Sports · free template

Race Registration Form (5K / Fun Run)

Runner sign-up with distance, age category and waiver for races and fun runs.

A ready-to-use sports & recreation form for small teams who need a reliable intake process: 13 questions, 2 pages, 4 conditional rules.

Questions: 13
Pages: 2
Layouts: classic · card
Conditional rules: 4
Typical time: 4 min

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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 2 — Runner details

1 question is hidden by conditional logic right now — change an answer above to reveal it.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Race Registration Form (5K / Fun Run) is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

Small teams who need a reliable intake process working in sports & recreation.
Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
Anyone replacing chasing missing details over email with one structured record per enquiry.
Respondents are the people you send it to — the form asks them 13 questions across 2 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

6 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It pins the request to a specific date.
Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Race Registration Form (5K / Fun Run) lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

Features advanced show logic: if “Race distance” changes, the form dynamically exposes “Entry fee”. Otherwise that question never appears.
Features conditional validation: if “Date of birth” indicates under 18, “Parental or guardian consent” becomes mandatory before the form can be sent.
Features advanced show logic: if “Add a race t-shirt?” is Yes, the form dynamically exposes “T-shirt size”. Otherwise that question never appears.
Features advanced show logic: if “T-shirt size” is selected, the form dynamically exposes “Updated total”. Otherwise that question never appears.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Race registration has to handle two things well: getting the right fee for the right distance, and catching the small number of runners who need extra paperwork before they can start. This form opens with runner details and a distance choice, and the entry fee updates automatically once a distance is picked, so 5K walkers aren't quoted the same as marathon runners. Age category follows the same logic — anyone entering their date of birth as under 18 is shown a parental or guardian consent field that must be completed before the entry can go through, since most race insurance policies require it. A t-shirt size question only appears if the runner opts into the shirt add-on, and choosing a size adds its cost to the total shown at checkout, so nobody is surprised by the final charge. The form also asks for an emergency contact and any medical conditions the on-course first aid team should know about, which race organizers consistently say is the field they're most grateful to have when something goes wrong mid-race. A liability waiver closes the form, worded plainly rather than as dense legal text, and is required for every entrant regardless of age or distance.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Runner details

Runner's full namerequired
Email addressrequired
Phone number
Date of birthrequired
Race distancerequired
Entry fee

Page 2 — Extras & waiver

Add a race t-shirt? (+$15)
T-shirt size
Updated total
Parental or guardian consent
Emergency contact name & phonerequired
Medical conditions the first aid team should know about
Liability waiverrequired

13 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Race distance”

Reveals questions
If “Race distance” changes, the form reveals “Entry fee”.

Driven by “Date of birth”

Makes answers required
If “Date of birth” indicates under 18, “Parental or guardian consent” becomes required before the form can be submitted.

Driven by “Add a race t-shirt?”

Reveals questions
If “Add a race t-shirt?” is Yes, the form reveals “T-shirt size”.

Driven by “T-shirt size”

Reveals questions
If “T-shirt size” is selected, the form reveals “Updated total”.

Set it up step by step

1
Set fees per distance before launch
Confirm pricing tiers for every distance so the automatic fee calculation is correct from the first entry.
2
Watch the under-18 flag
Check for entries missing parental consent a few days before race day and follow up individually.
3
Reconcile t-shirt orders early
Pull the t-shirt size counts a week out so you can place the order with enough lead time.
4
Print the medical notes for race day
Give the on-course medical team a printed list of emergency contacts and conditions, not just digital access.

Mistakes to avoid

Not linking the fee to distance, which either overcharges walkers or undercharges long-distance runners.
Skipping parental consent for minors, which most race insurance policies explicitly require.
Forgetting to recalculate the total after t-shirt add-ons, leading to underpayment at checkout.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Export entries by distance for bib and corral assignment, confirm all under-18 entries have consent on file, and send t-shirt size totals to your supplier once registration closes.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the race registration form (5k / fun run), matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How do I handle refunds if a runner can't make it?

Add a note in your confirmation email about your refund or deferral policy; this form focuses on collecting the entry cleanly.

Can I add a team or relay category?

Yes, add it to the distance dropdown and adjust the fee logic to match your team pricing.

Is the parental consent field a real signature?

It's a written consent field here; swap it for a signature field if your insurer requires a signed document.

Do fun run entrants need to pick a distance?

Yes — even a non-timed fun run should have its own option so it's priced and tracked separately from timed races.

Is the Race Registration Form (5K / Fun Run) template free to use?

Yes. You can preview and test Race Registration Form (5K / Fun Run) on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Race Registration Form (5K / Fun Run) template ask for?

It asks 13 questions across 2 pages, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Race Registration Form (5K / Fun Run) form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this sports & recreation form work?

4 conditional rules ship with the template: Features advanced show logic: if “Race distance” changes, the form dynamically exposes “Entry fee”. Otherwise that question never appears. Features conditional validation: if “Date of birth” indicates under 18, “Parental or guardian consent” becomes mandatory before the form can be sent. Features advanced show logic: if “Add a race t-shirt?” is Yes, the form dynamically exposes “T-shirt size”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Race Registration Form (5K / Fun Run) form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Race Registration Form (5K / Fun Run) form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

More forms teams pair with the race registration form (5k / fun run).

Related categories

All Sports & Recreation templates