PRIME TIME'S SOPHISTICATED REGISTRATION SYSTEM AND WELL TRAINED VOLUNTEERS CAN REGISTER THOUSANDS OF PARTICIPANTS IN A MATTER OF HOURS!

PRIME TIME WILL PROVIDE:

From the moment we are contacted by a race director we look at it as an oppurtunity to share our expertise and knowledge with the eagerness of a project planner.

Committee Meetings -

We find that attending a race committee meeting and taking a tour of the race site allows us to become part of your team! Being involved in the pre-planning stages of an event allows us to make suggestions on things that could potentially pose a problem down the line, as well as understand the goals and ideas you are looking to accomplish.

Race Site Visits -

Take us on a tour of your race site. We have been to hundreds of events and have seen multiple layouts. We like to see your vision of how you want the race morning to look. Where is registration? Where is the finish and start line? Where is the awards stage? What time would you like the awards list delivered to the stage? Who is the volunteer coordinator? Who will be emcee'ing the event? All these questions allow us to be knowledgable and prepared for the performance on race morning!

Race Day -

All the planning and prepartion for the big day is finally all about to pay off. We know you will be there early and so will we. Expect Prime Time to arrive at the race site one hour before registration opens. This gives us plenty of time to set up registration and train the volunteers. Prime Time will provide a minimum of two staff to help with registration. Meanwhile, set-up of the Finish Line and timing equipment will take place. As the results are being posted, Prime Time will have a staff member at the designated area to listen and resolve any issues with the results (i.e. man accidentaly registers as a women). When it comes time for the awards ceremony, Prime Time will provide a staff member to handle any issues the participants may have, taking the pressure of the emcee. At the end of the day, Prime Time will provide a full set of results and awards on a cd-rom as well as one set of paper copies.

Posting of Results -

Results will be generated as the athletes cross the finish line and posted at the race. Later that evening, results will be emailed to you to post on your website if applicable, as well as posted on www.resultsbyprimetime.com. Results can also be emailed to media upon request.

Post Event Wrap-up -

If you'd like we can come to a post-event meeting you may have to discuss ideas you may have of things you'd like to try next year!

Finish Packets -

After the event is complete, Prime Time will provide to the client a full database of all the athletes and their addresses / emails as provided.

IN ORDER FOR US TO DO ALL OF THE ABOVE, WE ASK THAT EVENT DIRECTORS PLEASE PROVIDE THE FOLLOWING:

· Race numbers with bar codes. "3 of 9" coded bar codes must be placed on the race bib pull tag. (Bar codes can be ordered through Rainbow Racing) Bar codes must be resin coated and sturdy enough to withstand precipitation and/or perspiration.
· Safety pins, pens, sharpies and No. 2 pencils for registration.
· Cash boxes and petty cash. PRIME TIME will not handle any race day cash.
· An adequate number of volunteers for assistance in registration and finish chutes.
· Table and chairs for registration
· Generic waiver for race day registration (Sample)
· Mark and monitor the course
· Sound System
· Registration of participants
· Prepaid entry forms are to be mailed to PRIME TIME no later than (3) days prior to the event via next day service.

REGISTRATION

All pre-registration forms must be mailed to PRIME TIME by Tuesday prior to the event in order to begin the pre-registration process. Any forms arriving after this date are to be sent next day service or faxed to 909-336-5509. We suggest keeping a copy in the event the mail does not arrive on time. Please write, "NO SIGNATURE REQUIRED" an all packages.
Include enough RACE NUMBERS in this package to cover the number of pre-entries sent. Pre-registration entries in special categories are to be sorted and divided by race distance and type i.e. 5k walkers, 5k wheelchair, etc. Any entry form missing pertinent information such as age, race distance, or sex must be contacted and corrected by the event organizers.

· All entry forms at prearranged pickup sites or pre-race expos MUST be done on COMPUTER and SCAN CARDS
· All entry forms delivered 48 hours prior to the event must be on computer scan cards.
· It is the responsibility of the event organizer to assure that registration information is thorough and accurate. Please designate a person to be in charge of registration.
· Race entry forms may be mailed directly to PRIME TIME for processing, but all checks must be made payable to the event. Batches of checks received by PRIME TIME will be mailed to race organizers on a weekly basis. This DIRECT MAIL IN DATABASING processing service is $200.00.

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WAIVER RELEASE FORMS
PRIME TIME will not be responsible for the signing of the waiver forms. The Event Organizer is to ensure that race day waiver sheets are available and signed by ALL pre- registrants and ALL race day participants.

VOLUNTEERS

It is essential that dependable, capable volunteers be committed to helping on race day. The event director shall provide responsible people to assist PRIME TIME in the following capacities.

500 OR LESS---------------------------------------------------------------- 500 OR MORE

4---------------------- Pre-registration ------------------------------------------6-8
2 ----------------------Entry forms ------------------------------------------------2
6 ----------------------late registration -----------------------------------------8-10
4 ----------------------T-shirt distribution---------------------------------------- 4
1 ----------------------Problem registrations/special categories ------------1
3-5 --------------------Select timer at finish line --------------------------------5
2 ----------------------Chute Traffic Control --------------------------------------2
2 ----------------------Finish line tag collectors and assistants -------------2
3-5 --------------------Blue dot taggers -------------------------------------------5
2 ----------------------Chute Assistants -------------------------------------------2
0 ----------------------Swing gate attendants ------------------------------------3
1 ----------------------Results poster and runners -----------------------------2

32 ----------------TOTAL NUMBER OF VOLUNTEERS NEEDED -------------------48

TERMS OF PAYMENT

Our base fee varies depending on race and timing type, and is due not less than ten (10) working days prior to the event. Make check payable to PRIME TIME.

The subsequent payment based upon the number of registrants and special fees is due on event day or no more than five (5) business days after the event. Upon receipt of final payment, event participants mailing addresses will be sent. The event organizer may request late registration scan cards. If requested, they will be mailed along with the address labels.

- An In-Line skating event is a separate race, and will be charged accordingly, even if run in conjunction with a running or cycling event.
- Fee does not include $1 million aggregate liability insurance naming PRIME TIME, its affiliates, employees and contractors as additionally insured. Proof of insurance must be provided at least 72 hours prior to the event.

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ITEMS REQUIRED FOR RACE REGISTRATION
(Order 6-8 Weeks in Advance)

1--- RACE NUMBERS

· Runner's World 1-866-923-7223 or register your race at www.runnersworld.com/raceseries

· Rainbow Racing 1-800-962-1011

· Marathon 1-800-255-4120

· Electric City Printing 1-800-277-1920

NOTE: Make sure numbers are consecutive. Races using chip timing must use a number series beginning with the number one.

2 ---BARCODES
Make sure barcodes are ordered and attached to race numbers.
Order through Rainbow Racing 1-800-962-1011.

3--- SAFETY PINS
Order 4 safety pins per person through Cleaners Supply 1-800-568-7768.

4--- WRITING INSTRUMENTS
4 dozen No. 2 Pencils (sharpened) and 2 dozen Sharpie felt tip pens.

5 ---WAIVER FORMS
Make 50 copies, see form for sample.

6--- PETTY CASH BOXES
With plenty of ones and fives, at least three boxes.

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TIPS FOR HANDLING PRE REGISTRATION

Our results are only as accurate as the information we receive. The application processing is very important. All pre-registration applications MUST be received by PRIME TIME for processing prior to the event. Collect them up to the Monday or Tuesday prior to your event and OVERNIGHT them with 10:00 a.m. delivery to our PRIME TIME office. It is wise to make copies for yourself, but please send us the originals. Faxes and copies are hard to read. We must be able to decipher the letter of each participants last name. We must have the applications by the Wednesday prior to the event.

If overnighting by Express Mail (Postal Service):

MAIL TO: PRIME TIME
P.O. Box 1009
Twin Peaks, CA 92391 (909)336-5509

If sending FEDERAL EXPRESS or UPS

SHIP TO: PRIME TIME's OFFICE
26490 Augusta Drive
Lake Arrowhead, CA 92352 (909) 336-5509

INCLUDE WITH THIS SHIPMENT YOUR RACE NUMBERS. You may wish to have them sent directly to us, but please warn us we are to get them. We have had one incident where the race director assumed that we had received them. We never knew they were coming to warn him that they never arrived. We do keep some in stock for such emergencies. Emergency numbers are available for .19c

Any applications that come in after the Monday or Tuesday prior can be faxed if less than 25 or overnighted to arrive not later than Thursday at 10:00 a.m. (fax number (909)-336-5509).

Packets are arranged Thursday. Stragglers are added on Friday morning. Try not to give us many applications race morning as they will not appear on your computer printout check off list. These MUST be given to PRIME TIME the night before the event or no later than 5:00 a.m. race morning.

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REGISTRATION PROCEDURE
Have participant fill out the scan card with a No. 2 Pencil. Read the completed scan card for accuracy. Many registrants forget to bubble in age or sex.

Assign a race number. This assigned race number must be written and bubbled in on the far right hand side of the card in the Entry Number Column. Begin the number in the first column starting front the left. The entry number section has five columns. Leave any of the unused column blank. Do not put leading or ending “0”s.

Fill in name age, and sex on the very bottom of the pull tag below the race bib number, this is used as a backup. It also ensures that each racer puts the correct number on. They must wear the exact number you assigned them. Sometimes groups that come a register together will mix them up. If they do, it will change the age division standings. Instruct them to wear the number with their name on the bottom.

Have every registrant sigh the Waiver Form sheet.

Mark the race distance they are running in the upper right hand “official use” section of the scan card. Place a 5K, 10K, “W” for Walkers, or an “X” Wheelchair.

Team instructions: Write the exact team name on the back of each scan card. Use the stapler and staple all the scan cards together for each team. Each team member must have a separate scan card.

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HELPFUL EVENT TIPS FROM THE CREW AT PRIME TIME

· Allow for two opportunities to put AGE on the entry form. AGE plus an age division box to check. 10% of the participants leave the age box blank.

· Make boxes on the entry form to force participants to PRINT. A straight line is a disaster. Most sign their name like doctors. Your pre-registrants stand in lines according to the first letter of their last name. 15% of signed names without boxes are unreadable.

· Don't forget a sex box. In multi-course areas, it is difficult to tell. Did you know that Kim could be an oriental male? Or, what gender is Xiernin?

· Make sure you match your volunteers' interests and abilities with the jobs you assign them. Assigning race numbers is not a successful position for a dyslexic. Chute directing is best given to expressive, cheerleader types. And never forget to invite many more than you need. That 5:00 a.m. alarm is easy to slap off if the weather and moods are not agreeing.

· If your runners get off course, or some run different routes, you will be treated with a targeted display of runners wrath. Build in safeguards so it cannot happen. You do not want that kind of reputation. Make sure you have a lead vehicle or bicycle for each distance. Block off any wrong turns (or on-ramps!!).

· A second source of runner's wrath comes when you do not have enough awards. Remember: race distance times number of age divisions times male times female. Repeat equation for every race distance. The runners want something that clearly defines first, second, and third. Keep it simple and your awards ceremony runs like a charm. DO NOT inscribe age divisions on the back. It is too easy to hand out the wrong set. You will then have to spend precious, long minutes trying to recall the wrong medals, etc.

· Give yourself enough time. The course has to be marked before the dawn. The tables and chairs (yes, you need at least 10 of them) and volunteers MUST arrive 30 minutes prior to the opening of registration.

· PLAN for inclement weather. This can mean rain, dewy dew, wind, and sprinklers. YES, SPRINKLERS! Make sure they are shut off on all the grassy areas. The stories we can tell! The registration materials CANNOT get wet. Wet is no fun for anyone. Especially if the sprinklers are from a reclaimed irrigation system. Remember, you invited them there RAIN or SHINE.

· Speaking of SHINE, get plenty of water for the course and the finish line. Runners were surveyed as to the reasons they had favorite races. FOOD, FOOD, FREE FOOD was the most registered answer, Free access, coupons, unique area with a unique course, and lots of vendors will make you remembered.

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