Parents: Steps for Organizing a Track Meet

How To Run A Hershey's Track & Field Event

As a parent, it's important to make health and exercise a priority with your children. Hershey's Track & Field Games are a great way for your children to have fun with other children in the community.

Consider hosting a Hershey's Track & Field Games event in your community. It's easy and fun, and a great way to provide a positive influence while fostering some friendly competition. We have step-by-step instructions for everything you need to plan a track & field event 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

    Once approved by the state/provincial chair, you will have access to the event manager.

    The event manager is filled with helpful information and material to make hosting a track & field event easy. You will 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. Step Five: 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.