Event Services

HFP Event Services can be your full service race management and promotions company focused on executing your event at the highest level. We are very flexible with our services and can do as little or as much as needed to make sure your event is the very best it can be for your organization and community.

Management Services

Pre-Race Consultation

  • Initial race concept session (brainstorming)
  • Logistics discussion to set expectations
  • Mission and goals of the event
  • Timelines & expectations
  • Fiscal requirements (Budget creation)
  • Staffing requirements
  • Course design and coordination
  • Marketing & Promotion session
  • Media involvement

Pre-Event Advertising & Marketing

  • Design of race art, posters, entry forms, awards, etc.
  • Website setup and content population
  • Website marketing and online calendar population
  • Inclusion of your event in our calendars and email
  • Newsletter

Race Day

Safe Course Management (Swim Bike Run):

  • Course setup and teardown
  • Setup aid stations with water, energy drink, tables, cups, trash cans, etc.
  • Lay out mile markers
  • Start / Finish line setup and teardown
  • Race day registration, database management and timing system entry
  • Coordination with police, medical, volunteers, sponsors and your organization
  • Overall timing of the event with our race result timing
  • Timing and Results using Chip Timing Technology, which is accurate, timely timing system
  • Live results during the event with final results emailed to the participants immediately after the last participant comes through and HFP Racing validates the data (usually within 15 minutes post event)
  • Post the results online shortly after event is complete
  • Course splits if required (Swim, Bike, Run, Transition Areas, etc.)

Pre-Event Logistics

  • Course sanctioning with the USA Triathlon (Multi-sport Event), USA Cycling (Cycling Event) or USA Track & Field (Running Event)
  • Setup and manage pre-race registration
  • Setup and manage the T-shirt printing and production
  • Setup and manage the awards production
  • Acquire the appropriate permit with the local municipalities
  • Coordination with local authorities for required police protection and street closures
  • Coordination with local medical emergency teams about the event and scenarios
  • Setup and manage online registration for your event
  • Assist in the acquisition of the appropriate liability
  • Insurance and amounts required (USA Triathlon, USA Cycling or USA Track & Field)

Post Race

Wrap-up meeting to include:

  • Discuss what went well and what HFP can do to improve next year
  • Identify any pending issues that need to be resolved before race closeout
  • Verify all awards went to the intended winners
  • Discuss next year's event, nail down date, and setup agreement
  • Provide list of participants (database format or Microsoft Excel)
  • Discuss and verify budget, bills, and income