creating a flawless finish line Tips and advice for race organizers and timers

creating a flawless finish line Tips and advice for race organizers and timers

TABLE OF CONTENTS Tips for Seamless Race Timer & Race Director Collaboration....3 General Pre-Race Day Considerations... 4 Setting Up the Start Line....5 Setting Up the Finish Line...6 Tracking Racers Times.... 7 Safety Precautions at the Finish Line....8 0909_1023 2

Like most things in life, the best races begin with the end in mind. Imagine your perfect ending, then work backwards to all the factors that will make it possible. Thinking through every aspect of the event is vital to ensure that your finish line is flawless and race times are accurate. You ll also need to consider participants and volunteers needs, if you hope to bring them back to your next event! We have a few tips and tricks to make sure your finish line and your entire event is a success. Tips for Seamless Race Timer & Race Director Collaboration As with any partnership, it s important to set expectations ahead of time to ensure that no details fall through the cracks. Conversations should include: + + Make sure to have a signed contract between the timer and the race director, stipulating each person's exact requirements and responsibilities of the event. + + Make sure both are aligned on official event rules and interpretations. Know how results will/will not be published - THIS IS KEY! + + The timer is part of a team of (professional) service providers to the event/race director. Thus, the timer must be aware of all the direct and indirect interfaces and logistics to be dealt with before, during, and after the event. + + Together, prepare a statement before the race in case of a catastrophic failure that will result in no results. You never know what could happen! + + Get approval for the type of advertising you can do beforehand. + + Strategy to ensure a smooth transfer of registration data. + + When and how registrant data will be shared. + + Who will order the race tags (bibs, shoe, multisport, power tags, etc.) or when to make sure the timer has them, and how participants get them together with fitment instructions, cable ties, straps, brackets, etc. + + Recommended communication by the timer to the runners regarding chip application. + + Start/split/finish line logistics. + + If volunteers are available, arrange to have the race director allocate as many as the race timer needs, especially if there will be a lot of race-day registrations. + + Peripheral interfaces, including power, comms, tables, kiosks, road closures, road/venue/vehicle access, accreditations, permits. Depending on the size of the race, there will be interfaces with police, venue security, media, medics, Elite, IPC, wheelchairs athletes, volunteers, athletic officials, etc. + + Equipment that each party will provide (i.e. timing locations, barricades. fencing, gantries for swimming events, etc.) + + Accommodation and travel requirements. 0909_1023 3

General Pre-Race Day Considerations Timing Preparation Practice make perfect! In order to have the cleanest and most accurate reads at your finish line, you need to test your laptops, tablets, printers, GPRS Modems, wifi, timing software, digital clocks, variable displays/arcs, motors or generators, fuel, backup batteries, extension cords, power-bars, power supplies, comms and other cables, readers, antennae, tags prior to race day. This is a crucial piece of the process. Several days before your race, make sure you ve tested tags in an open environment and cleared your reader from previous events. This might seem like a minor detail, but taking this simple step can ensure that you re picking up all the tag reads and that you don t run out of memory on race day. Prepare the race configuration, database files and reporting requirements well in advance, especially if the race director has custom report requirements. This is usually where timers can spend 80% of their time during and after a race to make sure the reporting is correct. Get the requirements beforehand. Make sure all other supporting equipment is clean and serviceable (i.e. mats, connectors, banners, etc.). If you re using live results, make sure the website can handle the traffic. Have backup plans in case that link goes down. Depending on the location of the race, make sure you understand any physical constraints of the venue for all read-points setups. To prepare for worst case scenarios or new sites, it s good practice to scout the site before the race to mitigate surprises (i.e. traffic loops, rebar, metal bridges, proximity cell/radio towers, etc.) Make sure you look at the weather forecast. Prepare for that, as well as the opposite. Protect yourself and equipment against wet, cold, or superhot conditions. Training Timing staff must be able to observe, orientate, decide and act on any anomaly that can arise during the event. Whether you re training timing staff, race staff, or volunteers, make sure you have as many as you need to help you in the days before the event. Have them arrive early on the day of the race and give clear verbal and/or written instructions on what each person s role will be and where they should be at what time. If you re utilizing ACTIVE Onsite to run registration and volunteer management, you can assign these jobs via the Onsite App and communicate effortlessly with your volunteers, without having to leave the timing tent. Even if they re familiar with race day software, providing a quick-reference guide is a good idea. Check-In/Registration From the race director s perspective, last minute changes are to be expected, especially if you re looking to increase registration revenue by offering day-of registration. Failing to plan for an efficient way to manage these changes can impact your race timer significantly. Ideally, at least 80% of the timer s focus should be on timing the race, with less than 20% spent managing registration changes. Poorly planned check-in and registration changes can flip that. As much as is possible, isolate your timer and minimize interference from the main timing job. When the timer has to focus too much on last minute registration changes, the result is inaccurate timing and extra work. ACTIVE Timing will update the ACTIVEWorks Endurance database in the background to provide all race stakeholders with correct, real-time information. When absolutely necessary to manage last minute, manual changes, such as incorrect participant information (name, age, gender, race category, or other bio or waiver information) or someone wanting to switch race distances, have a clipboard handy that can easily be run between the race staff and the race timer. If your race is utilizing paper registration, you ll likely be assigning bibs and tags to runners a couple of days before the race up to the few hours/minutes before and even during races. However, if the race you re working with is using dynamic bib assignment, you can use your IPICO readers to connect to the ACTIVEWorks Endurance registration to instantly print and assign bibs without the hassle of manually going through the bibs one-by-one. 0909_1023 4

Setting Up the Start Line Ready, Get Set... For today s timing methods, how you set up your start line can be just as important as the finish line. As you re setting up your timing equipment, be sure to clearly identify where timing begins and where runners should stand. They should be about five feet behind the mat. Mark the start line with inflatables or with a metal rigging with a large sign. Evenly space your mats out and ensure that nothing (items or people) will interfere with the tag reads. Try to set up your timing box out of the way of runners, but close enough that you can clearly see the starting line. And it never hurts to have backup mats on hand. If you are distinguishing waves or pace breaks, be sure to clearly mark where the different runner groups will line up, especially for larger races where it s likely that you will have some elite athletes participating. Staff this area with staff or volunteers to ensure participants know what to do. Laptops, software, comms, readers (local and remote), clocks, cameras and peripheral devices should be setup/time-synced and ready to go at least 1/2-1 hour before the start. But reality being what it is, things can change five minutes prior to the race. Be prepared for that. Make sure the reader and cables to antennae are fenced off to avoid people crossing them. If possible, redirect vehicles around the mats or antennae to mitigate damage to the equipment. Try to isolate the timing equipment s power supply from any other service provider s equipment, such as the DJ s. Electrical noise can be conducted from their equipment into yours. If you are using generators, make sure it doesn t affect your read performance via conducted or radiated noise. Some digital clock systems with uncertified switch mode power supplies can radiate noise that will affect your read reliability, especially when mounted overhead or close alongside the mats. Avoid laying the antenna feed lines close to or underneath the mats. In case the mats are laid out in such a way that the feed line of the adjacent mat needs to go underneath the mat, make sure it runs in the centerline of the mat. Ensure that a race director and staff members don t use a 2-way radio or wireless microphone on or near the mats during the race, as this could interfere with read rates. Go! The timing process starts here, as runners cross the mat and their chip data is logged. It s a good idea to set up a digital clock with the gun time at the start line and have a volunteer ready to start the clock when the start pistol is fired. Experienced timers have a backup timing system in place in case anything goes wrong. You ll find more timing tips on page 7. Supplies for the starting line: Start pistol or buzzer Digital clock, IPICO Timing Equipment, Tag tester, and other timing hardware Electrical hookup to plug in clocks, timing equipment, etc. (Honda Super Quiet Generators are a preferred choice for many directors.) Sound equipment, including speakers and microphone, plus music Pace, seeding, course, and general information signage Cones and rope or tape to mark areas PC to connect your reader to your timing software Pop-up tent and table and chair for event timer Avoid running power, communication, television or other cable underneath the mats. If necessary, have a spare mat available a few meters away from the timing mats to cover the cables. 0909_1023 5

Setting Up the Finish Line There s a lot going on at the finish line and a lot of attention focused there, not only on the finishers, but also on any difficulties that could result in inaccurate times, injuries or inefficiency. The last thing you want is for runners to complain that their times were affected by your set up. Plan Read Points A good addition to the finish line, given there is budget for it, is an announciater read point. This line is usually setup 20-100m+ before the finish line and is linked to the timing system s database. This allows the race director or DJ to call out names of runners as they come in to finish, boosting them after a long hard run. In some cases, there can be preentered messages (i.e Happy BD ABC - XYZ loves you!). Depending on the size and complexity of the race, the race director may request read points at the medical facilities at the finish (and on the course). Avoid Congestion with Multiple Chutes Depending on the number of registered runners, you may have to set up several chutes. By having more than one chute, you can keep the flow of runners moving through the finish line and record their times accurately. If one chute can accommodate a certain number of runners per minute, think about how many runners may finish at peak time and divide out how many chutes you ll need to accommodate the group. If you don t have enough chutes, or runners stop moving when they cross the finish line, a backup of people can begin to occur which will affect the accuracy of finish times. Keep Runners Moving Use signage and volunteers to direct runners and encourage them to keep moving. Supplies for the finish line: Finish tape to properly mark the finish line Chute materials such as rope, tape or cones Finish line banner and signage Water and snacks for tired runners Timer tools (stop watches, pencils and recording sheets, Chronomix timers or timer computer software) Electrical hookup to plug in sound equipment, timing equipment, etc. (Honda Super Quiet Generators are a preferred choice for many directors) Shelter, tables and chairs for event timers Reader FinishLynx camera for photo finish timing Everything needs to be clear to the participants. Be sure to have the chutes clearly laid out and marked. The finish line should be clearly marked, whether with timing mats, truss or an inflatable arch. Timers who use antennae will want to place tape on the ground so runners know when they have finished. You ll need to make sure you have enough people at each chute for timing purposes. If you re using reusable tags, you ll need to assign one or two volunteers at each chute to collect the bib tags as racers cross the finish line. 0909_1023 6

Tracking Racers Times The biggest challenge, and most important aspect of the finish line for a timed event, is tracking the participants times and identification. The two most common ways to time a race are chip timing or gun timing. Gun Timing Gun timing is the standard for IAAF races (where records are often set and broken), but is referenced differently than in the past. At the shot of the pistol, racers start and their time starts. Organizers manually time racers by having one person tracking finish times and another tracking runner ID numbers or placement as they cross the line. Then, at the end of the race, the lists are stitched together. This sounds easy enough, but when you think about all the variables of a race, you may end up with inaccuracies. Chip Timing The more recent, and often preferred, method is chip timing, which is quite simple to use. Race chip timing systems use radio frequency identification (RFID) transponder chips or tags to measure racers times. Each chip is equipped with a unique signal or ID that is assigned to one runner for that race. The system accurately measures the time from when the participant crosses the start line to the time he/she crosses the finish line, thereby calculating true net time specific to that runner. Specialized race timing software compiles all the data for more accurate and precise finish line results, with less staff. Tags can be placed on runner s shoelaces, on an ankle strap or on race bibs. Race timers must make sure to have an antenna, usually a timing mat or timing line, at the end so that the chip data can be read as each participant crosses the finish line. If you re hosting a larger race, you may want to consider setting up antennae at various split points throughout the race. This will allow you to measure and record split times. Chip timing provides accurate results regardless of the racer s starting point or ability, and ensures participants follow the complete course. 0909_1023 7

Safety Precautions at the Finish Line As with all the other read points, make sure equipment is protected and secure. Safety is priority. Secure all trip hazards and make sure arches and gantries are secured. By law, public roads cannot be obstructed by arches and gantries if it doesn t comply with local road safety standards or approval hasn t been given to the race director. Make sure that in an emergency, emergency vehicles have free access to road. Height restriction is typically 5.3m. Arches and temporary gantries usually don t comply with this, so make sure you can remove the arch or gantry quickly if needed. In case of a blowup arch, make sure you can react quickly to move the arch out of the way of runners in case the power fails. If winds are too strong, don t put up the arch or bring it down as a safety measure. Secure the power connections to the arc or other devices to avoid accidental disconnections. In case of a wet event, secure all electrical connections to avoid electrical shock. It s always good practice to have backups on all systems deployed as much you can. Make sure you have redundancy in laptops, printers, readers, mats, cameras, etc. You only have one chance to get the runner s time. Remember to have enough paper and spare ink for the printer(s). (Protect this also - wet/damp paper don t work and dusty printers clog up.) Depending on the size of the race, make sure the lines of communication between the race director and the race timer are sorted out before the race. Avoid Confusion Runners may be thinking What do I do at the finish line? Where do I go? Be sure to have several race officials directing them so everything moves smoothly and you can collect timing data quickly. Collecting Tear Tags or Chip Timers If the race you re working with is using tear-tags located on the bottom portion the race bibs, you ll need to have staff or volunteers specifically assigned to tear off the bib tags as runners cross the finish line. If the race is using chip timers, you ll need to have staff or volunteers ready to collect the chips from runners at the end of the race so results can be compiled and reusable tags can be saved. Additionally, as a timer, you ll want to check the chip readers during the race to ensure that the data is being read and no one is being skipped. Posting Race Results Most of the time, runners are anxious to find out what their times are. By using specialized timing and scoring software, you ll be able to compile results sooner and publish runners results more quickly. You can then post these on a wall, display scrolling times on a screen, have laptops available with a results look-up section or an unofficial live stream to a webpage. In case this is a known qualifying race photo finish, cameras are the preferred method to verify dead heats. The results are only official once the race director reviews and signs off on it. Ensure you have all the necessary telephone numbers and names of essential personnel. As stated earlier, it can be very frustrating for a timer to be interrupted with questions or requests while managing the equipment and preparing results. Make sure you have your advertising banners and media set up correctly so as not to obstruct any sponsors. 0909_1023 8

Time to Celebrate Runners may be tired, but they ve just accomplished a victory and will want to celebrate. Make the finish line fun! Once they ve completed the race, offer refreshments, play music and consider additional activities or entertainment. And of course, assign an area for the awards presentation once results are in. To make it work: + + Volunteers should continue moving runners along so they don t hang out in the finish line area waiting for their friends and causing congestion. + + Lay out beverages, food and other finisher perks in a way that creates an easy flow for runners. + + Barricade the pre- and post-finish line stretches to keep spectators back and maintain safety for finishers. + + Provide medical staff for anyone who may be injured. Be sure to answer any post-race queries quickly in order to keep continuity and keep the runner community happy. Finish on a High Note A fantastic finish line experience is sure to leave participants with a positive feeling about your event. In this competitive field, your streamlined, accurate, and confusion-free process will go a long way to bringing them back next time. contact us Discover how ACTIVE Network IPICO timing solutions can help you create a flawless finish line. 214.996.7301 ipico@activenetwork.com IPICOsports.com 0909_1023 9