Are you RaceDay ready for your Thanksgiving race? Join RaceDay Ninja Crisp McDonald for best practices for a seamless flow of race day registration and check-in.
5. Why Use RunSignup
Bib Management?
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▷ Streamline the process by sending personalized
emails letting registrants know their bib number
in advance
▷ Syncs with entire RaceDay Suite for
timing/scoring/check-in
▷ Option to automatically assign once someone
registers, removing the need to download/upload
to assign
▷ Speed up Packet Pick Up when using dynamic
assignment with web check-in or the RaceDay
CheckIn app
6. Who is Responsible for Assigning Bibs?
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▷ This is dependent on your specific event parameters, but it is
typically either:
○ Timer
○ Race Director
▷ In either scenario there needs to be communication as to
who is assigning and what sequence will be used
▷ Why?
○ If the Race Director orders the bibs, the timer may need to know what sequence
so they can order corresponding tags/chips
○ If the timer is providing the bibs, the Race Director will need to know so they
don’t stress about how bibs are being assigned
Communication between the race director and timer is essential
7. Where in RunSignup Can I Assign Bibs?
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▷ Go Race Day
○ Bibs
■ Assign Bibs & Chips
■ Bib Validation
■ Build Bib Labels
11. RaceDay
Registration o Keep registration open to the last minute to increase race revenue
o Bypass the latecomer requests and angst for an easier race week for
staff
o Offer participants greater flexibility
o With improved integration, there’s no manual entry for the timer,
reducing workload and streamlining the process
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Increase Race Revenue by Expanding Your
Registration Window
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1. Ensure there is an internet connection onsite
2. Verify you have a computer/Chromebook/tablet to use
3. Confirm the event on RunSignup has online registration OPEN
1. On your race Dashboard, Navigate to ‘Go Race Day’ (on the left)
a. Race Day Registration >> Expo Mode
b. Click Enable Private Expo Mode
2. Enter in Expo Mode Password
a. used once per device to access Expo Mode
3. Enter in Offline Payment Password
a. used each time someone wants to pay with cash/check
4. Enable Fast Registration for Expo Mode
a. Navigate to: Race >> Registration >>Fast Registration Options
b. Click ‘Enable fast registration on expo mode registration’
Using RaceDay Registration
22. RaceDay
CheckIn
App
o Improve race site logistics
○ Quickly scale to meet event demands
o Reduce the number of volunteers needed at Packet Pick Up
o Automated integration to RunSignup’s Scoring creates greater
internal efficiencies
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Create a simplified and efficient packet pickup
experience
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1. Ensure there is an internet connection onsite
2. Verify you have Chromebook/tablet/phone to use
3. Download the RaceDay Check In App to your device
1. On your race Dashboard, Navigate to ‘Go Race Day’ (on the left)
a. Race Day CheckIn >> CheckIn App
2. Enter in Shared Password
a. used once per device to access CheckIn App
3. Ensure CheckIn is enabled for the dates needed
4. Open App, log in to your event and update settings for the event
a. Search event name >> Click Event >> Enter Password
b. Hit 3 lines in top left >> Click Settings
c. Change/Update Presets and Upload Configuration to Cloud
d. All other devices can download your app settings using the same
process, but clicking ‘Use [Configuration Name]’
Using RaceDay Check In App
24. Setting up the RaceDay
CheckIn App is Easy
Check-InFind Event Update Settings
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Enable App
25. Individual
● Require Bib
● Skip Group Bib
● Other Fields ‘On’
○ Require Waiver
○ Bib Number
○ Age (If dynamically assigning)
○ Gender
○ Giveaway
○ Prevent Duplicate Bibs
○ Validate Bibs
○ Auto-Show Camera on Bib Assignment
(if scanning bibs for dynamic)
○ Clear Search After Check In
Suggested Presets
Relay (if using Group Bib Assignment**)
● Skip Bib**
● Require Group Bib**
● Other Fields ‘On’
○ Require Waiver
○ Group Bib Number**
○ Group Name
○ Age (If dynamically assigning)
○ Gender
○ Giveaway
○ Prevent Duplicate Bibs
○ Validate Bibs
○ Auto-Show Camera on Bib Assignment
(if scanning bibs for dynamic)
○ Clear Search After Check-In
○ Use Group Name During Check In
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33. Optimizing RaceDay CheckIn
▷ Enable the Check-In App prior to your event**
▷ Set Settings/Presets to your liking and upload to cloud**
▷ Ensure giveaway inventories are setup
▷ Register/Import yourself into event and test settings**
▷ Arrive to Packet Pick Up Early**
▷ Ensure volunteers/staff download presets from cloud**
▷ Ensure volunteers/staff understand how to use the App**
▷ Monitor check-in periodically if not onsite
▷ Review check-in reports post race
**STRONGLY SUGGESTED
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35. RaceDay
Photos,
Finisher
Certificates
o Decrease costs associated with hiring expensive photographers and
use RaceDay Photos
o Photos automatically appear alongside each participant’s results
o Watermarking feature to add sponsor value to photos
o Design custom Finisher’s Certificates to make your race results stand
out
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40. Progress updates
at every mile
along the course.
No additional
equipment required.
RaceJoy:
Participants
& Spectators
Great opportunity for
sponsor promotion
45. Steps to
Get Your
Race in
RaceJoy
Check to see if your timer is certified in
RaceJoy for discounted pricing
1. Enable your race 2-4 weeks out from race day
1. Customize Content Sections
1. Load course map (within 2 weeks of race day) and adjust map so
mile markers are consistent with on the ground placement
1. Advanced: Add Geo-based Audio Messages to play at scheduled
points along the course, including Thanksgiving themed cheers!
1. Verify map accuracy and adjust as needed (within week of race)
1. Promote that RaceJoy is available
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The Big Take Home
▷ Ensure you have internet access onsite
▷ Confirm how you are assigning bibs (great time to touch base with your timer)
▷ Enable Check In App and Expo Mode w/ Fast Registration
▷ Ensure you test register yourself and check in *IN ADVANCE*
▷ Train your staff/volunteers
▷ Send out a pre-event email with a QR Code replacement tag
▷ Either use Give-Away inventories OR turn off collection of GiveAway information
▷ Ensure person handling money knows the Offline Payment Password
▷ Offer RaceJoy to differentiate your Turkey Trot
▷ Have an awesome race!
Deliver an efficient and integrated Turkey Trot with the RaceDay Suite!
Ask the audience..,., HOW MANY RACE ORGANIZERS, HOW MANY TIMERS
Ask to hold questions until the end to make sure we have time to get through the presentation.
Clearly define what were here to talk about, who’s used it..
Crisp keep to 15 minutes
James to 8-10
Avery to 12
More races, More competition: Means the bar has changed and continues to change.
Participants: expect packet pickup to go smoothly, to be able to change things easily, to get results, to be able to be tracked by others.
Spectators: are more an more part of the race experience and will be very public if the race logistics are not easy. They want information about their participant in a timely manner.
With growing expectations, profits continue to be squeezed. So, races are figuring out ways to increase revenue through new revenue opportunities, or through reducing costs and creating greater efficienices.
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More races, More competition: Means the bar has changed and continues to change.
Participants: expect packet pickup to go smoothly, to be able to change things easily, to get results, to be able to be tracked by others.
Spectators: are more an more part of the race experience and will be very public if the race logistics are not easy. They want information about their participant in a timely manner.
spectators through social media have an avenue to communicate during the race, larger audience than just those who are running, both positive and negative, their experience matters too
⅘. With growing expectations, profits continue to be squeezed. So, races are figuring out ways to increase revenue through new revenue opportunities, or through reducing costs and creating greater efficienices.
Please hold questions to the end -
Using technology to address the race day challenges and create opportunities to increase revenue and differentiate your overall race day experience.
Something about most of these will be things your timer will bring to the table. But it is important that race organizers are aware of these tools since they will have a big impact on their revenue and race day experience.
Make Money or save Money - increase revenue or reduce costs
Ease - Streamline and/or Simplify your participant/spectator/staff experience
Superior - how are you improving the quality of your RD experince for athletes and spectators
Different - how do you differentiate yourself from all the other events in a crowded market
Before we get going into it:
How many RD’s (hands)
how many of you assign your own bibs?
How many have assigned bibs through RSU?
How Many Timers (hands)
I know you assign bibs regularly
How many have assigned bibs through RSU?
Can even have QR or bar codes printed on the bib for faster assignment with the check in app
Assign Bibs and Chips
This is where you ave several options for assigning Bib and Chips to individuals and Teams
Bib Validation
Used to limit the re-use of a number
Ex: if you made personalized bibs and Bib #123 John Smith Defers, his bib DOES NOT go back into the bib pool for reassignment
Only suggest using this if you have personalized bibs
Build Bib Labels
Used to create a printable PDF document of bib labels with customizable layouts that pull from your participant database
This screen is your Bib Management screen
Under GO Race Day
Bibs
Assign Bibs
What we mean by Race Day Registration:
How
kiosk mode
expo mode
signup app
benefits from the tech platform
make more money, late reg fees
ease - participants have a better experience, staff have easier time
superior experience for athletes
If you’re worried about managing shirts...
RD Check in -
I’m a timer and this is the coolest tool to me that RSU has.
Your participants expect things to move fast.
App/Web checkin, no longer paper forms
These 3 products are all integrated. Creating a cohesiveness,
manual search, QR/bar code scanning
Turn on more phones, create additional lines for participant check in
Mobile app uses 3g, so no need for wifi hotspot
in my experience does not use up that much data
New app does NOT download everyone in the participant list at once, you will only see 100 registrants, however there is a dynamic search that pulls data instantaneously. You will need internet to run this app
Uses camera for scanning of pre-event email Bar/QR Code for quick search
Allows for scanning of Bar/QR code for bib dynamic bib assignment (more on this in the next talk)
Implementation: have volunteers download, your staff downloads, purchase some iPod touch with forward/rear facing cameras and use a Mifi
Can PW lock the device so settings can’t be changed
On the second screenshot
mention that bib numbers can be assigned dynamically (or at time of check in) manually or by again scanning a bar code or QR code on the bib
On the second screenshot
mention that bib numbers can be assigned dynamically (or at time of check in) manually or by again scanning a bar code or QR code on the bib
Things to remember:
If you make major changes to the database in RSU, like adding/removing bib numbers to lots of registrants OR if you haven’t used the app since last year’s event - DELETE DATABASE and search for
Photos - small group meeting
Wednesday afternoon session
Talk about finishers certificates
Add superior to the left here as point 3
Progress alerts at every mile without timing equipment or costly tracking device.
Participant receives in audio format. Spectator receives as in-app notification.
Spectators watch participant in map view and can plan where to meet up with them. Not a simulator or estimator.
Spectators encourage and communicate with participants with audio cheer sending.
Relay teams track team and per leg performance. Manual entry option.
Geo Cheer points kick it up a notch with race-scheduled audio files at selected points on the course.
Race Day Monitoring:
At a glance view of those using RaceJoy
Progress board
Staff Tracking
Off Course alerts
Route Replay
Official Race Communications Tool
Official race news to all
Send audio messages directly to individual or groups of participants
Custom content sections (General, Schedule, FAQ)
Sponsor Promotion
Creative and powerful sponsor promotion with engaged audience.
Race Day Monitoring:
At a glance view of those using RaceJoy
Progress board
Staff Tracking
Off Course alerts
Route Replay
Official Race Communications Tool
Official race news to all
Send audio messages directly to individual or groups of participants
Custom content sections (General, Schedule, FAQ)
Sponsor Promotion
Creative and powerful sponsor promotion with engaged audience.