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Race Director Workshop 2014

Race Director Workshop 2014. Dan Clark. Why Put on a Race?. Raise money for a charity Generate awareness or interest about your charity or business Who doesn’t love to hang out with a few hundred sweaty people?. What do I want from this Workshop?. From a Runner’s Perspective

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Race Director Workshop 2014

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  1. Race Director Workshop 2014 Dan Clark

  2. Why Put on a Race? • Raise money for a charity • Generate awareness or interest about your charity or business • Who doesn’t love to hang out with a few hundred sweaty people?

  3. What do I want from this Workshop? • From a Runner’s Perspective • High quality events= • Correct measurement • Good group to run with on a scenic course • Accurate timing & results • Recognition- Awards • Fun post-race celebration (beer is a plus) • Runners want to know which events are high quality races and which ones are “Fun Runs”

  4. *Types of Runners* • Charity Runners • Fitness Runners • Competitive Runners – “Core Runners”

  5. *Types of Runners* • Charity Runners 12% • Fitness Runners • Competitive Runners

  6. *Types of Runners* • Charity Runners 12% • Fitness Runners 38% • Competitive Runners

  7. *Types of Runners* • Charity Runners 12% • Fitness Runners 38% • Competitive Runners 50% • Ignore the aspects of the race that competitive runners desire and you ignore 50% of your target market!

  8. How do these goals work together? • 73% of “Core Runners” report household income of over $75,000 • Great target market to get sponsors! • 80% of Core Runners are college educated • 43% of Runners have been in the sport for over 10 years • They will run your race next year if it is a good event

  9. Local Survey Results • Used online survey tool from KwikSurveys.com • Asked local runners to complete the survey • RunGvl Google email list. AKA- Diane’s email group • Asked local race directors to send the link to runners • Used facebook to reach local runners • Asked about 50 Questions • Asked runners to rate 19 local races if they had run them • Over 100 completed surveys

  10. Local Survey Results

  11. Favorite Race Distance • Question: 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 race

  12. Favorite Race Distance Weighted Score • 10K 71.6% • Half Marathon 71.2% • 5K 70.4% • 15K 68.8% • Marathon 47.4%

  13. Favorite Race Distance Gave 4 or 5 Stars • Half Marathon 60% • 10K 57% • 15K 53% • 5K 52.7% • Marathon 25.5%

  14. Running Surface • What 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 on

  15. Running Surface weighted score • Asphalt paved Bike Path 81.6% • Roads 75.4% • Grass / dirt trails 68.8% • Mondo or other rubber surfaced track 58.8% • Technical Trails with roots, rocks, Steep hills and soft sand 51.8% 6.Sidewalk 46%

  16. Important Factors in selecting a race • Rate 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!

  17. Important factors in selecting a race

  18. Important Factors % that gave 4 or 5 Stars • Price 83.5% • Accurately Measured Course 68% • Scenic Course 59.5% • Post Results online within 24 hrs 59.5% • Chip Timing 46.2%

  19. Price • What 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

  20. Local 5K Price 1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more

  21. Local 5K Kids Price 1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more

  22. 10K Price 1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more

  23. 15K Price 1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more

  24. Half Marathon Price 1= $10 or less | 2=$15 | 3= $20 | 4=$25 | 5=$30 or more

  25. T- Shirts • What 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 receive

  26. T-shirts

  27. Awards • Most 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 receive

  28. Awards Weighted Score • Gift Certificate – Running Store 81.4% • 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% • Medal 56% • Plaque 48.6% • Trophy 47.8%

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

  30. 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!

  31. Post-Race Fun • How 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!

  32. Post -Race Fun Weighted Score • Beer / Tent Party 69.4% • Picnic / Cookout 69.4% • Band / DJ playing music 60.6% • Massage 57.6% • Prize Drawings 54.8% • Fun Run for Children 54.4% • Carnival Games 34.8%

  33. Rate the Races – Over 85% Weighted Score • Tom Walker Half Marathon 91.2% • Flatwoods5K 88.6% • Five Points of Life Half Marathon 88% • Newnan’s Lake 15K 87.6% • Trail of Payne 10K 87.6% • Race the Tortoise 5K 86.8% • LGAA 5K at Ironwood Golf Course 85.6% • Turkey Trot 10K 85.1%

  34. Top Race Statistics Runners Price Chip timed • Tom Walker Half 236 $35 Yes • Flatwoods5K 84 $20 Yes • Five Points of Life Half 629 $40 Yes • Newnan’s Lake 15K 289 $25 Yes • Trail of Payne 10K 273 $25 Yes • Race the Tortoise 5K 220 $20 Yes • LGAA 5K at Ironwood 267 $20 Yes • Turkey Trot 10K 456 $25 Yes

  35. Basic Race Operations • Selecting a Location • Parking • Shelter in case of rain • Restrooms- 1 “seat” per 50 runners • Electricity • Long straightaway for start and finish • No sharp turns the first or last 200M if at all possible • Traffic • Railroad tracks • Other issues?

  36. Measuring the Course • Rough Design • Use online mapping • Drive • Garmin • Exact Measurement • Jones Meter • Survey Wheel • Take shortest path possible • Take pictures of course and markings

  37. Course Markings • Flour Arrows- Environmentally friendly, washes away. • Signs staked into dirt • Flagging tape • Cones • Mile Marker signs • Do NOT depend on volunteers or Police to direct runners. They WILL mess it up. • Lead vehicle or lead bike 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.

  38. Water Stops • For 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 plastic • Fill cups 2/3 up • No ice • Pre-fill as many cups as you can • Hold cups out to runners as they run by • Use latex or plastic gloves – RRCA guideline

  39. Finish Line Design • Long 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 guide

  40. Timing and Results • Chip Timing • Half Mile Timing • Start2Finish • Others available too • Computerized hand timing with pull tabs in race #s • Manual card file / Hand timing • Post results within 24 hours

  41. Registration • Copy other race registration forms • Use Active.com or other online registration tool • Retail locations to drop off forms • Packet Pick-up at retail location of sponsor • Day of Race Table • Have a well planned system- practice it • Plan for when you run out of T-shirts • Have plenty of registration forms with waiver and correct fields • Safety pins for race numbers – not straight pins • Plan for last minute changes to team members, etc • Have a decision maker authorized to do what has to be done!

  42. Insurance and Waivers • RRCA • USATF • Use the Approved Waiver for the Insurance Coverage • Director / Board Insurance • Document Everything • If there is an accident or problem, take pictures, get names and contact information and write down details • Keep Waiver Forms

  43. Medical Director • Have Medical Professional organize this • Volunteers need to know the communications plan • Read RRCA guidelines

  44. Planning and Promotions • Registration • T shirts • Awards • Promoting the event • Recruiting volunteers

  45. Registration Pricing • Compare to other similar events • Consider offering reduced price to kids • No shirt, kids under 12 = $5 • If 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” option • Most runners have hundreds of shirts • You can make more profit on a “No Shirt” runner • Calculate your total race cost divided by total runners

  46. T Shirts • Ordering too many T-shirts is the #1 way to lose money on your race! • Shirts ONLY for pre-registered runners • Shirts for first _____ runners to register

  47. Awards • Overall • Masters Division • 5 yr Age Groups: 9&U, 10-14, 15-19, 20-24…. And so on • Teams • Total time • XC style

  48. Promoting the Race • The Best Target market is Runners • Place flyers in the goodie bags at other races • Use facebook, Google RunGnv email list and meetings • Place flyers at Lloyd Clarke’s and Fit 2 Run • Get each person in your charity group to sign up 5 runners • Public Service Announcements on radio / TV • Various community calendars in print

  49. Recruiting volunteers • Access volunteers from charity your event benefits • Contrary 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 factors • Make an estimate and add 10%

  50. Finding Sponsors • Get Sponsors to cover costs • Cash to buy needed items • Donations so you don’t have to spend $ • Gift certificates for award winners so you can buy cheaper awards • Food for after the race • Target sponsors that are NOT running related.

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