Sellout Race: Sample Communication with your Runners

When you are opening registration for a fast sellout race, we strongly encourage thorough communication with your potential runners to ensure a smooth registration process for them. This is a sample of an email communication you may want to send out (the specific parameters will vary depending on your event):

Hi runners,

It’s almost Go Time! Registration for the 2016 Awesome RunSignUp Race opens on 3/15/16 at 9:00am ET. The race has sold out in a few hours each of the last few years and we expect to sellout this year, as well. We have some advice to help you prepare for registration, and ensure that you can get through registration (and into the race!) quickly:

Registration Information

  • The link for registration will be:
  • Registration will be live precisely at 9:00am ET on 3/15. You may need to refresh your browser if you are on the page prior to 9:00am
  • Registration will cost $50/runner. You can register up to 2 people in your transaction; no duplicate entries allowed (they will be rejected).
  • Know where you are registering from! Some offices will have blocking software that can prevent reaching the registration webpage; ensure you have a computer or mobile device that can navigate to the registration page.

Prepare for Faster Registration

  • Before the 15th, make sure you have an account (and remember the password) on RunSignUp
  • Login to RunSignUp, and verify that all your profile information is correct (or correct it!)
  • From your RunSignUp profile, use the “Update Info” button to pre-set your preferences, including emergency contact info and your preferred t-shirt size. This will auto-populate these fields during your registration.
  • Have your credit card at hand! If you have recently registered for a race on RunSignUp, you may have chosen to save your credit card information, but it’s best to have the card information with you.

When we reach our registration cap, a waitlist will open. You can join the waitlist until 3/21/16 at 11:59pm. Registered runners who become injured or are otherwise unable to run will be able to transfer their registration to the next person on the waitlist for a $15 fee, at anytime prior to 5/15/16.

Good luck!

-The Awesome RunSignUp Race

Author: RunSignUp

RunSignUp is the leading innovator of online tools for race registration, race day solutions, and running clubs. Services include RunSignUp for registration, RunSignUp Go for Race Day, RunSignUp RD Go for Timers, RunSignUp Clubs to enable membership management, and RaceJoy for mobile experiences. More than 10,000 race directors, timers, running club officers and running stores use these services today, including leading organizations like the Boilermaker Road Race, Crim Festival of Races, Pittsburgh Three Rivers Marathon, Inc., Fifth Third River Bank Run, Blacklight Run, Bubble Run, Night Nation, Mercedes Marathon, Kentucky Derby Festival, Leone Timing, KC Running Company, Compuscore Timing, Knoxville Track Club, Pikes Peak Road Runners, Gulf Coast Runners, Columbus Running Company, Playmakers Running Store and many more. In 2015, over 10,000 races used the system to register more than 2.7 million participants. In 2016 over 14,000 races will use the system to process over 4.3 million paid registrations. Services are free except for processing fees when conducting monetary transactions such as race registration or club membership renewal. RunSignUp is founded by runners for runners, using technical capabilities to bring the power of cloud computing to benefit the running community. For more information, visit

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