I am writing a grant to create an event that has a triathlon component to it. Nor being a triathlete (but my wife is!) my knowledge is limited. I am hoping to find budgets for hosting recent triathlons to get an idea of the cost–and not recreate the wheel. I have a good list, but would like to find reasonable numbers to go with it. Is there a tri-organizer who would be willing to share their excel spreadsheet?
Again, the event is not a true triathlon, but has many parallels.
Thanks,
Jay
I was treasurer for a tri club 3 years ago. We put on one event a year, a well recognized regional event. The total cost is approx $50K to $60K. The biggest elements of cost are police and local govt support(15 to 20), Timing and T1, T2 costs(6K), t-shirts, awards items(medal plus podium awards cost). Most of the cost in our case were fixed, not variable. Where you really make your money(or best cover your costs are the lat 200 or 300 people who sign up. We had approx 1000 people total. I had the spreadsheet but now cannot find it in my computer. Bottom line is find a local race director who has had experience—this is not a task to be taken lightly. Failing that put on a 5K event. You don’t need electronic timing and the course is shorter since you don’t need many police or as much cooperation from local government. A real triathlon is a very complex event to pull of successfully.
Beyond my previous reply Slowtwitch used to have several articles on how to run a tri.
This might help get you started
It really depends on the scale. I direct a small race (40 particpants) at my college and we only spend $1500 which includes custom t-shirts, lifeguards (2), police support (3 officers), USAT fees (including 1 day licenses for all athletes), post-race breakfast. What that does not include is split times, we only do final times, timing can be a major cost if you need to contract it out. We charge $20 per racer and make up for the difference through grants. My college offers grants for food through the food services, and athletic events like this through the student union.
I would be happy to share a budget template on excel. As an earlier post indicated, depending on the venue, you can expect anywhere from $30,000 to $60,000. We put on 41 individual races over 10 weekends every year. Race distance is a factor in the final cost but, of course, it all comes down to what your customer expects and the quality you want to deliver.
The major costs are: Police and EMS/Paramedics. On average we spend $4,000 to $5,000 per race on police and anywhere between $2,500 to $5,000 for EMS/Paramedics. Some communities will reduce venue fees but they can range from $2,000 to $5,000, and as much as $7,500 if it is privately owned. Barricades and traffic cones/pylons are big expenses at some venues and you still need basic race equipment like a Finish Gantry, Transition Area fencing, Swim In/Run Out arches, Bike In/Out arches, swim buoys etc. Portable toilets $2,000 to $3,000. Then there are timing costs at $5 an athlete plus mileage and accommodation for their crew members. These are the major expenses and you still have BIB numbers, food, tech shirts, swim caps and athlete related direct expenses.
The budget spreadsheet is fairly long. Please email me at john@multisportcanada.com and lets see how I can help you.
I completely agree with gmellish…don’t take it lightly.
“i ll show you mine if you show me yours”
i have P & L for a small race and a large race, i ca share them with you, if you tell me how to get a grant
email rouillard64@msn.com
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