Ever have an experience that was so stressful that you say you’ll never, ever do it again, but somehow end up repeating the same stressful thing every year? That’s sums up how I feel about helping with the Tactical Precision Rifle Challenge each year. I definitely enjoy the work, the stress, the results… but every year I can’t wait for the match to get here already so my local club can get back to being normal again. I’m not sure if most competitors realize how much work goes into producing the matches they want to return to each year. Making something run smoothly, with no errors, is exceedingly difficult. So while there is a lot of pleasure in the end result, there were probably also a few stumbles that made the organizers want to rip out what is left of their hair.
Because I only have my own experiences to fall back on, I’ll explain what my club does to create a successful match. Let’s start in the beginning with the match announcement. Dates have to be decided on and arranged before you can really get anything else done. For our club, that has meant going before boards of directors or command staff at various facilities attempting to gain the blessing of the management. While we don’t expect to make any money off the event, we would like to break even so we’re a bit frugal when it comes to items we might be able to receive at a discounted rate. If you don’t have a facility readily available, one would most likely need to be leased or rented for the dates that have been decided on. In the past we’ve been quoted anywhere from $2,000 all the way up to $25,000 for the use of three days of dirt. Depending on your overall budget, the leasing fee alone could devour a majority of your budget.
You have a location and have decided on a date for your event. What now? If you’ve done a little homework, or asked around with other match directors, you should have an idea on your overall budget. This will help set the rate for your match fee. Our club chooses to keep the match fee reasonable for our competitors. Deciding how many competitors your property can safely hold should also be figured into the equation. Our rule of thumb is a minimum of three range safety officers for each stage of our match: a chief range officer to run the competitors through the course of fire, a spotter to watch for impacts and misses, and a scorekeeper. If extra staff is available, they are asked to work spotting scopes. This speeds up the course of fire because there are less arguments over questions on impacts or misses. We also like to have staff on hand to check that all of the coolers have water, trash bags are being emptied, and to hand out meals on days they are provided.
Registration for matches these days are a lot easier with the introduction of Practiscore and similar programs. I’ll admit that Practiscore made our registration process quick in 2016 for TPRC. I’m hopeful we’ll have the ability to receive match funds online for the 2018 TPRC. Most competitors are used to using Practiscore these days for match registration. You fill out the form, wait patiently to receive the email with your pin to squad yourself, and you’re done. On the match director side, there is a little more work, but not much. Practiscore even allows you to print spreadsheets with your t-shirt order ready-made. If you plan to run your scoring at the competition through Practiscore, you’ll need tablets or your Range Officers willingness to use their cell phones. Using Practiscore speeds up arbitration at the end of the match significantly, plus shooters who stayed home can watch the scores in real time as they are uploaded onto the Practiscore website. Cost: Practiscore – free or donation to the website, Tablets – $1000-2400 with an additional $100-200 for external batteries to recharge the tablets
Speaking of t-shirts, you’re probably going to want to order some of those. If you have a friend who’s handy with artwork, or perhaps you are a whiz with Adobe Illustrator, get started on designing something bad ass because all shooters love unique t-shirts. If your design is really cool, competitors will wear your match t-shirt to other competitions or even better, to the grocery store. Put some thought into the color of your t-shirts. Traditional “tactical” ones (black, tan, green, grey, orange) are the shirt colors people will wear until they literally disintegrate. I can almost 95% guarantee that no one is wearing the bright neon blue shirt you thought would look great in pictures… unless they’re washing their car or cleaning their rifles. I’d also suggest picking materials that will breathe in the summer. The shooters will thank you. Cost: Artwork – $0-300, T-shirts – $1000-3000
Since you’re ordering t-shirts anyway, and you have this cool logo you cooked up, how about having some other stuff for the shooters? Items that seem to go over well and can be reused constantly are empty chamber indicators (ECI), insulated water bottles, coffee cups, and beer mugs. While you’re admiring your match artwork, start working on trophies. A decision will have to be made on how many trophies and for which placements prior to contacting any of the companies who design and build them. Once again it will end up coming down to your budget. Trophies from your local awards shop might be a great place to pick up an award for Salesperson of the Month or Little League Champions, but if exposure for your competition is what you want, those types of trophies just won’t do. We all tend to look at the awards from other events. If you’re not sure who to contact, ask a couple of other match directors where they ordered their trophies. Cost: Extras for swag bag – $250-1500, Trophies – $300-3000.
Lately there have been many conversations on social media about prize table donations. From the match director side it always seems to end up with wanting either cash prize tables or trophy matches. From a competitor standpoint, prize tables are always exciting and something to set a goal towards. Personally, I like prize tables. That’s the reason I’ve ended up volunteering to organize them for TPRC for the last few years. Last year the staff at TPRC contacted over 250 companies and personally hand wrote thank you cards for the 85 companies who contributed items or paid for some part of our match to take place. Be sure to set a schedule to follow up with the companies you’ve contacted. Shooting related companies are hit up by people like yourself quite often for product or discounts for their matches, so you can see how easy it would be to overlook a request or two. After the match is over,be sure to thank all of the companies who participated or contributed. A “thank you” goes a very long way to ensuring that a company will want to participate again in the future. I’ve yet to see a match director fail to request that competitors send thank you’s to the companies represented at their events. Believe me when I say that those companies truly appreciate a quick note in their inbox, a letter, a tag on Facebook or Instagram, a carrier pigeon, smoke signal… whatever. But thank them. Using your media coverage to gain exposure for the sponsors is also an awesome way to give them a bit of a return on their investment in your event.
While you’re setting aside time to reach out to potential sponsors, made sure you’re sending an email here or there to the competitors keeping them updated on the progress of the match. As shooters we all appreciate updates to the round count, locations of close lodging/food, and estimates for when the match will be over for their travel plans. Cost: Time – 24 to 48 hours minimum; Materials – $0-250
What about the other odds and ends? How about items like shot timers ($100 each), steel targets ($1500-7500), backup score sheets ($30 for heavy duty paper), matchbooks ($50-400), pop-ups/easy ups ($50-150 each), materials for props ($500-5000), water for competitors and staff – better to overestimate than underestimate here ($300-600), and food ($2500-6000). This isn’t counting the multitude of spotting scopes you’ll be borrowing from friends, family, neighbors, and sponsors. The hours of time spent designing, shopping for, and building props to challenge competitors in a variety of different courses of fire is also not included. I’ll guarantee there were many weekend work parties that took place for most competitions so the tally of actual hours working is probably in the hundreds by the time the match date rolls around.
Our club also tests every single stage we’re going to feature in TPRC. We do this for two reasons: to decide on the par time for the course of fire and to test the difficulty level of each stage. Everyone likes to hit targets and we all hate to zero stages. For our par times, we average the times between our most and least experienced club members. Our goal is to have the winner score 85% or so of the overall available points. In some years, Mother Nature has decided that hit percentage should be lower or higher. We’ve actually thrown out or redesigned stages because the course of fire ended up being too difficult. After all, we’re shooters first and match staff second. Also, I guarantee if you make a stage “not cleanable” someone will come along and clean it. Make the target sizes generous and the par time doable, and even the best competitors in the world will miss a few targets.
Even with all of the labor that goes into successfully pulling off a national level competition, participating in the planning, organization, and work behind the scenes is the absolute best way to fully appreciate what the match directors are trying to convey. It’s also the best way to gain an appreciation for all the trouble you may have put range officers and/or match directors through in the past as a competitor.