runners and staff.

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Initial Consultation: The W’s

We’ll start by walking through the basics:

• What – Type of event, distances, target participants
• When – Date, start times, and seasonal considerations
• Where – Course location, venue logistics, permits, and access
• Why – Many runners love supporting a cause. We want to understand your “why” so we can help you tell that story and bring people to your start line.

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Registration Setup & Management

As a Certified RunSignUp Account Specialist, we can leverage the full RSU ecosystem to support your event:

• Custom online registration setup and management
• Participant engagement tools before, during, and after race day
• Instant results and live tracking options
• RaceJoy integration for an upgraded race-day experience
• Organizational website tools through RSU

Our team holds the following RunSignUp certifications:

• RSU Certified Timer
• RSU Certified Race Day CheckIn
• RSU Certified Race Day Scoring
• RSU Race Joy Certified

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Marketing & Promotion

We can also support your outreach and communication:

• Email marketing to your participants and interested runners
• Website support to clearly present race info and registration links
• Social media integration and promotion strategies to help grow your event

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Continued Support & Race Day Services

Our relationship doesn’t end once registration opens. We offer:

• Ongoing guidance leading up to race day
• On-site race day servicing to help ensure timing, check-in, and finish line operations run smoothly
• Post-race support and feedback to help you grow and improve your event year after year

Core Services 

We support race directors, schools, nonprofits, and community groups

• Chip Timing & Results – Road, Trail, XC, Ultra
• Registration Management – RunSignUp setup & support
• Event Consulting – Logistics, permits, course design
• Marketing & Promotion – Social, email, and club outreach
• Race Essentials – Custom bibs, awards, shirts, signage

🖥️ Registration Support – Powered by RunSignUp

As a certified RunSignUp contractor, we offer hands-on assistance for all registration needs:
Event page setup & pricing

• Bib assignment, wave starts, and add-ons
• Participant transfers, refunds, and deferrals
• Custom emails, payout reports, and fundraising tools
• Store integration for merchandise sales
• Live check-in & results through RaceDay apps

⏱️ Race Timing Packages

All packages include:

• Chip Timing 
• Bibs + Safety Pins
• Finish Line Arch + Chute Setup
• Race Clock
• Instant Results (Live and Online)

Road & Trail Races (5K – Ultra)

• $500 Base Setup + $2.50 per participant
  • ($.50 Discount Per Runner Fee on races larger than 300+)
• Includes 3 hours of onsite timing
• Additional timing: $60/hour

Middle & High School Cross Country Meets

• $500 Base Setup + $1 per participant
  
  • ($.50 Discount Per Runner Fee on races larger than 300+)
• Includes 3 hours of onsite timing
• Additional timing: $60/hour

Add-On Services

Optional upgrades to enhance your race experience: Contact for Quote

• Website/Registration Design
• Music / DJ / Announcer Services 
• Equipment Rental - Barricades, Traffic Cones, Crowd Control, Course Arrows
• Awards & Age Group Medals (Hickory Handcrafted)
• Custom Bibs (via Emedia)
• Event Insurance (via IMG)
• Porta-John Rentals (via Royal Flush)
• Vendor Coordination (Food, Retail, Wellness)
• Logo Design, Stickers, Branding, and more

Marketing & Promotion

As part of our partnership, your race gets exposure to 10,000+ local runners:

• Club newsletter (1,500+ members)
• Facebook & Instagram features
• Event listing on UpstateRaceSeries.com (30K monthly views)
• Inclusion in Upstate Running Club race calendar
• Optional discount program to boost participation

Why Work With Us?

• 50+ years of combined race directing and timing experience
• Reliable, professional, and community-focused
• Personalized support from planning through race day
• Trusted by over 100 events annually across SC, NC, GA

Let’s Get Started

📧 Email: UpstateRaceSeries@gmail.com
📞 Call or Text: 864-867-2569
🌐 Website: www.UpstateRaceSeries.com

We’re here to help make your event successful, memorable, and easy to manage—so you can focus on your cause, your course, and your community.

 

Appendix A: Race Director Resource Guide – Top 25 Checklist

Use this guide to plan a smooth, successful event. Services marked with an asterisk (★) are areas where Upstate Race Series can provide direct support.

Planning & Permits

• Define Race Format & Goals – Distance, audience, theme, charity focus 
• Secure Venue & Date – Check with local parks, cities, and venues for availability
• Obtain Permits & Insurance – Apply early for road closures, police, or land use 
• Design the Course – Measure distance, identify hazards, and plan aid stations 
• Develop a Budget – Account for permits, insurance, shirts, awards, timing, etc.

Registration & Setup

• Set Up Online Registration – Custom page on RunSignUp, pricing tiers, caps 
• Add-on Store Items – Shirts, merch, post-race meals, or donation options 
• Enable Participant Tools – Bib assignment, transfers, deferrals, and refund policies 
• Configure Email Tools – Customize confirmation messages and reminders 
• Monitor Signups & Engagement – Adjust marketing strategy as needed 

Marketing & Promotion

• Create a Promo Plan – Social media, flyers, digital ads, referral incentives 
• List Event on Local Calendars – Running stores, news outlets, community boards
• Send Email Campaigns – Announcements, discount codes, reminders 
• Engage with Running Clubs – Offer club discounts (URC, etc.) for added exposure 
• Promote via Upstate Race Series – Social posts, newsletters, website listing 

Timing & Race Day Logistics

• Secure Timing Services – RFID chip timing, race clock, finish chute setup 
• Order Race Bibs & Safety Pins – With or without custom branding 
• Coordinate Packet Pickup – RaceDay CheckIn App and staffing plan 
• Plan Start/Finish Line Setup – Arch, signage, cones, banners 
• Print Signage & Maps – Course arrows, water station signs, mile markers

Swag, Awards, & Amenities

• Order Shirts – Work with a trusted vendor, set sizes by registration deadlines 
• Plan Awards & Medals – Overall and age group, custom or stock options 
• Coordinate Porta-Johns – Reserve based on number of participants 
• Plan for Water & Aid Stations – Tables, coolers, volunteers, trash bags 
• Recruit Volunteers & Staff – Assign roles for setup, aid stations, finish line 

Bonus Notes:

• Create a master timeline 8–12 weeks out
• Build templates for repeat events
• Add race photos and video for future marketing 
• Post-race survey or recap email for feedback