Run club schedule template

A run club schedule looks regular on paper. In practice the workout changes every week, the long-run start moves later as mornings get colder, and race weekends replace the usual sessions. Members shouldn't have to scroll back through the chat to find out where Saturday's run starts.

This template keeps the plan in a sheet the club captain already edits, one row per run. Members subscribe once and get the workout, the mileage, and the exact meetup spot for every session.

Use this template →

Opens a live preview of the sample events below — no account needed. Swap in your own rows when you're ready.

The columns

One row per event, headers in the first row. That's the whole format.

ColumnWhat it becomesExample
DateOne row per run. Fill-drag the Tuesdays and Saturdays, then edit the exceptions.9/8/2026
TimeMeet time. Adjust it seasonally without touching anything else.6:00 PM
EventThe title. Put the workout here so the calendar shows what you're doing each day.Track: 8x400 at 5K pace
LocationThe exact meetup spot, down to the lot or gate, so phone maps point to the right place.River Trail lot, north entrance
NotesOptional. Recovery details, pace groups, coffee plans.Two pace groups

Sample data

This is exactly what “Use this template” loads into the preview — replace it with your real schedule.

DateTimeEventLocationNotes
9/8/20266:00 PMTrack: 8x400 at 5K paceJefferson HS track90 sec jog recovery
9/12/20267:00 AMLong run — 10 miRiver Trail lot, north entranceTwo pace groups
9/15/20266:00 PMTrack: 5x800Jefferson HS track
9/19/20267:00 AMLong run — 12 miRiver Trail lot, north entranceWater at mile 6, out and back
9/22/20266:00 PMTrack: 3 mi tempoJefferson HS track
9/26/20267:00 AMLong run — 8 mi cutbackCity Park bandstandCoffee after at Grounds Co.
9/29/20266:00 PMTrack: 12x200Jefferson HS trackShort and fast — all paces welcome
10/3/20267:30 AMLong run — 14 miRiver Trail lot, north entranceLater start — colder mornings
10/6/20266:00 PMTrack: mile time trialJefferson HS trackBring-a-friend night
10/10/20268:00 AMFall Classic 10K — club raceDowntown start line, Main StWear the club singlet
  • There are no repeat rules, so it's one row per run. Drag-fill the Tuesday and Saturday dates for the whole block, then edit the exceptions like time trials and race weekends.
  • Make Location specific enough for a first-timer to find: “River Trail lot, north entrance,” not just “River Trail.” Phones turn it into a map pin.
  • Put the workout in the Event title rather than in Notes. Members glancing at their week should see “Track: 5x800,” not just “Run club.”
  • New members only need the subscribe link. The current schedule appears in their calendar without them ever seeing the spreadsheet.

Questions

We meet at the same times every week. Why isn't there a recurring event?
CalRelay doesn't do recurrence rules; every run is its own row. That fits how clubs actually operate. The workout differs weekly, the long-run start moves with the seasons, and race weekends replace regular sessions. With one row per date, each of those is a plain edit.
Do members see my spreadsheet?
No. The sheet is your editing surface. Members subscribe to the calendar feed generated from it and only ever see the events: titles, times, and meetup spots.
How much schedule fits on the free plan?
The free plan is 1 feed with up to 50 events, synced hourly. At two sessions a week that's around six months of schedule. Roll the sheet forward as the season ends and you may never need more.
What about a same-morning change, like moving the start for weather?
Edit the row and the feed updates on the next sync, hourly on the free plan or every 15 minutes on Pro. Apple and Outlook subscribers see it quickly. Google Calendar refetches feeds on its own schedule, up to 24 hours, so back up a same-morning change with a message in the club chat.

Related templates

Guides

Start with the sample, finish with your schedule.

The preview is live in seconds. Your roster subscribes once and stays in sync.

Use this template