Racemaster 2000

Overview

Racemaster is a cloud-based web application for managing timed or scored competitions. The software handles the entire event lifecycle, from promotion and registration to timing and real-time result displays. It's suitable for an organization like a Chamber of Commerce, school, athletic club, or an event management company.

And it all runs on an internet browser and uses any printer. This means it can be accessed by a cell phone, a tablet computer or a PC. All without any app to download and install.

Sample Events
Sample Event	Racemaster Can Do This
10K Fun Run	Use RFID tags to record the start time and the finish time of each athlete.
Multi-Distance Race	A 5K and 10K race on the same day. The races could start at the same time or separately and share the start and finish lines. Racemaster knows which race each athlete is registered for and keeps them separate.
Multi-Stage Race	A triathlon with timing for each stage. You could even time the transitions as a "subrace" and recognize athletes fastest in those sections.
Most Laps In A Fixed Time	A different sort of competition where runners are scored by the number of laps completed within a fixed time. Racemaster becomes a lap counter.
Golf	Actual score or the score relative to par, where the low score wins. Manual data entry is required.
Long Jump	Best jump out of 2 attempts. High score wins. Manual data entry is required for scored events.

Key Racemaster Components

Racemaster includes a customer designed web page for advertising their event and linking athletes to the registration page. Use of this web page is optional.

Racemaster is tailored to each competition in many ways. The timing precision, competition group definitions, event map and products are all customizable. Each report includes the event sponsor's logo.

A new event along with its customer, registration instructions, map, distance, competition groups and products is defined in the database. Normally products are offered for some cost but products can be optional, even the entry fee. Products can also be "given away" (e.g. an event shirt included in the entry fee).

Any number of registration, check-in and scoring workstations are supported. The same is true for the "live results" screens--have as many as you like.

Key Racemaster Components
Feature	Description
Registration	Online (credit card), by mail (check) or in person (cash, check or credit card). Credit card payments are automatically deposited to your bank account the next day. Minimal personal athlete data is collected: name, birthdate & sex. You can limit your event to a specific number of entrants.
Event Map	Shows the event location on a Google map. Displays the starting line, course route and finish line.
Race Distance	You can use meters, feet, miles or kilometers for your race distance.
Flexible Timing/Scoring Precision	You pick the precision of your competition. Results have up to 6 decimal place precision and can be positive or negative.
Many Scoring Methods	Racemaster supports many scoring methods based upon combinations of the following options: Whether it's timed or scored Whether the goal is to get low time (or score) or a high time (or score). Whether to use all times (or scores) or just the lowest (or highest). Whether event sub-parts are required (e.g. a triathlon) or optional (best time out of N attempts).
Product Sales	Your event can sell any number of products, each with a date range for selling. Supports product variations (size, color, etc.), each with its own price (which can be zero).
Competition Groups	User defined, any number of competition groups per event. More competition groups means more athletes can be recognised. Competition groups are not limited to the standard sex and age groups (e.g. "12 foot kayaks") and an athlete can belong to multiple groups.
Live Results	Continuously updated screen showing top finishers, place and time (or score).
Announcer's Screen	Continuously updated screen showing the most recent finishers with their finish time. A special feature of Racemaster is the ability to announce the athlete name though computer speakers.
Reports	All reports are PDFs. That means they are searchable and printer friendly. Every report includes the sponsor's logo. There are several reports for administering events and others for event results.

From the athlete's perspective the process starts with registration. Online self-registration requires using a credit card.

Alternatively, the athlete can print a registration form and mail it in with a check. In person cash payment is also supported.

From the registrar's perspective registration and check-in are handled with fast, easy to use screens. There are various registration and products sold reports.

Steps in Managing an Event

Tasks to Complete
Step	Tasks to Complete
Banking	Establish a bank account for credit card registration deposits. Checks and cash deposits can be made to the same account. Credit card fees for online sales, as of January 2025, are $0.30 + 2.9% of the total. For comparison, runsignup.com charges $1.00 + 6% of the total. If you have your own credit card reader you can use it for in-person sales.
Customize Racemaster	Create a Web page within Racemaster promoting your event. Athletes can be referred to this page which will then link them to the registration page. Create data for the event map. This is a Google map showing where the event starts and its route. Add a liability waiver and/or additional information about your event. This is used by the registration by mail process. Optional. Decide on your event products, prices and dates available. This normally includes a Registration Fee and a Late Registration Fee product. There is no limit to the number of products and product varieties (e.g. sizes, colors) and each product variety has its own price.
Registration	Promote self-registration on the web. Support mail-in and walk-in registration.
Packets	Prepare athlete packets by using adhesive labels showing athlete's name and products purchased. Combine the label with the physical items and the packet is ready for the athlete to check-in.
Check-in	Collect signed waiver. Assign bib number and/or RFID tag. Distribute athlete packet.
Starting Line	Real-time data collection of start times. Late athletes can be started the same way after the main race has started.
Finish Line	Continuous updates (e.g. every 10 seconds) show the top finishers by competition group on large monitors. Live results sent to a hand-held device for an announcer. For your awards ceremony there are reports showing the top N finishers in each competition group. Race results PDF reports available to the public.

Day of the Competition

On competition day, in as close to real-time as possible, data is captured as the athletes start, finish or score. For timed events, RFID tags use the computer as a stopwatch.

RFID tags are optional; numbered bibs can used with or without an RFID tag.

With an RFID tag, the bib is a backup system in case of a power failure or internet access problem. If used without RFID tags, each bib number must be manually entered, which is suitable only for an uncrowded, slow moving finish (e.g. an ultramarathon).

All web pages and reports will have the latest information as fast as results are entered. The Live Results screen automatically updates itself during a competition. This is great for fans (wherever they are) and for the athletes as they finish.

Two or more events held on the same day and same time are not a problem. Results can be entered from both competitions concurrently. Result data entry and reporting is still separated -- the results don't get mixed up and put into the wrong place.

The reports are PDFs and remain available even after the event is over and can be viewed online, saved to a file and/or printed out. In addition to providing a link to Racemaster, customers can save reports locally and provide links to them from their own web site.

Technical Stuff

The system is "cloud" based and requires an internet connection to function. The internet connection could be a wi-fi connection at the event headquarters or through a cell phone. To use the software, an internet browser is needed.

RFID tags are not used for scored events and are optional for timed events. A race with just a few finishers per minute can be handled by manual data entry.

Using RFID tags requires some additional hardware:

RFID Hardware
Hardware	Explanation
RFID Tags	These come in a variety of styles, from disposable paper wrist bands to reusable waterproof tags. The prices (as of 2025) range from about $0.20 to $1.50 per tag.
RFID Reader	A small reader is used during check-in. Part of the check-in process is to assign an RFID tag to each athlete.
RFID Reader	Used at the starting line. This is not needed if you are using the "mass start" starting option but for more accurate timing, a starting line reader assigns the true starting time to each athlete. The RFID reader reads the RFID tags that cross the antenna, timestamps them and updates the Racemaster database. This system currently uses an Impinj R420 RFID reader.
RFID Reader	Used at the finish line. This is often the same one used for the starting line (i.e. the starting line is also the finish line). The reader records the athlete's finish time allowing the live result screens to be updated accordingly.
RFID Antenna	4 foot sections of a rubber matt can be coupled together to form 8, 12 or 16 foot wide start/finish lines. The matt is waterproof and tough enough for foot traffic and bicycles.

Sample Reports

The next table contains links to screen shots and sample reports for a fictitious competition, Rusty's Triathlon. This triathlon times the swim, bike and run portions separately and adds them up to calculate the overall finish time. This allows for recognizing more athletes; someone could be the slowest swimmer and then have the fastest bike time.

Rusty's Triathlon is nearly completed. Most of the athletes have finished while others are still on course. Specifically, out of 100 athletes, 83 have finished, 3 are still bicycling, 6 are still running, 1 was disqualified (for using swim fins), 2 checked in but did not participate and 5 registered but did not show up at all.

Click on the link in the "Sample" column to see a video, screen shot or report PDF. The reports are searchable, downloadable and printable. There are many other screens for administering the event which are not included here.

Sample Reports
Sample (click to view)	Description
Registration Video	This short video shows how easy registration is.
Registration by Mail	This creates a PDF for printing a registration form. The athlete fills out the form, writes a check and mails it to the event sponsor. There is another screen where the registrar will process the athlete's registration form.
Registration Report	This report shows who has registered for the event. Like the next two reports, it has an option to list the products purchased.
Checked In	This report shows who has checked in for the event, but not yet started.
On Course	This report shows athletes who have started but have not finished. If the race is over, these are your missing athletes. This sample used the optional, smaller font resulting in fewer pages.
Products Sold	This report is a simple accounting of the number of products sold and the amount collected broken down by credit card sales and cash.
Athlete Bag Labels	This one prints on gummed 1 inch by 3 1/2 inch labels. The label shows the athlete's name and products purchased (excluding the registration fee). Use this to prepare and organize the athlete "goodie" bags for pick-up.
Live Results Screen 1	This screen show the men who have finished the bicycle portion of the triathlon. It's updated every 10 seconds with the most recent results. This example shows the elapsed time for the first place athlete and the difference from the first place athlete for the other athletes. The screen can rotate through all of the competition groups or be locked onto one competition group.
Live Results Screen 2	This screen show the top finishers overall. This one shows each athlete's finish time. The number in the oval next to the "Delta?" checkbox is the countdown timer. By clicking on the countdown timer the refresh rate can be varied from 10 seconds to 60 seconds
Event Results - Race is in progress	The most important report in the system. This one shows the event results organized by competition group. This one was printed while the race was still in progress. There are a few athletes who registered but didn't show up. There are a few who checked-in but didn't participate. Others are on course and many have finished.
Event Results - Race is over	When the race is officially over the athletes did not start and those who started but did not finish have their final status updated to "Did Not Start" and "Did Not Finish" respectively. This report is identical to the previous report otherwise.
Event Results - Top 5	This version is useful for an awards ceremony. The top N (in this case 5) finishers in each competition group is listed. This example shows the each finish time but also the difference, in time, from the first place time. Otherwise, this report is identical to the previous report.
Export Data	This is a comma separated value (.csv) file containing the final event results, ready for importing into a spreadsheet.
Individual Athlete	This report summarizes the results of every event this athlete has participated in.
Duplicate Athlete Suspects	This report helps find athletes with (almost) duplicate entries in the database. For instance someone may have registered as "Jimmy Smith" and again as "Jim Smith", both with the same birthday. Combining the two athlete records into a single athlete record combines their respective histories. This really only affects the "Individual Athlete" report.