5K Race Registration Form Template
Get runners to the start line — pace-group seeding, finisher tees, first-aid notes, and guardian consent that appears only for entrants under 18.
Enter the 5K in about two minutes. Your bib number and race-day instructions follow by email once entries are confirmed.
A road race is a logistics event wearing running shoes. Bibs must be printed, corrals seeded, tees ordered, and a medical tent briefed — and all four of those workstreams are fed by this one form, weeks before anyone laces up.
Why these fields. The name field says "as it should appear in results" because results are forever: finish-line photos get shared and age-group placings get screenshotted, and the difference between a keepsake and a typo is set at registration. Age group is required for two reasons — placings are scored by division, and the under-18 answer triggers the form's most important behavior: a logic rule reveals guardian-name and guardian-approval fields only for minors, so adult entrants never see them while no minor can slip through without consent on record. Estimated finish time is how small races seed start corrals; honest self-sorting at the line prevents the opening-quarter-mile weave of walkers and racers that causes most course congestion (and most grumbling). The finisher tee question carries a hidden deadline — apparel orders lock long before race day, and sizes collected at entry mean your order is a pivot table, not a guessing game. The first-aid note goes to one audience only, the medical crew, and the confidential phrasing is what makes runners actually fill it in. The waiver acceptance is timestamped with the entry, which is exactly what your insurer and permit office want to see.
What we left out. Emergency contact numbers on the entry itself — most small races collect them at bib pickup where they can be verified, and shorter entry forms fill faster. Also absent: charity fundraising fields and team names, which belong on a dedicated team entry when your race grows into one.
Who uses this. Park runs going official, school and charity 5Ks, running-store community races, corporate wellness runs, and turkey trots — any race where the organizing committee is volunteers and the timing budget is finite.
Make it yours. Set close-after-N-responses to your permitted field size so the race sells out cleanly, with a closed message pointing to next year's interest list. Entry fees settle through your existing channel; reconcile against the CSV export, which doubles as the file your timing company or bib printer ingests. Add a webhook if you want each entry to land in the race committee's channel the moment it arrives.
Race-week move. Export the CSV the day entries close and sort by estimated finish time: that column is your corral plan, your pace-sign order, and your volunteer briefing about when the course will be busiest, all in one sort.
Frequently asked questions
How does the form handle runners under 18?
Choosing the under-18 age group reveals guardian-name and guardian-approval fields via a logic rule — both required — so minors always carry consent while adults skip those questions entirely.
Can entries close automatically at our permitted field size?
Yes — set close-after-N-responses in Settings and the form sells out on its own, showing your closed message with a waitlist or next-race pointer.
How do we get entries to the timing company?
The CSV export includes names, age groups, and pace estimates in clean columns — most timing providers accept it directly for bib assignment and seeding.
Can we require a drawn signature on the waiver?
Swap the acceptance question for a signature block in the editor; runners (or guardians) sign with a finger or mouse and the signature is stored with the entry.