Running and promoting a race event?

**CHOPPA** · 1st March 2009, 20:47

Ive always wanted to but probably wont for a while but id be interested to know and i think it might help for people to complain about entry fees but aside from the cost of advertising the event what are the costs behind running a large one off event?

MNZ? Whats there cut? Is there special insurances? How much do ambos cost etc etc?

**steveyb** · 1st March 2009, 21:00

A quick run down, not comprehensive but an idea. Prices for each item need to be entered.

A further idea: Manfeild club meeting, no gate, no national title, 3.2 km circuit = approx$2100 per day (maybe it is cheaper than that can't recall exactly), garages paid for by renters. Manfield NZ champ meeting, gate entry fee, garages paid for by event organiser then sub rented to users = $10,000 per day or there abouts. (Not the exact numbers but in the ballpark).

Other costs:
Local advertising
Permit (insurance costs included in this)
Ambulance fee
Koha for marshall and other workers
Accommodation for workers where necessary
Payment for other professionals (e.g. possibly commentator, not sure and not sure what others)
Accommodation for MNZ officials (steward only I think)
Prizes (i.e. sashes, wowee!!) But trophies at other meetings like GP and TT, so added cost
Other non-donated prizes
(Tickets and series advertising covered by MNZ sponsorship)
Other costs I have missed out.

Revenue:
Entry fees
Gate entry
Sponsorships (each class)
Club investment

By looking at the size of the crowd at Manfeild I am going to guess that the VMCC came close to breaking even, but might well not have.

AMCC is going to take a major bath next weekend, esp with the weather forecast the way it is looking.

Enjoy

**3umph** · 1st March 2009, 21:18

You would br proberley better to get involved with people that are already promoting/running events and that will give you more of an insight to what it will take and rough costings of what to expect if you decide to run your own event

**GIXser** · 2nd March 2009, 06:05

Originally Posted by steveyb

A further idea: Manfeild club meeting, no gate, no national title, 3.2 km circuit = approx$2100 per day (maybe it is cheaper than that can't recall exactly), garages paid for by renters. Manfield NZ champ meeting, gate entry fee, garages paid for by event organiser then sub rented to users = $10,000 per day or there abouts.

$2100 for a club day and $10000 for a national event ?????? someone is taking the piss

(im not saying its not true, just that its ridiculous the price difference that they charge)

**Buddha#81:Me** · 2nd March 2009, 06:22

Originally Posted by GIXser

$2100 for a club day and $10000 for a national event ?????? someone is taking the piss

(im not saying its not true, just that its ridiculous the price difference that they charge)

If it is, it would be worth changing the "nats" name just for track hire alone. It could be a club meet "invitational". Promoting it may be an issue, but its not like the crowds will stay away.

**WarrenW** · 2nd March 2009, 06:51

And also on top of that there is the timing, Check with Tim Gibbes but I think you will find it's about $10 per rider just for timing and the teransponder hire is on top of that.

**scott411** · 2nd March 2009, 07:01

MNZ take is just the permit fee, not sure what a road race is, but a MX is $50 and a trail ride is $100, you may need to pay travel/accomadation costs for a steward if he/she is not local as well,

Ambo costs are on the rise as well, expect a minimum of $1000 to cover most events now with a paramedic,

**CHOPPA** · 2nd March 2009, 07:19

Originally Posted by scott411

MNZ take is just the permit fee, not sure what a road race is, but a MX is $50 and a trail ride is $100, you may need to pay travel/accomadation costs for a steward if he/she is not local as well,

Ambo costs are on the rise as well, expect a minimum of $1000 to cover most events now with a paramedic,

Do mnz only take $50 for a club day!? And that includes insurance?

**scrivy** · 2nd March 2009, 08:31

MNZ's fee is basically nothing. MNZ's Stewards are paid by the organisers also.

As for difference in track hire rates, if its a clubday and no paying spectators, then its cheaper. If however you're charging at the gate, then the rate goes up hugely!! (Because you're profiteering from the track hire, but you make extra income).
For my meeting at Taupo, I use 2 ambos a day with 2 paramedics - it costs me a LOT more, but I feel is justified for your safety, and also being able to have races continue after 1 ambo is gone. A big cost, but necessary.
Transponder hirage - I wouldn't use it - as just too expensive uless you're doing a national meeting.
Trophies? Did you see how many were up for grabs at Taupo? Over $6000 worth!
Sound system hireage, Commentators, security guards, flags, marshalls, extinguishers, radios, food, advertising, postage, DVD's (still to come - very soon!)
As for budgets. My 2 day spectacular was well over $35,000. BUT, I do give out alot of free stuff to competitors - $2,500 just in food a drinks on the 1st night alone! Everyone knows I charge a gate fee to offset the meagre $120 for 2 days entry fee. But for the last 3 years, it hasn't covered the difference. I am lucky my business writes it off as advertising, if I was in a club, they would have to put prices up for entries, or cancel further events!! Also, what if it rains out, and you get no paying spectators!!! Time to pack your undies!!
My endurance was over $15,000. As everyone knows I still went ahead with the endurance race, but I did lose over $4,000.
People running meetings need their heads read I reckon!! But some of us have a passion to watch you crazy buggars going hard out and providing us with thrilling entertainment!!
The hours I spent organising the Road Race Spectacular and endurance meetings - without a word of a lie, would be over 400 hours, all without a cent in return for my efforts.

But would I continue doing it???? HELL YES!!!!!

We need to support the individuals that do run meetings in NZ, as it is getting harder and harder to justify expenses. Lots of people work their asses off so we can have fun racing. They need to be supported, not bagged. There are alot of hidden costs involved with a large meeting if you want to do it right.

My 2 cents worth.

Scrivy

**scott411** · 2nd March 2009, 08:33

yes it does include MNZ's insurance, (which i think is up to $10,000,000 cover for the organising club)

and i checked this morning, a club level road race is $50 as well,

National Events are $200

**scott411** · 2nd March 2009, 08:49

Originally Posted by scrivy

But would I continue doing it???? HELL YES!!!!!

We need to support the individuals that do run meetings in NZ, as it is getting harder and harder to justify expenses. Lots of people work their asses off so we can have fun racing. They need to be supported, not bagged. There are alot of hidden costs involved with a large meeting if you want to do it right.

My 2 cents worth.

Scrivy

great post,

**svs** · 2nd March 2009, 09:04

Not strictly related to costs but....

If your marshalls/crash crew/clerks etc are volunteers then OSH is not involved. Should people act in a professional/paid capacity then OSH may be interested if there are any unfortunate accidents. By all means cover their costs with petrol vouchers and feed them well.

There are also issues with liability in running an event. If you are a club running an MNZ sanctioned events then you are insured and your liability covered, but I think a separate promoter have to sort their own stuff ( I believe cliffhanger promotions have to get their own insurance for the quarter mile sprints and hillclimb).

MNZ used to charge $2 per rider indemnity fee after each event, but this has now been canned - that's one reason why the licenses went up in cost last year.

Track timing. Tim Gibbes is about $10 per rider ( + transponder hire if riders require it) and I think it's well worth it. Without it you need even more volunteers to do manual lap scoring and timing.

**scrivy** · 2nd March 2009, 09:35

Originally Posted by svs

Track timing. Tim Gibbes is about $10 per rider ( + transponder hire if riders require it) and I think it's well worth it. Without it you need even more volunteers to do manual lap scoring and timing.

Plus travel, accommodation etc.....

I used Marktime for my meeting - as does the classic festival. Great results (if numbers are clearly visible), and accurate to very small digits!! It also costs about a 1/3rd of transponder useage!! No brainer for me.
I really don't want to put up competitor entry fees just for transponders.