Small event orginisers - A survival guide

Usually my writing is aimed at the mountain biking community, but this morning I am writing to Event organisers, and in particular the smaller operators. With Mountain biking growing at a phenomenal rate the opportunities are endless. Or so it seems. With only 52 weekends in a year and a calendar that is already hosting a multi stage race just about every weekend, you may find yourself competing with bigger and more established events for numbers. Many riders out there (myself included) enjoy the smaller races, provided that they get the basics right.

All events start with the route.
Work out what it is that you would like to achieve and make sure the route compliments this. If its tough you're looking for, the route needs to be tough, if you are appealing to the family and weekend warriors, the route needs to reflect this as well. Riders want interesting routes with a variety of terrain. If your race does not make use of established mountain bike trails at places, you will have to be prepared to put in some elbow grease at places. Very few virgin trails are rider ready (unless you are into the tough race business), so work will be required to get the trails ridable and enjoyable. Be careful though, because 1km of single track is expensive and time consuming to build for a small pay-off. Having a long term view helps and will afford you the opportunity to evolve the trails. Land owners may also over time buy into trail building if it makes economical sense for them, ie. it attracts riders throughout the year to their lodges, chalets and guest houses. Have accurate information on the routes (profiles and good route descriptions).

Next most important would be administration.
Invest in good online booking systems, communication channels with riders that have done your events before and make sure that you get proper feedback from riders after events. Race administration is also very important. Ensure that registration runs smoothly, timing is done professionally and results are posted on the website quickly after the event. Gather contact details of participants to get feedback later on and to contact them again when you are hosting events in future.

Third is marketing.
Use your database of riders who has completed your events previously. This is the single most valuable marketing resource you have. We all know that it is much easier to generate repeat business, so create a following and keep everyone interested in what you are planning. A user friendly website is also a must. Spend money and get a professional to assist you here. Make sure it navigates easily, is easily updated with new information and that all the links to electronic payment sites work. Social media is similarly important. Having a rider "like" your facebook page puts you in contact with all their mountain biking friends. You get people to like your page by posting regular and interesting information on your page. A facebook page is also an easy way to interact with your following.

Forth is the event itself.
Make sure that you keep things simple and that everything runs smoothly during the event. If you hand out clothing, make sure that you have the sizing right for participants. If you provide catering, make sure that you take dietary requirements into account. The devil is in the detail, and the detail needs to be documented. By the time the event start you'll feel like you need a months holiday, but in reality the pressure really starts when the first rider checks in at registration. Even if you have organised countless events, you are not going to be everywhere every time, so make sure that your support team are informed and empowered to make decisions. You also don't want to be involved with the smallest requests like changing a team member or making a change from a long route to a shorter route. Remember that the event as a whole is what makes the experience worth while. Small things like good sound and a race announcer, support services like bike shops, food stalls and massage services all enhance the experience, so make sure that this is not just an afterthought. You'll know how many medics are required, where to place marshalls, whether or not you need traffic department approval and assistance, etc. so I am not going to comment there. Make sure that you have a contingency plan for adverse weather and other possible challenges that may arise.

Fifth is your support staff and community
If you are in business with a family member remember that this will put pressure on this relationship from time to time. You will also rely on volunteer staff for the event itself, so make sure that you have a good relationship with these people and the organisations they represent and that the experience is enjoyable for them too. Don't underestimate the role the community can play in your event, and what you can do for the community. Some of SA's best run races have community involvement and upliftment at the forefront of the organisers agenda.

Sixth is sponsorship.
Its sixth because without 1 to 5 no sponsor will touch your race. Document 1 to 5 into a business plan and event manual and do a proper presentation to your sponsors. Be specific on what you would like sponsored and make sure that sponsor requirements are met. Not every sponsor can be the title sponsor so work out what would be in it for the smaller sponsors. Being a title sponsor for a company places an obligation on the sponsor to ensure that the event is run properly and the organiser will have to address this at all levels before anyone will commit to sponsorship, no matter how small the monetary value of the sponsorship. Often sponsors adopt a "wait-and-see" approach so you may have to go at it alone for the first year. If you have a brand and a good reputation, it will be easier to attract sponsors for new events. Remember that a sponsorship is a two-way street and make sure that your sponsor gets from the event what you promised them. Like the riders, the sponsors are your clients so make sure that you communicate with them and that they are happy with the outcomes.

Seventh is pricing
With a good business plan, sponsors tied down, routes planned, logistics and admin sorted out the only thing left would be the price. All of the above has a bearing on this and remember to be realistic when pricing the event. Pricing never stands in isolation. It stands in relation to the value proposition for the rider and his family, so if there is more value to do another event or even something entirely different, you'll find the going quite tough to generate enough interest in your event. It may force you to get innovative on higher cost items in your budget or to simplify certain areas where the added cost simply doesn't justify the outcome. One advantage is that you get the money up-front. If your own cashflow cannot accommodate deposits for sound equipment, venues or other up front cost, ensure that riders enter early. Discounted Early-bird entries or incentives to early entrants are handy tools to secure the funds required early on. Pricing is like walking a tightrope and tilting too much to either side may end up in either no one entering, or the event running at a financial loss. So be mindful of your budget at all times and make sure that you have done proper costings, firmed up quotes and keep a contingency fund just in case. Contingencies can always be used to add something small for the riders, volunteers or sponsors later on, so don't spend all the money at once!

Mountain biking needs the small sponsors and the smaller races, so to all the small event organisers out there, Thanks for helping to develop the sport and keep up the good work.

Klein Karoo Klassiek - Time trial stage

The rest of day 2 consisted of trying to get my cassette swopped onto my wife's rear wheel. The bike shop didn't have the tools to do the job, so I ended up simply setting up the trusty old Merida for another day in service. In the evening we ended up across the road at Uhuroe (spelling?) to watch the Springboks almost snatch defeat from the jaws of victory. This was followed by a Spitbraai at the Spa and a few Irish coffees at the chalet before turning in for the night. 

Stage 3 was a time trial with a very impressive start shute and a reverse order start. I managed to get a fairly late start time despite not finishing day 2. I used the late start to good effect and proceeded to rope in the riders ahead of me while trying to keep the steam train from behind from hitting me. The first 14 kms was on good dirt roads and I tried to maximize the advantage the hard tail gave me before hitting the technical section in the reserve. The short, rough climbs would have been perfect terrain for the Zula, but I was simply trying to keep the pack of wolves behind me while catching a few riders in the process. I was on the edge for most of the technical section and if felt like I was slightly over the edge on some of the descents. Once on the dirt road Deon managed to catch me, then Melt was on my wheel, and thereafter Michelle steamed past. Another 2 riders came past and by now I was simply hanging on to defend my top 10 position for the stage. 

We made our way back to the Spa and I ended up doing the 40km time trial in 87 minutes. My lungs were burning and my heart was pounding through my ribcage, but I was happy. 

I always struggle mentally after a bad stage, but today I smashed that time trial to try and make amends for a bike that broke the day before. It felt really good to ride at fullgas for 87 minutes. 

Klein Karoo Klassiek ride report

With bags packed and bikes onboard we left for Calitzdorp Spa on Thursday for the Klein Karoo Klassiek 3 day stage race. We arived rather late on Thursday evening and after a fair nights sleep I lined up with a small field for the start of day 1. The sub zero temperatures at the start made for a modest pace and with 95 km of racing to come, there would be plenty of time to heat things up later. The loop through Calitzdorp to the Red Stone Hills and back through Rietfontein was scenic as ever and all too soon we were crossing the finish line at the Spa. With good legs and a solid effort I managed a 7th overall for the day. Day 2 The start was almost as chilly as the previous day, but with some day visitors the riding was much faster at the start. I settled in the second group and as we hit Rooiberg Pass I broke clear and managed to crest the 800 m climb in 40 minutes (20 minutes faster as my previous attempt, so I was very pleased with my effort) my heart rate was under control and I was catching some of the front group drop offs as we turned into a Game Reserve for a bit of the rough stuff. Soon the rugged Jeeptrack turned into river bed with rocks alternated by sand making for slow going. I managed to pass 2 riders and was now in 6th with no one in sight behind or in the front. Then desaster struck. I strpped my freewheel body and had to get off and walk. To compound mattets it seemed like everyone in front of us took the wrong turn somewhere as the reserve trail was very poorly marked. I had a bit of a walk with a fellow rider who also had wheel trouble and after more than 30 minutes of walking, some of the second group riders started to pass us. Another 2 hours of walking and 13 km later I joined the dirt road where my wife was waiting for me after receiving my S.O.S. Earlier in the day. Dean who walked the walk with me and I was very happy to get into the car to end the nightmare of technical issues, getting lost and doing a very long walk in mountainbike cleats. As things stand I will be riding tomorrow's time trail on Rochelle's Merida and I will be shopping for a new wheelset in the week.

SRAM 2x10 Gripshift review

With SRAM finally launching its much anticipated 2x10 Gripshift internationally in April, we were all left wondering when we will finally get our hands on a set. I ordered a pair as soon as I saw them available at a local online store (even before CRC had stock...WOW!)
This meant a whole drive train upgrade from my trusty X0 3x9 setup, which I ordered all online with the gripshifts. I ended up going for the XX rear derailleur, cranks and front derailleur with the 1080 cassette and 1091 hollow pin chain to seal the deal.
A week later I received my goodies and that evening I installed the drive train and shifters. I have done enough cable changes on my X0 9 speed gripshifts and got the cables through to the derailleur in no-time. The gripshifts and handlebars combines to form a unit that locks onto the handlebars with a lock ring before the shifter and a lock ring on the handlebar, torqued to 3Nm. Setting the derailleur were quite simple, with fine tuning taking a bit of time to get 100% right. I managed to get out on the trails on Saturday and Sunday to get a real feel for the new shifters.
The shifts are precise and crisp and the XX derailleur seem to respond to my small moves of the wrist almost telepathically. You get a very nice "click" as the gears shift, but the shifts are much lighter than what was the case with the previous generation. Dumping gears are even easier than before due to the ease of which the shifting is done. I have not done any accidental shifting, but have overshifted once or twice as the spacing between shifts are shorter than with the 9speed setup. The front shifts as easily as the rear, but SRAM did away with the "micro adjust" functionality they had with the 3speed front derailleur (essentially you are able to make small adjustments on the shifter barrel to accommodate small front adjustments required). I suspect that these adjustments are now judged to be superfluous as you now have only 2 options.
Another omission on the new shifters are number dials to indicate the gear you are currently riding. This is a small annoyance in the daytime as a quick glance or simply counting gear shifts will always help you to know which gear you're in. I like to train certain climbs in certain gear ratio's from time to time to gauge my form and will now have to get used to not having the gear displayed on the shifter as before. Night riding is also easier with knowing in which gear you are (especially on the front). 
The integrated shifter / handlebar combo also means that I had to ditch my trusty Ergon grips and bar ends and probably means that I will have to revert to bar ends for the longer rides. Hopefully SRAM or Ergon will come up with an after-market grip with a bit of a bar end as it feels wrong to destroy the classic look of the shifter/handlebar with bar ends at this stage.

I am looking forward to test the shifters in racing conditions this coming weekend in the Klein Karoo Klassiek at Calitzdorp and may just ditch my vanity to fit bar ends after the mammoth first stage doing Rooiberg Pass twice in one day.