Definitions

client
Name of the entity with whom the contract is being entered with. For events, the contract is sent to the client ‘Contact Email’ for approval. For sponsorships, the agreement is sent to the client ‘Contact Email’, already deemed approved.
course
The course has an address where the finish line will be set up. Generally, we work with loop courses, so this is the same as the starting line.
date rule
A rule which defines a date on which a race or exception is created. E.g., Third Sat Aug is a date rule.
event
Race on a particular date. E.g., the event record saves information about the 9/14/2019 Market Street Mile
exception
An exception to the normal rules for allowing races. Normally races are allowed on weekends and not allowed on weekdays. So the first Monday of September (Labor Day) is an example of an exception because we will allow races on that day.
lead
the leader who will run the finish line operation on the day of the event
race
A race can be run annually. The ‘race’ (e.g., Market Street Mile) has information which doesn’t generally change, e.g., it’s run on the second Saturday of September. Compare to event which is a race on a particular date.
renew
A race is renewed a few days after the event for the current year. The date rule for the race is used to schedule the race for the following year.
service
  • finishline - timing service done by the race services team
  • coursemarking - marking the course done by the race services team
  • premiumpromotion - advertisement for local races done by the communications team, sent periodically
signature race
A signature race is a race owned by the Steeplechasers which charges for registration, has a significant budget, and has net proceeds go to a charitable beneficiary.
sponsor benefit
Sponsor benefits are the benefits received for a sponsorship in consideration of the funding provided by that client. Sponsorship benefits are different for each signature race for each sponsor level. A sponsor benefit may be assigned to more than one sponsor level.
sponsor level
Sponsor levels are defined for each signature race. The sponsor level for a particular sponsorship is determined by the amount of funding provided by that client. Different sponsor benefits are assigned for each sponsor level.
sponsorship
A sponsorship is when a client provides funding for a signature race in a particular year in return for sponsor benefits.
state
  • events
    • renewed-pending - race was copied automatically to the next year (“renewed”) during Post Event Processing. The admin is expected to confirm with race director that the event will happen and that the date and other event details are correct. This is set automatically through Post Event Processing or after clicking Renew.
    • tentative - race director has confirmed race will be run again this year, but is not ready to receive the contract. This is set by the admin.
    • contract-sent - race director has confirmed the date. Admin has sent contract to race director. This is set automatically.
    • committed - race director has signed contract (electronically). This is set automatically.
    • canceled - event has been canceled, but we don’t want to lose track of it. E.g., if the race owed or paid money it’s better to change the state to canceled than to delete the event.

    The transition from renewed-pending to tentative is done by the admin using the Create Event view or Edit Event view. This should be used to help remember which races have had some discussion with the race director.

  • sponsorships
    • renewed-pending - sponsorship is copied automatically to the next year (“renewed”) after the signature race is completed. Alternately, if the admin wants to consider a new sponsor client the admin can create the sponsorship manually and place it in the renewed-pending state.
    • tentative - the signature race director has solicited the sponsorship from the client but the client hasn’t responded. This is set by the admin.
    • contract-sent - not used for sponsorships
    • committed - the client has agreed to this year’s sponsorship and the agreement has been sent. This is set automatically.
    • canceled - the client has indicated that they will not be sponsoring the signature race this year.

    The transition from renewed-pending to tentative is done by the admin using the Create Sponsorship view or Edit Sponsorship view.