RACE DAY PREPARATIONS

1. Approach to timing using UHF RFID
2. Things to do before the race
3. Race day

When you finish planning, gather all the information, and select the right equipment, your job isn’t over yet. There are a few more tasks you should finish before the race, usually a few weeks or a few days in advance.

1. Who processed the registrations and how?
2. Are the tags, bib numbers and accessories ready?
3. Which equipment needs to be prepared?
4. When should I test the equipment?

You should determine the data required to process and publish the results together with the organiser, as well as define the registration methods. Several options are available, such as pre-registration by web, e-mail or by phone etc. Web-based registration is usually the most practical and widely-used method, as this minimises the possibility for introducing errors, and places the responsibility for accurate data entry on the participants. This method enables the data to be exported and imported into the timing software.

Responsibilities in case of race day registrations should be assigned. The registration forms, as well as the support staff and the method for entering the data into the timing software should be defined.

The appropriate number of tags has to be prepared, depending on tag choice. The quantity is usually determined by collecting pre-registrations and estimating the number of registrations on race day. Make sure you and the organiser agree on the start number inventory and the methods of affixing the tags and the numbers.

Test and prepare the equipment before the race. Make sure the batteries are charged. If at all possible include some backup equipment in your plans. The list of equipment needs to be adapted to availability and organiser requirements. RFID equipment, UPS, generator, tent, desk, chairs, camera, printer, adhesive tape, power cables, backup antenna cables, backup batteries etc.

The equipment should be tested a few days before the race, and then again just before the race. Even if the equipment worked perfectly at the last race, something may have gone wrong during transport.