Upstate Race Series Invoice

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.

 

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

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🖥️ 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)

• $450 Base Setup + $2.25 per participant
  • ($.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

• $450 Base Setup + $1.00 per athlete
  • ($.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
• 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