CONTENTS

1
PLANNING FOR MY RACE

2
PRE - RACE

3
RACE DAY

4
POTENTIAL PROBLEMS

5
CONCLUSION

6
RACE DAY CHECKLIST

2
A GUIDE to RACE DAY
 CHAPTER 1

PLANNING FOR MY RACE

Whether you are planning your first race or your hundredth, this guide gives you the ins and outs of preparing
for a race from many weeks beforehand and all the way till race day. Every event starts with the planning process
but, before you begin, be sure to collect all the details surrounding the race the who, what, when, where, and why.

Every race is different, so gather as much information as

you can before you begin planning such as: How many checkpoints will my race have?

WILL YOU HAVE:

What information does the race director require?
One start line and one finish line (Figure 1.1)
How many checkpoints will your race have?
One start line, one finish line, 1/4 split, 1/2
split, and 3/4 split (Figure 1. 2)
What RFID equipment will you need?
Understand how many splits and read zones
Number of participants? your race will need before determining the
required equipment.
Location of the race?

(Figure 1.1) (Figure 1. 2)

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CHAPTER 1 PLANNING FOR MY RACE A GUIDE to RACE DAY
LOCATION OF THE RACE
The location and route of the race is important to know ahead of time so you can plan your equipment setup
accordingly. If you know the race is on a remote hiking trail, you can plan the read zones according to the trail width
as well as power outlets available. When you scope out the location, be sure to ask the race director if he or she will
be providing a power outlet or power source for your equipment. Once you know the answer, you can come prepared
with a generator, power strip, or extensions cables ready to go on race day.

Some races may be overseas or across state lines making it important to plan how to transport your equipment to
the location on race day. Flying or driving your equipment to the location before the race might save you time
and hassle on race day.

WHAT INFORMATION DOES THE RACE DIRECTOR REQUIRE?

When you start the planning process, learn what information the race director wants to see from the results.
For example, you may need to include split times, MPH per racer, winning time per group, racer information, etc.

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CHAPTER 1 PLANNING FOR MY RACE A GUIDE to RACE DAY
NUMBER OF PARTICIPANTS
To begin planning for your race, one of the first steps is knowing the approximate number of participants. Not all
participants sign up before race day, but setting a maximum number of participants allows you to plan your RFID
equipment setup confidently. If you havent reached that maximum number by race day, bring extra bibs and tags so
that newcomers can sign up at the race.

HOW TO SELECT RFID EQUIPMENT

RFID readers, antennas, tags, bibs, cables, software and accessories are some of the things you will need to get started.
There are multiple options for your RFID system, so selecting your equipment might not be black and white. The equipment
youll use depends on the factors above like checkpoints, number of participants, race director information, length of
the race, and more.

One way to determine the equipment is to look specifically at the number of participants and the length of the race.
If it is a short race, with 500+ participants, the finish line may be extremely crowded. Crowded read points are something
to avoid because participants could run into equipment, and there is a greater chance of missing a participants
RFID tag. Waiting time and missed reads will produce unhappy racers. If you do have a short race with many of
participants, try to widen the race trail, and/or let the racers know ahead of time. Longer races have a higher chance
for the participants to scatter out, and they usually run through the f inish line in a line or small groups making the tags
easier to read and the amount of RFID equipment needed per read zone generally less.

In order to select your equipment, here are four general levels that we recommend for race timing:

LEVEL 1 LEVEL 2 LEVEL 3 LEVEL 4

(1) (1) (2) (3)
Two Port Reader Four Port Reader Four Port Readers Four Port Readers

(2) (4) (6-8) (10-12)

Mat or Panel Antennas Mat or Panel Antennas Mat or Panel Antennas Mat or Panel Antennas

(2) (4) (6-8) (10-12)

Cables Cables Cables Cables

(2) (4) (6-8) (10-12)

Mounting Brackets Mounting Brackets Mounting Brackets Mounting Brackets
for Panel Antennas for Panel Antennas for Panel Antennas for Panel Antennas

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CHAPTER 1 PLANNING FOR MY RACE A GUIDE to RACE DAY
For more information regarding which equipment is right for your race, please refer to our first three guides in our
Mastering Race Timing Series:

A Guide to Building Your Own Race Timing System

Selecting the Right RFID Race Timing Equipment

Choosing the Right Tag

COMPLETING THE PLANNING STAGE MEANS:

I know the number of maximum participants (i.e. how many bibs and tags to have.)
I have scoped out the location and have an outline of my race day setup.
I know exactly what the race director needs from me as the race timer.
I have purchased RFID equipment, accessories, and bibs.
I know the number of read zones required.
I have selected RFID equipment.

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CHAPTER 1 PLANNING FOR MY RACE A GUIDE to RACE DAY
 CHAPTER 2

PRE - RACE
When you have completed the planning stages, you are ready to move on to Pre-Race information and setup. In the
Pre-Race section, we will cover the following information:

How do I register participants for my race? How do I setup my equipment?

How do I affix the tag on the participant? When do I need to test?

How do I encode UHF RFID tags?

HOW DO I REGISTER PARTICIPANTS FOR MY RACE?

There are a few different options you and your race director can provide participants for registration purposes.
Mail-in registration, an internet site or landing page, a local store willing to hand out and receive registration forms,
and a booth setup on race day are some common ways to handle registration. Some race timers prefer one channel of
registration, while others experiment with many to entice more participants. When you start producing registration
forms remember that there are some key pieces of information you need to obtain.

The chart below is a standard example of information that race timers and race directors need from each participant.

First Name Last Name

Gender Address

Phone Number Email

Age of Participant What Type of Athlete Are You? (ex: runner, walker):

7
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
HOW DO I MOUNT MY EQUIPMENT?

Panel antennas will need to be mounted in order to obtain the best read range. There are several mounting options
from which to choose, truss mounting (Figure 2.1) tripod mounting (Figure 2. 2), or even designing your
own mounting option (Figure 2.3). Remember that your mounting decision should be based upon which tag youve
chosen as well as where the tag is located on the participant.

As an example, if you decide to tag your participants with a shoe tag, you would not get good reads from a truss
mounting system since the truss would be above the participants head. Later in this chapter, we will talk more about
how to tag your participants. Below are some real race examples of mounting options.

Truss Mounting (Figure 2.1)

Tripod Mounting (Figure 2.2) Custom Mounting Options (Figure 2.3)

8
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
 ANATOMY of an RFID CHIP
EPC MEMORY
TID MEMORY

Electronic Product Code, Unique Tag ID

1st Writable Memory Bank

RESERVED MEMORY
USER MEMORY

2nd Writable Memory Bank Kill and Access Code

(Figure 2.4)

HOW DO I ENCODE TAGS, AND WHAT AM I ENCODING ON THEM?

In order to get your tags ready for race day, you have to first understand a little bit about the memory banks on a
UHF RFID Tag. (Figure 2.4) illustrates the functions of each memory bank. For more information on each memory
bank, be sure to read our article Types of Memory in RFID tags. The primary memory banks that are used for race timing
are the EPC memory bank and the TID memory bank.

EPC memory is most commonly used in race timing because it is the first writable memory bank. EPC memory banks
contain a minimum of 96 bits of writable memory which is 24 hexadecimal characters or 12 ASCII characters.
If your tags EPC memory has more than 96 bits, simply divide the bits of memory by four to produce the number
of hexadecimal characters and divide by eight to get the number of ASCII characters the memory bank can hold.
The most common way to use the EPC memory bank is to overwrite the pre-encoded number with the bib number.
If you use this method, your software only needs to know one number per participant, making the system less complicated.
With Higgs tags from Alien Technology, you have the option to use the pre-programmed, randomized number on the
EPC memory bank and associate it with the bib number in your software. If you use Monza 4D or Monza 5 chips, you
cannot rely on this method because all the pre-programmed EPC numbers are the same on those tags.

The TID memory bank is another option for race timing. The TID memory bank on all tags contains a random,
non-repeating number that you can associate in your software with a participants bib number. All readers come pre-
set to read the EPC memory bank which means if you want to read the TID memory bank, you will have to change
the read settings on each reader.

9
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
AFFIXING THE RFID TAG TO THE PARTICIPANT

When you have encoded your tags, the next step is to determine where you will place them on the participants.
While bib tagging is the most common method, there are a few other ways that are gaining momentum in the race
timing industry. Take a look at the graphic below (Figure 2.5) to see the four most popular tagging methods for race timing.

(Figure 2.5) displays the four main types of tagging: shoe tagging, bib tagging, hip tagging, and double bib tagging.
Deciding how you want to tag depends on your setup, your tags, and the type of race. Below is some information
about each tagging method.

(Figure 2.5)

SHOE TAGGING BIB TAGGING HIP TAGGING DOUBLE BIB TAGGING

10
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
SHOE TAGGING
Placing the RFID tag on the participants shoe reduces your RFID equipment setup options. A truss setup could not
be used with this method because of the large space between the tag and RFID antenna. Typically, shoe tags are laminated
with an extra inch or two of lamination at the top. With that extra space, you punch a hole and then slide the
participants shoe lace through. Of note, this method is better suited for smaller races.

BIB TAGGING
With this method, you simply adhere the tag onto the participants bib. A small strip of foam between the tag and
the runner might increase the read range by adding a layer between the human body and the RFID tag. Depending
on how you orient the tag on the bib (horizontally or vertically), you will need to make sure your antennas polarization
corresponds if you are using linear antennas.

HIP TAGGING
This method is the least common tagging method for race timing. An RFID tag is placed on each hip of a participant
allowing circular antennas on both sides of the finish line to pick up the read. They are usually kept on the hips with
the laminating method and safety pins that pin them to the participants shorts. This method shouldnt be used with
linear antennas.

DOUBLE BIB TAGGING

Tagging each participant with two tags on their bib is a fairly common practice in the race timing industry.
With two tags, there is an increased chance of getting a read. If you add foam backing between the tag and the
runner, it will increase the read range. Also, placing the tags in different orientations will help receive more reads, if
you are using circular antennas.

For more in-depth information, check out the fourth guide in our Mastering Race Timing Series, How to Tag Your Racer.

11
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
WHEN DO I TEST?
Testing is extremely important in your race preparations. At this point, you should have chosen a tag, tagging
method, and equipment setup which means you now have all the key pieces needed to test. If you havent decided on a
tagging method or setup, be sure to test different options to find the best method for your race. Testing is key
throughout the pre-race planning period so that you can work out any kinks that may arise and modify your system to
obtain the highest read rates and best range.

COMPLETING THE PRE-RACE STAGE MEANS:

I have encoded all the tags and associated them (if required) with the bib number in
my software.

I know how to successfully mount my equipment and have a planned race day setup.
I have tested my tags, setup, tagging method, mounting equipment, etc.
I have decided on a tagging method that works well with my setup.
I know how to register participants and have started the process.
I have purchased RFID equipment, accessories, and bibs.
I have chosen an encoding method.

12
CHAPTER 2 PRE - RACE A GUIDE to RACE DAY
 CHAPTER 3

RACE DAY
When you have completed the Pre-Race Section you are ready to move on to Race Day. In the Race Day section, we
will cover the following information:

How to Setup on Race Day

Small Details to Remember

On-site Testing

SETTING UP FOR RACE DAY

Most timers and directors open an on-site registration booth about an hour and a half before the race to handle
any late participants. Depending on how much equipment you have to setup, you should plan to get to the race location
1-3 hours before registration opens. If you allot enough time, you can successfully setup all read points, a booth for
registration, as well as test your equipment.

...make sure that

your equipment is
running like a well-
oiled machine...

13
CHAPTER 3 RACE DAY A GUIDE to RACE DAY
BELOW ARE A FEW DETAILS TO KEEP IN MIND ON RACE DAY:

POWER AND WI-FI

If the race director is providing power supplies, all you need to bring are the power cables for each device. If the race
director is not providing a power source, make sure your generator or other power source is tested before you leave for
the race location. A Wi-Fi connection may be important if your laptop requires internet connectivity. Ask the race
director to setup a good Wi-Fi network and provide the password beforehand so you dont have any problems on race day.

CABLES
Depending on how many antennas you have per read point, setting up your antennas maybe complicated. Make sure
that all cables are plugged in and are snug. If a cable isnt plugged in completely, you risk the reader not getting power
to the antennas, thus missing all reads in that read zone. Also, be sure cables do not become tripping hazards and that
they are either run through cable trays, trusses, or at least taped down.

READ ZONES
When you are setting up a read zone, keep the antennas five feet or more apart from each other. Read Zone width
is also a very important factor to consider when you set up. Most antenna read zones have a width of about six to eight
feet, however the antenna gain and tag read range ultimately determine read zone widths. If you allow the read zone to
be too wide, you may miss tags that pass between antenna read zones.

VOLUNTEERS
Setting up a complex timing system is not a one person job. The race timer or race director should recruit volunteers to
help setup and monitor read zones in case something happens to the equipment.

MANUAL TIMING SYSTEM

Having a back-up manual timing system, in addition to your RFID timing system, helps to ensure that you wont
miss a participant. Problems like attaching the RFID tag incorrectly can be overcome with a manual system in place.
Some RFID timing software packages include a manual timing system for ease of use.

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CHAPTER 3 RACE DAY A GUIDE to RACE DAY
SMALL DETAILS
Sometimes equipment setup does not go as f lawlessly as one hopes. On race day, it is good to have a few essentials
in case your equipment has race day issues. A standard tool kit, duct tape, power cables, safety pins, and backup
equipment are details that could possibly save your race. If you have a backup reader, antennas, tripods, etc., you will be
better prepared for any accidents that may occur on race day.

HANDING OUT BIBS

It is beneficial to have a small table away from your RFID equipment to hand out bibs or take last minute registration
forms. If all of your participants crowd around your equipment, it could disturb your setup, especially your cables.

ON-SITE TESTING
As the professional race timer for the event, it is your job to make sure that your equipment is running like a well-
oiled machine and ready for tags to begin crossing the start line. Arriving at the location early is a great time to get all
your read zones running and tested.

COMPLETING THE PRE-RACE STAGE MEANS:

Power and Wi-Fi are packed and/or will be located on-site.

I have volunteers and a back-up manual timing system.
I know when to get to the location on race day.
Ive determined appropriate read zone width.
I know how to setup for race day.
I have tested thoroughly.

15
CHAPTER 3 RACE DAY A GUIDE to RACE DAY
 CHAPTER 4

POTENTIAL PROBLEMS
Before any race, brainstorming potential risks is a good way to be prepared. If you are able to find weak spots in your
system, you can plan to mitigate the risks and take steps to make sure nothing goes wrong. In the potential problems
section, we will cover:

How to prevent system failure during a power shortage

How to avoid participants tripping on cables

How to ensure you dont miss a read

How to avoid any mounting issues

HOW CAN I AVOID PARTICIPANTS TRIPPING ON MY CABLES?

When you are working with electrical equipment that has to be connected via cables, you run the risk of creating
tripping hazards. If a volunteer or participant trips on your cables, not only could the equipment be damaged, but you
could injure the participant as well. If an unseen participant trips and accidently unplugs the cable from the antenna,
that antenna could go down and miss reads the entire race. To mitigate this risk, run your cables through cable trays,
over trusses, or at least thoroughly tape them down. Most cable trays interlock to provide a continuous surface.

WHAT IF I HAVE A POWER FAILURE?

A common issue that race timers can have is a momentary loss in power. Whether it is a loose outlet or quick power
surge, it could reset your hardware configurations and miss reads. A UPS backup, or uninterruptible power supply, can
help you avoid such an issue on race day. Even a basic UPS backup would be sufficient to power your RFID readers
because they do not use much power. A typical UPS battery backup costs about $40 - $100 depending on the size
and battery requirements.

To keep your race timing system running longer in case of a power shortage, only plug your reader in to your UPS
battery backup. If the UPS battery backup only has to power your reader, it can last hours longer than if your laptop
was plugged in as well. To keep your laptop powered, always remember to charge your internal battery for race day.

16
CHAPTER 4 POTENTIAL PROBLEMS A GUIDE to RACE DAY
WHAT IF I HAVE MOUNTING ISSUES?
If you have tested thoroughly, mounting your equipment shouldnt be a problem; however, in cases of unstable trusses
or too short tripods, keep tools and extra equipment in case of necessary quick fixes. Zip ties, a tool box, and backup
equipment should be all you need to ensure there are no mounting issues on race day.

WHAT IF MY EQUIPMENT SKIPS A READ?

If all participants are tagged correctly and your setup has been thoroughly tested, you should have very few, if any
missed reads on race day. Your manual timing system is your backup and will save a read in case a participant tags his or
herself incorrectly.

COMPLETING THE POTENTIAL ISSUES SECTION MEANS:

Power and Wi-Fi are packed and/or will be located on-site.

I have volunteers and a back-up manual timing system.
I know when to get to the location on race day.
Ive determined appropriate read zone width.
I know how to setup for race day.
I have tested thoroughly.

17
CHAPTER 4 POTENTIAL PROBLEMS A GUIDE to RACE DAY
 CHAPTER 5

CONCLUSION

RFID is one of the best ways to get accurate results in the race timing industry, and the technology is continually
improving. By using this guide, you are better equipped to successfully plan, test, and implement your RFID system on
race day. Please note, your system may work differently at different race locations because of environmental conditions,
so be sure and test before every race.

At the end of this guide, you will f ind a checklist of all the important items to remember on race day. It is a brief
overview of the information in this guide (and more) and will be ideal for your clipboard.

CONTACT US
If you have any additional questions please contact us or give us a call at 1- 888-238-1155.

18
CHAPTER 5 CONCLUSION A GUIDE to RACE DAY
 WANT TO LEARN MORE ABOUT RACE TIMING?
You just completed the fifth guide in our Mastering Race Timing series. Download the next eBook in our series,
or download them all!

CLICK ON AN EBOOK BELOW TO DOWNLOAD

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19
CHAPTER 5 CONCLUSION A GUIDE to RACE DAY
 CHAPTER 6

RACE DAY CHECKLIST

Two tables Printer Power Supply and USB Cable
Folding chairs Uninterruptable Power Supply/Generator
Notepad Stop Watch
Pens/Pencils Cable Trays
Safety Pins Basic Tool Kit
Registration Forms Zip Ties
Money Bag Power Strip
Duct Tape RFID Tags
Cash RFID Readers (with power supplies)
Clipboard Antennas
Extension Cords Bibs
USB Flash Drive (1 GB or higher) Antenna Cables
Laptop(s) Manual Timing System
Tent (to cover electronics) Backup Antenna(s)
Tripods/Trusses/Mounting Equipment Backup Cable(s)
Printer Backup Mounting Equipment
Laptop Power Supplies Backup Reader(s)

20
CHAPTER 6 RACE DAY CHECKLIST A GUIDE to RACE DAY
ACCESSORIES
TV Display Social Media Sharing
Flat screen TV Wi-Fi Access for participants
Power Supply Kiosk (if needed)
50 HDMI Cable
Mount and/or table

Results Kiosk
Reliable/Fast Printer
Touch Screen Monitor
Cables for Connecting
Laptop

Camera Setup
Camera including Camera guide
15 USB cable for camera
Tripod

SD Card for Camera

Extra Battery (if needed)
Software

21
CHAPTER 6 RACE DAY CHECKLIST A GUIDE to RACE DAY