These are the pricing guidelines that we will use for each and every race, unless something else were to arise that has not presented itself before.
RFID Timing Services (£325) – If you have up to 200 registered participants you will pay a total of £325 (equivalent to £1.625 per runner) with £100 of that due the day you hire us to time your event. This £100 is a non-refundable deposit that will ensure we hold the date for you. If you have more than 200 registered participants, then the additional fee is calculated at £1.30 per registered participant over the 200. This is based on using our reusable timing tags, these are very simple but do a great job and help us keep our costs down.
For disposable timing tags fitted to the back of the bib numbers please ask for a price.
Non-Standard race fee – this is for events that require quite a bit more work than the standard 5K, 10K or ½ marathon events. For example, if your event will last longer than 6 hours (start of race to last finisher) or if you need us to time two or more events on the same day. This will start at £175 but will be agreed beforehand.
Travel Fee (£0.45) – This is calculated at £0.45 per mile, each way.
Bib numbers – The race organiser can supply their own bib numbers, but we will need to know the number sequence in advance, so that we can synch the timing tag numbers to the bib numbers.
We can supply a standard bib number, this will feature the CRE Race Timing logo on them, these will be charged at £0.30 per number.
We are also happy to arrange for the printing of any custom bibs (colour and artwork) – price on request.
We can also supply safety pins, the cost of these is £10 for a box of 1000 (approx.).
Hotel – If your race has pre-registration pick up on the night before the race, we will probably have to get a hotel in your area unless it is within a reasonable driving distance from Cardiff; and/or your race is early enough in the morning and far enough away that it would require us waking up at an unreasonable time, it would probably be more efficient for us to get a hotel. We will endeavour to find the cheapest option; we are happy to take on board any suggestions/recommendations you may have.
Here is what we can and will do for you, at no additional charge.
RFID tags – The RFID tags we use are very inexpensive so we will not be waiting for the finishers with wire cutters in our hands. We do ask that the participants return the RFID tags (they can keep their bibs) before they leave the event, however if people forget to return them, we do not charge them (or you) anything extra.
The RFID tags are paper thin and simply slide down the participants shoelace. So, putting them on and taking them off is very easy. If someone does not have shoelaces on their shoes or the ground is likely to get very muddy, we can easily just pin the tag to the side of their shorts.
Timing System and Results –
Gun to Chip : (under UKA and World Athletics rules this should be used for all awards)
With our system you can chose between 2 options:
· A finish line between 3 and 4-metre-wide using 2 rows of timing mats. With this setup we have been consistently achieving 100% read rates if the timing tags are worn correctly.
· A finish line as wide as 6 metres, there are no timing mats just side panel antennas, but there will be covered wires that the participants run over. Our antennas sit off to the side and provide several read zones that the runners will pass through before exiting the finish line (each achieving 99+% read rates, again if the tags are worn correctly).
Chip to Chip : if the race shares a common start and finish line this can be done without any additional effort or expense. If the start and finish are apart, we will need to consider the distance and time needed to strip down and rebuild, any additional cost will be agreed beforehand.
At any time during the race, we can provide overall and age division results. At the end of the event, we can provide a set of provisional results. We like to review and tidy these up put before releasing the finalised results.
Finish Arch and Finish Funnel – We can supply a banner arch with our branding for them to run under, but of course if you have your own archway then you are free to use it.
We can also supply posts and plastic chain to form a finish funnel, again, if you have your own setup, you are free to use it as long as it doesn’t impact our timing setup requirements.
Finish line video camera – We will set up at least 1 video camera at the finish which we can use in the event of any queries, we may add further cameras if we feel they are needed or may help.
Electronic Whistle – We have an electronic whistle that can be used to start the race, it has 3 sounds and 3 volume levels.
Race Number/Pack pickup (day before and/or on race day) – this is where the need for volunteers may come in, as help will be needed collecting payment and handing out numbers.
If required, we can operate both the pre-registration table and the race day registration table, this could incur an extra cost, but this will be agreed beforehand. This can help us make sure we can enter any race day registrants or make any changes to the race list while the participants pick up their numbers.
What we expect from you:
1. You are to provide us with the participant’s information in Excel as soon as online registration closes – no later than 5pm the day before the race.
This Excel document should include a minimum of: Name, DoB, Sex, Club and an email address. We can provide you with a blank copy.
2. Up to 6 volunteers that will show up 30 minutes prior to the start of registration for training on how the registration process and finish line will flow. These volunteers will help with registration and then move to the finish line after the race starts. The volunteers are expected to be able bodied, friendly, and mentally competent to handle the fast-paced environment at the finish line. We can provide people do some or all these roles, but this will incur a charge of £30 per person.
3. Registration will end no later than 30 minutes before the start of the race.
4. Do not start the race until I have confirmed that I am ready for you to start the race.
5. If you will have any non-timed events (for example a 1-mile fun run/walk) then this event is to start either before or after the race – there should be no overlapping of the events because this will confuse the finish line crew.
6. You will make the following announcements:
1) To avoid confusion please do not run through the finish line more than once and if you did not
register for the race, do not come near the finish line.
2) Bib Numbers should be on the front of your outermost layer of clothing and visible well before reaching the finish line.
3) Please return the shoe tags before leaving today’s race. There will be a bucket near the finish line where you can return them.
4) Do not bother the finish line crew about wanting to see your time. They will periodically print
results and post them for you to view, or for shorter races they will be available at the race HQ/presentation area.
7. Payment is expected on race day. Or if by prior agreement, payment must be received within 14 days following the race date. An invoice will be issued before the day of the race.