Co-Event Management

Level 2

Database Management, Event Setup, Management, Chip Retrieval, Race Advertisement

1. Database Management

• B&S will provide entry form in electronic format to ensure accurate data
• B&S will provide online registration through www.active.com
• B&S will setup and manage online registration

                 Online Reg. will close 24hrs prior to the event

• B&S will provide custom bibs if the event does not exceed over 500 participants. Events more than 500 will have to provide bibs and have them delivered 72 hours prior to packet pickup.
• B&S will manage the database of all participants
• B&S will close pre-registration 24hrs prior to the start of packet pick-up to prepare bibs/chips for pre-registered participants
• B&S will provide the staff for data entry for race day registrants
• B&S will provide staff to manage volunteers at registration for Packet Pick-Up and race day reg.
• B&S will provide all necessary registration signage, and stationary supplies
• B&S will provide results as accurately and quickly as possible based on variable conditions of weather, accuracy of entry forms and equipment and post the results immediately as finishers cross the finish line.
• B&S will send the race director a complete copy of the database within 2 days
• B&S will publish race results to www.coolrunning.com or any other race source requested

     2.  Event Set Up

• B&S will work with the RD to design the course
• B&S will provide the necessary staff to set up the finish line chute and chip retrieval area.

• The finish line chute will be approximately be 25 yards; scaffolding and flag pennants will be used to create the chute.
• B&S will provide necessary course signage
• B&S will provide a 18’ Start and Finish Line Banner
• B&S will provide the timing clock, that will be displayed at the Finish Line
• B&S will provide 5 of volunteers needed for the course/aid stations
• B&S will provide the staff  to breakdown equipment

      3.  Management

• B&S will work with RD to develop an event budget
• B&S will work with RD to clearly establish what the RD’s wants/needs are for a successful event
• B&S will discuss with the RD what race schwag is to be purchased

      4.   Chip Retrieval

• B&S will include instructions for using the chips and returning the chips.
• B&S will provide the staff to appropriately remove the chips before exiting the finish line chute.
• B&S will take the responsibility of providing the necessary materials to ensure all chips are returned.
• B&S will send a postcard to participants that have not returned their chip. If chips are not returned after 1 week, the RD is held responsible.

       5.   Race Advertisement

• B&S will email past event participants of the event
• B&S will feature your event in a monthly newsletter that is distributed to 7000+
• B&S will work the RD to develop event brochures/posters. Additional fees will apply.
• B&S will advertise the event on www.bnsfitness.com
• B&S will distribute brochures/posters to 10 locations including running/sporting good stores around the North Shore