using TeamRaiser to better manage T-shirt distribution at our 5K

Greg Sims · March 2016

We host an annual 5K walk/run event that draws about 6,000 online registrants and 15,000 participants total. I'm looking for advice on how we could better utilize TeamRaiser to help organize T-shirt distribution at an event this size. Here's how our process currently works:

We have two participation types -- walkers and runners. All registrants receive an event t-shirt, but there are different shirts for walkers and runners, and multiple sizes for each.
T-shirt sizes are captured for each online registrant by Participation Type, using a Participation Type Question under TR Config Step 7.g.
After online registration closes, we run a Report Writer "Registration" report to find what T-shirt sizes each participant selected. I then separate the walkers and runners, and subtotal the quantities for each shirt size.
All shirts are distributed at the event. We use the size quantity totals to pull out enough shirts for all our pre-registered walkers/runners. We also set aside remaining shirts for walk-up registrants. There are two separate t-shirt distribution tents...one for walkers and one for runners.
The real challenge comes in that we still confirm each person's registration on paper at their respective tent before we issue them a shirt. This results in long lines and wait times to pick up the shirts.

I don't see us moving to an expo scenario where shirts would be largely distributed ahead of time, nor one where we're mailing them out post-event.

Rather, I would like to find a way to email either printable vouchers or "electronic tickets" to every participant using TeamRaiser. That way, they just walk up to the tent, flash their phone or hand in a printed voucher containing their name, participation type, and selected shirt size. No more questions asked about "what's your size?" or "did you pre-register".

I've wondered about using Upsells or eCommerce in some way to do this but am not sure either would solve our dilemma.

I'm open to any and all suggestions based on others' experiences and best practices. Thanks!!

Jon Reich · March 2016

Hi Greg,

You could maybe use a custom field... and update that field w/ the answer given to the additional question for t-shirt size. Then include that info from the custom field somewhere on the autoresponder along w/ the Participation Type. Then all they'd have to do is flash that autoresponder email (from their phone or a print out) along w/ a photo id or something w/ their name on it to claim 1 shirt. (Or you could put it all in a bordered box or table to make it look more like a printable claim ticket.)

You MAY not even need the custom field if the autoresponder will accept the answers given to additional questions. You could try S48:

[[S48:1030:question:What is your favorite color?]]

(Replace the 1030 w/ the fr_id of your TeamRaiser... and "What is your favorite color?" with the t-shirt question text.)

- Jon

--

Jon Reich * Partner * Cathexis Partners * jon@cathexispartners.com * p.605.377.8147

Greg Sims · March 2016

Jon Reich:

Hi Greg,

You could maybe use a custom field... and update that field w/ the answer given to the additional question for t-shirt size. Then include that info from the custom field somewhere on the autoresponder along w/ the Participation Type. Then all they'd have to do is flash that autoresponder email (from their phone or a print out) along w/ a photo id or something w/ their name on it to claim 1 shirt. (Or you could put it all in a bordered box or table to make it look more like a printable claim ticket.)

You MAY not even need the custom field if the autoresponder will accept the answers given to additional questions. You could try S48:

[[S48:1030:question:What is your favorite color?]]

(Replace the 1030 w/ the fr_id of your TeamRaiser... and "What is your favorite color?" with the t-shirt question text.)

- Jon

--

Jon Reich * Partner * Cathexis Partners * jon@cathexispartners.com * p.605.377.8147

Thanks for the suggestion, Jon. I'll experiment with this. May come back to you for other ideas.

using TeamRaiser to better manage T-shirt distribution at our 5K

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