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Plan a move-a-thon or running event

Prepare participants and scanning devices, sync event mileage, and review results.

Written by Stefanie Ediger

For coaches and event organizers

Use Marathon Kids to track laps at a move-a-thon, jog-a-thon, Turkey Trot, or other school running event.

Before the event

  1. Create a separate track for the event, even if you use the same route as your regular sessions. Set its lap distance to match the route. Recording on this track lets you filter event results later.

  2. Review your roster, add any missing participants, and print ID cards. Existing participants can use their current cards.

  3. Assign volunteers to scanning and supervision. Review the route, event procedures, and how to confirm a successful scan.

  4. Charge scanning devices and prepare the Marathon Kids Connect Scanner app. Practice joining a live session if additional devices will help scan.

  5. Plan internet access for joining sessions and syncing scans. Devices need Wi-Fi or cellular service to join a live session, but can scan ID cards without a connection after joining.

During the event

  1. Start the scanning session for the event track and have helper devices join before participants begin.

  2. Position volunteers where they can scan cards clearly. Keep devices charged and follow your organization’s device settings guidance to prevent interruptions.

  3. Confirm each scan using the participant’s name on screen, the scan sound, or vibration, depending on the device’s settings.

  4. At the end of scanning, select Stop, then Finish And Sync.

  5. Confirm that each device has synced before volunteers leave. Wait for Sync Complete! on each device. If a device reports no internet connection, reconnect and follow the steps below.

If scans do not sync

  1. Connect the device to Wi-Fi or cellular service.

  2. Choose See Log History on that device, then find the session marked Pending.

  3. Select Resubmit and confirm that the session status changes to Uploaded.

See What if my scans fail to sync? for more help.

After the event

  1. Open Reports from your club’s Overview.

  2. Choose the report you need, limit the dates to the event, and select the event track where the report supports that filter.

  3. Review individual and group mileage. Use the Runner Mileage Report, Grade Leaderboard Report, or Season Report as appropriate.

  4. Celebrate participant effort and achievements, and thank your volunteers.

Frequently asked questions

How should I organize a large number of scanning devices?

For event planning, have up to eight helper devices join each lead device’s live session. If you need more, have another Supporter start a separate session for the same event track and have additional helpers join that session. This is a planning recommendation, not a stated product limit.

Does each participant need a new ID card for the event?

No. Participants already in the club can use their existing ID cards.

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