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2021: The Year of Hybrid

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2021: The Year of Hybrid

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An overview of what Bob and RunSignup | GiveSignup expects from 2021, and why a Hybrid Event is the best path for navigating the uncertainty, followed by examples showing the range of successful hybrid events.

An overview of what Bob and RunSignup | GiveSignup expects from 2021, and why a Hybrid Event is the best path for navigating the uncertainty, followed by examples showing the range of successful hybrid events.

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2021: The Year of Hybrid

  1. 1. 2021: The Year of Hybrid 2021 Planning Kickoff
  2. 2. What We Expect in
  3. 3. https://covidtracking.com/data/charts/2-metrics-7-day-average-curves
  4. 4. https://covidtracking.com/data/charts/2-metrics-7-day-average-curves
  5. 5. https://rt.live/
  6. 6. https://rt.live/
  7. 7. https://covid19.healthdata.org/united-states-of-america?view=infections-testing&tab=trend&test=infections
  8. 8. Potential Timeline ▷ Masks, awareness, lockdowns ▷ Vaccine ○ 20M in December, Scaling monthly ○ Moderna 500M, Pfizer 1.2B, Astra Zeneca 3B in 2021 ○ Warp Speed has 3 others in pipeline, Sinopharm and others coming, Biden “100M in 100 days” ▷ 10%, 20% Vaccinations implications for Rt ▷ Live Races were coming back in Sept-Oct ▷ Better situation by March
  9. 9. Sense of Urgency for 2021 ▷ Need for $ ▷ Early Mover Advantage ▷ Market Share Grab ○ Races and Walks ○ Timers
  10. 10. In-Person Events in 2020 ▷ Successful execution of safe events has built trust ▷ Participants have been grateful for in-person options and compliant with rules ▷ Gradually increasing, peaking around 35-38% of registrations ▷ 95 in-person races of over 100 between 11/6-11/8
  11. 11. Virtual Options in 2020 ▷ In November, 55% of participants were in virtual races and 8% were in virtual challenges ▷ “Realness” of virtual has improved, with live streams, RaceJoy Anywhere, digital bibs, participant photo uploads, etc. ▷ Challenges expand the pool of participants
  12. 12. Overall Participation in 2020 November RunSignup Numbers ▷ Transaction volume down 38% ▷ Overall registrations down 42% ▷ Donations up 75% ▷ 71% drop in Turkey Trot participation, despite the number of Turkey Trots dropping just 6% ○ Large races were especially hit ▷ Eventbrite Q3 was down 66% in registrations and 78% in profit
  13. 13. Why Hybrid
  14. 14. Hybrid Event: A Definition A hybrid event is any race, run, walk, ride, or fundraising event that incorporates both in-person and virtual elements. Hybrid events provide a combination of two or more of: ▷ Traditionally score on-site events with defined courses ▷ On-site, defined course races with flexible start times and/or expanded race dates ▷ Race anywhere options with set distance(s) and participant or GPS submitted finish times ▷ Set or open distance challenge events or activity challenges
  15. 15. Hybrid Maximizes Participation Traditional participants ○ “Virtual isn’t real” crowd ○ Hyper-competitive Current virtual participants ○ Immunocompromised or high risk ○ Cautious around crowds Expansion participants (out-of town) ○ Want to participate “with” friends/family ○ Strong supporters of your cause ○ Inflexible work schedules
  16. 16. ▷ Build Customer Confidence ○ 2020 Cancellations have made procrastination even worse ■ 16% of participants in 2020 registered in the last 3 days ○ Ensure that participants have a way to join if they get sick, exposed, or otherwise can’t make it live ▷ Flexible Participant Management ○ Explain any event or race transfers, deferrals, and refunds ○ The more flexible your options, the better (but be realistic) Hybrid Encourages Earlier Registration
  17. 17. ▷ Restrictions are continually changing ▷ By planning a virtual now, you have a more robust virtual option ready to go if conditions change last minute ○ RaceJoy Anywhere ○ Participant photo uploads ○ Virtual Results ○ Live (virtual) start/finish Doing more work now means being prepared in the spring. Hybrid Prepares You for Uncertainty
  18. 18. Hybrid Saves Fundraising Nonprofits can’t afford to wait until the pandemic ends. ▷ Many traditional fundraisers are cancelled ▷ Participants are more willing to participate virtually if it’s to support a cause they believe in ▷ Donations in November were up 75% to $2.6 million
  19. 19. Making Your Plan
  20. 20. What do you need to Succeed? All contingency plans need to be based on reality - which means you need to understand the costs and benefits of each option.
  21. 21. Who is On Board? The decision may not be up to you. Start having the hard conversations NOW. ▷ Governing bodies ○ New requirements for permits? ■ Do these increase your costs ■ Do these limit your number of participants ▷ Venues ○ Are they open for business? ○ Are there new requirements for spacing and sanitation? ■ Do these increase your costs or limit your numbers?
  22. 22. Cost Changes Modifications change costs. Things to consider: ▷ PPE & hand sanitizer for staff and volunteers ▷ More hours for timing and employees spread out the start ▷ Lower porta-potty ratio ▷ Individually packaged water or snacks ▷ Lower costs for virtual - except shipping
  23. 23. Minimum Viability What is the minimum number of participants that you need to make the event financially viable?
  24. 24. Hybrid Events in Action
  25. 25. Richmond Marathon In-Person Elements ▷ Official course on a city trail ▷ Chip-timed ▷ Bottle refill stations, restrooms, and mile markers ▷ Finish line Virtual Elements ▷ 16 days to complete ▷ Start anytime (5am-5:30pm) ▷ Option to run anywhere ▷ Time validated by RaceJoy
  26. 26. Richmond Marathon ▷ 5,500 registrants (Marathon, Half Marathon, 8K) ▷ USATF Certified course (optional) ▷ Swag pickup and shipping options - post-race pickup if running official course ▷ Long-sleeve tech shirt, medal, buff, finisher blanket, Nuun, energy gel. ▷ No prize money ▷ Participant management options include event transfer and deferral
  27. 27. Kiawah Island Marathon -> Holly Jolly Jog ▷ Marathon Cancelled ▷ Holly Jolly Jog is a free, 3-day hybrid event in its place ○ 3 distances showing off new course for 2021 ○ Timed from 8am-2pm each day ○ Marked courses with aid ○ RaceJoy for back-up and spectating ▷ Maintains relationships for the race
  28. 28. Webster Turkey Trot ▷ 1,200+ participants, majority virtual ▷ Continuing a 49-year tradition ▷ Unique distances (2.5 and 4.4 miles) ▷ Local restrictions of 20 people in a place at one time
  29. 29. Webster Turkey Trot In-Person Elements ▷ Less than 200 in-person participants, limited to those who had registered early ○ Open start over 2 hours ○ NYS residents only ○ Strict waiver requirement ○ No spectators ▷ Chip timing ▷ Text/Email Results Notifications Virtual Elements ▷ Majority of participants were virtual ▷ Race completed between 11/26 and 11/29 ▷ Swag shipped to arrive by Thanksgiving if registered by 11/8 ▷ Virtual results, finisher certificate, and digital bib
  30. 30. Cocoa Beach Turkey Trot ▷ 1,400+ participants ▷ Clearly communicated contingency plan ○ If conditions forced virtual, runners could run virtually or defer ○ If conditions force a reduction of participants, in-person entries would be honored in the order they were received.
  31. 31. Cocoa Beach Trot In-Person Elements ▷ 1,200+ in-person participants ○ Wave start with times assigned by expected finish time ○ Packet Pickup for swag Virtual Elements ▷ 170+ virtual participants ▷ Run Anywhere virtual by 11/29 ○ Swag delivered or shipped ▷ Run the Course Virtual ○ Use RaceJoy to run the official course between 11/25-11/29 ○ Swag delivered or mailed
  32. 32. Negative Split Produced 5 events with in-person element (timed 7), in two states. R.A.C.E. Strategy: ● Reduce participant densities ● Avoid touch points ● Communicate protocols and guidelines ● Evaluate strategies continually Logistics ● Pre-register for in-person or virtual ● Select corral window ● Wait in car until start window; start when starting line is empty ● Curbside packet pickup or ship for a fee ● RaceJoy for runner instructions ● Pre-packaged aid station supplies ● Photo backdrop at finish line
  33. 33. Negative Split Negative Split 100 ● July (Spokane WA) ● Sold 60 out of 100 spots ● Pictures, video, and consumer trust The Split Half Marathon ● September (Spokane WA) ● ~800 live, 400 virtual ● 2 days for staggered starts ● 25-30% no show rate Coeur d’Alene Marathon ● August (Coeur d’Alene ID) ● ~1200 live, 500 virtual ● Fri/Sat/Sun for staggered starts ● 30-35% no show rate Huffin for the Stuffin Turkey Trot ● November(Spokane WA) ● ~300 live, 250 virtual ● Multiple shirt options ● 30-35% no show rate
  34. 34. Huffin’ for the Stuffin’ Spokane
  35. 35. In-Person Elements ▷ ~300 in-person ○ Wave starts between 7am- 10am (choose your time) ○ On-site packet pickup ○ No spectators ■ Creative: make sure everyone’s running pitch! Virtual Elements ▷ ~250 virtual ○ RaceJoy Virtual Results ○ Packet Pickup or Shipping ▷ Challenge version: log TOTAL miles that day ○ Shows all miles run that day Huffin’ for the Stuffin’ Spokane
  36. 36. Windermere Marathon Delayed 2020 race was hybrid in September...now planning for hybrid in May! September Race: ▷ ~850 in-person and 450 virtual ▷ Kids Challenge ▷ Local news coverage ▷ Staggered start ▷ Socially distant aid stations ▷ RaceJoy for spectating May Race: ▷ Starting to get registrations ▷ Using September as proof of concept ▷ Continuing virtual challenge for kids ▷ Respected as an industry expert
  37. 37. Windermere Marathon
  38. 38. Challenges Challenges ▷ Keeping a course open for several days ○ Stolen equipment ○ Directional markets moved ▷ Increased costs (staff, PPE) ○ Some offset from fewer porta-potties, etc. ▷ Creating runner confidence took time Keys to Success ▷ Easy courses that require limited traffic control & volunteers ▷ RaceJoy for runner support with fewer volunteers and spectators ▷ Corrals for spacing ▷ Constant communication ○ Government authorities ○ Runners ○ Staff ▷ Focus on swag and other perks to replace after parties
  39. 39. Thanks! Any questions? 39

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