RANGE OF SERVICES. Comprehensive management of sporting events and GPS tracking

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2 RANGE OF SERVICES Comprehensive management of sporting events and GPS tracking This document attempts to describe the services the platform Tracktherace can offer the organizers of sporting events, serving as a reference document to describe the items on the economic proposals that can be developed for each specific event.

3 TABLE OF CONTENTS WEB SPACE FOLLOWING LIVE WEB REGISTRATIONS RACE FOLLOWING TIMING ASSISTANCE AND EQUIPMENT RENTING

4 WEB SPACE

5 WEB SPACE WEBSPACE TO ONLINE PROMOTE THE EVENT Event organizers will be able to create a webpage for it. That page will be integrated in the Tracktherace platform, and the contents thereof will be administrable by the managers of the event, who will be allowed to upload all the data they consider important for the participants and for the general public, both before the event and in the future, rules, raidbooks, results, links to photos and videos... The address of this webpage will be configurable and include references to the event name, for example: Your event page views adapted to mobile devices 5

6 WEB SPACE Event page 6

7 LIVE WEB TRACKING

8 LIVE WEB TRACKING LIVE WEB TRACKING Tracktherace allows the creation of a live web page, which integrates multiple tools and resources to an excellent broadcasting of live event. It is integrated information related to race (race map, classification, participants) as well as adding new features such as news management, stages information, teams page, multimedia gallery, sponsors management, integration with social networks and different media communication, sending messages to participants by the public, promotional section, etc. You can see an example of live web in Discover its features 8

9 LIVE WEB TRACKING FEATURES CUSTOMIZABLE WEB AND MULTIPLATFORM The web may be adapted perfectly to the graphic line of the event, by choosing colors and adding images. Furthermore, there s views adapted to each device, so that the page can be displayed satisfactorily on a computer, tablet or mobile phone. SPONSORS MANAGEMENT It may include the logo and relative information of each sponsor. These logos will appear on the bottom of each page and in a section on the homepage. NEWS MANAGEMENT Administrators can publish news to keep informed the audience of the event; can make a highlight news, which remain fixed on the home page. Also, Facebook feeds of collaborator press can be added, so it can offer different media channels on the page itself. PROMOTIONAL SECTION There will be a slider on the home page where you can post ads or redirect sections, pages, articles, multimedia... STAGES INFORMATION They can add details of each stage, including images and all information relating to it. TEAMS OR PARTICIPANT PAGE Each team or participant will have its own page, which will display the same information, integration with your Facebook profile (if exists) and component messages (where fans will be able to send messages of support to the team). SENDING MESSAGES TO PARTICIPANTS It is allowed to send messages to the teams, which will be reflected in their particular page or component of the homepage. This functionality is manageable by the administrators of the event and they can block an IP address or removing inappropriate messages. PHOTO AND VIDEO GALLERY INTEGRATED WITH FLICKR AND YOUTUBE (RESPECTIVELY) Albums added on Flickr account, and the playlist on Youtube account are automatically reflected on the gallery of the event. SOCIAL NETWORKS: INTEGRATION WITH FACEBOOK AND TWITTER It will display the publications of Facebook and Twitter of the event and the tweets related with it. 9

10 LIVE WEB TRACKING Home page (full view) 10

11 LIVE WEB TRACKING Teams page (full view) 11

12 REGISTRATIONS

13 REGISTRATIONS EVENT REGISTRATION PROCESS Tracktherace facilitates the management of the registration, whether participants are a single person, as if they are teams with a variable number of members. Registration takes place showing the data the organisers have decided as mandatory or optional to their event: Personal information or contact License numbers SPORTident tweezers information Information needed for gifts to participants such as shirt size Registration can be done with or without being registered in Tracktherace, remembering in the first case the data for a possible participation in future events. Registration deadlines will be set by the managers to be automatically opened or closed, avoiding interaction with the system in those particular days. 13

14 REGISTRATIONS Start of registration 14

15 REGISTRATIONS MANAGEMENT OF REGISTRATION PAYMENTS ACCEPTED PAYMENT METHODS The registration system can accept card payments by credit or debit card, bank transfers, or using the Paypal payment platform. It will be the event organizer who decides what payment modality he wants to support in his event, even registration of guest teams can be accepted, in that case the organizer would indicate that registration payment is not compulsory. DYNAMIC PRICE MANAGEMENT Prices of registrations can be programmed to suit the needs of the event and participant: prices per category, per participant type (affiliated, non affiliated), total equipment renting or by day... The configuration of automatic changes in registration prices is also allowed, for instance prices increase from a specific date. DASHBOARD Administrators can access the registration dashboard at any time, allowing them to check the actual status and modify any specific aspect. This dashboard also includes the finance report, that provides a clear view of the income generated by the event to date. Different kind of filters can be applied in order to get a better overview. LIQUIDATIONS OF ENTRIES Revenue from registrations will be held in the bank account of Trileuco Solutions, and payments will be made the day after the end of the event, through a bank transfer that Trileuco will make to the account that the organizer indicates, and excluding from the amount the costs of the services Trileuco provides. If necessary, the organizer can request partial payments at any time. 15

16 REGISTRATIONS Registrations dashboard 16

17 REGISTRATIONS PARTICIPANTS MANAGEMENT ALLOCATION OF NUMBERS Tracktherace is able to do automatic assignment of numbers to the participants, where different strategies for the generation can be configured: registration date, alphabetic order or being set by hand by the event managers. MAILING SYSTEM Administrators can use an integrated mailing system to send custom messages to the participants in order to keep them informed. No need for an administrators mail accounts. The mailing system will use the customized template used for the event in every sent. It will allow you to target different user groups, only participants in a specific category, only registered, to be confirmed... A history of enrollees will be saved so you can notify them in the upcoming editions of the event. 17

18 LIVE RACE COVERAGE

19 LIVE RACE COVERAGE LIVE RACE COVERAGE Tracktherace allows to carry out the monitoring of a competition showing the route that a participant has taken. Each route is displayed on a map to show other important elements in the event (start and finish, checkpoints, provisioning, forbidden areas...), and may be compared with the rest of participants routes. To carry out this follow-up, participants wear an electronic device that captures their position at every moment during the race using GPS satellites. Depending on how the data is sent to the Tracktherace servers, there are two operating modes: Online tracking Offline tracking 19

20 LIVE RACE COVERAGE ONLINE TRACKING Tracktherace has available devices for online tracking, which can be rented to the organisers. These devices capture the position of the GPS satellites, and send it real-time to Tracktherace servers using 2G phone networks. This way, the participant position is updated on the map while he/she is still competing. When the agreement includes the renting of these devices, they will be delivered fully configured to the organisers of the event in the previous days to the competition, including the precise instructions to achieve the correct functioning of the platform. The devices are configured automatically, and the only interaction required is to make sure they are turned on before the race and turned off after. These devices can operate under different frequency settings for registration and issuance, and depending on the sport, that time will be chosen to provide enough information to get a very good tracking experience. Based on these frequencies (location registering and sending to Tracktherace server), the battery incorporated in the devices provide different autonomy: 5s. / 60s.: 17 hours 10s. / 60s.: 19 hours 60s. / 60s.: 60 hours 300s. / 300s.: 140 hours If the event requires a greater autonomy, external batteries that extend the operating hours can be used. The loss of a device during the race should be fixed by using the positioning information that it is transmitting. Still, the loss of a device, breakage thereof or theft by participants, will be compensated to Trileuco with an amount that will be detailed in the economic proposal. In those events where there s no phone network coverage during big part of the route, you can choose other tracking devices that send information via satellite networks (SPOT, InReach o YellowBrick), but the use of these devices is significantly more expensive than the Tracktherace devices. Very small size (70mm * 40mm * 25mm) Weight about 60g Integrates a GPS receiver and a GSM/GPRS transmitter Integrates a SIM card, and has a data plan with a phone carrier Allows different frequency settings of registering and issuing (may extend the autonomy of the device up to 5 days) Does not include any display or provide information of any kind to the participant It has an internal memory for storing points in places where there is no GSM/GPRS signal (that info will be processed when signal is back) It has an SOS button that can be used by participants to warn of an emergency 20

21 LIVE RACE COVERAGE OFFLINE TRACKING In case the device to track the GPS position does not have a data bundle (for instance a GPS watch), the device will only be used to record the route that will be after the competition sent to Tracktherace, that is when the data would become available for the user in the application. This is obviously a less interesting approach however it might come handy when the organizers want to cut down on costs or when the budget is not suitable for the online tracking. Anyway you would be able to make use of all the data analysis tools that provides but you could only use it once the race is finished. 21

22 LIVE RACE COVERAGE RACE MAP VIEW Tracktherace supports different types of race map displays, and can even overlay georeferenced plans over the different views of Google Maps. If the organization wishes so, the race view can be available to any device with Internet connection from anywhere in the world, being able to achieve optimum media coverage of the current status of the race when it is taking place. Some of these features are: Automatic update of new positions of participants (no need to refresh the browser to see the progress of the race) Ability to display full track of one or more teams Select one or more teams so that the map is positioned on them every time a new position appears Possibility of selecting the type of base map (satellite view, roadmap, contours...) Simulate mass start for races with staggered start and synchronization of the participants from a checkpoint GEOREFERENCED MAPS AND POINTS OF INTEREST ALONG THE ROUTE This map overlay is especially interesting in orienteering where the tour is not defined in advance, and each participant can make different decisions regarding the route to follow. The map view can also include points of interest related to the challenge (beacons in orienteering, provisioning, breakpoints...) INTEGRATION WITH ORIENTEERING Tracktherace integrates with some of most commonly used software systems in the organization of orienteering. Currently the following integrations are supported: OCAD: Loading checkpoints for an orienteering is allowed using the GPX file OCAD exports from the routes view. Thus, it is not necessary to manually locate every checkpoint in the map. OE Software platform: Before the event starts, the import of the departure times of the management system SPORTident is allowed. Once the competition is over, it is also possible to carry out the import of partial visit data for every checkpoint. That way, the exact data of the SPORTIdent system is used instead of using the time Tracktherace calculates using GPS positions (which has a margin of error), and classifications become exactly the same as the race official ones. 22

23 LIVE RACE COVERAGE Race view 23

24 LIVE RACE COVERAGE Race view with overlayed map 24

25 LIVE RACE COVERAGE RACE RANKING AND STATISTICS IN REAL TIME The platform is continuously analyzing the positions and routes of every participant, and will make the necessary calculations based on the type of event (distance, visited checkpoints, bonuses...) to determine the ranking of each category of an event at any given time. This real-time ranking may be consulted at any time from the map, and also on a specific page for this purpose, where the composition of the score will be detailed. The platform will also allow to carry out the query of big amount of statistical data from each participant, showing average speeds, time moving or stopped, time since last checkpoint visited, time spent on transitions... 25

26 LIVE RACE COVERAGE PLAYBACK MODULE All the functionalities described for tracking module in real time can be enjoyed the days after the race via the playback module. This module will allow you to watch again the status of every participant at a given moment, and will allow the participants to discuss calmly their route compared to their opponents. You will get a very important feedback about the event to both participants and organisers: error detection, improvement in the choice of routes, media coverage of the event, preparation of the paths, etc. 26

27 LIVE RACE COVERAGE Playback race view 27

28 TIMING

29 TIMING TABLET WITH TIMING APPLICATION The time provided by the GPS tracking system can not be enough accurate to make an exact classification on the finish line. For example, if the frequency is set to 30 seconds, there will be a margin of error up to 60 seconds between two inputs. So, when this exact classification is a need, GPS tracking system must support other timing mechanism (such as RFID timing system or a manual system). In Tracktherace we have provided a solution to this need, and is an application for tablets, which allows the organization staff to manually record the time of arrival at the goal line. Using this application is very easy, you just need to enter the participant s dorsal who is reaching the finish line to register the exact arrival time. Despite this simplicity, the implementation of this solution will only be feasible in events where the finish line or intermediate checkpoints are not very crowded, otherwise the manual solution could be a problem and the staff who handle the application could be unable to register correctly the times. It must be said that the manual timing solution is independent of GPS tracking service, so it can be a very good option for those events with a very tight budget. 29

30 TIMING 30

31 ASSISTANCE AND EQUIPMENT RENTING

32 ASSISTANCE AND EQUIPMENT RENTING ASSISTANCE AND EQUIPMENT RENTING FOR BROADCASTING THE EVENT Although one of the bases of the platform is its simple implementation in an event and its global use from any device with internet connection, those organizers who so desire may hire the assistance of Tracktherace staff to take charge of the distribution of devices and management of the equipment to broadcast the race in person at the exit or goal of the event. Public viewing the race If the organization does not have this place to install audiovisual reproduction (laptop, internet data connection, projector screen...) and want to rent, Trileuco may include concepts of these rents in the proposal. 32

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