PLANNING FOR A WORLD CLASS MARATHON, by Carolyn Mather for RunBlogRun

For at least two decades, Carolyn Mather has provided us behind the scenes stories on the elite world of marathon, especially the world of elite women. Carolyn is at the Grandmas Marathon, which has achieved cult like status for its organization, swift course, lively community support and old school approach to the sport. In this feature, Carolyn Mather speaks about the planning behind a world class marathon! 

PLANNING FOR A WORLD CLASS MARATHON

This is Grandma’s marathon week In Duluth, Minnesota and I have been coming every year since 1994 when I ran  the national championships and my husband ran his first marathon. I have worked with many marathons and have finished 142. But I can assure you that no one does it better than Grandmas. As I come back each year for two  weeks to volunteer, I never cease to be amazed at what this small town does to produce a world class event and the best marathon in existence.

But this kind of excellence does not occur by magic. The full-time staff of nine people manage to do what others with much larger staffs cannot even begin to exceed. Planning for every detail is essential. I’d like to share some of the many aspects of what goes into producing a marathon of the highest quality.

The staff at Grandmas are the hardest working and most dedicated folks I have ever met. They manage to do everything at the highest level. I have never heard anyone on the staff say that’s not my job. They all work together as a very cohesive team and manage everything with grace and pleasantness.

I wanted to share some of the behind-the-scenes activities that lead to a stellar event. Believe it or not, it’s not a one day endeavor but entails planning all year long and race week definitely involves keeping many balls in the air. For the 23,000 participants in the four events, race day is the culmination of intensive work. Duluth welcomes everyone from family, to friends and the runners. The small town charm produces a world class event.

Community support, sponsors and over 4000 volunteers contribute their energy to the weekend. It is truly a sight to behold. Without the volunteers and the community support, the race could never go on. But the week of the race totally transforms the  town. A town of 85,000 heartily welcomes over 50,000 visitors to Duluth.

Registration begins in the fall, and the races sell out quickly. Runners who qualify for the elite division have to sign up by April 1 and meet standards, but the field usually fills by February.

There is no way to include all the facets of preparing for a major marathon as it would be a rather lengthy book. Most participants would find it hard to believe how much work goes into getting prepared for you to pick up your bib and run the race.

When I arrive the week before the race, Duluth is a sleepy town and the finish area on Canal Park Drive is very calm and only a few tourists are out during the day. On race weekend it is a literal zoo. The staff tries to prepare for everything and plan ahead, but be adaptable and change as necessary.

Tents are being put up for medical, VIP viewing and other assorted  finish line activities. In a few days, the bridge will be put up over the course so folks can get from one side of the course to the other past the finish line. All of the areas in the last mile need to be fenced to keep spectators off the course. Signage needs to be put up everywhere and the expo needs to be set up with the 85 vendors. Water and Mountain Berry Blast Powerade,ice,cups and tables need to be distributed to the 15 water stations along the course. Security at the start, along the course, and in the finish area needs to be finalized. T-shirts and other goodies need to be packaged for the 4000+ volunteers.

Over 100 radios are distributed to key volunteers and they have to be charged and signed out and in. Staging every aspect of the race is critical. Over 650 porta potties have to be delivered to the start, finish and along the course. Since they are secured with plastic zip ties,there needs to be a system to get them all open on race morning. Can you imagine the disaster that would occur if all the Porta potty’s were locked? A small but crucial detail that is one of the hundred/thousand that need to be covered.I just met Jim who helps coordinate the lead bikers. Most of the bikers return every year but the coordination is amazing.

A public service breakfast is held Thursday before the race where all of the police officers,EMT’s and city workers are recognized. Then an award’s luncheon is held on Friday and various citizens are honored. While that is occurring the kids races are held with all sorts of activities.

Since Grandmas is a point to point course transportation for all of the athletes needs to be finalized. Gear bags need to be loaded and transported from the start to the finish where the runners can pick them up.  Sorting all the gear bags  is a huge endeavor.Also food at the finish line needs to be set up and organized.

Sustainably has become a big issue as the trash generated by everyone involved is unbelievable.See the sustainability issues by the numbers below.

Grandmas also has live entertainment on Friday and Saturday at the Bayfront. The bands have to be contacted and organized and all that goes with live entertainment.

After the race, there is a volunteer party a few days later and all of the volunteers get to come to a baseball game and have hotdogs and hamburgers and get a few thank you gifts. I do believe most of the volunteers show up as I work the  gate and they come nonstop.

Grandmas marathon is also more than just a marathon affair. The staff puts on an additional 20+ events per year and they are very active in getting kids involved in  running. The two biggest questions they are asked:is this a full-time job and do you run the race? During race week I personally know they work 16 plus hour days and it is definitely a full time job.

Also one can never forget the sponsors who donate money and products.  They are the lifeblood of any race and need to be profiled and supported.

Obviously social media is huge and a giant Jumbotron can greet your runner with your special message. Toyota has vehicles at the expo with everyone’s name on the vehicles.Weekend guides are available and detail all one needs to know for race weekend. Guides and tee shirts are taken to all the hotels and race day everyone will be in an orange volunteer shirt.

I truly believe Grandma’s does it all above and beyond any other race and after nearly 50 years in this sport I have seen most everything. The staff are already in the process of planning for the big 50th anniversary next June 20,2026. Registration will open at 7pm CDT on October 1, 2025 and I would encourage all runners to be a part of this huge celebration. But you had best put the time and date on your calendar now as I am positive a quick sell out will occur. If you are a runner Grandma’s is a must do. I hope you will be there to run,watch, volunteer or just celebrate the greatest marathon weekend ever.

Larry Eder has had a 52-year involvement in the sport of athletics. Larry has experienced the sport as an athlete, coach, magazine publisher, and now, journalist and blogger. His first article, on Don Bowden, America’s first sub-4 minute miler, was published in RW in 1983. Larry has published several magazines on athletics, from American Athletics to the U.S. version of Spikes magazine. He currently manages the content and marketing development of the RunningNetwork, The Shoe Addicts, and RunBlogRun. Of RunBlogRun, his daily pilgrimage with the sport, Larry says: “I have to admit, I love traveling to far away meets, writing about the sport I love, and the athletes I respect, for my readers at runblogrun.com, the most of anything I have ever done, except, maybe running itself.” Also does some updates for BBC Sports at key events, which he truly enjoys. Theme song: Greg Allman, ” I’m no Angel.”

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