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.

1. 2021: The Year of
Hybrid
2021 Planning Kickoff

2. What We Expect in

3. https://covidtracking.com/data/charts/2-metrics-7-day-average-curves

4. https://covidtracking.com/data/charts/2-metrics-7-day-average-curves

5. https://rt.live/

6. https://rt.live/

7. https://covid19.healthdata.org/united-states-of-america?view=infections-testing&tab=trend&test=infections

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. Sense of Urgency for 2021
▷ Need for $
▷ Early Mover Advantage
▷ Market Share Grab
○ Races and Walks
○ Timers

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. 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. 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. Why Hybrid

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. 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. ▷ 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. ▷ 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. 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. Making Your Plan

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. 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. 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. Minimum Viability
What is the minimum number of participants that you need to make the
event financially viable?

24. Hybrid Events in Action

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. 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. 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. 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. 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. 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. 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. 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. 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. Huffin’ for the Stuffin’
Spokane

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. 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. Windermere Marathon

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. Thanks!
Any questions?
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