Race Director Checklist

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The Race Director Checklist: Preparing for the Best to Avoid the Worst JULY 18 – 20, 2016 1 © Championship Racing - RunSignup Symposium July 18- 20, 2016

Transcript of Race Director Checklist

Page 1: Race Director Checklist

The Race Director Checklist: Preparing for the Best to Avoid the WorstJULY 18 – 20, 2016

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© Championship Racing - RunSignup Symposium July 18-20, 2016

Page 2: Race Director Checklist

© Championship Racing - RunSignup Symposium July 18-20, 2016

Agenda

Championship Racing – Trish Portuese Create a budget for the race Race committee Goals of the race Know your target audience Picking the race date Start of the planning Race Course Entry Fees Event Details

Website & name Race Timer Volunteers Teams? Donations Sponsors & Vendors Marketing Plan Other Details Hired Help Reference Pages

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Championship Racing, LLC

Trish Portuese - Owner/President of Championship Racing, LLC in Birmingham, AL

Event Management company that helps Non-profits put on their races, primarily consulting, registration management, race day logistics & course management.

RRCA Certified Race Director, USATF LDR Certified Official. Project Manager by trade, within the technology area, with PMP certification Started out as volunteer for local running club and triathlon organization,

learned a lot then took over a race called the Vulcan Run 10K with the goal to bring it back to be a premier Southern 10K event. Within 6 years the race went from near death to 2350. Was highlighted in Runners World, was a RRCA National Championship and won the RRCA Inaugural Road Race of the Year.

Started Championship Racing, LLC in 2008 and 3 months later put on 1st event under company name.

As first professional race took Red Nose Run from 600 – 1700 in 2 years. (10 Mi, 5k & Fun Run).

Work with 10 – 15 race per year primarily Registration management.

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So, you want to put on a Road Race ….4

Why do you want to put on a Road Race ? – This will drive decision as planning takes place Are you a 501(c)3? Or other non-profit status? This will help with tax reporting when funds

from the event are reported to IRS. First things first – Put a budget together to see if it is even worth putting on an event. Top Costs are:

(Examples) Police / EMS Venue rental T-Shirts Timing Services Yearly storage for

reusable race items. Advertising, Website, Yard

Signs, Posters, Post Cards, Social Media Boosts,

Top Costs are: (Examples) Rental expenses: Tables,

chairs, generators, coolers, cones, etc.

Other race Day costs: Water bottles, ice, food items, balloons

PA System Prize Money Hired help

Top Revenue (Examples)

Race entry fees Sponsors Vendor booth space In-Kind value for items

needed to put on the event

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5Race Committee

Do you have a dedicated Race Committee – One person cannot do it all, a good committee with a good leader is a must for a successful race. Race Director Volunteer Manager Course Manager (including Water stop

management) Sponsorship and/or Fundraising Team’s manager Marketing Manager Registration Manager © Championship Racing - RunSignup Symposium July

18-20, 2016

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6Why do you want to put on a Road Race ?

This will drive decision as planning takes place (Goal of your event) Determine your promotional hook – Cool theme (Rumpshaker 5K),

Awesome Medal, Sweet looking T-shirt, etc. Create a Unique look/feel to the event, something different from all the other events

Build the Brand: Unique Event theme, Charity ties into event and logo. Communicate the brand. Examples: Rock and Roll series, Hot Chocolate

When putting on a race – Knowing “who is your client” will help you to keep folks coming back. Each will need something different from the event. Race participants:

Top 1% - 10% finishers (the fast runners) mid-pack runners Health conscious participants, Walkers, supports the charity.

Sponsors Volunteers

Who will you target as race participants? © Championship Racing - RunSignup Symposium July 18-20, 2016

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7Generations

A i2016 National Runner Survey and Running USAs reference the 2016 National Runner Survey and Running USA.

Runner Profile Event Differences Differences

Millennials appear to desire more out of their running,

seeking fun, nature, challenge, state of mind, etc.

Millennials and Gen X are most likely to run with their

cell phone.

Matures are most likely to run with a hat and with their keys.

Millennials and Gen X expressed the most

interest in mud/obstacle, color, and glow/night runs.

Millennials rated fun a more important factor than those

older.

Race entry fees are more critical to Millennials & Gen X.

Facebook and word of mouth are important

channels for connecting with these generations.

Tech Differences

Millennials and Gen X use their phone much more for running related activities.

Social Channel Differences

Millennials and Gen X use social channels the most for

running related activities.

Instagram is an important channel for Millennials.

What are some of the differences between Millennials, Gen X, Baby Boomers and Matures?

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Genders

A product of Running USA. Any publication, distribution, or disclosure of the contents of this report must properly reference the 2016 National Runner Survey and Running USA.

What are some of the key differences between men and women?

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Running Event Differences

Males are more likely to identify themselves as a competitor,

while females are more likely to classify themselves as a fun

runner.Females express more interest in a 10K, half marathon, and color run, while males are more interested in

a marathon.

For females, fun, having time to train, benefitting a cause, medals,

and cost are more important factors.

Running Behavior Differences

Females tend to run for a wider variety of reasons, including to

improve their state of mind, socialize, relieve stress, and

achieve a goal.

35% of females and 28% of males are likely to run with at least one

other person.

Females run with their cell phones more and use their phone for

more running related activities.

Use of Social MediaFemales use social media much more so than males for running

related activities.

70% of women post photos & videos post-race, while 53% of men do.

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A i2016 National Runner Survey and Running USAs reference the 2016 National Runner Survey and Running USA.

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Age

3% 10% 2%

18 to 24 25 to 34 35 to 44 45 to 54 55 to 64 65 to 74

A product of Running USA. Any publication, distribution, or disclosure of the contents of this report must properly reference the 2016 National Runner Survey and Running USA.

26%36%

23%

Demographics

1%20%

3%

8%1% 67%

MarriedSeparated

Marital StatusWidowed

Single,Never Married

Divorced

DomesticPartner

Gender

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37% Male

63% Female

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A i2016 National Runner Survey and Running USAs reference the 2016 National Runner Survey and Running USA.

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Picking your Race Date:

First time to put on a race: Start a 9 months - year in advance.

Year 2 and beyond: start planning 9 months - 6 months in advance.

Prime time for road races, spring and fall in the southern states.

Your race date will largely depend on when race timer is available and when a venue is available as well as the Police provide approval.

Check local race calendars and prior year race results to avoid other events on your date.

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Start Planning for other components of the race:

Start Planning for other components of the race: Race Name Annual Race Race Location (Venue) Race Date Race Distances Race Logo Estimated registered participants Who is the race benefiting (Charity)

Develop your Race Committee, Race Director, Course Manager, Sponsor Manager, Food Manager, Volunteer Manager, Fun Run Course Manager, Marketing Manager, Registration Manager, etc.

Develop your race course and submit your Parade permits along with any other permits, (Noise, street blockage, etc.) at least 60 – 90 days prior to race.

Secure venue 60 -90 days prior to race (year in advance is reoccurring event).

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Race Course – part 1

Types of Courses: Loop Course Out and back Point to Point Keyhole – combination of

Loop and out and back course

Use Online Mapping tools to start designing your course. MapMyRun: http://mapmyrun.com WalkRunJog:   http://www.walkjogrun.net/ Gmap Pedometer:

http://www.gmap-pedometer.com/

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Consider using an existing USATF Certified course. http://www.usatf.org/events/courses/search/

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Race Course – part 2

What to consider in choosing your race Course Road Races run with car traffic, unless

Police allow runners to run against traffic.

Safety – ability of the course to handle the number of runners expected

Safety for the Volunteers out on course – Water Stop locations

Effect on the community Start/Finish accessibility Start & Finish same location Start & Finish is close to Venue area? Medical access Other obstacles:

Railroad tracks Drawbridges, etc.

Run the course yourself, if you don’t like it, neither will the participants.

Get your course approved by Police before you have the course USATF Certified USATF-certified course is a road race course

whose distance has been certified for accuracy. Get a PDF copy of the race Course for website,

registration, etc. Runners want to see the course! What is course Certification, who can certify: http://www.usatf.org/Products-/-Services/Course-C

ertifications/USATF-Certified-Courses/Certify-Your-Course.aspx

Make sure you submit your Road Race, Street Blockage, Noise permits early, 60 or more days before race day. Follow up with police about approval and costs. They can be slow to respond.

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14Race Entry Fees

Use Online Registration to register participants. Offer No-extra fee option.

Set Price Breaks. As a general rule, four price breaks (early bird registration, regular

registration, late registration, and race day registration) are the most common and simplest strategy.

Incentivize Referrals – Use the RunSignUp – Referral feature. Create promotional plan & strategy for opening registration Use Push Promotions, create a few promotions to stir up interest in

your event. Use social media and email to get things moving. RUSA Slide – Race Entry Fees

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Race Entry Fees

A product of Running USA. Any publication, distribution, or disclosure of the contents of this report must properly reference the 2016 National Runner Survey and Running USA. 29

Fees Half Marathon (%) Marathon (%)

$50 or Less 15 7

Fees 5K (%) 10K (%)$60 15 3

$10 or Less 4 3$70 17 6

$15 3 1$80 17 10

$20 11 4$90 12 12

$25 26 10 $100 11 22

$30 23 17$110 5 10

$35 18 20 $120 3 8

$40 8 21$130 1 4

$50 or more 3 12$140 1 2

$150 or more 3 16

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A i2016 National Runner Survey and Running USAs reference the 2016 National Runner Survey and Running USA.

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Getting to the details about the event:

Date / time(s) of race Date / time /location for early packet pickup, and race day packet pickup Contact name, phone number and e-mail address Location of start and finish Age division and awards (Age groups should be 0-14 or 0-19 and then 20-24, 25-29, 30-34, 35-39,

etc. up to 60-up or 70-up or 0-19, 20-29, 30-39, 40-49, etc. depending on your budget. The 1st example is referred to as “5 yr. age groups” and the 2nd example is referred to as “10 yr. age groups”)

Entry fee/s Pre-register, and race day Mail in Entry where to send check & application: name, address, email, deadline. T-shirts Sizes to choose from. (Can use RSU T-shirt Inventory tool to manage shirts). Sponsors logos Who is benefiting from the race, i.e. charity or charities. Website for more information and can register Online. Additional Donation to beneficiary. Race application/Online Registration MUST have a Waiver Release Location for participant Signature and Date (or guardian if under 18)

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17Website & Website name

Purchase a Website domain name similar to the race name. Example: SaveTheOs5K.com using GoDaddy.com or any domain registration site.

Create a Website with some simple website builders, WordPress, weebly.com, etc.

Or use the Domain Name to point to RunSignUp registration site. Domain name is good for marketing material, yards signs, posters, etc. Website and Online registration need to reflect same information. Make sure information is easy to find and easy to understand. Bring the event branding together on the website and RunSignUp

Registration site. Add social media to the website to be able to provide up to date

information and promotion details. © Championship Racing - RunSignup Symposium July 18-20, 2016

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18Choosing and Securing a Timer

Choosing Pull Tag timing or Chip timer. Depends upon cost and race requirements. In general 500 or less cost effective for pull

tag (Charity type event) 500 or more can think about Chip timing. As

well as a “Competitive” event. Make sure you get a price quote in writing

that includes your date. Confirm date with the timer in writing. Event may need to provide down payment

to secure services. Determine who and when Bib #’s will be

prepared with Labels and Timing chips and provided to the Race along with an Alpha sheet. (or RSU CheckIn and Kiosk apps).

Reach out to timer to know when Bib # will arrive and when they will ship to event.

Questions to ask / information to provide to timer: Start & Finish same location or separate location –

Cost extra to have Start mats Do you need an Arch – can timer provide Do you need PA – can timer provide for start or

finish area. Do you need fencing around start/finish area – can

timer provide Does the timer have Back up systems at

Start/Finish Do you need Split Timing mats for longer races. Does that timer have handheld backup timers –

these may be race volunteers. Results – how are they provided Video – finish line and/or aerial Does the Timer carry insurance, i.e. if their

truss/arch falls and hurts a runner, who is liable? Event insurance typically does not cover the Timer nor drone if injuries if they occur.

Can they time Team Competition?

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Volunteers – heart and sole of the event

Have a Volunteer coordinator? Helpful to have one, especially for race day.

Use RunSignUp volunteer system to create Job Tasks with descriptions and date/timeslots. Creates a Volunteer tab on RSU site.

Age limitations if necessary. Have Volunteer job descriptions so the volunteers have an idea of what

they are to do. Have a Communication plan for race day Volunteer coordinator and

volunteers. Communicate via Radio, Cell, or text. If there is a medical issue out on site have Volunteers assess situation,

call 911 where appropriate, than call Volunteer coordinator. Volunteer coordinator then reaches out to Race Director and key staff for next set of decisions.

Have a Pre-Race Volunteer meeting (with food). Meet with the volunteers to review their Volunteer duties, and answer any questions they have.

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Teams?

Determine if Teams is a good fit or the event, depending upon size of event, Teams can require additional staff to support. Types of Teams

Participation (Group of friends, family, corporate) can be competitive as well. Competitive (Timed for results) Relay Fundraising (can be any of the above)

Can use price strategy to incent Team membership $5 less per Team Member that registers. Team awards

Team Captain responsibilities Team Captain picks up all members race packets.

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Donations

Easy to setup with Online Registration for one or more designated charities

Add donation option on paper registration. Be sure to re-inforce the branding and event goals

by setting up Donations for Charities. Setup 3-4 Donation prices. $200, $100, $50, $25 Post race, send “Thank You” note to donors.

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Sponsors & Vendors

Develop Sponsorship proposals for various Sponsor levels

Most sponsors expect a “return of value” for Sponsorship, vs making a donation.

Return of value will vary upon sponsor levels. But be sure to provide the Sponsor Free

Entries so that their employees are engaged in the event/charity.

Work with local TV and/or Radio stations to get on their morning shows or do some PSA’s.

Get sponsors involved in the event. Work with established and new relationships

to leverage sponsorships. Make sure your Sponsor logos, are placed on

marketing material.

In-Kind Sponsor – there are 2 kinds Sponsor that provides a budget line

items at no/low/reduced cost to the event. – Sponsor donation is taken at 100% value as it reduces a budget line item – Example pays for Posters.

Sponsor that provides an item in the swag bag, but is not reducing a cost from budget, these are typically taken half the value the Sponsor indicates.

Vendors: Develop Vendor application, what the

fees will be, what the event will provide, what the vendor provides, etc.

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23Marketing Plan

Set your timeline Make a plan Decide what is newsworthy Identify your target media (local newspaper) Foster relationships with the media Be sure to give ample time for media to cover the

event Get the race on local and some national

calendars.

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Other Details – Part 1

Ordering Bib Numbers – plan for this to start 8 – 6 weeks before race date, and don’t forget safety Pins. (reference page for Vendors)

Prep Postcards, Posters, race application, yard Signs, and get distributed out. Determine awards (what are they) and what are the Overall and Age Groups, will they be

duplicated. – Don’t forget to tell the timer. Is there Cash awards? If over $600 you will need to have the athlete provide you W9 or

other non-resident document for SSN. T-Shirts – Get the Sponsors Logos, Sizes to vendor. Have the Shirts arrive a few days

earlier than you need them, vendors area usually late. Fold shirts, label shirt boxes. Develop you race site layout: registration, food, beverages, Kid’s area, volunteer check-

in, Survivor area, VIP area, Port-a-Potty location, Order Port-a-potty – 1 – 100 is the ratio you want to try achieve. At least one should be

handicap. Nice to haves: washing station, trash can for paper towels. Best if they are with in viewing distance to registration and/or starting line.

Calculate coolers and cups, tables for all your water stops and finish line. 10 Gallon Cooler = 200 half filled 8oz cups – as a general rule. Secure coolers the day before and pre-fill if possible.

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Other Details – Part 2

Signage on course – secure what you will need to ensure runners know where to turn on the course.

Secure Event day insurance from RRCA, USATF or local insurer. Let me repeat – Get Event Insurance!

Secure EMS or Race Doctor or on site. Secure basic medical supplies for onsite race day. Develop a communications plan for key staff/volunteers – use Radios is better than cell. Develop a medical plan / Incident plan – what to do if something goes wrong, how to

handle, what is said and by whom. Manage the message, manage the situation. Get your check lists and keep adding to them Prep a Race Day Phone List – provide to key volunteers Prep a race day time line – provide to key volunteers Mini vision of Phone/timeline – laminated and on lanyard. Prep a race day script – what the PA announcer needs to say all morning. Volunteers – check to see what areas still need volunteers Secure Bags for the swag and all the good stuff to go into it.

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© Championship Racing - RunSignup Symposium July 18-20, 2016

Hired Help

If you are hiring a race director, or consultant, Timer, sign a contract. Whether the contract is drafted by the event owner or the person/ group being hired.

Contract should have (at a high level) race name, date, location, distances, who the contracting entity, and who has the signing authority.

Should also have scope of work/ services being provided by the person/group, and should also include what tasks/costs/functional areas are of the hiring organization, as well as the Prices and payment terms.

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Reference Websites – part 1

Race Director Guide:Road Race Management (RRM): http://rrm.com Race and Race Director Insurance: Road Runners Club of America (RRCA)Club/Race/Race Director Insurance: http://www.rrca.org/services/insurance/ Race Director Certification: http://www.rrca.org/programs/race-director-certification/ Runners World Race Director Tips: http://www.racedirectorresource.com/advice How to Budget for a Race: http://www.coolrunning.com/engine/5/5_1/264.shtml Cost Calculator: https://www.chronotrack.com/race-management-cost-calculator/

Race Director Member Websites:Running USA: http://www.runningusa.org/ Road Race Management: http://www.rrm.com/ Road Runners Club of America (RRCA): http://www.rrca.org/ USATF: http://USATF.org

Race Director 101: http://championship-racing.com/race-director-101/ More Race Director 101: http://championship-racing.com/race-director-101/more-race-director-101/

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Reference Websites – part 2

Race Course Mapping Tools: (Just a few examples)MapMyRun: http://mapmyrun.comWalkRunJog:   http://www.walkjogrun.net/ Gmap Pedometer: http://www.gmap-pedometer.com/ USATF: http://www.usatf.org/routes/map/ US Mapometer: http://us.mapometer.com/ On the Go Map: http://onthegomap.com/ Running Soundkeepers: http://running.soundkeepers.com/

USATF Course Certification: http://www.usatf.org/Products-/-Services/Course-Certifications/USATF-Certified-Courses/Certify-Your-Course.aspx

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Reference Websites – part 3

Where to Order Race Bibs and Safety Pins: Marathon Printing: http://shop.marathononline.com/ Rainbow Racing Systems – http://www.rainbowracing.com/onlinestore/ EMediaGroup – http://www.emediagrp.com/ Electric City Print – http://www.ecprint.com/ Road ID (Mostly Free) – http://www.roadid.com/sponsorship/Default.aspx Your Bibs (Personalized, In Memory for, Back Bibs) -  

https://www.yourbibs.com/Index.asp? Safety Pins – Cleaner Supply -  

http://www.cleanersupply.com/products/product.cfm?pID=2368

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