Scheduling
5K events must be scheduled and coordinated in advance. Student organizations and campus departments can “reserve” the 5K Approved Route by contacting KU Operations at 937-229-3333. After you have reserved the space with KU Operations and have submitted the event registration form on 1850, please contact Campus Recreation at campusrec@udayton.edu to confirm and plan for the space at the entrance to the RecPlex, which is near where the route begins. For the fall semester, scheduling begins on April 1; for the spring semester, scheduling begins on November 1. In the event that the scheduling date falls on a Saturday or Sunday, reservations will be taken the preceding Friday. 5K events may only be scheduled on a Saturday or Sunday at 10:00 a.m. and only one 5K can occur on a given weekend. (*Note: ALL student organizations must meet with the Assistant Director for Organizational Development (KU 241 or 937-229-2000) and register the event in 1850 before the event will be approved.)
Route
The approved 5K route must be used. No other routes are permitted. A map of the route will be made available to the hosting organization or department. Student organizations are not permitted to host 5K events in other municipalities or locations. Part of the 5K Approved Route includes the access roadway behind Marycrest Hall. The use of this roadway involves blocking the access to the roadway from E. Stewart Street prior to the start of the event until the end of the event. Orange cones must be borrowed from Public Safety to block the entrance, and a volunteer wearing an orange safety vest must assist with safety at that route location. Please email Public Safety at pub.safety@udayton.edu to make arrangements to borrow the cones and vests no later than the Thursday before the event, and return equipment no later than Monday morning after the event.
Additional requirements
- Register the 5k in 1850. The organization should register the 5k after reserving the date and location. (PLEASE NOTE: If non-UD participants will be participating, the organization needs to make sure to make it available for non-UD affiliates.)
- Volunteers – A minimum of 20 volunteers is required for all 5K events. If the registration numbers indicate that more volunteers will be needed, it is the responsibility of the host organization or department to provide sufficient volunteers in order for the event to be safely managed.
- Use of RecPlex for Registration - The RecPlex opens at 9am on Saturdays and Sundays (exceptions being summer and any holiday breaks). Any group wishing to gain entrance to the facility or use the lobby prior to opening or during RecPlex open hours must submit a RecPlex Facility Request form. This request should be submitted at least 2 weeks in advance of the event date. These requests will be reviewed and approved assuming no conflicts arise due to other events, etc. at the RecPlex. Charges may apply, depending on the details of the request. Any groups not needing to use the interior of the RecPlex may use the patio area in front of the Evanston side entrance. Any tables, chairs, equipment, etc. that are set up (provided by the host group) MUST be set up away from the doors and in front of the concrete half walls, so as to not block entry into the RecPlex.
- Water and food – Must be provided to all 5K participants, courtesy of the host group. Please consider the amount of water and food available in proportion to the number of participants and volunteers.
- Emergency Medical Services – It is the responsibility of the host group to notify the campus Rescue Squad of their event by contacting Public Safety (937) 229-2133.
- Restrooms – Participants must be informed of available restroom facilities (Kennedy Union and RecPlex).
- Trash Removal – The hosting organization is responsible for removing all trash associated with their event; if additional trash or recycle receptacles are needed, submit an online work order two weeks prior to the event.
- Release and Agreement – All participants must sign a University Release and Agreement. Waivers can be attached to the registered event on 1850. Organizations need to require those who are participating to sign up using 1850. Non-UD members should do the same by submitting an original signature with their registration on the day of the event. Forms are available in KU 241. Participants must be 18 years of age or older to sign the release and agreement. (If a participant is under the age of 18, a different waiver form (paper form) is available in advance in KU 241, and must be signed by a parent or legal guardian.)
- Color Runs – Student organizations CANNOT host color runs.
- Chalk / Directional Signage – Chalking sidewalks/roadways on campus is prohibited. Please contact the Public Safety to gain access to cones and safety vests for volunteers.
