Budgeting for RAAM Updated: November, by Race Across America, LLC (Colorado). All rights reserved.
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1 Budgeting for RAAM Updated: November, by Race Across America, LLC (Colorado). All rights reserved. RAAM is an expensive endeavor by most accounts. Spending more than $15,000 for the event itself, not including training or equipment is a lot of money. To put this in perspective however, it costs more than $60,000 for an ascent of Mt. Everest, a year of college is more than $20,000, an average American car is more than $20,000. The rewards of finishing are immense and easily outstrip any monetary cost. Lon Haldeman, multiple winner, once said you couldn t pay him enough to race. Or to quote the Visa commercials, the reward is Priceless. This will not tell you how many crew people you should have or how many vehicles, or any particulars. It will give you an idea of the areas you will need to budget for the race itself. Expenses for bike equipment, etc. is another matter entirely. You should review the document on Supplies to get an idea of what supplies you might want to consider. We will give some hints as to where to find each item and ways to reduce the cost. You will want to balance out your budget against the number of crew and the extent to which you have the extras. There is certainly a minimal cost for the entry fee, gas, and costs associated with a minimal crew such as food, transportation, and lodging. Costs increase as you add more crew. Costs increase as you add more substance such as an RV, customized clothing, or a full control panel for lights, music, etc. On the other hand, you should not go too much on the cheap with too little equipment or too few crew. You jeopardize your chances of success and the crew may be entirely stressed. You can spend as much as you want on the race, but money won t guarantee you a finish, perhaps a more comfortable crew, but not a finish. There is no correlation between money spent and chances of finishing. These categories are similar for the 24 Hour Challenge and the 1000 mile race. You will need to adjust the numbers based upon your event. Page 1
2 Entry Fee The cost to enter the race. Consult the RAAM website for entry fees for your Race and your Division. Vehicles The best solution is your own personal vehicle(s) or the generosity of using friend s vehicles. The other option is to rent a vehicle one way from the start to the finish. There are only three companies in the US that do one-way rentals Hertz, Alamo, and Dollar. Expect to spend $1200- $2000 for one vehicle. To reduce costs some people are able to find sponsors (automotive companies or auto rental companies) to donate vehicles for use during the race. RVs The best solution for RVs is have your own or to borrow one from a friend, otherwise, you will need to rent own. The expense of renting an RV will be a large part of your budget, both for the rental and the gas, but in many cases it s worth it if you can afford it. Expect to spend more than $2500 for an RV rental. There are few ways to reduce costs for RVs unless you can borrow one from a friend. Gas For each Vehicle you will need to consider gas. Gas is currently (Nov, 2007) about $3.00 per gallon. Most vehicles will get approximately 15 miles per gallon. For a typical vehicle this is approximately $600 for one-way. Most RVs will get less than 10 miles per gallon, so expect to spend approximately $1000 on gas for an RV. If you drive a vehicle round-trip from home to the start and back, add another $600 for the return trip. There are few ways to reduce costs go gas unless you work for a gas company and can get sponsorship or discounts. Rental Insurance One last consideration for vehicles is whether to use the insurance provided by the rental company. If you should have an accident of any kind, this insurance can be a tremendous advantage as you have nothing to worry about. Without this insurance you will have to deal with your insurance, the insurance of the person driving, the rental agency insurance, and the insurance of the other parties in the accident. Expect to pay $25 per day for rental agency insurance and more for RVs. Page 2
3 Lodging at Start You are likely to be at the start 2 or 3 nights before the start. You can often put 4 people in a room with people sharing beds. You might consider a room with just 2 people for Racers. Oceanside is somewhat of a destination/resort community. You might be able to find a rental house or condo for several days. This may or may not be cheaper. It may be a little more cozy than a hotel. Make sure it has sufficient parking for your vehicles. Arriving a day earlier will cost a little more, but leaves more time to get everything done and relax just a little. If you have friends or relatives nearby, they might be able to help a little, though most people cannot accommodate a full Crew and Racers. If you have rented an RV, you could stay in the RV or find a campground. We recommend staying in a hotel for these nights as these may be the last full nights of sleep you will get for awhile. Reducing costs is difficult. RAAM is able to secure group rates to help reduce costs. Expect to spend $90-$100/night for a room. Lodging During the Race This is entirely up to your race plan. For Teams, plan for at least 2 nights with 2 or 3 rooms to get some good showers and a little rest. For Solos, consider at least 3 nights with 2 or 3 rooms again to get some good showers and a little rest. There is no good way to reduce costs other than to not use any lodging other than your vehicles. Costs can vary significantly, even as low as $40 per night depending on where you are. This budget is entirely dependent on your race plan. Lodging at the Finish You are likely to be at the finish 2 or 3 nights after you finish and depending on when you finish. You can often put 4 people in a room with people sharing beds. You might consider a room with just 2 people for Racers. Annapolis does have does some for rents. This may or may not be cheaper. It may be a little more cozy than a hotel. Make sure it has sufficient parking for your vehicles. If you have friends or relatives nearby, they might be able to help a little, though most people cannot accommodate a full Crew and Racers. Again you can stay in your RV if you have rented one, but my this point you are more than likely ready for a real bed. Reducing costs is difficult. RAAM is able to secure group rates to help reduce costs. Expect to spend in excess of $100/night at the finish. Page 3
4 Transportation to the Start and home from the Finish Every Racer and Crew person will need transportation to the start and then home again from the Finish. You have several options: Flying is the most convenient, though perhaps the most expensive. For US tickets, expect to spend $250-$400 per person. For international, expect to spend at least $750 person. Train. Amtrak runs through most major US cities. It s probably ½ to 2/3 the cost of an airline ticket. The trouble is the time is takes to travel by train. It s at least 24 hours for every 1000 miles. Drive. Crew can drive home with one of the vehicles used during the race. This may not be much cheaper than flying considering gas, food, and hotel costs. With several people driving, you can take turns and by back sooner. It s generally expected that the Racer(s) will pay for the transportation for Crew. Consider consulting with a travel agent who can help you find good fares. Reducing costs is difficult. Consider approaching friends with many Frequent Flyer miles which they can donate to you for flights. If crew are generous and pay for flights themselves or use Frequent Flyer miles consider that a gift. If you work for an airline or have a relative that works for an airline, they might be ale to help somewhat, but airlines don t go much sponsorship. Page 4
5 Meals and Food There are many pieces to food and meals to consider Food/Meals for Crew Before, During, and After the Race Start Banquet Finish Banquet Food and related Supplies (ice, water) for Racers During the Race Banquets You are provided a number of banquet tickets for the Crew and Racers for the Start and Finish Banquet. General practice is the Racer pays for these and this isn t very expensive to buy a few extra. Expect to spend perhaps $100-$200 for this. If you have guests at either, you can negotiate with them who pays. Racers Most Racers have a preferred liquid nutrition that they will bring a full supply of for the race. Many on 8-Person teams don t necessarily need the liquid nutrition and will eat regular food. With liquid nutrition, you will generally only need to buy water and ice and perhaps some food. Consider budgeting $10-$25 per day. For Racers that will eat solid food, they will have a good appetite. Consider budgeting $15-$35 per day per Racer. A full supply of liquid nutrition for the race could be $300. You will have to assess what you use and how much you need and how much is costs per calories. A Solo Racer or on a 2-Person Team will consumer in excess of 7000 calories a day. A 4-Person Racer may consumer calories a day while an 8-Person team may consumer 4000 calories a day. Crew It is common practice for the Racer(s) to pay for some or all of the Crew food within reason. It s also common practice to expect Crew to pay for some of their food. A good practice is to practice $15-$25 per day of cash up front. If Crew spend beyond that, they are on their own. For example, a Solo Racer will likely race for an average of 11 days plus 3 days for start and finish. That s 14 $20/day or $280 each. There are several ways to reduce costs If you are able to make meals for the Crew, such as rice or spaghetti, your costs will be significantly reduced. Consider finding a food sponsor who can provide food to bring along. Consider finding a food sponsor who can provide meals along the route. This is more of a challenge to find a national chain. This could be a grocery or a restaurant chain. If Crew are generous they may pay for their own food. Don t eat out shop at grocery stores and make your own sandwiches. Page 5
6 Clothing and Memorabilia Within this area are several pieces to consider Cycling clothing Team/Crew clothing RAAM memorabilia Some Racers have custom jerseys, jackets, or shorts made for the race. These look great and very professional. A jersey design can be several hundred dollars and each piece of cycling clothing is likely to be $50 or more. Many Teams have Team clothing polo shirts, t-shirts, jackets with the Team name on it. It may also have sponsors names. This can build team unity when everyone looks the same. This can be as simple as a t-shirt or really nice jackets. Again expect to spent $100 or more on a design. T-shirts are usually relatively inexpensive around $10 each while polos and jackets generally increase the price. You are likely to want some RAAM memorabilia to remember and commemorate your journey. You may also buy RAAM memorabilia for your crew members. To reduce costs, consider finding a friend who can do some graphic design for you. For clothing, consider finding a clothing sponsor. You might also consider printing additional clothing and selling it for a fundraiser (such as socks). Expect to spend at least $200 for one t-shirt for crew member. Vehicle Setup Expect to spend at least a little bit of money for supplies to equip Support Vehicles, especially Follow Vehicles. This can include organizational supplies such as plastic draws or baskets. You may also build a bed for Racers to sleep. Being organized with easy to access and easy to reach supplies will help you stay organized and focused on racing, not on finding any particular item. You will also need to consider a bike rack (a roof rack or rear rack), rear lights, slow moving vehicle triangle. You can take this even further with exterior music system, wired in rear lights, additional front lights, PA systems, etc. To reduce costs, consider borrowing racks or lights from those who have raced before. You might also be able to find a friend who is an electrical whiz, they will probably have fun playing with your vehicle Expect to spend at least $250 for basic equipment. Shipping If you are not driving at least one Support Vehicle to the start, you will likely have to ship some of your supplies to the start, including bikes, spare wheels, and perhaps some other supplies. Expect to spend at least $300 is you have to ship supplies. Page 6
7 Communication Equipment You will need to communicate between Crew members, Support Vehicles, to the Racers, and to Race Headquarters. There are several means of communication; cell phones, handheld radios, CB or equivalent. Most people have a cell phone. They may or may not be willing to use their minutes for the race. Remember also that about 2/3 to ¾ of the race has cell coverage. A TracFone is a good alternative which are available from Target and Wal-Mart. You pay a minimal cost for a phone and charger and then you buy minutes. TracFone generally has very good coverage because they use all the networks. You can purchase handheld walkie-talkie type radios. These are relatively inexpensive (less than $100) and have a range of about 1-2 miles depending on terrain. You can purchase or rent professional radios such as those by Motorola. These are similar to CBs and can have a range of 5 to 15 miles depending on terrain. The overall costs for communication equipment is relatively small. Still, having crew use their own cell phones or using smaller radios reduces costs. Expect to spend at least $200 Navigation Equipment Navigation is fairly straightforward, but having a few supplies is necessary. At the very least this is the route book and pens, You should also consider calculators, maps, flashlight, batteries, a clip board, highlighters. You can take this further with electronic navigation such as handheld GPS devices, in-car GPS devices, or computers. Expect to spend a minimum of $100 for some supplies. Misc Supplies You should look at the document about Supplies. You likely have much of it, but may want to consider purchasing some additional supplies. This can be anything from fuses to spare keys to contact paper. Expect to spend $500 or more on supplies. Of course this is reduced by already having supplies or borrowing from others. Other You may have other expenses that are not covered here as well. Plus 10 You should always budget an additional 10% for the unexpected. You might have a flat tire on a vehicle or have an extra night at a hotel. There are always unexpected expenses. Page 7
8 Crew Cost To give you some idea of the expenses associated with each additional Crew, here is a small tally. Cost Item Transportation (airface) $350 Lodging at Start (1/2 hotel room for 2 nights) $100 Lodging at Finish (1/2 hotel room for 2 nights) $100 Food (14 $20 per day) $280 Clothing (1 t-shirt) $ Total $850 Page 8
9 RAAM Budget Worksheet This worksheet has sub-worksheets to help breakdown the overall process Item Entry Fee Vehicle #1 Total Vehicle #2 Total Vehicle #3 Total Vehicle #4 Total Vehicle #5 Total Lodging at Start # of Crew / # Per Room * # of Nights * Cost Per Night Lodging During Race (your estimate) Lodging at Finish # of Crew / # Per Room * # of Nights * Cost Per Night Transportation Total Start Banquet How many tickets you need (crew, racers, guests) How many tickets you get with your entry How many to Purchase * Ticket Cost Finish Banquet How many tickets you need (crew, racers, guests) How many tickets you get with your entry How many to Purchase * Ticket Cost Racer Food (your estimate) Crew Food How many Crew * # of Days * Per Diem Clothing and Memorabilia Communication Equipment Phones Car to Car Radios (Rental or Purchase) Car to Racer Radios (rental or puchase) Other Vehicle Setup Bike Racks Lights and Signages Other Cost Page 9
10 Navigation Equipment Shipping Misc Supplies Other Total Plus 10% Total Plus 10 Page 10
11 RAAM Budget Worksheet Vehicles Vehicle #1 Rental Fee Rental Insurance Cost Per Day * # of Days Gas Miles / Miles Per Gallon * Cost Per Gallon Vehicle #2 Rental Fee Rental Insurance Cost Per Day * # of Days Gas Miles / Miles Per Gallon * Cost Per Gallon Vehicle #3 Rental Fee Rental Insurance Cost Per Day * # of Days Gas Miles / Miles Per Gallon * Cost Per Gallon Vehicle #4 Rental Fee Rental Insurance Cost Per Day * # of Days Gasa Miles / Miles Per Gallon * Cost Per Gallon Vehicle #5 Rental Fee Rental Insurance Cost Per Day * # of Days Gas Miles / Miles Per Gallon * Cost Per Gallon Total Page 11
12 RAAM Budget Worksheet Transportation Racer How Racer How Racer How Racer How Racer How Racer How Racer How Racer How Total Page 12
13 RAAM Budget Worksheet Clothing and Memorabilia Bicycle Clothing Design Printing Cost Team Clothing Design Printing Cost Memorabilia Total You can make notes here about what type of clothing, how much and costs. Page 13
14 Sample Budgets In general these samples follow the general assumption that the Racer will pay a majority of the costs for Crew. These samples also include the entry fee. These samples also do not take into account any sponsorship or gifts or fundraising you might do to offset costs. These simply list some realistic possibilities. Solo Minimal Assumptions 6 Crew, 2 Support Vehicles. Each Support Vehicle is driven 6500 miles. 2 nights at the Start 1 night at the Finish 5 Crew flying, 1 Racer and 1 Crew drive Support Vehicles to the start and home from the finish Item Cost Entry Fee $2000 Vehicle Rental $0 Vehicle Insurance $0 Gas 13, mile per $3.00 per gallon $2600 Banquets $0 Food for Racer $300 Food for Crew - $25 per day for 6 Crew for 14 days $1750 Start Hotel 3 Rooms for 2 $100/night $600 Finish Hotel 3 Rooms for 1 $100/night $300 Lodging during Race (3 rooms) $300 Transportation Crew 5 $350 airfare $1750 Vehicle Setup $400 Clothing and Memorabilia $200 Communication Equipment $100 Misc Supplies $ Total $10,800 Plus 10 % $1080 Total plus 10 $12,000 Page 14
15 1000 Mile Race Minimal Assumptions 3 Crew, 1 Support Vehicles. Each Support Vehicle is driven 2500 miles. 2 nights at the Start 1 night at the Finish 2 Crew flying, 1 Racer and 1 Crew drive Support Vehicles to the start and home from the finish Item Cost Entry Fee $800 Vehicle Rental $0 Vehicle Insurance $0 Gas mile per $3.00 per gallon $500 Banquets $0 Food for Racer $150 Food for Crew - $25 per day for 3 Crew for 6 days $450 Start Hotel 1 Rooms for 2 $100/night $200 Finish Hotel 1 Rooms for 1 $100/night $100 Lodging during Race $0 Transportation Crew 2 $350 airfare $700 Vehicle Setup $400 Clothing and Memorabilia $200 Communication Equipment $100 Misc Supplies $ Total $4,100 Plus 10 % $400 Total plus 10 $4,500 Page 15
16 Solo/2-Person Average This is probably an average budget for a Solo Racer. This is probably very close to a budget for a 2-Person team with some additional expense for the other Racer and an increase Entry Fee. For a 2-Person Team this cost is split between the two team members. Assumptions 9 Crew, 1 Personal Support Vehicle, 1 Rented RV, 1 rented Vehicle. Each Support Vehicle is driven 3500 miles, plus 3000 miles for Personal Vehicle to get home. 2 nights at the Start 2 nights at the Finish 8 Crew flying, 1 Racer and 1 Crew drive Support Vehicles to the start and home from the finish Item Cost Entry Fee $2000 Vehicle Rental Van $1600 Vehicle Insurance - $25 per day for 14 days $350 Vehicle Rental RV $2500 Gas Personal Vehicle miles per $1300 $3.00 per gallon Gas Rental Vehicle miles per $600 $3.00 per gallon Gas RV miles per $3.00 per $900 gallon Banquets $100 Food for Racer $400 Food for Crew - $25 per day for 9 Crew for 14 days $3150 Start Hotel 4 Rooms for 2 $100/night $800 Finish Hotel 4 Rooms for 2 $100/night $800 Lodging during Race (3 rooms) $400 Transportation Crew 8 $350 airfare $2800 Vehicle Setup $1000 Clothing and Memorabilia $500 Communication Equipment $300 Misc Supplies $ Total $20,300 Plus 10 % $2030 Total plus 10 $23,000 For 2-Person Team, it s $11,500 per person As you can see the costs easily add up. Page 16
17 4-Person Filled Out This is a sample for a 4-Person team that puts a little more money into the race. Again, remember this is split between the 4 Racers. Assumptions 12 Crew, 4 Vehicles - 2 Personal Support Vehicle, 1 Rented RV, 1 rented Vehicle. Each Support Vehicle is driven 3500 miles, plus 3000 miles for Personal Vehicle to get home. 2 nights at the Start 2 nights at the Finish 12 flying, 4 driving Support Vehicles to the start and home from the finish Item Cost Entry Fee $4800 Vehicle Rental Van $1600 Vehicle Insurance - $25 per day for 14 days $350 Vehicle Rental RV $2500 Gas Personal Vehicle miles per $1300 $3.00 per gallon Gas Personal Vehicle miles per $1300 $3.00 per gallon Gas Rental Vehicle miles per $600 $3.00 per gallon Gas RV miles per $3.00 per $900 gallon Banquets $200 Food for Racer $600 Food for Crew - $25 per day for 12 Crew for 14 days $4200 Start Hotel 6 Rooms for 2 $100/night $1200 Finish Hotel 6 Rooms for 2 $100/night $1200 Lodging during Race (6 rooms) $600 Transportation Crew 12 $350 airfare $4200 Vehicle Setup $1500 Clothing and Memorabilia $1000 Communication Equipment $500 Misc Supplies $ Total $30,000 Plus 10 % $3000 Total plus 10 $33,000 Per Person $8000 Page 17
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