Commonwealth Timing and Race Management - Race Timing in Virginia, Online Race Registration
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    Race Services Contract (Chip-Timed)

    ​This agreement is made between
    Commonwealth Timing and Race Management LLC
    P.O. Box 113 Midlothian VA 23113
    And
    Please type your first and last name in this box.
    Please type the name of the race you are representing into this box.
    Please type the date of the race, including the year, in this box.
    RACE SERVICES CONTRACT
    Commonwealth Timing (CTRM) agrees to provide timing and general race support services for the above race to include, but not limited to timing your race; providing a PA system for announcements and race day music that we play; a finish line with corral and chute, time clock, race bibs; race results posted to our website in a timely manner; promotion your race on our website; posting of race photos on our website; providing race planning consultation; and any other services agreed upon.  As with all electronic equipment, weather and other circumstances can adversely affect the performance of equipment.  We will do our best to have all equipment in operational order but cannot guarantee operational status.  Wind and weather may also affect the finish line set up.

    ​The race organization will be responsible for course management; cost of any event liability coverage if desired; police and emergency support costs; permit and facility fees; recruiting of volunteers and staff; cost of race supplies such as printed materials, awards, t-shirts, food and drink etc. It is also the responsibility of the race organization to ensure that runners wear their bibs correctly. The race organization acknowledges that no timing system is guaranteed to read every participant, but the chances are greatly enhanced if each runner wears their bib on the front at chest level. CTRM uses  advanced technology  for race timing, however even this technology cannot eliminate equipment malfunctions. CTRM will provide the most accurate and timely results possible but, will not be held responsible for unforeseen equipment malfunctions. The race organization acknowledges that in case of inclement weather safety concerns may necessitate that some or all  equipment may not be able to be used for the race. In case the race is cancelled for any reason, the race organization agrees to pay CTRM 25% of the fixed timing fee if cancelled more than 45 days prior to race day; 50% if cancelled between 14 and 44 days prior to race day and 75% if cancelled with 13 days or less before race day. In the case of inclement weather CTRM will make every effort to work with the race organization to find a suitable time to reschedule. The race organization also agrees to send a runner database on an excel spreadsheet via email each Thursday by 3PM beginning 5 weeks before your race unless you use RunSignUp as your on-line registration portal and assign Commonwealth Timing as your timing company.  If using another on-line provider the emailed database must include the following information in a Microsoft Excel Spreadsheet utilizing the following columns: Column 1- Bib Number, Column 2-First Name, Column 3- Last Name, Column 4- Age, and Column 5- Gender. You may also include additional columns for the city and/or team of each participant. If the database is not received by 3PM each Thursday (unless agreed upon in advance) there may be additional administrative costs to the race organization. CTRM acknowledges that the race organization owns the rights to the event and event logo but will have the right to use the event name in organizing, promoting, advertising and supporting the event. This agreement does not constitute a partnership, joint venture or principle-agent relationship between CTRM and the race organization and may not be assigned by either party and will be governed by the laws of the Commonwealth of Virginia. It is complete and represents the entire agreement between the parties.

    CONTRACT DETAILS
    1. Your race will be CHIP TIMED.
    2. You will be charged a timing fee of $575.00 that will cover the first 100 registered participants.
    3. A per participant fee of $2.20 will be charged for each registered participant over the initial number covered by the timing fee.
    4. A mileage fee of $0.44 will be calculated round-trip from Midlothian, VA.​
    5. The race organization agrees to provide two race T-shirts to Commonwealth Timing either by mail or on the day of the race.
    6. The race organization agrees to provide two volunteers to the lead race timer at least 30 minutes before the start of the race.
    7. Payment for race services must be made within seven days of the race invoice unless otherwise agreed upon.

    Entering your name below constitutes a legally binding electronic signature. Please review this document carefully and consider printing a copy for your records before pressing the "submit" button.

    ​Please read the informational icon (?) next to the information fields below

    Please type your name in this box as you would sign it. This will constitute a legally-binding digital signature.
    Please type the date that you are signing this document in this box.
    Please enter your email in this box.

    Race Director Contact Information

    We want to be sure we know how to contact you to discuss your race. Please fill out the information below.
    We may need to call you to discuss your race.
    We will not share this information with anyone else.
    If you would like your race bibs sent to a different address, please let us know what the address is here.

    Race Details Confirmation

    Please give us as much information as possible so we can serve you and your cause as best as we can. Any details you provide help us better plan and prepare for your event. Please especially let us know of any unique aspects of your race or things that you consider essential to consider your race a success!
    We would like to know why you are organizing the race. Please tell us a little bit about your beneficiary. If this is strictly a for-profit race, just enter N/A in this box.
    Please let us know the physical address of your course so we can find it.
    Please let us know how to get to your start point from the address provided, and once there, how to set up the start (especially the direction runners will start and finish).
    Please let us know the times of your race day registration, start time of your event(s), and any other important times.
    If your course has a different start and finish, is multiple laps instead instead of just one, or has anything else that is different from a "standard" 5K, we have to plan for how to support you.
    Please provide us links to you website and social media. We will use this to add a link on our website to your website and we will promote your social media page from our Facebook page.
    We need to set up our race timing software to give you the right number of winners! Example: Top 3 Overall Male Winners; Top 3 Overall Female Winners: (Exclude Overall Winners from Age Group Awards) Top 3 male and female winners in the following age groups 1-14; 15-19; 20-29; 30-39; 40-49; 50-59; 60 and over
    The more we know about your event, the better we can serve you! Please give us any details that you think would be helpful to us.
    Thank you for trusting us to help you with your race. The race contract is a legally binding document and the contact information and race details section will help us better prepare for your race, so please take a minute to review what you have entered (and consider printing a copy) before you press submit. Thank you!
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  • Home
  • Info
    • About Us
    • Meet Our Team
    • Our Services
    • Frequently Asked Questions
    • Commonwealth Timing Reviews
    • Our Sponsors and Partners
    • Join Our Team
  • 2023 Results
    • Results and Photos
    • Past Race Results Archives >
      • 2022 Results
      • 2021 Results
      • 2020 Results
      • 2019 Results
      • 2018 Results
      • 2017 Results
      • 2016 Results
      • 2015 Results
      • 2014 Results
      • 2013 Results
      • 2012 Results
      • 2011 Results
  • 2023 Races
    • 2023 Race Calendar
    • Loch Lothian 5K and 10K
  • Race Directors
    • Race Planning Guide
    • Race Director Resources
  • Staff
    • Race Timing Team Resources
    • Admin
  • Race Day Info
  • Contact