Hours-long lines at packet pickup. Lackluster goodie bags. Unorganized gear check. Overcrowded race course. Shortage of water at aid stations.
On a weekend when runners are focused on burning calories from turkey, stuffing and pie, the last thing they want to think about are hiccups that can ruin a Thanksgiving workout.
Just because the lakefront isn't jammed with runners doesn't mean it's not race season. In fact, Chicago will host at least four Turkey Trot races during the long weekend.
Which means organizers never really get a break. They always have to be on their toes behind the scenes, attending to nitty-gritty planning months ahead of time so the races run smoothly.
With more than 300 organizations requesting permits to hold athletic events in Chicago this year, races are a big business. Thousands of dollars and hundreds of hours of planning go into holding those races, which count more than 600,000 participants, according to the city's Department of Cultural Affairs and Special Events. The department acts as a go-between for getting the city's approval to allow the races.
"The easy part is the day of the event. ... The six to eight months of planning is where all the work goes, and that doesn't seem visible to runners," said Hank Zemola, CEO of Special Events Management, which puts on 45 races in the Chicago area.
The experience for runners should feel effortless, said Dave Zimmer, owner and president of Fleet Feet Chicago, which hosts the Soldier Field 10 Miler.
"Race organizers by and large spend a large amount of time trying to make sure when people walk into the area that it's easy to navigate from the time they get there, run the race and leave and it looks flawless," he said.
Zimmer takes pride in being part of someone accomplishing his or her goal of running a race. "It's all about the runner's experience. That is in everything that we do," he said.
Step 1: Start with a concept, goal and budget
Organizers typically host a race to raise money for a charity or awareness of an organization while tying in a fun factor to get people psyched.
For example, Fleet Feet's Elvis is Alive 5K adds a dose of goofiness to a race, and the women's half marathon commemorates Title IX legislation.
The registration fee runners pay is based on amenities for the athletes and defrays the expense of staging the race. Organizers also rely on corporate sponsorships to make financial contributions or in-kind donations to help underwrite the cost.
But bigger isn't always better. More runners mean race expenses grow and the overall experience could suffer.
Step 2: Apply for permits
Organizers consider staging the race along the lakefront path or on city streets. They also take into account other events planned for that day that are competing for city resources.
If the race will be held on the lakefront path or the finish area is in a park, the Chicago Park District requires a special event permit and sets a daily rental fee depending on the number of participants.
If races are held on city streets, separate city permits are required and costs rise because organizers will be charged for barricades and for Chicago police or other aides to direct traffic. Organizers must obtain a temporary food license and special event liquor license if they plan to serve beer or food.
Step 3: Work out logistics
In addition to permits, there's other paperwork involved, including proper insurance, setting up a security plan and designing a race-day site map. Also needed: plans for noise control, trash removal and recycling (required at all events on Park District property). Perhaps most importantly, race organizers need to set up on-site medical services. Often, a private ambulance company is hired to treat runners for injuries or dehydration, or respond to medical emergencies.
Step 4: Meet with city officials
City officials including the local aldermen, CTA and public safety departments weigh in on safety and traffic plans. They talk about traffic congestion, road construction and any re-routes of CTA buses due to street closures. Also up for discussion is which streets will be closed and for how long so public safety agencies know how to navigate the city during the event.
Step 5: Acquire bids from vendors
Three to five months in advance, organizers start to line up vendors who provide amenities such as portable toilets, sound systems, stages, race clocks, water, timing chips, T-shirts, hand sinks-the list goes on.
Step 6: Open registration
Runners begin to sign up online at least five months ahead of most races. About three to five months in advance, advertising kicks into high gear and organizers begin promoting their race at other events, running stores and health clubs.
Step 7: Recruit volunteers
Hundreds of volunteers are needed for
a number of tasks: handling gear check, handing out water and directing runners. Getting volunteers on board typically starts three months in advance.
Step 8: Prepare for the race
The week or two before the race is crunch time. Goodie bags get stuffed. Little orange flags get placed at the site where tents will go. A music playlist is created to amp up the crowd on race day. Then there's packet pickup for runners with shirts, bib numbers and gear check bags. Some races offer multiple pickup sites.
Step 9: Set up on race day
Organizers arrive to set up the course at least three hours before the race starts, well in advance of when runners show up. They place mile markers and time clocks along the route and arrange for EMTs to ride along the course on bikes in case of emergencies.
Volunteers will work gear check. They'll man the hydration stations generally set up with two water and two Gatorade cups per runner at each aid station, plus some extra on hand.
Step 10: Do a post-race recap
Breakdown of the race begins once the first person crosses the start line. Generally, race organizers will be packed up about two hours after the last runner crosses the finish line. They then get runner feedback, review what to improve, and start planning for next year.
Sources: Dave Zimmer, Fleet Feet Chicago owner and president; Hank Zemola, Special Events Management CEO; Bryan Ganek, Chicago Area Runners Association Road Race Services and Volunteer Coordinator
lvivanco@tribune.com | @lvivanco