ORGANIZE A 5K IN VIRGINIA

This section includes a checklist of what you need to plan, organize and prepare to conduct a 5K on City streets, parks, and/or sidewalks.

PLEASE NOTE: 5K and/or Road Race Event applicants must be 21 years of age or older, and the application must be submitted at least three days prior to rental of a facility. Facilities may be booked up to one year in advance.

CHECKLIST FOR 5K RACE EVENT ORGANIZERS

Click HERE for a PDF of the checklist

Identify desired date(s), time, and race course for your event. The courses on the bottom of this checklist are suggested, but you may create a course on existing city sidewalks/trails. A map of existing sidewalks in the City of Virginia is available online at http://arcg.is/1zz8zi.
Determine whether you will rent a park building or pavilion for the event. Rental of at least one facility is suggested. For more about rentals, read the City’s “Park & Recreation Rental Policy.”
Determine whether you will use tents (must be free-standing) on public property for the event.
Determine whether you will have a first-aid station for participant use on race day.
Determine whether you or vendors will sell liquor on-site as a part of your event.
- Please note: If liquor is sold, liquor licensing and insurance regulations must be met.
Determine if you wish the race course to be closed to the public during the event.
- Please note: The city council must approve if a park, trail, or sidewalk is closed for an exclusive use for which an admission is required.
Prepare a letter, map of race course, and a copy of the “Application for Use of City of Virginia Park Facility.” Submit these materials to Pamela LaBine at plabine@virginiamn.us or at the address below.

Pamela LaBine, City Clerk

City of Virginia

327 South 1st Street

Virginia, MN 55792

The City of Virginia will review your application.
- The Parks & Recreation Department will review facility availability on requested date(s).
- The Parks & Recreation Department will identify whether desired activities take place fully on public property; if not, the applicant will be directed to obtain written permission from the owner(s) of any private property used.
- The Parks & Recreation Department will review the location and size of any event tents to be placed on public property.
- The Parks & Recreation Department director will review if the event includes consumption or sale of alcohol on public property.
- If the event is proposed to make exclusive use of any trails or streets, the Parks & Recreation Department director will make recommendations for signage and capacity of staff/volunteers the applicant must organize for the event.
- The Police Department will determine proper accommodations that must be made for the event (i.e. additional parking, transportation to the site, additional toilets, additional police officers or security measures).
Work with the City of Virginia to revise event plans, as needed.
Enter into a contract for facility use and/or rental.
- Please note: A waiver of liability must be included on the contract form. After contract completion, City administration will present the contract to the city council for consideration; requests for exclusive use of facilities or waiving fees will be presented to the council at this time.
Submit rental fee, damage deposit, special use fees, and fundraising fees as identified by City staff for your use.
- Please note: A fundraising fee may be waived by majority vote of the city council.
Supply a certificate of insurance to cover use of specialized equipment and facilities.
Provide copies of any advertising or promotion of the event to the City prior to production and distribution of materials for review by the Parks & Recreation Department.

Provide copies of the language supplied to and agreed to by participants of the event.
- Please note: The City of Virginia must be included in the indemnification clause signed by participants of the event.

View a map of existing sidewalks in the City of Virginia online at http://arcg.is/1zz8zi.

Download a copy of the Application for Use of City Park Facility (.pdf)

Download a PDF of the 5K Checklist for Event Organizers (.pdf)