Thank you for your interest in organising a Green Runners local meet-up in your area. This guidance contains useful information designed to help you plan your own meet-up.
Venue
When choosing a venue for your meet-up it is useful to consider the following:
Low Carbon Travel
In line with our How We Travel pillar we suggest venues accessible by public transport, running, cycling, walking be prioritised. Where participants are intending to travel by car, they should be encouraged to car share if possible.
Accessibility
Consider the accessibility arrangements at the venue. Is it suitable for wheelchair users, people with reduced mobility, visual or hearing impairment, prams, or pushchairs. If the chosen venue does have any accessibility restrictions these should be communicated to members beforehand.
Run Route
Traffic free routes are advised to reduce the likelihood of interaction with road vehicles. Ideally, run routes would be suitable for all running abilities from beginner to experienced and for people with reduced mobility.
Toilets
It is a good idea to research the location of the nearest toilets to the venue, opening times and if they require payment for use.
Community/Conservation Projects
As an organisation committed to environmental conservation, we’d encourage links to local community or conservation projects. Could your meet-up include some local volunteering planting trees, creating wildlife habitats, litter picking, repairing clothing, distributing meals to the elderly or homeless.
Refreshments
Is there a café nearby for post run refreshments and chat? Even better if it has lots of vegetarian and vegan treats.
Run Leader
Do you need to be a qualified Run Leader or Running Coach to organise a Green Runners local meet-up?
No, but you’ll need to consider the following if you don’t hold either of these qualifications:
Public liability insurance
In the event of an accident or injury to participants or other members of the public, for which you may be held responsible, you’ll need to have public liability insurance.
Safeguarding
You’ll need a valid Disclosure and Barring Service (DBS) check if there will be children or vulnerable adults attending your meet-up.
If you hold a vaild UK Athletics Leader in Running Fitness (LiRF) or Coach in Running Fitness (CiRF) qualification you will have public liability insurance and a valid DBS check for the duration of the validity of your licence. This enables you to lead runs for people aged 12yrs and over.
UKA public liability insurance details can be found here https://www.uka.org.uk/wp-content/uploads/2020/08/Coaches-Leaders-Jul-2019.pdf
Note: If you reside outside of the United Kingdom you’ll need to research the equivalent Run Leader or Running Coach qualifications to determine the level of insurance and safeguarding cover provided.
Risk Assessment
You’ll need to compile a risk assessment to identify any hazards present at your chosen venue and the control measures required to mitigate risk of accident/incident and injury. If you’ve not completed a risk assessment before don’t let this deter you. It doesn’t have to be complicated. It really is just a process of identifying any potential hazards and putting in place realistically achievable control measures. For example, you may identify a hazard of runners colliding with other members of the public. Your control measures may include running at quieter times of day, avoiding routes with narrow paths, briefing runners to be alert whilst running being courteous of other members of the public. You will need to update your risk assessment if anything changes such as a new venue or route.
You can find examples of risk assessment templates here.
https://www.hse.gov.uk/simple-health-safety/assets/docs/risk-assessment-template-2019.docx
https://www.hse.gov.uk/simple-health-safety/assets/docs/risk-assessment-template.odt
First Aid Provision
You’ll need access to a basic first aid kit. This could be one available in a nearby community building such as a leisure centre. Alternatively, you could carry a small personal first aid kit in a running pack.
It’s also advisable to research the location of the nearest defibrillator to your chosen venue. Here are some useful websites to help find your nearest defibrillator:
Search & Find UK Defibrillator Locations Near You | HeartSafe Map
Defib finder – find the defibrillators nearest you.
The National Defibrillator Database | (nddb.uk)
Make sure you brief participants on the first aid arrangements before setting off on your run.
Combining a Meet-Up with an Organised Event (Race/parkrun)
Combining your local meet-up with an organised running event has the following advantages:
- Participants sign up to the event which should have a valid risk assessment, public liability insurance, safeguarding arrangements, and first aid provision in place (Make sure you check this with the organisers).
- You do not need to be a qualified LiRF or CiRF
- Route planning will be completed for you
- Enables The Green Runners to build relationships with local events
Note: All parkrun events worldwide are run on low traffic or traffic free routes, are suitable for all abilities, have first aid provision, access to defibrillators, have clear information on accessibility and travel options displayed on the event website.
When choosing an event to combine with your meet-up it is important to consider the green credentials of the events. Do they have a clear sustainability policy, make sure they aren’t sponsored by a fossil fuel company, do they have links to community conservation projects. Essentially, are they an organisation The Green Runners would want to be associated with? Always check with us before organising your meet-up.
Taking Attendance
It is important to take note of anyone attending your meet-up including their name and full name and phone number of their emergency contact.
Photography
If you take any photographs during the meet-up please ensure you have the permission of those photographed before posting them publicly to social media channels. Faces can be obscured or cropped on group photos to prevent identifying anyone who doesn’t want their photo posting on social media. Don’t take photographs of any children attending unless the permission from the responsible parent or guardian has been obtained.
Advertising Your Meet-Up
Once all the details of your meet-up are agreed we will be happy to advertise the event to our members in your area via email. We can also post on our social media channels where appropriate–we kindly request that you give us 15 days notice, so that we can assist with your request with plenty of time to reach our members.