1. Do I need an event management company? |
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There are many items involved in putting on an event. A good way to be aware of what is involved is to volunteer to work an event. Typical areas that need to be addresses for an event are: |
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Advertising
Sponsors
Course
Shirts
Bib numbers
Refreshments
Volunteers
Roles: |
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Event Manager
Volunteer Manager
Sponsor Manager
Course Manager
Race Day Registration Manager |
Event supplies: |
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Tables
Safety Pins
Water containers
Trash containers
Portalets |
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Finishline
Music
Announcing
Permits
This list is not comprehensive but gives you an idea of what is involved. Many of the items above are common sense and just requires the event manager to be aware of them and to have the personnel to address them. Finishline Managments which Timing Consortium specializes is one area that definitely requires personnel who have years of experience in the field. A good analogy for this is like building a house. You want to build a house. You might know all the material needed to build the house, you might know how to use a hammer, and you might even be able to receive some guidance on how to do certain things to start the building. But there are certain items that you would not feel comfortable doing as it takes years of experience and understanding as well as specialized tools before you decide to tackle it. Something like electricity for example. Timing a race requires an understanding of traffic engineering, how to use the specialized software and all of its capabilities, how to deal with issues, and specialized equipment (e.g. display clock, electronic timers, chutes, barcode readers etc.). |
2. Should I do chip timing? |
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Although chip timing has become more popular there are many issues that must be realized. Chip timing usually requires more money for the system. This additional money is usually passed on to the event coordinator in the form of higher fees. More volunteers for the finish line are required as well. For a race up to 1000 or even more people scoring is pretty much real time as compared to chip timing. Meaning there is no real advantage to use chips. In many cases redundant systems are required to time every participant. This is because the mat for the chip might not pick up the participant as they cross the finish line and a redundant system would.
If the intent is to drive attendance at your event then chip timing should not be looked at as an offering that will increase participation significantly. Many people do running events either because they are familiar with the charity, they like the course, shirts, food and refreshments, or entertainment.
That being said chip timing is increasing in popularity because the technology is decreasing in price and for larger races it can speed up scoring. Are goal at Timing Consortium is for our customers to realize maximum fund raising potential. As such Timing Consortium does offer chip timing and want our customers to understand that if done for the right reasons we will fully utilize our IPICO chip system and expertise.
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3. When should we have our event? |
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This is difficult to say. In Colorado running events are held throughout the year. We have more sunny days then anywhere in the nation. It could snow a foot 1 day and be completely melted the next. This being said you will run into the risk for inclement weather in the fall or winter season. But there are many more events that are going on in the spring and summer months that you might have to compete with. The best advice is if you choose a date then take a look on Active.com to see what events if any are going on at the same time and whre they are located. You might still decide to go with the date if the other events are not that large and are being held at a venue that has been used several times (e.g. Washington Park or City Park). |
4. When should we start advertising for our event? |
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The rule of thumb is always the earlier the better. Keep in mind though that runners may forget about an event if they are told about it fairly early. We suggest that you create small flyers advertising the event early on and then maybe do a mailing or radio and TV advertising as the event gets closer. |
5. Where should we have the event? |
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Having the event in a unique location is always best as it most likely will attract more and new runners. Of course there might be a trade off to doing this though as it typically costs less money to have an event in a park then it does to have it out in the streets as the former does not require police. |
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