Information for Event Directors
Entry Form / Brochure requirements
Logos (2 required): The Timex National Road Race Series logo
(as seen at left of this page, black and white version also available
for print) is to be included with your sponsor logos. Also include the
BC Road Running logo - make sure you get the current version. Both logos
are available in various formats at www.bcathletics.org/main/resources.htm#logos.
Mention of Series: The following wording should be clearly
visible on the front of the entry brochure: Race # __ of the Timex BC
Road Running Series. You will be informed of your position in the
series each year so you can fill in the correct number. You can also
check the Event List on this site.
Course certification: Please print your course certification #
somewhere on the brochure.
Entry blanks (offline and online) must ask for the
participant's race day age and date of birth, as these are required for
the Series points calculations. For more information regarding this, see
below.
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Guidelines for data entry and formatting of results
So that we can accurately calculate the Series points, please make
sure the following data is asked for and entered correctly into your
race database (and results file) for each entrant:
first name, last name, gender (M or F), race day age, birth month, birth
day, birth year, province of residence
Please pay careful attention to gender accuracy (i.e. look for M-F
switches).
Example section of data file for rankings (first column is overall
place):
1, Joe, Racer, M, 25, 6, 30, 1980, BC
2, Jack, Speedster, M, 42, 2, 21, 1963, AB
3, Jill, Fast, 39, 11, 26, 1965, BC
This can be sent in Excel or as a comma or tab-delimited plain text
file: Note: the order of these doesn't matter as long as it's clear what
each column is.
Note: The birth month and day should be in 2-digit format, and
separated into separate fields. Year should be 4 digits (now that we're
well into the 21st century!). Double check the date of birth as errors here
can cause the wrong points to be awarded. A quick way to look for errors
in Excel is to make an extra column which contains the sum of (race day
age) + (year of birth). If that sum is not equal to the current
year (if birthday has already passed) or the current year minus 1 (if
birthday is later in the year), either the age or birth year has been
entered incorrectly. Scanning down the column will quickly show any
problems that need to be fixed (look at the original entry - paper
form or online data).
For province, any of these formats work: BC, bc, B.C., B.C . The
reason this info is needed is because only BC runners can score points.
If left blank, that runner will not be scored as the rankings program
will assume they're not from BC.
Optional: city, finishing time, bib number.
The data must be in order of overall finish from first to last, men
and women in one list, sorted by official gun time (NOT net chip time).
Actual order of crossing the finish line is what is used for the
rankings. In the case of two finishers having the same recorded time,
make sure that the person who actually crossed the finish line first is
listed ahead of the other person (in other words, don't sort by time
only).
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Gun Time versus Chip Time
Race results and awards should be based on official time or GUN TIME
(the time from the start gun to the crossing of the finish line),
according to IAAF rules. They should not be based on net times found by
subtracting the time of crossing the start mat from the time of crossing
the finish mat, if chip timing is used with a start mat. Chip times can
be displayed on the official results as well as the gun times, but
should not be used to sort the finishers. Net chip times are for
personal interest only. Make sure your timing company understands that
you need the results and awards based on gun time, and communicate to
the participants that this will be the case.
Timex Series rankings are based on gun times. The only
exception is the Sun Run, where the age group
points are based on chip times due to the wave starts in this event. Overall top 20 are
sorted by gun time for the Sun Run.
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