Monthly Archives: June 2013

Venus de Miles + RaceHQ

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VDM_GHS_Experience_Logo_RGB-signatureVenus de Miles, an all-women’s road bike ride event, is anything but a race. The event seeks to celebrate the sisterhood between participants while encouraging women to enjoy themselves on their bikes. With courses ranging in length and degree of difficulty, Venus de Miles accommodates women bike riders of all skill levels. Riders also pedal for a cause, raising funds to benefit Greenhouse Scholars, a program supporting high-performing, under-resourced college students. Venus de Miles uses RaceHQ to make it all happen.

“RaceHQ has become a vital tool for our event operations for Venus de Miles. Now that we have two events and multiple staff members, we needed a system that could designate what needed to be done and provide a time-line structure,” says Christiana Glenn, logistics director for Venus de Miles.

On race day, the directors are busy coordinating over 1,700 participants in three different courses ranging from 38 miles to a grueling 100. After the rides, participants gather to celebrate at the post-race festival with music, vendors, and inspirational speakers. The RaceHQ dashboard lets Venus de Miles organize their milestones and assign tasks to various staff members, ensuring everyone is on track and ready for race day, even through company changes.

“We lost a valuable member of our team this year, and RaceHQ allowed us to see exactly what the progress was on all the areas of the event she was responsible for. We were able to pick up right where she left off,” Christiana says. “Having the progress, deadlines, contacts, notes and documents all in one place was a tremendous help.”

Venus de Miles currently conducts two successful road rides, one in Colorado and one in Illinois, and they’re ready to expand. “We are looking to add a third event in the next year or two, and wouldn’t think of doing that without RaceHQ,” says Christiana.

 

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Calendar Integration is Here

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Calendar integration is here. Sync your RaceHQ tasks and milestones with your everyday calendar apps such as Gooogle Calendar, iCal, Outlook, iPhone, and more. With calendar integration, you can keep track of all your dates in one place so that nothing slips through the cracks. Getting started is easy and only takes a few minutes. GET SET UP NOW →

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With RaceHQ, we’re here to make your event better than ever (and your life simpler) with our project management system. We brought you calendar integration after hearing our users’ valuable feedback. We listen. Let us know your thoughts and suggestions in our Feedback Forum.


Escaping the Curse of The Sticky Note Man

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postitman 2Anyone that has planned an event can certainly relate to the overwhelming feeling of being covered in sticky notes with all your to-do’s. In fact, most of us can relate to that feeling in our everyday lives, let alone while planning an event. It’s awful to feel the loss of control as your to-do’s pile up faster than you can knock things off your list. The resulting impact is often a form of paralysis from not knowing where to start, and then nothing (important) gets done.

As event planners, we have the added responsibility of the safety and well-being of hundreds – or perhaps thousands – of participants showing up on race day. Ensuring nothing slips through the cracks not only becomes critical to the success of the event, but for the positive experience of the participants as well.

Here are three tips to regain control of your event (and quite possibly your sanity):

1. Stop the madness

I mean it. Stop giving yourself and your team brain damage. I can’t tell you how often I see (and experience!) organizations spinning themselves into a complete whirlwind between back-and-forth emails on a particular topic (I think I was once on an email string of 200+ emails on how we were going to ship potato chips from the sponsor), chasing unneeded to-do’s, or calling meetings that are a complete waste of time. Someone needs to call a ‘Time Out!’ and reestablish parameters for how the organization is going to communicate and make decisions going forward.

2. Get back to the basics

Focus on the important stuff. When planning an event, we are continually trying to bridge the gap between our vision and reality. All events start out as a vision, but what’s reality is what we can actually pull off given our limited resources (i.e. time, money, etc.). You can’t have reality without the vision, but I can tell you from experience that most of our time is wasted on a vision that never fully comes to fruition. Be careful not to put yourself, your team, and your event at risk by forgetting what’s really important come race day. Your most basic need is to make sure your participants can navigate your course safely without getting lost. Period. The beer garden, the live music, and the t-shirt design are all important, but not absolutely critical. The registration process, the course itself, timing & results, your medical program (and any other emergency/contingency plans), on the other hand, are all very important. A helpful exercise can be thinking through your participant experience from the moment they register online and participate in your event, through to checking their results.

3. Develop your work plan

Last, but not least, now that you’ve stopped the madness and are focused on what’s important, take the time to develop your work plan. Who’s doing what and when? This is your recipe, your timeline, and your owner’s manual to pull off your event. Once you have this plan in place everything becomes more mechanical. You and your team are either getting it done or you’re not – it’s all right there in front of you. Now it’s about execution and not a guessing game. The goal is to get to the point where every week you are conducting rapid-fire team meetings going through the plan and addressing anything that might fall behind schedule.

This is all easier said than done, but that’s why we are here. RaceHQ is part of your team and we are here to save you time while keeping you organized and on track. Our templates and milestones get you started, and our unlimited support is there every step of the way. Let us know how we can help. We would love to talk through your plan with you or conduct remote implementation meetings with your team. It’s time to toss out the sticky notes once and for all.

What frustrates you when planning your events? How do you stay in control of your event (and your sanity)? Share your tips with us below.

-Anton Villatoro, President & Co-Founder, RaceHQ

RaceHQ Invited to Exhibit at Connect with CONNECT

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RaceHQ among other top innovation companies invited to exhibit at Connect with CONNECT’s Sports & Active Lifestyle Zone

San Diego, CA-June 5, 2013- SD Sport Innovators invites RaceHQ to participate in CONNECT’s high profile event, Connect with CONNECT on Thursday, June 20th, 2013. This annual showcase at Mintz Levin attracts over 700 business leaders and over 40 of San Diego’s best innovators representing a variety of cutting-edge industries, including Sports & Active Lifestyle, Digital Life, Life Sciences, Cyber & Robotics and Clean Tech & Energy.

RaceHQ will be exhibiting in the Sports & Active Lifestyle Showcase Zone on Thursday, June 20th, from 5-7pm. Attendees of Connect with CONNECT will be able to experience RaceHQ with live demos and program trials while networking with San Diego’s top innovators and entrepreneurs.

For more information and tickets, visit www.connect.org or view the event invitation.