Endurance Event Management: Tips, Tricks & Insights Dave McGillivray, DMSE Sports. October 21, 2009

Transcription

1 Endurance Event Management: Tips, Tricks & Insights Dave McGillivray, DMSE Sports October 21, 2009

2 Insights on the characteristics required of a race director

3 Insights on the characteristics required of a race director Visualization: can visualize every aspect of an event before it happens Preparation: prepare for everything, or you re prepared for nothing Charisma and leadership: the ability to attract and retain the hardworking, experienced, trustworthy people you need to deliver a great event Patience: a calm attitude and quick thinking under pressure Fearlessness: not intimidated by a challenge Organization: exceptional organizational skills, a willingness to tackle labor-intensive tasks (never leaving it for race day!) Recognition that it s great to be involved in a sport that helps people feel good about themselves today more than ever!

4 Tips & Tricks for pre-race planning

5 Tips & Tricks for pre-race planning Scope of event and objectives - need to determine this first Set reasonable goals and expectations Choosing your course - critical to the long term success of the race, plan to accommodate growth Choosing a charity - do races actually raise money? Pledge program and/or line-item in budget Operations Manual - the bible Budget - it really is the "guide" for all your answers If number of participants is key, consider multi-distance events - kids, 5K, 5M, relays Include divisions for older athletes - 70+, at 5-year intervals If you must limit the field size, always set aside enough entries to cover your special requests

6 Tips & Tricks for pre-race planning Web site it s the face of your race Online registration (such as Active.com) is key to growing participation; many races are closing out registration in record time Set up as much as is reasonably possible the day before the race, hire detail, do not leave for race day what you can do the day before; why plan for months and then rush? Race packet / goodie bag - participants tend to equate the value they receive with what s in the bag not as important today? Plan as if event will occur 1-2 weeks before the actual date Planning for next year s race starts even before this year's race

7 Tips & Tricks for planning your race day

8 Tips & Tricks for planning your race day You arrive on site before anyone Tell staff and volunteers to arrive 1/2 hour before you actually need them coffee, rollout, assignments Place signage from the main highway to the race site, directing runners to appropriate locations this gives them confidence and makes you look organized Anticipate your parking plan and make sure you have monitors and/or equipment to direct runners even before the first runner arrives or they will simply follow one another Port-o-john management form single lines, quantity needed, very important area to focus on. Standard is 1 to 100. Better to go with 1 to 75 or even 1 to 50 especially when more women are participating Pre-race announcements, music

9 Tips & Tricks for the starting line

10 Tips & Tricks for the starting line Line up runners before the actual starting line then move forward to the actual starting line; create an elite athlete corral Back- or side-load runners, front-load elites Start on time, but not unless you are ready Wheelchair start when to start them Starting mechanism - gun, air horn, whistle - be unique, just make sure all can hear Other pre-race events - aerobic warm up, limit speeches, stay on time PA announcer - very important, should have numeric list, sponsor list, spotters, announcers system, charismatic but not obnoxious Don't use audible countdown, i.e., 10, 9, 8,...1, go! Pace signs how to lay them out If you are the RD, never leave the main area of activity, you must be readily accessible to your staff and volunteers. You should be the least busy person at the race

11 Tips & Tricks for the race course

12 Tips & Tricks for the race course Water stations - every mile, both sides, don't skimp, better to have more than not enough Accurately measured course - at least state what it is, get course certification Design a course that is easy to manage, convenient - point-topoint races are tough. Lead vehicles - don't neglect or wait until race day; there s a lot more to this than meets the eye; pre-race meeting with drivers. Course clocks only accurate for those in front given net times now! Course mile markers what to affix to? Directional signage where to place, how to affix Course coning when to place, and where

13 Tips & Tricks for the finish line

14 Tips & Tricks for the finish line Breaktape - always in photo, practice, repeat sponsor name, double-sided Finish-line Banner - double sided, facing photographers, wind holes Finish line itself painted, 3M adhesive Runner services sequence: medical, water, medal, chip return, mylar blankets, clothing return, food Results posting where to place? Clock display at finish: place sponsor banner/sign below clock

15 Tips & Tricks for the post-race activities

16 Tips & Tricks for the post-race activities Important - activities, food, entertainment Refreshments - pick "easy" foods that don't leave much trash Awards - unique merchandise, medals, trophies, gift certificates Awards ceremony - winners first, move along quickly Call/ in results - people like to see results on paper; your obligation Clean up - don't leave until venue is clean; trash containers; ask people to help; hire crew; recycling When race is over, your job is not don t go on vacation the day after your race Respond to all criticism; thank you letters; budget; pay all bills Critique / post race report

17 Tips, Tricks & Insights for everything else

18 Tips, Tricks & Insights for everything else Communications - 2 way radios, ham radio operators, cellular phones Headphones what s the rule? Get cellular numbers of all vendors / drivers expected on-site Equipment (and volunteers) - extremely important Aesthetics - fencing, tents, balloons, banners, etc. Referee / officials - don't police your own event Volunteers it s a misnomer, they re just as committed Bicycle escorts very helpful nowadays Have a spare set of bolt cutters Prize money withholdings Mobility impaired, wheelchairs, handcycles Don't lose money Remember the basics - accurate course, water, accurate results It's supposed to be FUN!

19 Question & Answer Session with Dave About Dave McGillivray: Best-known as the race director for the Boston Marathon, Dave produces event experiences that leave an indelible mark on the participants. He s not only an accomplished race director, but also an accomplished athlete. He has completed eight Hawaii Ironman Triathlons and has run 124 marathons, including 38 consecutive Boston Marathons. He s also authored The Last Pick, a chronicle of his 25+ year career as a leader in sports event management. You can find out more at: dmsesports.com

20 Thank you Telesis Court, Suite 300 San Diego, CA