Annual Track, Field Event Management and Timing Services

The Vendor is required to provide annual track, field event management and timing services for include:
- Event management & athletics consulting services
• Develop overall event strategy for created events
• Develop the event format that allows for good competition experience, creates interest from participants, and is practical for staff, officials, and spectators
• Develop and implement a marketing plan for the purposes of driving participation and attendance and continue growth for tourism and revenues.
• Actively recruit teams and athletes.
• Recruit, coordinate, manage, train, and pay quality certified officials appropriate for the level of competition of each event.
• Ensure proper event related equipment is procured and available in a timely manner.
• A list of event equipment and supplies expected to be supplied by county shall be included in this proposal.
• Create and manage the online entry process for all events and coordinate with county to ensure revenues are collected and paid directly to the county.
• All contractual obligations required for online entry software will be the responsibility of the selected vendor.
• Create and manage the online ticketing process for attendees and coordinate with county to ensure revenues are collected and paid direct to the county.
• All contractual obligations required for online ticketing software will be the responsibility of the selected vendor.
• Serve as county's liaison and consultant for the athletics market and actively promote county as an athletics destination nationally and internationally.
• Provide athletics specific meet/race management personnel to properly conduct the event(s) including announcers.
• County with meet related content for its website, social media, and other digital media.
• Develop event budgets in coordination with county sports and events division.
• Support to county sports and events center and county for athletics related rental and outside third-party events as needed.
• Provide volunteers and volunteer’s needs to support event operations.
• Coordinate with county contractor to manage track facility set-up and teardown at the county sports and events center to ensure facilities are competition ready and world athletics compliant for indoor track & field season.
• Sanction meets in accordance with event type, including USATF and world athletics sanctions and recognitions.
• Consulting to county staff on event rental requests, seasonal scheduling and calendar coordination, bid opportunities, and major event bids.
• Collect data for athletics events for the purposes of deriving economic value including out of area visitors and hotel stays.
• Secure and contract livestream for indoor track season with revenues being paid to county.
• General athletics related consulting for county tourism initiatives
- Athletics event timing services
• Timing all running events with two independent finishlynx camera systems on each finish line
• Data management coordination from online entry, download, and seeding of entries, meet day operations, and results posting online
• Providing real time online results
• Assign heats and flights in coordination with meet management and in accordance with event rules, and produce meet administration and officials' paperwork for each day once the heats and flights have been approved.
• Use fieldlynx units for vertical field events
• Electronic displays for each field event venue
• Total stations and fieldlynx units for horizontal field events
• Electronic daily results file to county
• Maintain meet and facility records and provide daily notices on records broken and updated final data at the conclusion of season
• Connection to the facility video display board(s) to show real time line-ups and results
• Single line run time displays (2) to show current running time at the common finish and opposite corner of the track
• Coordination with livestream/broadcast production team and HDMI output of results
• Reactime false start detection system for select events / meet.