Packet Pickup Strategies That Work: A "Good, Better, Best" Guide for Race Directors

Your race doesn’t begin at the starting line — it begins when a runner walks into packet pickup. A smooth, professional packet pickup builds excitement and confidence. A chaotic one creates frustration before the race even starts.

This guide breaks down the packet pickup process step-by-step, showing how race directors can evolve from “Good” systems that work, to “Better” systems that streamline, to “Best” systems that impress.

Each section includes challenges to avoid, ideal volunteer roles, and essential checklists. Use this as your roadmap to deliver a flawless pre-race experience.

The Packet Pickup Mindset

Think of packet pickup as your “first finish line.”

Every positive interaction builds runner trust.

Your volunteers are your race ambassadors — train them like team captains, not assistants.

1. Registration & Walk-Up Sign-Ups

Why It Matters: Registration sets the tone for every other packet pickup station. A well-managed system keeps lines moving, reduces data errors, and builds runner confidence from the start. The right approach depends on your comfort with technology and how tightly you want to control race-day logistics.

Good

Paper-Only Registration

Approach: Use printed registration forms, pens, and clipboards to collect participant details. Payments are made by cash or check.

Challenges:

Slow processing speed and prone to handwriting errors
Manual data entry required later
Difficult to reconcile payments or verify duplicates

Volunteer Roles:

Registration Clerk: Collect forms, verify waivers, handle payments
Queue Manager: Direct runners and maintain order
Data Entry Helper: Enter paper data post-event

Essential Checklist:

Print blank registration and waiver forms
Bring clipboards, pens, and small cash box for change
Organize completed forms alphabetically

Better

Electronic System with Day-Of Registration

Approach: Use laptops or tablets to process signups directly in an online registration system. Accept credit cards and digital payments on-site.

Challenges:

Requires stable internet and power access
Volunteers need familiarity with the registration software
May cause short delays during payment processing

Volunteer Roles:

Tech Volunteer: Set up tablets, manage logins
Data Assistant: Guide runners through digital forms
Payment Manager: Handle cash or card exceptions

Essential Checklist:

Enable same-day registration in your platform
Bring extra chargers, hotspots, and extension cords
Clearly label “Pre-Registered” vs “New Registration” lines

Best

Fully Electronic Registration with No Day-Of Sign-Ups

Approach: Close registration in advance and process all entries online. Only pre-registered runners appear in the digital check-in list.

Why It’s Best:

Removes registration lines entirely
Prevents data duplication or last-minute confusion
Allows you to finalize bibs and shirts early

Volunteer Roles:

Check-In Volunteer: Confirm pre-registered names via lookup or QR code
Support Volunteer: Resolve exceptions (e.g., name spelling)
Floater: Fill in at busy stations and keep flow balanced

Essential Checklist:

Communicate the registration deadline clearly to all runners
Print a backup roster as a failsafe
Test the online lookup tool before opening pickup

Common Mistake

Don’t rely solely on venue Wi-Fi. Always bring a backup hotspot and power banks. Congested venues can overload networks when hundreds of phones connect at once.

2. Bib Assignment & Lookup Strategies

Why It Matters: Your bib system connects the runner’s identity to their timing data and results. The more efficient your assignment process, the smoother your check-in flow and the fewer errors you’ll face on race day.

Good

Pre-Assigned Bibs

Approach: Assign bib numbers before the event and organize them by range or alphabetically.

Challenges:

High prep workload and sorting effort
Easy to misplace or duplicate numbers
Difficult to modify for transfers or changes

Volunteer Roles:

Bib Finder: Retrieve bibs by name or number range
Verifier: Match runner details to bib
List Recorder: Check off bibs as they’re distributed

Essential Checklist:

Label bins clearly by number range
Keep a printed list for quick lookups
Prepare blank bibs for replacements

Best

Dynamic Bib Assignment

Approach: Leave bibs unassigned until pickup. Volunteers assign the next available number through an online system or shared spreadsheet.

Why It’s Best:

Eliminates pre-sorting time and errors
Accommodates transfers, corrections, and walk-ups easily
Keeps the bib inventory flexible and trackable

Volunteer Roles:

Lookup Volunteer: Search runner in system and assign bib
Recorder: Update records in real-time
Verifier: Confirm details before handing over bib

Essential Checklist:

Test your lookup process thoroughly
Reserve a range of blank bibs for emergencies
Assign bibs sequentially to prevent gaps

Mailing BIBs

Consider offering a “bib mailing” option for runners who can’t attend packet pickup but will be present on race day. Mailing bibs in advance not only reduces on-site lines but also shows flexibility and professionalism — giving participants confidence that their race experience will be smooth from start to finish.

Teamwork Tip

Pair new volunteers with experienced ones during the first rush hour.
The extra set of eyes and hands ensures smooth training on live systems — and reduces early-day mistakes when lines are longest.

3. Bib Customization & Timing Method

Why It Matters: Your bibs are more than just numbers — they’re your connection between runners, timing, and branding. The right choice influences accuracy, event professionalism, and sponsor visibility.

Good

Plain Bibs

Approach: Use standard numbered bibs without additional features.

Challenges:

Manual timing process needed
Lacks professional or branded appearance
Missed opportunities for sponsor visibility

Volunteer Roles:

Bib Distributor: Hand out bibs by number or lookup
Timing Assistant: Record finish times manually

Essential Checklist:

Use waterproof materials
Keep spare bibs for no-shows or replacements

Better

Bibs with Pull Tabs

Approach: Include tear-off tabs for timing, raffles, or meal validation.

Challenges:

Pull tabs can tear prematurely if handled roughly
Volunteers must carefully track tab collection

Volunteer Roles:

Bib Distributor: Ensure tabs remain attached during handout
Tab Collector: Gather pull tabs at finish line

Essential Checklist:

Train volunteers on tab use
Provide containers for tab sorting at the finish line

Best

Chipped Bibs

Approach: Use bibs with embedded RFID timing chips for automatic, contactless results.

Why It’s Best:

Provides instant, accurate timing data
Reduces finish-line congestion
Integrates seamlessly with most timing systems

Volunteer Roles:

Bib Distributor: Confirm chip number matches registration record
Tech Support Volunteer: Assist with chip verification if needed

Essential Checklist:

Test chip readers before event day
Coordinate unique chip IDs with your timing vendor

Design Insight

Custom bibs serve as race souvenirs and sponsor showcases. Even a simple QR code linking to results adds a modern, professional touch.

4. Swag & Sponsor Item Distribution

Why It Matters: Swag bags and sponsor items are an opportunity to delight runners and strengthen partnerships. Your approach determines how smooth your flow is — and how much effort you’ll spend before race day.

Good

Pre-Stuffed Bags

Approach: Assemble identical bags with shirts, swag, and sponsor items ahead of time.

Challenges:

Requires extensive volunteer hours and storage space
No flexibility for late sponsor arrivals
Prone to shortages if counts aren’t tracked carefully

Volunteer Roles:

Bag Assembler: Pre-pack items
Quality Checker: Verify bag contents
Distributor: Hand bags to runners

Essential Checklist:

Set strict sponsor delivery deadlines
Keep bags in cool, dry storage
Prepare a 10% buffer inventory

Better

Swag Table Pickup

Approach: Lay out sponsor materials on tables for runners to collect as they walk through.

Challenges:

Creates minor congestion without direction
Requires ongoing table management

Volunteer Roles:

Table Attendant: Restock and monitor items
Flow Director: Keep runners moving smoothly

Essential Checklist:

Group items by category or sponsor
Label tables clearly
Track inventory to restock popular items

Best

Expo-Style Distribution

Approach: Transform packet pickup into a mini-expo with sponsor booths and interactive displays.

Why It’s Best:

Promotes community engagement and sponsor satisfaction
Reduces volunteer packing workload
Makes pickup an experience rather than a chore

Volunteer Roles:

Expo Coordinator: Manage vendor setup
Greeter: Welcome runners and answer questions
Sponsor Liaison: Help vendors with logistics

Essential Checklist:

Plan booth layout for natural movement
Provide signage and power as needed
Assign setup times and load-in instructions

Bag Type Selection

Choose from drawstring bags, zip-top bags, eco-friendly paper totes, or reusable bags based on budget and sponsor expectations. Standard poly tote bags offer cost savings while maintaining professional appearance.

Sponsor Success

Invite vendors to run raffles or product demos. Runners engage longer, and sponsors gain more visibility — a win for both sides.

5. T-Shirt & Apparel Distribution

Why It Matters: Shirt distribution is often the slowest packet pickup station. Clear organization prevents size mix-ups, long waits, and frustrated runners.

Good

Shirts Pre-Stuffed in Bags

Approach: Include shirts in each runner’s pre-packed bag.

Challenges:

Incorrect sizes can’t be changed easily
Runners can’t verify their shirt before receiving it

Volunteer Roles:

Bag Preparer: Match shirts to correct sizes during packing
Distributor: Hand out completed bags

Essential Checklist:

Verify shirt data before stuffing bags
Post exchange policy signage

Best

Lookup or Voucher System

Approach: Give volunteers a lookup list or ticket noting shirt size. Runners collect shirts from a dedicated table by showing their bib or voucher.

Why It’s Best:

Ensures accuracy and flexibility
Simplifies size exchanges
Streamlines volunteer workflow

Volunteer Roles:

Shirt Volunteer: Retrieve shirts by size
Swap Volunteer: Handle size changes
Inventory Lead: Track remaining quantities

Essential Checklist:

Clearly label shirt bins by size
Maintain a backup supply of popular sizes
Record size changes in log

Volunteer Comfort

Provide fans, water, and shaded areas at shirt tables. Cool volunteers are alert volunteers — and happy volunteers keep lines moving.

6. Physical Layout & Traffic Flow Design

Why It Matters: Even the best system can collapse under poor layout. Designing your packet pickup flow prevents cross-traffic, bottlenecks, and weather-related chaos.

Good

One Tent for Everything

Approach: Use a single tent or table for all stations.

Challenges:

Creates long lines and confusion
Hard to manage problem cases without disrupting flow

Volunteer Roles:

Multi-Task Volunteer: Handle bibs, shirts, and swag at once
Queue Manager: Keep runners orderly

Essential Checklist:

Display bold signage for each step
Provide weather protection and airflow

Better

Separate Stations

Approach: Create dedicated areas for registration, bibs, shirts, and swag.

Challenges:

Requires more space and staffing
May cause cross-traffic if poorly mapped

Volunteer Roles:

Station Lead: Manage one table each
Greeter: Direct runners between stations

Essential Checklist:

Use directional arrows and signage
Plan overflow space for peak times

Best

Streamlined Flow with Expo

Approach: Create a linear path — Registration → Bib → Shirt → Expo → Exit.

Why It’s Best:

Prevents backtracking or congestion
Encourages natural progression through stations
Supports sponsor engagement

Volunteer Roles:

Flow Director: Monitor queues and reroute as needed
Signage Volunteer: Maintain clear wayfinding
Weather Lead: Adjust setup for changing conditions

Essential Checklist:

Print and distribute volunteer layout maps
Secure tents with anchors or weights
Include a dedicated problem-resolution station

Layout Strategies by Venue Type

Indoor Venue

Linear flow approach: Align tables in sequence, use stanchions and rope to control lines, place overhead signage for visibility.

Space-limited option: Combine registration + bib into a single step, then separate the shirt table.

Outdoor/Tented

Multi-tent series: Position tents so prevailing wind runs parallel to aisles, not perpendicular. Use overlapping tent coverage.

Lower-resource option: Single large tent partitioned inside with stations, or staggered small pop-ups.

Weather Contingency

Storm plan: Reserve indoor backup location (gym, community hall). Use tent sidewalls when needed, move critical stations under covered areas first.

Wind protection: Use ground anchors, sandbags, tie-downs. Keep signage low to avoid wind sail effect. Side panels provide additional stability.

Layout Tip

Before race day, walk through your packet pickup area from a runner’s perspective. If it feels confusing to you, it will feel worse to them.

7. Equipment & Technology Recommendations

Why It Matters: Technology simplifies packet pickup — but only if it’s reliable. Choosing the right equipment ensures speed, accuracy, and peace of mind.

Good

Manual Lookup

Approach: Volunteers check names against printed lists.

Challenges:

Time-consuming for large crowds
Susceptible to misspellings or duplicates

Volunteer Roles:

Lookup Volunteer: Find names on paper lists
Recorder: Mark off confirmed check-ins

Essential Checklist:

Print alphabetized lists
Keep pens and clipboards handy
Provide visible “Check-In” signage

Best

QR Code Scanning

Approach: Runners present QR codes from confirmation emails, scanned using phones or tablets.

Why It’s Best:

Fast and error-free
Works seamlessly with major registration platforms
Simplifies recordkeeping automatically

Volunteer Roles:

Scanner Operator: Scan codes using mobile devices
Support Volunteer: Help runners find emails

Essential Checklist:

Test scanners before the event
Bring chargers and power banks
Keep printed backups in case of an outage

Tech Tip

You don’t need costly hardware — your team’s smartphones can scan QR codes instantly. Just test the feature in advance and keep devices charged.

8. Registration Platform Comparison

Why It Matters: Your registration platform defines what’s possible during packet pickup. Each system has unique tools, pricing, and capabilities that affect your workflow.

Key Features	Pros	Cons	Typical Cost
Dynamic bibs, QR check-in, live results	Robust features, great support	Slight learning curve	~3% + $1/runner
Barcode scanning, reports, volunteer tools	Streamlined design, solid analytics	Some advanced tools cost extra	Similar to RunSignup
Basic sign-ups and payments	Easy setup, familiar interface	Few race-specific features	3–6% per ticket
Integrated registration + timing	Budget-friendly, mobile-friendly	Simpler interface	$0.50–$1/runner

Platform Selection

If sponsors can cover the processing fees, go for a professional-grade system. If you’re self-funding, Webscorer offers an excellent low-cost all-in-one solution.

Choosing the Right Strategy

Budget estimates include shirts, bibs, swag items, equipment rentals/purchases, volunteer supplies, and venue costs. Actual expenses vary based on shirt quality, sponsor contribution levels, and existing equipment inventory.

Choose "Good"

for simplicity and minimal setup — reliable, but slower.

Choose "Better"

to integrate tech and reduce manual labor.

Choose "Best"

to deliver a polished, scalable experience that delights both runners and sponsors.

Each “Best” system creates smoother flow, fewer mistakes, and happier volunteers.

Implementation Checklist & Final Steps

Success comes from systematic preparation and execution. Use this comprehensive checklist to ensure nothing falls through the cracks as you prepare for packet pickup day.

1 Select Systems

Confirm your registration, bib, and swag strategies.

2 Test Technology

Verify scanners, software, and connectivity.

3 Assign Roles

Define who manages each table and backup.

4 Plan Layout

Map flow, mark signage, and set overflow zones.

5 Prepare Supplies

Count bibs, shirts, swag, and extras.

6 Communicate Early

Send runner instructions and pickup times.

7 Conduct Mock Pickup

Practice check-ins before the public arrives.

8 Debrief Afterward

Capture lessons for continuous improvement.

Day-of Success Factors

Monitor & Adapt

Watch for queue buildups at any station
Reassign volunteers from slow stations to bottlenecks
Open additional parallel stations during peak periods
Keep team leads mobile with radios for quick coordination
Track inventory levels continuously, especially popular shirt sizes

Handle Issues Quickly

Designate problem-resolution area separate from main flow
Have a table designated to handle special cases like if someone wants to change their race distance
Empower volunteers to make reasonable accommodations
Have tech support person for equipment issues
Keep backup supplies accessible (pens, forms, bibs, shirts)
Maintain positive energy even during high-stress moments

Final Thoughts for Race Directors

The packet pickup experience sets expectations for your entire event. Invest the time to build reliable systems, train your team thoroughly, and execute with confidence.

A smooth packet pickup creates excited, relaxed runners who arrive at the starting line ready to race. That’s worth every minute of preparation.

Have runners go into the race with confidence that it’s well put together!

Remember

Start simple and scale up as your race grows. Perfect execution of a basic system beats failed execution of an overly complex one. Document what works and what doesn’t after each event. Continuous improvement creates excellence over time.