Finish Line Basics

Obtaining correct finish line results requires coordination among registration, finish line and results processing. This is best accomplished when the following rules are enforced.
Coordinate specific race rules with registration personnel: Registration and timing personnel must understand all special requirements of the race such as divisions, bib number assignments and required registration data and its transmission to data entry personnel.

Rock solid communication is necessary between all members of the registration and results team.

Put information on your website and entry forms explaining that the race is chip timed and explain some of the requirements below.

Registration Entry Form fields should follow the following example:

Name: Last______________________________ First___________________________
Address__________________________________________________________
City___________________________________ State____ Zip_______________
Sex: M___ F___ Date of Birth______________ Age race day_______
Division:(Circle One): Run Walk Wheel RaceWalk

 

Also on your entry forms please copy and past these instructions so the runners and walkers will have an idea about chip timing and the importance of returning the chip after the race. Or at least getting it back to me if they do not complete the race.

IPICO CHIP Instructions
1. All timed participants must pick up a timing chip race morning.
2. Timing chips must be affixed to your shoelace with a zip tie provided race morning. They must lay flat on the top of your shoe for best results.
3. Please do not swap timing chips with family or friends.
4. Results will be calculated by Chip Time.
5. Please do not exit the finish chute with your race-day timing chip.
6. Participants will be charged $30 for timing chips not returned after the race.
7. Further instructions for timing chips will be announced on race day.
(1) All of the above data is required. Runners who do not include date of birth are assigned an age of zero, and are excluded from awards consideration.
(2) Include instructions to "Print or write legibly."
(3) The "Division" fields will most typically be Run, Walk, Wheel or Racewalk. In the case of two concurrent races, it could be 5K Run, 10K Run, 5K Walk, 5K Racewalk or 10K Wheel. It is preferable to offer an option to circle rather than a blank to fill in.
(4) Do not use a background image where data fields exist and do not use a dark colored paper. Dark background colors or images make the handwriting difficult to read.
(5) This data field design approximates the software registration window and improves the efficiency of race day registration
 
Race Number Requirement for Chip Timing

(1) All race registrants must receive a single unique race number. Duplication of numbers is not permitted
(2) Race numbers may be established for a range for race and division. For example: runner number range could be 1 - 500, walker number range could be 501 - 600, wheelchair number range could be 601 - 610.
(3) If an event has two different race distances being run concurrently, i.e. 5K and 10K, each race may have different color race numbers.
With Chip Timing, each chip is loaded to a unique race and division. The reader and the timing program will sort the runner/walker into the correct race and division.

If a runner or walker changes their mind and wants to change to walker or runner, respectively, they do not need to fill out a new form. Just notify me of what bib number needs to change to what division, ie runner or walker. Very easy! However, this should be done 30 minutes prior to race start time.
 
Data Requirements (Race data):
(1) Complete range of race numbers indicating beginning number and ending number and prefix/suffix, if any. Subdivide the range of numbers by division (if you want to). For example: runner number range could be 1 - 500, walker number range could be 501 - 600, wheelchair number range could be 601 - 610.
(2) Structure of race awards: overall, masters(40+), grand masters(50+), seniors(60+), wheelchair, walker, racewalker, etc. and age divisions. If at all possible, use standard age divisions: 1 - 9, 10 - 14, 15 - 19, 20 - 24, 25 - 29, .... 70+ for 5 year increments or 1 - 9, 10 - 19, 20 - 29, ..., 70+ for 10 year increments. Indicate depth of awards in each division for overall male and female runners and walkers(if applicable).
(3) Race start. Will your race start in waves? How many? What will be the time delay?
Pre-registration runner data:
(1) As entry forms are received, race registration personnel should assign correct bib number to each runner. All runner data on entry form along with the assigned bib number should be entered into a Microsoft Excel spreadsheet and sent to macandmichelle@sbcglobal.net . Include complete file with each transmission.
(2) Your complete runner data file should be e-mailed daily beginning two weeks prior to race date.
(3) Race number assignments should be made in a continuous, ascending order within each division range.
(4) Once a race number is assigned, it may not be reassigned. It can be deleted.
Race day runner data:
(1) Runner completes his/her own entry form. Registration personnel assigns race number.
(2) Race number assignments must be made in a continuous, ascending order within each division range -- no exceptions.
(3) Race day entry forms should be delivered to the finish line for data entry as expeditiously as possible.
(4) Should a runner desire to change race division, previous race number can be used but timing personnel must be notified immediately. This must be done 30 minutes prior to the race start time.
(5) Race day registration should close 30 minutes prior to start of race. Exceptions allowed for smaller races.
Passing Out Chips On Race Day:

It is HIGHLY recommended that you have a separate table to pass out chips.

1. Participants with bib numbers can go to the chip table, show them their bib number and pick up the corresponding chip. I have signs pre-made to separate the participants by bib numbers to help alleviate long lines.

2. If you do not use bib numbers and are useing the chip only, I have pre-made 3x5 cards to hand out for the participant to take to chip table to pick up their chip. I have signs pre-made to separate the participants by bib numbers to help alleviate long lines.

3. Here the reason why, checking people in, passing out bibs, handing out chips, and giving instructions is too much work for the registration table personnel. If you had a separate table to pass out the chips, these people could also tell the participants how to put the chip on. Many runners are putting their chip on incorrectly (i.e. wire tie backwards/not locking in) and the chip gets lost on the course and the participant does not get a finish time. Some participants don't understand that they need to put the chip on their shoe and will carry it in their hand or put it in their pocket. The chip should be on top of the shoe, above the laces, laying flat. For runners who are familiar with chips and wire ties, one wire tie will work just fine. For runners who are not familiar, two wire ties are recommended.

4. Pre-race announcements should be made to make sure everybody has picked up their chip and has it securely fastened to their shoe. If they can undo the wire tie, it's not on correctly.