Common Race Timing Mistakes and How to Avoid Them

Planning a race is exciting but it’s also full of moving parts. From coordinating volunteers to setting up the course, there’s a lot to handle. One piece that can make or break the entire day?

Your race timing.

Whether you're organizing a 5K, a charity 5K, or a local trail race, hiring the right race timing service is crucial. But many race directors (especially first-timers) make several common race timing mistakes that cost them time, money, and headaches.

Here are the top 5 race timing services mistakes we see directors make — and how to avoid them. Selecting a trusted partner like Run The Day can help you sidestep these pitfalls and ensure accurate, stress-free results.

Mistake 1: Waiting Too Long to Book a Timer

Everything’s in motion: registrations,venue, T-shirts and volunteers. But you leave hiring a race timer until the last minute.

Why it’s a problem:
By the time you reach out, the best timing companies are already booked especially during peak months (April–June and September–November). You may end up paying more for a less experienced provider… or scrambling for a DIY option that you haven’t trained for.

How to avoid it:

• Reach out to timing companies at least 4–6 months ahead, especially for spring or fall races
• Secure a provider that offers chip timing + registration integration (like Run The Day)
• Confirm availability, setup times, and race-day crew support

If you're looking for expert support in the Philly area, check out race timers Philadelphia who know how to get it done right.

Mistake 2: Not Asking the Right Questions Before Hiring

Not all timing services are equal. Some offer full chip timing with live results. Others still use a stopwatch with pen and paper (believe it or not). And some… don’t even show up. That’s why choosing the right race timing solution is critical—it ensures accurate results, a smooth race day experience, and peace of mind for both organizers and participants.

Why it’s a problem:
Not all timers provide the same level of technology, staffing, or reliability. Some don’t offer chip timing. Some can’t post live results. And others don’t have experience managing multi-distance or high-participation events.

What to ask before you sign:

• Do you use RFID chip timing technology?
• Can you support live results and age group scoring?
• Will your team be on-site for setup and timing operations?
• Do you integrate with registration and fundraising platforms?
• How do you handle a back-up timing system and data corrections?

Making assumptions here leads to one of the most avoidable race timing mistakes in the game.

Mistake 3: Overpaying for Features You Don’t Actually Use

You're timing a 75-person fun run, but booked a high-end chip timing company with live tracking, drone coverage, and lap splits.

Instead of overbuying, match your service to your race type and size. If you’re timing a 5K, reading how to time a 5K race can help you decide whether DIY or chip timing is the smarter option.

Why it’s a problem:
Multiple features can be impressive, but unnecessary for small or first-time events. Instead of maximizing your budget, you're draining it on features you don’t need.

A better approach:
Work with a provider who matches their service to your race size.

• For large events: chip timing with integrated registration, dynamic  bib assignment, and live results with runner tracking.
• For small races (under 200 runners), a lightweight solution may work but only if you’re prepared and supported.

This kind of overspending is one of the most common race timing services mistakes and an easy one to fix.

Mistake 4: Not Communicating  Before Race Day

You assume the crew knows what to do. But nobody has talked about it. Nobody has discussed bib assignment, start and finish locations, race day arrival and age group award categories. 

Why it’s a problem:
A lot happens on race day. While nothing is rocket science, there are a million little things that add up. If a small piece of the race day operation fails, people get flustered and the event can get thrown off.

What to do instead:

• Schedule time to talk with your timing team before race day
• Walk through the start and finish points of the course
• Review bib assignments and age group awards
• Confirm start time and emergency plans

Communication gaps are one of those silent race timing mistakes that only show up when it’s too late.

Mistake 5: Forgetting to Post Race Results

Your race is over, people go home, and… nothing. No results, no thank-you’s, no recap.

Why it’s a problem:
If results are delayed, inaccurate, or never posted, runners are less likely to  return. Sponsors won’t see value. And your next year gets harder.

What to do instead:

• Post live results during the race
• Announce age group winners less than  1 hour after the start of the race
• Thank sponsors, volunteers, and staff
• Use reporting tools to track marketing analytics, fundraising leaders, participation trends, and more

Avoiding this final error ensures you don’t close your event with one of the worst race timing services mistakes, poor follow-up.

Planning a Race and Not Sure Where to Start?

Avoid common race timing mistakes before they become race-day problems.

Download our free Race Planning Checklist and get a step-by-step guide covering registration, timing, volunteers, sponsors, promotion, and race-day logistics.

Other Race Timing Mistakes That You Should Take Care Of

Ignoring Volunteer Training for Bib Assignment or Timing

You assign bib assignment or timing duties to volunteers without proper training or instructions

What to Do Instead:

• Host a brief volunteer training session the day before or early on race day.
• Use a step by step demo to provide clear instructions.
• Assign backup roles if several volunteers don’t show up.

Forgetting to Communicate the Plan for Multiple Race Distances

You schedule a 5K, 10K, and a kids' mile but forget to tell your timer the details of each distance.

The Fix:

• Use a unique number range or separate bibs for each race distance.
• Set clear finish-line instructions and route markings.

With Run The Day, you can easily tag race distances and generate filtered results by category.

Skipping Pre-Race Communication About Timing

You don't communicate with participants about race day logistics so runners get confused

What to Do:

• Include a "Race Day Details email.
• Remind participants to pin bibs on the front so the number is clearly visible.

Not taking Feedback on the Timing Experience

You assume the timing went great… but don't ask for feedback from participants and volunteers

What You Should Do:

• Check the race’s results 
• Ask runners: "Were you happy with how the results were handled?" "Was anything unclear about the timing?"

Final Thoughts

Timing isn’t just about finish lines. It’s about experience, accuracy, and professionalism. Whether you're managing a 50-runner fundraiser or a 5,000-runner marathon, your timing partner matters. Avoiding these common mistakes will give your event the structure it needs to deliver results participants can trust.

If you want a step-by-step race planning guide beyond timing, check out How to Organize a 5K

➡️ Need help? Get a race timing quote from Run The Day for full-service or self-serve timing setups. Packages start at $499 per event.