On 3 Dec 2004 04:38:40 -0800, "ClydeEvans" <[email hidden]> wrote:
(some info snipped)
Quoted message said:We do data entry/reporting for pre-race registration and official
results posting, but I've not seen anything to convince me that we can
get walk-up information into a system in time to correctly calculate
winners for the awards ceremony. I'm not ready to eliminate race-day
registration, so I'm stuck.
If anyone has seen this process automated, I'd like to know. If not,
I'd like to hear suggestions on how to drive accurate registration info
into the results process.
Hello Clyde,
You can automate race-day entry...but it's a matter of scale.
First, you need to separate the pre-registered "packet pickup" from "race-day
entry" areas. You don't want the same volunteers doing both functions because
the lines can get very long and delay the data entry of race-day folks. If you
only have around 100 race-day entries, you can get by with two or three
volunteers handling lines of runners and one person performing data entry. The
data entry person enters only minimal information: the runner's name, gender,
age, and event (if there is more than one event). The computer automatically
assigns bib numbers and prints a label for each runner (with the bib number
bar-coded). We use a small Dymo label printer which prints these labels
one-at-a-time. Another volunteer sitting next to the data entry person removes
each label from the label printer, affixes it to the appropriate bib number,
hands it to the runner, and asks the runner to "make sure everything is proper".
Therefore, the organization of the "Race-day registration" table is as follows:
- 2-3 people processing entry forms, taking payment/giving change,
handing out T-shirts, and directing runners to the end of the
table to pick up their bibs.
- 1 person standing behind the above people to collect each entry form and
carry it to the data entry person.
- 1 data entry volunteer who enters minimal information into the database
from each entry form.
- 1 volunteer who affixes a label to each bib's tear-off tag and hands it
to the runner.
The person performing data entry is also the person who calculates the race
results. Between the time when data entry is complete and the time when the
first spindle is delivered. For a long race (like a half-marathon), the data
entry person has time to go back through the entry forms and complete the entry
of information (address, phone number, etc.). Our newspaper likes to print
results that include City and State so a "results" file can be sent to the
newspaper immediately after results are complete. For a short race (like a 5K),
it may not be possible to enter all the information before results must be
started...so the remainder of the entry form information is entered after
results have been completed.
The above system can be scaled-up the meet any volume of race-day entrants. If
there are over 100 race-day entrants, I recommend have more than one data entry
person. Make sure your database can handle multiple logins and you have the
computers networked. We use MSDE (Microsoft's Desktop Engine) for the database
because it can be distributed freely. The database can also be
attached/deattached to Microsoft's SQL Server, if necessary.
Of course, there is a practical limit to the scaling limit. I don't believe I'd
want to organize something like the above for several hundred race-day entries.
So, obviously race-day registration must be eliminated when a race reaches a
certain size. However, the above system has allowed us to continue providing
race-day registration as an option for the runners.
I still can't understand why so many people are willing to pay $30 (or so) to
register on race-day when it costs around $10 less to register a few days
earlier. However, this means the race does take in a lot of money by supporting
race day registration.
I hope I've given some useable information by describing the way our club
handles race-day entries,
Ken
--
Kenneth Raich, Webmaster
Southern Colorado Runners Club
www.socorunners.org
