Timing Consortium Race Pricing

Race Timing Pricing

Timing Consortium is a finish line timing company. The founders of the company have years of experience in timing small to large events. Below you will find example prices for our services as well as some tips to make your race a success. We do finish line timing, management, set-up, and race scoring only,

This means we do not provide personnel for the finish line course nor do we provide scaffolding for finish line and start banners. We don’t provide announcers for the race and awards ceremony, However, we will be happy to provide you with suggestions for companies that provide these services.

RACE TIMING AND SCORING

Non Chip Timing - $1 per participant

Minimum $445 up to 250 participants.
If the event is over 250 participants then it is an additional $1/per participant over 250.

This minimum fee includes chutes, display clock, and start and finish banner and one Time Machine.
Another Time Machine will be required for more than 400 participants.

A finish line manager is required for races above 350 participants
Additional fees may be applied for personnel depending on the size of the race. Please call for details.

A $200 non-refundable deposit (applied to the minimum timing cost) is required to hold a race date.

Note: Non chip timing is quick and very accurate for races up to 2000 participants. For larger races non chip timing can still be done but complete results may not be available until later in the day.

Chip Timing - $1 per participant

Minimum $445 up to 250 participants.

If the event is over 250 participants then it is an additional $1/per participant over 250.
This minimum fee includes all the material necessary for the finish line and a start banner.

Additional fees may be applied depending on the size of the race for additional mats and personnel. Please call for details.

A $200 non-refundable deposit (applied to the minimum timing cost) is required to hold a race date.

Triathlon Timing

Triathlon chip and non chip timing depends on if split times are required
or not which will require more equipment. Call or email to discuss prices

If the event is over 300 participants then an experienced finish line manager
is needed at an additional cost of $150

If you have 200 or more participants that register on race day then a
dedicated race day data entry person will be needed for $75.

FINISH LINE VOLUNTEERS

Non-Chip Timing

A minimum of 6 volunteers are needed for the finish line for smaller races.
They would be used for the following positions:

	Computer timers	2
	Backup manual timers	2
	Tag pullers	2

For larger races the size increase as additional people will be needed to work as tag pullers, computer timers, manual back up timers, herders, and opening and closing of chutes.

Chip Timing

It depends on the size of the race. Most of the jobs will be for gathering tags so for larger events once again more volunteers will be needed.

For a small event 6 volunteers will be sufficient. For a larger event anywhere from 10 to 20 volunteers will be needed for the finish line.

EQUIPMENT RENTAL

Finish Chutes (this includes set-up) - $30

Display clock - $30

Computer timer - $55 – 2+ timers are need for events with more than 400 participants

Mile Markers $15 (Marker placement is the responsibility of the race director / volunteers)

Start and Finish banners $30

DATA ENTRY

.25/per entry – This applies only if the customer does not have personnel to do the data entry. If customer wants to do data entry then Timing Consortium can email an Excel spreadsheet that can be used.

OTHER SERVICES

Post card mailing:
	$150 per 250 post cards
Bar code printing:
	$100 per 1000 bar codes
Course measurement:
	$250 for 5K
	$350 for 10K
	Call for other distances

TIPS and ADDITIONAL INFORMATION

Application

Please email the application so that we can review the registration form for the proper information. The main components that need to be on an application are Bib No., Name, Age, Gender and what event the participant is doing if there are multiple events.

Bib Numbers

Where to purchase – this is just a small sampling of many of the companies out there that will print bib numbers:

Rainbow Racing www.rainbowracing.com

Runners World www.runnersworld.com

Bib Numbers www.bibnumbers.com

Running Count Inc. www.runningcount.com

What types of bibs to purchase:
Please order bib numbers with 3 of 9 bar codes applied to the pull tags. The pull tags should have at least an area for name, age, sex. The pull tag should have a hole in it as well in order to be able to put it on a stringer. If you have drawing prizes then you would also want to get a drawing prize tag.

Also remember to get safety pins for the bib numbers which can be purchased at many of the reference sites mentioned above.

Here is an example of what the bib number tag looks like:

Shirts

There are many t-shirt screen printing companies in Colorado please do a search on the Internet and you will find several.

Things That Make A Successful Event

Course – Runners look for new and unique courses

Refreshments – Runners look for good food, water and drinks. Sponsors can help with this.

Shirts – Make your shirts colorful and unique

Awards – Have unique awards and a fair amount of age groups. In order to attract other types of participants you might want
to have race walking awards and age groups and ribbons for a fun run.

How to Drive Registration

Mailing – Mailing lists. Active.com provides a mailing service for a fee.

Active.com – Can do many things to help drive registration, please check with them about their services.

Passing out brochures at other events

Other Items

Police

Permits

Music – Sweetness and Company (303) 237-7777

Insurance – Rachel Bishop (303) 751-1952

Packets and distribution – Parthenia Jones (303) 877-8534

Scaffolding - Colorado Scaffolding & Equip. Co., Inc (303) 287-3333 website: www.coloradoscaffolding.com

Tents

Tables

Chairs

Portable Toilets

Trash

Signs

Cones

Check the Links Page for More Vendors

Bib Number Assignment

Bib numbers should be assigned to participants as entries are received via Active or site registration. There are multiple methods that can be used to assign bib numbers.

Method 1:

Bib numbers are assigned to participants as they walk into a registration site. The participant is then given there bib number, shirt and goody bag.

Mail in participants or Active participants can pick up their numbers on the day of the race. Some races will optionally bring in the mail in participants and Active participants to a pick up location before the race starts. For example mail in and Active registration may start a month before actual walk in registration at sites begin. All of the mail in and Active registrations are assigned bib numbers, given shirts, and a goody bag and the packets are then brought to the walk in site of choice.

Pros – Participant has many choices and it can alleviate a lot of race day traffic for packet pick up.

Cons – It requires much more personnel to be able to bring packets to the sites and pick up registrations on a regular basis as well as keeping all of the locations supplied with race materials (e.g. shirts, packets, applications, bib numbers etc.)

Method 2:

All mail in, Active, and walk in registrants are given their bib number and other items on race day.

Pros – Easier to handle registration for smaller races with limited resources.

Cons – Does not offer as many choices to participants. Creates more race day registration traffic.

It is a good idea to organize the bib numbers for race day pick up alphabetically so it is easy to look up.

Items Necessary for Registration

Make sure that race personnel fill out the bib number tags completely (e.g. Name, age, sex).

Make sure that the application is filled out completely (e.g. at the very least name, age, sex, and what event they are doing). Also the bib number assigned to that participant needs to be written on the application . Filling out tag, application.

Race Day Registration

In order for the participants to be properly timed Timing Consortium needs race day registration to be done properly. Here is a typical play by play list of what happens when a participant registers on race day:

Participant fills out application. Applications should be set out on table with pens.

Participant brings filled out application to race day personnel at registration table.

Race day personnel looks over application and make sure that the minimum information is on the application (e.g. Name, Age, Sex, and race they are participating in).

Race day personnel grabs a bib number and fills out the tag completely with the persons name,age,sex and writes the bib number assigned to the participant on their application.

Race participant is given their bib number, shirt, and goody bag. The participant can also grab safety pins for their bib number in a box set out at the registration table.

Timing Consortium personnel will then grab the application for data entry at 5 to 10 minute intervals depending on how busy the race day registration is.

Duplicate Entries or Non Registered Participants

Duplicate entries should be documented so Timing Consortium is aware of them.

Duplicate Entries are participants that did register or claim that they registered and are in the database but they forgot to bring their bib number to the race. They are then given a new bib number. If Timing Consortium is not made aware of the entry being a duplicate then the participant will be in the database twice. This in itself is not an issue but will skew the true amount of participants in the race. Race personnel need to be aware that they also may not receive all of their mail in participants or participants from Active or from a registration site. This may occur because not all of the applications for a site were given to personnel, or last minute Active registrants were not downloaded, or the mail in registration did not reach the required people in time etc. In this case it is up to the event manager as to whether this participant is given a number or not.

Typical Race Day Results Issues

Results for races are typically printed out as “preliminary results” for posting as the race is progressing. These results are posted and announced as to where they are located. The reason for posting preliminary results is to take care of typical race day issues for results. These issues are for the following reason.

Incorrect Sex - The participant did not put the correct sex on the application or they did not mark what sex they are which could be difficult to guess if the persons name is a cross gender type of name (e.g. Chris, Pat) etc.
The participant was not in the database. When a participant is not in the database because an application was not given to Timing Consortium personnel, or the application was lost etc. then what will happen is that the tag given at the end of the finish line will not be in the database. If this tag does not have the persons name, age, and sex written on it, then we have no choice but to enter “No Name” for the name, 99 for the age, and M for the sex.
No age - The participant may accidentally or purposely not put their age on the application. If this happens then they are put in the 99 category.
The person may not put down what category they are in (e.g. 5K run, 5K walk). Because of this they may be put in the incorrect category and show up on the incorrect set of results. Another scenario is that the participant decides to change what event they are in without informing any rae personnel.

Data Entry

Data entry is usually performed on race day by Timing Consortium personnel as they are experienced with the database software and can enter up to 200 or more entrants per hour. Data entry before race can be performed by the event personnel and this is commonly done. It saves money for the event and is not a core business for Timing Consortium personnel although we will do it according to the prices listed above. If event personnel decides to do the registration before the event then Timing Consortium will send you a spreadsheet template which you can use for registration. Bib numbers for the pre day of event registrants should be assigned on a regular basis as described above in the document. An example of the database should also be sent to the Timing Consortium personnel a week before the race just to make sure fields are being entered correctly and the data imports into the race software correctly. The template can be modified to have new fields added as needed for the event coordinators but the fields in the original template should not be deleted.

Course Certification

More races are certifying their courses as it attracts more runners and participants can be assured that the distance is accurate.