Race Director Workshop

Race Director Workshop 2013Dan ClarkWhy Put on a Race?Raise money for a charityGenerate awareness or interest about your charity or businessWho doesnt love to hang out with a few hundred sweaty people?What do I want from this Workshop?From a Runners PerspectiveHigh quality events= Correct measurementGood group to run with on a scenic courseAccurate timing & resultsRecognition- AwardsFun post-race celebration (beer is a plus)Runners want to know which events are high quality races and which ones are Fun RunsA calendar of real races optimized so we have a good selection of distances, locations and styles of events

*Types of Runners*Charity RunnersFitness RunnersCompetitive Runners Core Runners*Types of Runners*Charity Runners12%Fitness RunnersCompetitive Runners*Types of Runners*Charity Runners12%Fitness Runners38%Competitive Runners*Types of Runners*Charity Runners12%Fitness Runners38%Competitive Runners50%

Ignore the aspects of the race that competitive runners desire and you ignore 50% of your target market!How do these goals work together?73% of Core Runners report household income of over $75,000Great target market to get sponsors!

80% of Core Runners are college educated

43% of Runners have been in the sport for over 10 yearsThey will run your race next year if it is a good eventLocal Survey ResultsUsed online survey tool from KwikSurveys.comAsked local runners to complete the surveyRunGvl Google email list. AKA- Dianes email groupAsked local race directors to send the link to runnersUsed facebook to reach local runnersAsked about 50 QuestionsAsked runners to rate 19 local races if they had run themOver 100 completed surveysLocal Survey Results

Favorite Race DistanceQuestion: What distances do you like to race? 1 Star = Don't like to race this distance 2 Stars = Slightly enjoy this distance 3 Stars = Enjoy racing this distance 4 Stars = Very much enjoy racing this distance 5 Stars = This is my FAVORITE distance to raceFavorite Race Distance Weighted Score10K71.6%Half Marathon71.2%5K70.4%15K68.8%Marathon47.4%Favorite Race Distance Gave 4 or 5 StarsHalf Marathon60%10K57%15K53%5K52.7%Marathon25.5%Fewest 1 star ratings for 10K- Translation- We need more 10 K Races!13Running SurfaceWhat type of surface do you prefer to race on? 1 Star= Don't like to race on this surface 2 Stars= Slightly enjoy racing on this surface 3 Stars= Enjoy racing on this surface 4 Stars= Very much enjoy racing on this surface 5 Stars= This is my FAVORITE surface to race onRunning Surface weighted scoreAsphalt paved Bike Path81.6%Roads75.4%Grass / dirt trails68.8%Mondo or other rubber surfaced track58.8%Technical Trails with roots, rocks, Steep hills and soft sand51.8%6. Sidewalk46%15Important Factors in selecting a raceRate the importance of the following factors in selecting a race you will run. 1 Star = Not at all important 2 Stars = Low importance 3 Stars = Medium Importance 4 Stars = Very Important 5 Stars = Extremely Important. I won't run the event if you don't have this!Important factors in selecting a raceImportant Factors % that gave 4 or 5 StarsPrice83.5%Accurately Measured Course68%Scenic Course59.5%Post Results online within 24 hrs59.5%Chip Timing46.2%

Email comment- I dont like to pay for other peoples beer.18PriceWhat is a FAIR registration price for the following race types? Pick the price level closest to what you think is a fair price. 1 Star = $10 or less 2 Stars = $15 3 Stars = $20 4 Stars = $25 5 Stars = $30 Local 5K Price

1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or moreLocal 5K Kids Price

1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more10K Price

1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more15K Price

1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or moreHalf Marathon Price

1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or moreT- ShirtsWhat type of Race T-shirt do you prefer to receive? 1 Star = I don't like this kind of T-shirt 2 Stars = I like this kind of shirt a little bit 3 Stars = I like this kind of T-shirt 4 Stars = I very much like this kind of T-shirt 5 Stars = This is my FAVORITE type of T-shirt to receiveT-shirts34.5% say their Favorite kind of T- shirt is NO T-Shirt!26AwardsMost races have age group awards. What type of age group awards would you most like to receive? 1 Star = I don't like this type of award- I'll chuck it in the garbage. 2 Stars = I like this type of award a little bit 3 Stars = This is a nice award to receive 4 Stars = I very much like this kind of award 5 Stars = This is my FAVORITE type of award to receiveAwardsWeighted ScoreGift Certificate Running Store81.4%Running Gear (Hat, socks, shirt)74.4%Unique Awards 74%Functional items (pint glass / mug)67.8%Edible Awards (melon, baked goods etc.)59.6%Medal56%Plaque48.6%Trophy47.8%

Awards

Race The Tortoise 5K | Prediction Run | Far Right- Pinecone from Flatwoods 5K

30% say they will chuck a trophy or a plaque in the trash.

Consider combining a functional award with a gift certificate from a Running Specialty Store .

If you order trophies, at least put something like a turkey on top!

Post-Race FunHow much would you enjoy the following post-race activities? 1 Star = I would not enjoy this at all 2 Stars = Enjoy a little bit 3 Stars = Enjoy 4 Stars = Very much enjoy 5 Stars = WooooHoooo! This would be the BEST post race activity!Post -Race FunWeighted ScoreBeer / Tent Party69.4%Picnic / Cookout69.4%Band / DJ playing music60.6%Massage57.6%Prize Drawings54.8%Fun Run for Children54.4%Carnival Games34.8%People were hot or cold on Massage. More negative people on beer but others enthusiastic about it. 40% gave beer 5 stars!32Rate the Races Over 85%Weighted ScoreTom Walker Half Marathon91.2%Flatwoods5K88.6%Five Points of Life Half Marathon88%Newnans Lake 15K87.6%Trail of Payne 10K87.6%Race the Tortoise 5K86.8%LGAA 5K at Ironwood Golf Course85.6%Turkey Trot 10K85.1%Top Race StatisticsRunners Price Chip timedTom Walker Half 236$35 YesFlatwoods5K84$20 YesFive Points of Life Half629$40 YesNewnans Lake 15K289$25 YesTrail of Payne 10K273$25 YesRace the Tortoise 5K220$20 YesLGAA 5K at Ironwood 267$20 YesTurkey Trot 10K456$25 YesBasic Race OperationsSelecting a LocationParkingShelter in case of rainRestrooms- 1 seat per 50 runnersElectricityLong straightaway for start and finishNo sharp turns the first or last 200M if at all possibleTrafficRailroad tracksOther issues?Measuring the CourseRough DesignUse online mappingDrive GarminExact MeasurementJones MeterSurvey WheelTake shortest path possibleTake pictures of course and markingsCourse MarkingsFlour Arrows- Environmentally friendly, washes away.Signs staked into dirtFlagging tapeConesMile Marker signsDo NOT depend on volunteers or Police to direct runners. They WILL mess it up.

Mark every turn, every location where there could be a turn but the runners go straight, and put confidence markers on long straight portions. Place volunteers on the course in key locations. REMEMBER- Runners have all the oxygen in their bloodstream going to their legs, not their head.Water StopsFor a 5K; one water stop. 1 Stop every 2 miles for longer events.The water stop for a 5 or 10 K should be water only Use 8-12 oz paper cups- NOT plasticFill cups 2/3 upNo icePre-fill as many cups as you canHold cups out to runners as they run byUse latex or plastic gloves RRCA guideline

Finish Line DesignLong straightaway of at least 50 meters to finish

No sharp turns last 200M

Finish chute past finish line of at least 20 meters

Opening of finish line depends on size of your race

Good illustrations / ideas in Rainbow guideTiming and ResultsChip TimingHalf Mile TimingStart2FinishOthers available too

Computerized hand timing with pull tabs in race #s

Manual card file / Hand timing

Post results within 24 hoursRegistrationCopy other race registration formsUse Active.com or other online registration toolRetail locations to drop off formsPacket Pick-upDay of Race TableHave a well planned system- practice itPlan for when you run out of T-shirtsPlan for last minute changes to team members, etcHave a decision maker authorized to do what has to be done!Medical DirectorHave Medical Professional organize this

Volunteers need to know the communications plan

Read RRCA guidelinesPlanning and PromotionsRegistration

T shirts

Awards

Promoting the event

Recruiting volunteersRegistration PricingCompare to other similar eventsConsider offering reduced price to kidsNo shirt, kids under 12 = $5If a round of Golf (18 holes) costs $5.50 for a kid high school age or younger, why would a 5K cost $25???Offer a No T shirt optionMost runners have hundreds of shirtsYou can make more profit on a No Shirt runnerCalculate your total race cost divided by total runnersT ShirtsOrdering too many T-shirts is the #1 way to lose money on your race!Shirts ONLY for pre-registered runnersShirts for first _____ runners to registerAwardsOverall

Masters Division

5 yr Age Groups: 9&U, 10-14, 15-19, 20-24. And so on

TeamsTotal timeXC stylePromoting the RaceThe Best Target market is RunnersPlace flyers in the goodie bags at other racesUse facebook, Google RunGnv email list and meetingsPlace flyers at Lloyd Clarkes, Gainesville Running and Fit 2 RunGet each person in your charity group to sign up 5 runnersPublic Service Announcements on radio / TVVarious community calendars in print

Recruiting volunteersAccess volunteers from charity your event benefitsContrary to popular belief- Runners are not good volunteers.

Hold a volunteer meeting prior to the event and provide food or something nice as a way to show appreciation

Your number of volunteers depends on the race course, # of runners and other factorsMake an estimate and add 10%Finding SponsorsGet Sponsors to cover costsCash to buy needed itemsDonations so you dont have to spend $Gift certificates for award winners so you can buy cheaper awardsFood for after the race

Target sponsors that are NOT running related.

Final ThoughtsNetwork with other Race Directors

Attend races and analyze their organizationCount volunteersRead reviews by runners

Volunteer one or two races a year other than your own eventResourcesGoogle Group email listflorida-track-club-race-director-group@googlegroups.com Rainbow Racinghttps://www.rainbowracing.com/Images/GuideForRaceDirectors.pdfRoad Runners Club of Americahttp://www.rrca.org/event-directors/guidelines-for-safe-events/