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

2. 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.

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

4. 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
15km 1,
21.1 km 1,
42.2 km 1,
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

5. 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.

6. 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)

7. 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

8. 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

9. 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

10. 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.

11. 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

12. 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)

13. 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)

14. 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 l R per case of 12
Coke Zero 2 l R per case of 6
Cups R per sleeve of 100
Logistical support (Ice and ice bins) can be arranged with the Special Events team.

15. 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
R 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)

16. Expenses – WPA Technical Officials
Item
Fixed / Variable
Charge (2017)
Referees F
Labour +
R 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, R 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.

17. 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.

18. Expenses – Finish Item Fixed / Variable Requirement PA System F
Parker Sound; R per hour (2016)
Announcer
Per announcer; R 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

19. 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

20. 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

21. 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
R 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.)

22. 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