When it comes to organizing events, capturing as many participants as possible is a top priority. One crucial aspect that can significantly impact the success of an event is the packet pickup process. An efficient and smooth packet pickup not only enhances the overall participant experience but also enables event organizers to keep registrations open until the last possible moment, attracting late or same-day registrants. In this blog post, we will explore practical strategies provided by Brooksee to optimize the packet pickup process and ensure a seamless experience for both organizers and participants.

Initial Bib Assignment: The first step towards a successful packet pickup is the initial bib assignment. Brooksee, with its commitment to event excellence, takes charge of this process. On the day of the packet pickup, Brooksee extracts registration data and assigns bib numbers in alphabetical order. To facilitate organization, Brooksee provides event organizers with a neatly formatted list that can be easily printed. This comprehensive list includes essential details such as bib numbers, first and last names, ages, genders, chosen events, shirt sizes, and more.

Packet Pickup: Armed with the pre-formatted list, organizers can confidently initiate the packet pickup process. As participants arrive to collect their packets, enthusiastic volunteers are equipped to provide seamless assistance. The volunteers locate each registrant's name on the list, quickly identify the corresponding bib number, and hand over the appropriate bib. To ensure accuracy, it is crucial for participants picking up multiple bibs, such as families, to clearly specify which bib belongs to each individual. A handy tip in such situations is to have a fine-tip marker available to write names on the backside of the bibs.

Late Registrants: Even after the initial bib assignment, late registrants should not be overlooked. While they may not appear on the pre-printed list, late registrants who utilized the same registration system as others can still be accommodated. Organizers can assign them the next available bib number that has not yet been allocated, and it is important to record their names alongside the assigned bib numbers. This flexibility ensures that no participant is left behind, regardless of their registration timing.

Same Day Registration: For events that can manage it with adequate volunteers or staff, same-day registration can be a valuable option to capture those last-minute participants. Brooksee is well-prepared to handle registrations right up until the race begins, enabling event organizers to cater to the needs of spontaneous individuals. To streamline the process, it is recommended to provide Brooksee with a list of names and bib numbers multiple times throughout the morning, rather than all at once just before the race starts. This proactive approach ensures a smoother same-day registration experience.

Dynamic Bib Assignment: Some registration platforms allow organizers to manually assign bib numbers. This feature can be leveraged to optimize the packet pickup process. As organizers distribute bibs to participants, they can enter the assigned bib numbers into the registration platform. This dynamic bib assignment method allows for real-time tracking and efficient management of bibs.

A well-executed packet pickup process sets the tone for a successful event. By following the strategies outlined above, event organizers can ensure a seamless experience for participants, while also accommodating late and same-day registrants. With the support of Brooksee and their commitment to excellence, events can capture a larger participant base, leading to a more vibrant and unforgettable experience for everyone involved.