Final Race Briefing

August 27th, 2016

3:00pm Eastern Start Time

(adjust start time based on your location)

 

With race day approaching quickly this briefing will cover a large amount of information.  Please read through it carefully and let us know if you have any questions so you and your team are fully prepared and ready to have an incredible experience when you take on the world!


What To Expect Between Now And Race Day:

1. If You Haven't Yet, You Need To Join The RACE BONFYRE And Your TEAM BONFYRE And Become A Pro At Using The App

These two Bonfyre groups will be the main form of communication between your team and our Race HQ. If you have not yet downloaded the app go to our app website by clicking HERE and get it now.  

Create an account in the Bonfyre app using the same email address you provided during the X-Race registration process.  If you already have a Bonfyre account with that email address then you should use that one and just log into the app. 

Upon logging into the app you should find two separate Bonfyres for this race have been added to your account. You can click "Join" on each of those two Bonfyres to begin using them.  

Then use the tips that pop up within the app or read through our app website to become a pro at using it before you hit the pavement.  It's a very simple and intuitive app but if you aren't sure how to comment and submit pictures and video into your Team Bonfyre before the race begins it will slow your team down greatly.  

 

2.  Marking Yourself With Your Assigned Bib Number

When you registered, you assigned yourself a 3-digit race bib number which you will use to identify yourself on race day.  If you forget what number you assigned yourself you can log into your Eventbrite account and click on "View Order" and then scroll down to see the number you chose.  If you can't find it for some reason you can let us know by commenting in your Team Bonfyre in the week leading up to Race Day and we'll confirm it for you.

For race day identification we are now using the preferred method of most triathlons and adventure races called "Body Marking".  Body Marking, or having your bib number displayed on yourself, is a durable, safe, and effective way to let everyone around you know you're in the middle of a fun and competitive race, without having to wear a paper bib and safety pins.  To learn more about our move to Body Marking check out our blog post about it HERE.

There are endless types of durable markers that will do the job, from the standard Sharpie found in your junk drawer, to those specifically for races like this, found at running stores and sporting goods locations.

No matter what option you go with, all are safe and can be removed after the race using a variety of methods.  Some simple ways of removing your body markings are detailed HERE.

Here's how to "Body Mark" yourself on race day:

1. Simply write the word "XRACE" somewhere highly visible on your body or exterior layer of clothing.

2. Write the 3-digit Race Bib Number that you registered with, somewhere highly visible on your body or exterior layer of clothing.

* The word "XRACE" and your 3-digit Race Bib Number need to be visible at all times, clearly written, and large enough that you can easily be identified by our Race HQ, and everyone in the community where you're racing.

* If you prefer to not write on your body you can simply write the two required pieces of information on any exterior layer of clothing, headbands, hats, costumes, etc.  Be creative and have fun looking like the true adventure racer you are!

An example of racers displaying their body markings on their forearms and shoulders so it's visible when they "flash the X"

An example of racers displaying their body markings on their forearms and shoulders so it's visible when they "flash the X"

An example of racers displaying their body markings on headbands and long sleeve shirts

An example of racers displaying their body markings on headbands and long sleeve shirts


What To Expect On Race Day:

1. What To Pack For The Race

Regardless of the type(s) of transportation you use throughout the race, you will likely be active for most or all of the 3 hour race.  You should be aware of the weather conditions and temperatures in your area and plan accordingly with clothing, water, snacks, sunscreen, and any personal items you'll need.

The X-Race is a high-tech race, where teams will be required to take pictures and/or video with a mobile device, possibly utilize the internet to research things in your community, make phone calls, text message, and possibly email during the race if needed.  Make sure at least one of your team members (and hopefully more) will have a device that can utilize these functions.  It is strongly recommended that team members bring, and possibly race with, the power cord for your mobile device or some kind of backup power source. If you plan on using a personal vehicle during the race it might be helpful to have a car power plug adapter for your device so you can charge it while traveling from one location to another.  In a race like this you can expect to use a lot of your device's power throughout the day, and having a charger may be the difference between racing for the entire 3 hours, or running out of power somewhere along the way. 

A map of your area, pen or pencil, something to take notes on, and a good understanding of the surrounding communities will give your team a huge advantage.  You should probably carry your ID for emergency purposes but we will not need it as long as you properly registered.  You should also have some cash on you during the race for any water or snacks you choose to buy along the way, in case you did not purchase a public transit pass in advance and suddenly decide you would like to use one, or in case a challenge requires your team to purchase a small item.  

Wild costumes or matching team outfits are always encouraged and are guaranteed to improve team comradery!   Most importantly, bring a sense of adventure, and plan to leave with more great memories than you started with. 

 

SAFETY

Racing, in general, is dangerous.  There are countless risks, but being smart, abiding by as many rules as possible, and making your safety and the safety of those around you your top priority, will help minimize the risks and ensure you have a fun and enjoyable experience.  Here are some guidelines for having a safe race:   

Traveling- follow all traffic and pedestrian laws.  This race is designed to be fun, raise money for some great charities, and encourage you to spend some quality time with your teammates. Do not put yourself or those around you in danger by driving or running recklessly, damaging property, trespassing, etc. Any irresponsible actions or behavior will likely lead to severe penalties by local law enforcement, and anything reported to Xperience Adventures may lead to a lifetime ban from all future events.    

Landscape- watch where you are going, the pavement and sidewalks are often uneven and obstacles such as curbs, signs, and stairs will quickly bring you down (especially if you're using your phone, looking around for something, etc) 

People- in most situations you will be moving faster than those around you so be kind and mindful of others throughout the race.

Weather- the conditions can change in an instant so be prepared in advance and be prepared to adjust your plans if the weather creates an unsafe situation.  The race will rarely be postponed or cancelled due to weather before or during the race so make safety your top priority and seek shelter, take a break, or wait it out if needed and live to race another day.  If we notice a possibly dangerous weather situation developing in a certain area we will do our best to notify your team via Bonfyre.

Health- the race will be highly active and physical so be sure to hydrate sufficiently and eat properly in the days leading up to the race, while you're racing, and as you recover.  If you need a break during the race, take it, as long of a break as you need.  If you feel like you're having a medical emergency, get injured, or become ill please take the necessary steps to seek professional medical assistance, including dialing 911 if needed.

 

2. As The Start Of The Race Approaches

Post pictures and video of your team getting pumped up and ready to race in the Race Bonfyre!  It's a social and fun way of seeing the teams you'll be racing against, and where they're from! We'll also be sharing a lot of the content via our own social networks and putting it on our website so have some fun! 

Leading up to the start we'll be posting in the Race Bonfyre at various increments to let you know any last minute info and giving you an official countdown to the start! 

3. The Race Begins!!

Right at the start of the race we will send out the link to the Race website via your Team Bonfyre.  Start looking over the challenges or print them out, discuss your team's strategy, or begin submitting pictures and videos of your team completing the challenges.

Once the race begins, all of your correspondences and submissions should be done through your TEAM BONFYRE since the Team Bonfyre only includes racers on your own team and our Race HQ.

 

Rules

You will have up to 3 hours to complete as many of the challenges as possible and submit them to your Team Bonfyre as you go. Each challenge will likely fall into one of these 4 categories: Physical, Skill, Fun, and Find.  

The two big components of X-Race strategy will likely be "which challenges should we focus on completing" and "what's the fastest and most efficient method of travel and route to get to the locations where we can complete each challenge".  The surroundings where each team will be racing will vary greatly so you can expect the list of challenges to be diverse and take into account the different environments and modes of travel teams will likely have available to them.  

If there's a challenge description you don't understand, or if you just want to make sure you do it correctly on the first attempt, you can click on the link to the "Details" page.

There will be a link at the bottom of each challenge category that will take you to the Details Page.  This page will provide some details about challenges using YouTube clips, images, or a more thorough description.  There will also be a list of bullet points for each challenge that our HQ will generally be looking to see in your submission in order to verify it. For example, if the clue were written as "Take a picture of your entire team jumping in the air in front of an American flag" the validation points that we'd likely check off for your submission might be:

- 1 picture, all team members visible

- Entire team is jumping in the air

- American flag is clearly visible in the background

We've found that racers appreciate these validation points so they can quickly and easily reference what is needed in the submission in order for it to be verified by our HQ.  If you have completed the challenge correctly you will receive a response of "Verified" from our Race HQ.  If you did not complete the challenge correctly according to the validation points listed, or our Race HQ can't validate something based on the picture or video you submitted then we will let you know.  We'll likely tell you if you're at the wrong location, did the challenge incorrectly, or an additional picture or video is needed for us to verify something required. There is typically no limit to the number of submissions you can send HQ in order to get a challenge verified, unless otherwise noted in a specific description.

* In the rare case that a challenge is similar to something you have completed in one of our Xplore Races, or just personally at another time in history, you are not able to submit that picture or video for verification. You will need to complete it as part of The X-Race, as a team, with the proper X-Race body markings. 

Teams need to stay together throughout the race from one challenge to another and each team member (and their body markings when possible) should be visible in every submission unless otherwise noted.  

All team members need to be racing together in the same geographic location.  The only time team members are typically able to split up momentarily is if you all get to a location and it requires you to search for something.  For example, you all get to a sculpture garden and you need to find a specific statue.  You can split up within the garden to find the statue and then will need to regroup to take the picture.  Some challenges may only require one racer to complete it, and in order to be verified we'll likely need to see the racer complete it and the rest of the team in the same general area whether it's a picture or video.  They can be working on another challenge in the background but they should be in the general area so they can see the challenge get completed and cheer on their teammate.      

During the race your team is allowed to travel via any method available to you in your community.   

There will likely be some challenges that won't require you to stray far from your starting point, and others that require some significant travel depending on your location.  That is all part of the strategy, trying to figure out where you can complete a challenge and budgeting your time wisely to complete as many as possible within the time limit.  You may decide that a combination of travel methods is your best strategy.  Regardless of the mode of travel you use throughout the race, the safety of your team and those around you needs to be your top priority.  

When submitting a picture or video be sure to include the 3-digit challenge number .

How to add the 3-digit Challenge Number to your photo or video submission.

How to add the 3-digit Challenge Number to your photo or video submission.

Each challenge will be labeled with a 3-digit Challenge Number.  When submitting your picture or video through the app click in the "Add a caption" box, type the 3-digit Challenge Number and then click the Upload Photo or Upload Video link (see picture as reference).  This will help HQ reference the correct requirements for that challenge and get it verified for your team quickly.  

We will also be keeping track of the number of challenges every team has completed throughout the race, in real-time.  

Our HQ typically responds in less than a minute but if you're confident you have completed it correctly keep racing and work on another challenge while you await verification.  Any race-related questions you have before, during, or after the race can be submitted into your Team Bonfyre and our HQ will follow up with you.  It's recommended that you also keep track of which challenges your team has successfully completed so you don't waste any time in figuring out which ones you have remaining.  Just remember we only count the challenges that have been submitted properly and were successfully verified by our HQ so if you complete one and forget to submit it, or you submit it but our HQ responded as "Invalid" for whatever reason then we can't count it towards your total.  

Finish positions will be based on the total number of challenges you complete and the amount of time it took you to complete them.  

Our HQ will be keeping track of how many total challenges you've completed and what time you completed your most recent challenge. The most important factor in determining your final ranking will be how many total challenges you completed successfully within the 3 hour timeframe. If any submissions are received after the 3 hours they will not be verified and will not count towards your total.  HQ will also be keeping track of what time your team completed their most recent challenge.  That time will constantly be updated throughout the race as you complete challenges and will be used as a tie breaker in final rankings if needed. For example, if Team A completed 26 total challenges and they completed their 26th challenge at the 2 hour 42 minute mark, and Team B also completed 26 challenges but didn't complete their 26th challenge until the 2 hour 53 minute mark then Team A would have a better finishing position than Team B.  But if Team C completes 27 challenges, even if they didn't complete their 27th challenge until the 2 hour 56 minute mark, they would beat both Team A and B.  

 

After The Race:

After the race has ended you can celebrate a fun day together and recover from your adventure by hitting up your favorite local place to grab some food or drinks!  Our HQ will work to calculate the finishing positions of all teams.  If your team somehow ends up tied for one of the top finishing places where cash prizes or swag is up for grabs you will be entered into a tie breaker scenario.  The top teams will receive prize money (see prize section below) or swag from our sponsors, as well as likely being recognized on our social media sites!   

 
Scavenger Hunt
 

Prizes and Recognition

The top 3 placed teams in the race will win monetary prizes!  Our prize structure for the top teams is an increasing purse based on the number of registered racers.  We believe the more teams you beat the more money you should win.  Using this model, the prize money will vary from one race to another. 

Below are the current prize amounts for this race:

1st Place: $200

2nd Place: $150

3rd Place: $100

 

Official company checks will be mailed to the top teams on the first business day after the race and will arrive directly to them within a few days.  

Donations to the designated charities will be made during the week following the race. 

 

Other prizes for this race include:

1. Custom X-Race decals for the Best Photo/Video of the race.   As you're racing throughout the day make sure to take fun, creative, or generally awesome photos and videos and our HQ will select our favorite one from the hundreds of submissions during the race. The winning picture or video will be posted to our social media sites early in the week and your team will receive custom X-Race decals for each member of your team!


AND FINALLY.... SOME THINGS TO BE AWARE OF

1. Teams will be racing in communities across the country and around the world with various resources and transportation available to them.  Some challenges will be easier to complete in your community and some will likely be more difficult. Focus on the challenges that you can complete easily given your location and resources and then get creative/savvy to complete as many of the others as possible, or skip them.  If all team members are not able to complete the requirements for a challenge due to more unique reasons (health limitations, a team member had to drop out of the race, etc) just let our HQ know via your Team Bonfyre and we will discuss it with you or potentially adjust the requirements and verify accordingly.  

2. Our unique mobile racing model is somewhat dependent on the functionality of a number of technology platforms.  We have backup plans in place for every possible scenario we can think of, but we won't waste your time outlining them all here. Just be aware that if for some reason Bonfyre becomes temporarily unavailable during the race, keep racing, and we will send you an email right away with a contact person to text your submissions to while we work with Bonfyre to get it back up.  We expect the race and all of our technology to be very smooth and provide you with an incredible experience but we just wanted to include this information in the briefing in case we need to implement a backup plan for any reason.

 

HAVE FUN!  GET ACTIVE! EXPERIENCE YOUR SURROUNDING COMMUNITIES IN A UNIQUE WAY! AND TAKE SOME REALLY GREAT PICTURES AND VIDEO SO YOU CAN REMEMBER THIS FOR A LONG TIME TO COME!  

THAT'S WHAT IT'S ALL ABOUT! 

 

If you have any questions at all please don't hesitate to contact us via your Team Bonfyre or by email at XTeam@XperienceAdventures.com