Race Organizer's Workshop 24 November 2016 Race Financials Presented by Greta Brock

Race Budget Each budget consists of two sides: Income Expenditure The end result is either a profit or a loss Can your club afford to run the event at a loss ? Should you put on a race at all ? Most of your income and expenses are predictable and controllable. Some expenses are fixed, some vary with the number of participants. Some expenses are prescribed by IAAF, ASA and/or WPA and have to be adhered to.

Income Your income is made up of Entry Fees Temp Licenses kickback Sponsorship & Donations These items are all fairly predictable.

Income – Entry Fees Income from Entry Fees = Number of expected participants x Entry Fee Entry Fees are set annually by WPA Council and approved by the AGM Exemption needs to be granted by the WPA Road Running Commission and has to be justified based on a realistic budget and extra-ordinary costs. 2016 year to date the number of runners at an average weekend race were: 10km 1,300 ranging from 300 - 2600 15km 1,200 400 - 3000 21.1 km 1,100 500 - 2600 42.2 km 1,490 900 - 2900 Number of runners can be affected by Conflicting events predictable League status predictable Single or Multi Distance Event = which is the main event predictable Religious periods (Christmas, Ramadan) predictable School holidays predictable Bad weather unpredictable Unrest unpredictable

Income – Entry Fees cont. Entry Fees for 2017 The maximum entry fee for relay runners shall be related to the distance (or average distance) which individual runners run. Entry Fee Junior Senior Up to 13 km 30.00 50.00 Above 13 km to 20 km 70.00 Above 20 km to 27 km 90.00 Above 27 km to 35 km 110.00 Above 35 km to 43 km 150.00 Above 43 km to be submitted to and approved by the WPA Road Running Commission.

Income – Temp Licenses Kickback Temp License Fees are approved by the AGM and published in the WPA Domestic Rules Clubs keep a portion of each Temp license sold Average number of Temps for 2016 year to date is 20% of the field Number of Temps reduces as the distance increases increases with statue/popularity of the race (Must Do Race)

Income – Temp Licenses Kickback cont. Temp License Fees for 2017 Distance Selling Price Senior Cost to Club Junior Up to 13 km 30 20 15 Above 13 km to 20 km 40 Above 20 km to 27 km 50 Above 27 km to 35 km Above 35 km to 42.2 km 60 Above 42.2 km Set in consultation with WPA

Income – Sponsorship & Donations Not easy to find Goods in kind usually easier to get than cash What value can you as the organizing Club really give a Sponsor? Exposure on Race flyer Branding at the event Participant awareness In some cases sponsors make demands to receive maximum exposure which might result in additional expenses Reminder: Coca Cola is a WPA sponsor and will support all events

Expenses Expenses can be accurately controlled by implementing procedures for quotations and orders by putting financial controls in place: treasurer, receipt books, separate bank account, etc. Expenses can be categorized as Fixed costs = stay the same regardless of number of runners Variable costs = alter based on number of runners Expenses can be divided up into Pre-race Registration Refreshment Stations Route Officials Finish Results / Prize Giving Other

Expenses – Pre Race Item Fixed / Variable Requirement Course Measurements F R35 per km or R600 per session, which ever amount is higher (see next slide) (2017) Advertising leaflets/ Race Flyers A5 double sided B&W, +/- 10,000 Telephone Calls For quotes, invitation, planning of meetings etc. Postage Invitations Processing of Pre-Entries V Paid by the runners RaceTraq offers 2 options: Club absorbs the cost per runner Runners pay It is up to the organizer but ideally if the organizer forces online entry then the organiser should pay the admin fee. If it is optional for the runner then the runner can pay.

Expenses for Course Measuring - 2017 A qualified and registered course measurer must undertake the course measurement. A course measurement report and certificate must be submitted to WPA at least two weeks prior to race day. There is no need to re-measure the course for subsequent events, providing that the organiser can vouch for the course not being altered (e.g. by road construction) since the last measurement was made. All routes must be re-measured at least every 5 years. Measurement Fees: R600 per session or R35 per kilometre, whichever is the greater. Documentation fees: Range from R250 to R500 per event, depending on the complexity of the reports to be provided. Special rates apply for races requiring IAAF certification. Sundries: R3.50 per kilometre travel R60.00 (approx.) per can of paint used

Expenses – Registration Item Fixed / Variable Requirement Pens F 1 per 50 runners Tables 1 per age category + 1 per 100 runners + 1 for temp licenses + 1 for pre entries + 1 for enquiries (optional) (Junior, Senior, 40+, 50+, 60+/70+; male & female optional) Chairs 2 per age category and/or per table Signage Approx. 30 sheets of card (A4) or photocopy paper + card board; press tick, cable ties etc. Toilet Hire V 1 per 100 runners assume venue has 10% of required number Entry Cards From WPA; R0.20 per card (2017); allow 20% excess Bank Bags From WPA; R19.50 per 100 bags (2017); allow 20% excess Safety Pins From WPA; R75.00 per box of 1,000 (2017); allow 20% excess (more if race bibs are supplied; 4 per race bib)

Expenses – Refreshment Stations Item Fixed / Variable Requirement Tables F 3 per station Refuse boxes/bins Run Clean Donation; at least 4 boxes per station Refuse bags Run Clean Donation + additional; total of 10 per station Ice From PenBev Plastic/Tin baths Water sachets V From K3 Water & Energy Sachets; 3 per runner per station R180 per 1000 water sachets (Vat incl.) (2017) R350 per 1000 energy drink sachets (Vat incl.) (2017) Coke en route From PenBev (at a charge); 150 ml per runner per station Cups en route From PenBev (at a charge)

Role of Peninsula Beverages – Coke Coke is provided free of charge at the finish of all WPA races. In return for the services offered Coke requests logo placement on race advertising material on Web, Social media, posters, flyers, etc. If Coke is required on the route, it must be purchased and paid for (valid for 2017; subject to change) Coke 1.5 l R108.70 per case of 12 Coke Zero 2 l R 90 per case of 6 Cups R 40 per sleeve of 100 Logistical support (Ice and ice bins) can be arranged with the Special Events team.

Expenses – Route Item Fixed / Variable Requirement Barrier Tape F 1 roll (500m) per 10km; start, route, finish KM Boards From WPA Marshal flags Marshal bibs Traffic Department R150.00 per Officer per hour (race duration + 1 hour); Number of officers depends on route; increase in rate expected (rate subject to change; check with WPA) Tents/Gazebos Optional Fencing Scaffolding Cones Lead Cyclists Volunteers Vehicle petrol R2.00 per km; 2 vehicles x 2 trips around course (2017)

Expenses – WPA Technical Officials Item Fixed / Variable Charge (2017) Referees F Labour + R 50.00 extra fee for Chief Referee; per event Results Official Labour: 1 paid official per distance Timekeeper Labour: 2 time keepers per distance Timekeeper Travelling Exp. R2.00 per person, per km 1 chief referee + 2nd referee per distance 1 results official 2 time keepers Total Km travelled = Distance from Home to Venue and back plus any distance driven on route Finish Clock From WPA, R100.00 per clock; 1 per distance (2017) Hours = Start to beginning of Prize Giving plus 1.5 hours. If necessary round up to next 30 min increment. For shifts use actual hours worked plus 1 hour.

Expenses – WPA Technical Officials cont. Charges for Labour: Chief Referee to complete the Payment Request Form in duplicate and hand both copies to organising Club. Club to prepare the payment for each official and keep one copy of the form for their records After race cut-off the Club to hand money and signed copy of form to Chief Referee. Chief Referee to pay each official who must sign for receipt of money.

Expenses – Finish Item Fixed / Variable Requirement PA System F Parker Sound; R400.00 per hour (2016) Announcer Per announcer; R250.00 per hour (2916) Medics / Doctor As required by Event Application; for Event duration, i.e. until everybody has left Fencing Finishing shoots Refuse bins Run Clean Donation; depending on venue Refuse bags Run Clean Donation; Approx. 20 bags Finishers Handout/Medals V 1 per expected finisher; approx. R8.00 per medal Finishing Sachets From WPA Coke at Finish Donated by PenBev Cups at Finish

Expenses – Results / Prize Giving Item Fixed / Variable Requirement Results Board(s) F From WPA Envelopes for Prize Money 1 per individual prize; 1 per team prize Prize Money V at least 15% of the entry fees budgeted (based on the previous year’s number of finishers) Results compilation Sonia Harlock; R70.00 per 100 finishers (2017) Postage for results To Clubs on request Prize Giving Set-up (table cloth, flowers etc.) Optional Lucky Draw prizes

Prize Money Prize money allocation is at the discretion of the organizers but the following principles are required: Men and Women must receive equal prize money Juniors should be especially looked after in races under 15 km Age group categories must ensure that all athletes are included Awards must be made in the following age categories before introducing awards in 5-year categories : Junior, Senior/Open, 40, 50, 60, 70+ A minimum of three prizes should be awarded in each age category up to and including 60+, preferably 70+ If prizes are to be awarded to the overall winners of an event (1st, 2nd, 3rd etc.), these must be OPEN prizes It is NOT necessary to offer prizes in the Senior category if Open prizes are offered Athletes must wear age category tags to qualify for an age group prize All prize money shall be paid in cash up until and including an amount of R750, all other payments shall be done by cheque on the day or by EFT within three days unless waiting for the results of drug testing

Expenses – Other Item Fixed / Variable Requirement Public Liability Insurance F From WPA; R50.00 per km (2017) Hire of Venue Donations Optional; if budget allows Honoraria Route Validation WPA to advise Cleaning of toilets/change rooms etc. Security (venue/parking) Catering (VIP / Staff / Officials) Safety Officer R600.00 per hour or Volunteer WPA Race Levy V 10% of entry fee per finisher; no levy on first 1000 entries for 10km & 15km races Toilet Paper etc. Bank charges 1.5% of entry fee per entry Stationary (Highlighters, paperclips etc.)

Budgeting made easy With the help of Chris Goldschmidt I have designed an Excel Sheet which includes all the items mentioned in this presentation and which will assist you with your race budget. It will be available on the WPA website to download. A few final tips: It is always better to over-budget your expenses, i.e. build in some fat to cater for any unexpected expenses Stick to the essentials and only add the “Nice to Have’s” if the budget allows for it Get members involved: vehicles for transport, volunteers to assist before and on race day, catering, printing etc. Keep part of the profits to build up a kitty for future races