Run The Day

Architected a Race Management Ecosystem, with 80% Less Friction

Quokka Labs engineered AI workflow automation into a race management platform, streamlining cross-functional operations, reducing administrative overhead, and improving coordination across event planning, participant support, and race-day operations.

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About Client

Accelerating Smarter Race Management With AI-Driven Support

RunTheDay (RTD) is an all-in-one race management platform designed to streamline the end-to-end event lifecycle for Race Directors (RDs), Timers, Administrators, and Runners. Quokka Labs enhanced the platform by integrating conversational AI, computer vision, and automated marketing workflows to address fragmented processes across registration, race timing, participant support, and event communications. These enhancements help simplify race administration, improve access to event information, and support more efficient race-day coordination.

Resolving Complexities Across Race Management Workflows

Quokka Labs addressed fragmented workflows, timing complexities, registration drop-offs, and limited performance insights by integrating AI-driven solutions that simplified event coordination and improved the experience for race directors and participants.

Hardware-Dependent Race Timing

Traditional timing equipment failures could halt races, disrupt coordination, and delay results.

Computer Vision-Based Race Timing

We developed real-time finish-line video processing with minimal latency, enhancing computer vision timing to match RFID-based scoring reliability.

Revenue Attribution Gap

Incomplete registrations led to lost revenue, while mismatched ad tracking data made it difficult to identify which campaigns drove successful conversions.

ROAS Tracking & Conversion Alignment

Our experts synchronized RTD and Meta backend data through two-way communication, improving registration and conversion data accuracy.

Automated Retargeting and Meta Conversions API illustration

Manual Data Analysis

Race Directors manually analyzed reports across registrations, revenue, merchandise, inventory, and marketing throughout the event lifecycle.

AI-Powered Analytical Insights

We integrated AI-powered analytics to help Race Directors track registrations, revenue, inventory, and marketing trends, enabling faster, data-informed insights.

Event Communication Management

Creating race websites and promotional emails manually increased the effort required to communicate event information to participants.

AI-Led Content Generation

Our AI specialists made AI first features like website builder and email builder that lets Race Directors create complete event websites and email campaigns with a single click, simplifying event communication.

AI-Powered Workflow Automation illustration

Quokka Labs’ Approach to Engineering AI Solutions for Event Management

Assess Workflow Requirements

The project began with identifying recurring user challenges, mapping workflow bottlenecks, and defining requirements for targeted AI interventions.

Connect Data Sources

The team configured data connections to retrieve relevant race information and product knowledge, supporting accurate responses and workflow-specific guidance.

Develop Conversational AI

Our AI engineers developed conversational assistance, natural-language analytics, an AI email builder, and an AI website builder to simplify recurring tasks.

Enable Lead Management

We designed lead capture and routing to collect prospect details, direct inquiries to the appropriate contact, and support timely follow-ups.

Enable Race-Day Intelligence

Video-based race scoring and photo tagging addressed race-result processing and participant photo discovery, helping reduce manual effort around race-day activities.

Integrate and Deploy AI

We connected the assistant to its supporting knowledge and race-data sources, preparing the solution for deployment through a dedicated access point.

Business Impact

How The Platform Transforms Event Management Operations Seamlessly

Before With AI Assistance

Participant Support

Recurring participant queries consumed race directors’ time during event preparation.

70% faster support resolution through accessible race information and guided assistance.

Event Performance Insights

Manual report reviews made performance trends and registration drop-offs harder to identify.

80% faster analysis through accessible insights and natural-language reporting.

Event Preparation

Website creation and promotional emails required repetitive manual content preparation.

95% less preparation time through AI-assisted website and email generation.

Race-Day Coordination

Participant queries and coordination tasks competed for attention during live events.

80% better coordination efficiency through streamlined information access and support.

Race Photography

Participants manually searched extensive photo collections to find their pictures.

75% faster photo retrieval through bib-based tagging and searchable galleries.

Race Timing and Results

Hardware-dependent timing and manual corrections complicated result verification.

85% faster result verification through computer vision-assisted timing and runner identification.

Lower administrative overhead and more efficient resource utilization create greater potential for returns across race management operations.

85% Improved Operational ROI

Core capabilities

Advanced AI Capabilities Built Across Event Management Workflows

Testimonial

Client Experience That Speaks for Itself

Ian Campbell

“Overall, I had a very positive experience with the company showing great responsiveness in their work. We hired them to build a more user-friendly platform for our races to manage the registration process. I found the company's genuine care to be the most impressive aspect.”

Chief Executive Officer, Run The Day May 8, 2020

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Quokka Labs engineers AI products, modernizes core systems and turns complex business problems into software that runs in production.

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letstalk@quokkalabs.com

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