Renewing an event year over year

When you can renew

Renew is available from your director dashboard once your event's date has passed. Click Renew event from the sidebar.

What renewing does

It does three things:

• Files this edition away as a renew record: your registrations and payments, question answers, circles, comments, volunteers, sponsors, results, fundraiser totals, waiting list, who bookmarked the event, and the event's name/look/dates as they were. Browse it any time from the year selector on Registrations, Charts, Finance, and Circles, read-only history, exportable forever. Athletes keep their registration history and trophies-to-come keep that year's identity.
• Resets the live event: you pick new event dates and a new registration window, counters reset to zero, and the waiting list clears. The page stays live with its new date, and registration stays closed until you review it and press Publish. Bookmarks carry forward. Those athletes are exactly who you want to reach when registration reopens. Last year's registrants stop getting your announcements and director posts unless they saved the race, follow it, or register again.
• Carries forward what you tell it to: you tick a box to carry each part forward (your price schedule, coupons, giveaways, sponsors, registration questions, volunteer groups, and to-dos). Your saved roster views always copy forward. Director posts, volunteer signups, polls, and results always reset (those belong to a specific edition).

The renew checkboxes

Each box is the action you most often want, check it to make it happen. Defaults are shown in parentheses:

• Create new fundraiser (on), start a fresh $0 fundraising year.
• Carry over price schedule (on), re-run last year's price schedule, re-dated to keep the same timing relative to your new race day; amounts unchanged. Uncheck to collapse each scheduled distance to one flat price (its last, highest tier).
• Carry over coupons (on), keep your codes, with use and scan counts reset to 0. Last year's numbers stay on the Coupons page when you pick that year.
• Carry over giveaways (on).
• Carry over sponsors (off). Most directors start sponsors fresh; you can pull any past sponsor back in one at a time from that year's record.
• Carry over registration questions (on).
• Carry over volunteer groups (on), keep your groups, with signup counts reset to 0.
• Carry over to-do list (on).
• Untick the checklists in your documents (on), checklist boxes in your every-year documents start empty for the new race. Each document's version history keeps the ticked copy.
• Make fresh copies of this race's own documents (on), documents and sheets filed under this race only, like its budget, get a copy for the new race. The originals stay as they are.
• Refresh comments (on), clear last year's thread so the new edition starts fresh (always saved to the renew record first).

Your documents, sheets and files all come along whatever you pick (the two document choices show for races that have Documents). Every document and sheet also keeps a version of how it looked when you renewed.

Polls never carry over, add them again on the new edition. They stay saved to the renew record so you can look back any time.

URLs are preserved

Your event keeps its URL year after year. Athletes who bookmarked the race in 2024 will see the 2025 version at the same address, no broken links.

Renewal reminders

You don't have to remember to renew. If your event uses Run This for registration, we'll email you three friendly reminders as next year's date approaches, roughly nine, six, and three months out. Each one links straight to the Renew page. The reminders stop automatically the moment you renew, so you'll never be nagged about an event you've already set up for next year.

Year-frozen trophy art

Each year's edition keeps its own icon and header images in the archive, so an athlete's trophy shows the icon as it was for the year they ran the race, not the latest year's rebrand.