Organizers: Steps for Running a Track Event

How To Run A Hershey's Track & Field Event

Consider hosting the Hershey's Track & Field Games in your community. It's easy and fun, and a great way to provide a positive influence while fostering some friendly competition. It's also a great way to get youth in your community involved in a physical fitness program. We have step-by-step instructions for everything you need to plan a track & field meet and helpful tips that make it easy.

Five steps to hosting a meet

  1. Contact your state/provincial chair

    The chair will help you coordinate your track & field event so it takes place before the state/provincial deadline, as well as act as a resource in planning your event.

  2. How to Access the Event Manager

    The Event Manager is filled with helpful information and material to make hosting a track & field event easy. Use this section to:

    • Print forms and spreadsheets for event management.
    • Customize and print certificates of participation, banners, flyers and ads.
    • Access Materials Catalog for a listing of vendors who offer customized Hershey's Track & Field Games items.

  3. Secure a location for the track event

    All you need is a place to run and a place to jump – a track is not even necessary. Past events have been held on airport runways and in open fields.

  4. Gather equipment

    For local track & field events, the most important items of equipment are softballs, measuring tape and stopwatches. Other items you might want to include are awards and traffic cones.

  5. Recruit volunteers

    Small, track & field events will only need a handful of volunteers, each performing several duties. Potential volunteers include recreation department staff members, service clubs, track clubs or members of a high school track team. Larger events will need to have multiple volunteers performing the same function.

Five helpful tips

  1. Don't wait until the last minute

    • Consider requiring advanced registration for your track & field events. Hold a registration night to collect entry forms.
    • Have a year round volunteer recruitment plan. Many colleges and high schools require students to complete service hours.
    • Work in advance with local media (newspapers, public access TV and radio) to promote your track & field program.

  2. Always have a back-up plan

    • Think of options for inclement weather, lack of volunteers, injuries, illnesses, etc.

  3. Make registration easy and convenient so there are few barriers for participation

    • Incorporate the track and field events into summer day camp/playground programs.
    • Implement the track and field program as part of a school physical educational program. Offer to handle the paperwork for the school.

  4. Recruit as many volunteers as possible, being specific and enthusiastic in your approach

    • Provide lunch and t-shirt to volunteers.
    • Choose the appropriate audience. For example: Work with local high school and track & field programs to volunteer and organize events.
    • Show your commitment to the track & field event or program so others will sense your excitement.
    • Invite groups versus individuals. People enjoy social opportunities while volunteering.
    • Consider asking local businesses, special interest groups and neighborhood associations for volunteers.

  5. Make the event as family-friendly as possible

    • Include an opportunity for parents to record their miles walked during track and field practices so they don't have to just sit in the bleachers.
    • Include opportunities for younger children (8 and younger) to race in an exhibition 50 meter dash at the meets.

For complete information regarding Hershey's Track & Field Games or for detailed information on how to run a local, district or state meet, download the Official Rule Book (5 MB) in PDF format.