Charity 5K Race Registration Form
Registration and liability-waiver form for a charity 5K or fun run — participant and emergency-contact info, race category, t-shirt size, medical notes, entry fee, and a release-of-liability with participant (and parent/guardian for minors) signatures.
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Sunrise Hope Charity 5K
CHARITY 5K — REGISTRATION & LIABILITY WAIVER
Benefiting: Riverside Children's Hospital Fund
Event date: September 12, 2026 Start: Lincoln Park, Main Pavilion, Springfield
1. PARTICIPANT
Name: Jordan Rivera Age on race day: 34
Address: 128 Oak Avenue, Springfield, IL 62704
Phone: +1 217 555 0142 Email: jordan.rivera@example.com
2. ENTRY
Category: 5K Run (timed)
T-shirt size: M
Entry fee: $35.00 Payment: Online
3. EMERGENCY CONTACT
Sam Rivera (spouse) — +1 217 555 0188
4. MEDICAL NOTES
Mild asthma — carries inhaler. No known allergies.
5. RELEASE OF LIABILITY & ASSUMPTION OF RISK
I understand that running/walking a 5K is a strenuous physical activity and
that I participate voluntarily and at my own risk. I certify that I am
physically able to participate. In consideration of being permitted to
participate, I, for myself and my heirs, RELEASE AND HOLD HARMLESS the event
organizers, the benefiting charity, sponsors, volunteers, and the venue from
any and all claims arising from my participation that result from ORDINARY
NEGLIGENCE, including injury, illness, or loss of property. This release does
NOT apply to gross negligence or willful misconduct. I grant permission for
the free use of my name, voice, and likeness in event photos/video. I consent
to receive emergency medical care if needed.
6. SIGNATURES
Participant: _______________________________ Date: ______________
Jordan Rivera
Governing law: State of Illinois.
About this template
A 5K registration form does two jobs at once: it collects the logistics an organizer needs (who is running, what category, what shirt size, how they paid) and it captures the **release of liability** that protects the organizer, charity, sponsors, and venue if a participant is injured. The clauses that matter most are the **assumption-of-risk and release** language (a clear, conspicuous waiver of claims arising from ordinary negligence is enforceable in most U.S. states for recreational events), the **emergency contact and medical notes** (so race-day staff can respond), and the **media release** (events routinely photograph participants). Two things organizers get wrong. First, **a waiver does not cover gross negligence or willful misconduct anywhere** — and it is not a substitute for event liability insurance, which you should carry regardless. Second, **minors**: a parent or guardian must sign, but be aware that in several states a parent's pre-injury waiver of a *minor's own* claims is unenforceable or limited, so the minor consent block here is written to apply "to the fullest extent permitted by law" rather than promising more than the law allows. Keep the form to one page, make the release readable (not buried in fine print), collect a signature and date, and for online registration log the timestamp and IP as evidence of assent. Adapt the categories, fee, and shirt sizes to your event, and have your organizing committee or counsel review the waiver against your state's rules before race day.
When to use it
- Registering participants for a charity 5K, fun run, or walk.
- Collecting entry fee, t-shirt size, and emergency/medical info.
- Capturing a signed liability waiver and media release.
- Paper packet-pickup or print-and-sign alongside online signup.
What to include
- Participant + emergency contact info and medical notes.
- Race category, t-shirt size, entry fee, and payment method.
- A clear assumption-of-risk and release-of-liability clause.
- Media/likeness release and consent to emergency medical care.
- Participant signature + parent/guardian signature for minors.
Frequently asked
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