Introduction
Corbin Maynard, the Director of Event Operations for the Louisville Sports Commission, directed a dynamic transformation at the 2024 USA Cycling Cyclocross National Championships. This premier cycling event demanded flawless organization to accommodate participants, teams, and sponsors while managing venue logistics and team interactions. Traditionally, handling these elements created challenges, from juggling last-minute changes in the event layout to navigating team communications and registrations.
Traditionally, handling these elements created challenges, such as navigating last-minute changes in the event layout, managing fragmented communication channels, and dealing with inefficiencies in team registrations and coordination.
With EventHub management software, the Louisville Sports Commission overcame these complexities, streamlining team coordination and enhancing operational efficiency. The integration of EventHub tools enabled Corbin’s team to bring a fresh approach to team management, delivering a seamless and well-organized championship experience for everyone involved.
Overview of Louisville Sports Commission and the Scale of the Cyclocross National Championships
The Louisville Sports Commission is an organization focused on enhancing Louisville’s sports culture by hosting high-profile athletic events and supporting local teams. Known for managing major competitions and enriching the community’s engagement with sports. The organization is crucial in shaping Louisville as a prominent sports destination.
The 2024 USA Cycling Cyclocross National Championships drew top cyclists, teams, and thousands of fans nationwide. The scale and complexity of the championship required precise team coordination, space management, and vendor alignment to deliver a successful event experience. With the stakes high and logistics intricate, the Louisville Sports Commission sought to enhance its management approach, leveraging the EventHub platform to streamline operations and elevate the event’s execution.
Big Races Require Tight Coordination and Teamwork
The USA Cycling Cyclocross National Championships is a premier event in American cycling, bringing together elite riders to compete on a dynamic, obstacle-filled course that combines road, trail, and terrain riding. Cyclocross races test athletes’ endurance and technical skill, with cyclists navigating muddy paths, steep hills, and even dismount sections where they carry their bikes over barriers. Hosting an event with that many critical moving parts demands careful planning, layout precision, and robust communication to accommodate the specific needs of teams, sponsors, and attendees.
In the past, the Louisville Sports Commission faced logistical challenges, including team placement issues, communication bottlenecks, and layout adjustments on short notice. Team tents often needed rearrangement close to the event date due to space constraints, which disrupted pre-planned setups.
These challenges highlighted the need for a more efficient system to manage layout adjustments, team communication, and ensure a seamless experience —ultimately leading the Louisville Sports Commission to adopt EventHub management software.
EventHub Unites the Team for Seamless Event Management
Recognizing the need for streamlined event management, the Louisville Sports Commission implemented EventHub management software ahead of the 2024 Cyclocross National Championships. The event’s Director Corbin Maynard shared, “Last year was our first year using EventHub, and it was phenomenal. The teams loved it because we could display a map for them, showing the facility’s layout.”
With EventHub, they aimed to tackle the challenges of team organization, communication, and layout adjustments, introducing a new level of efficiency and transparency to the event.
EventHub Interactive features allowed the Louisville Sports Commission to create a cohesive event experience. The team quickly utilized EventHub mapping tools to allocate spaces, plan layouts, and visually manage team placements. The platform’s suite of tools also enabled seamless digital registration, replacing paper-heavy processes with easy-to-manage online registration and e-signatures for agreements.
Most importantly, the EventHub integrated communication suite transformed how the team connected with participants. Instead of relying on email threads, the Commission could reach teams instantly through group messages, delivering timely updates and resolving questions on the go. The onboarding process was smooth, with the Commission’s team quickly adapting to the platform’s design, setting the stage for a more organized and interactive event experience.
The Tools Louisville Sports Commission Needed
Interactive Map and Layout
EventHub Interactive mapping feature proved invaluable, helping teams visualize their assigned spaces. “The accessibility for them to get on there and say, ‘Hey, oh my gosh, our team is right next to this team,’ it was great. It was easy,” Corbin Maynard noted. This visual tool not only improved logistics but also received positive feedback from teams, enhancing their overall experience. For example, there was a need to move a row of tents closer to the event area to resolve spacing issues. With EventHub, they could quickly and easily adjust team placements, avoiding conflicts between teams that didn’t get along while ensuring that friendly teams were placed next to one another.
Corbin Maynard emphasized the importance of the visual layout: “Seeing a map laid out actually at the venue… gives you an understanding of how far I am from, from what access point I’m looking.”
Communication Suite
The shift to the EventHub integrated communication suite helped the Commission stay in touch with participating teams. Previously, the Commission relied heavily on individual emails for updates, often leading to delayed responses. EventHub messaging system, however, introduced a streamlined approach, allowing group messages that reached all teams with event updates, reminders, and quick responses to questions. “I love the ability to send one message to everybody, and it’s quick and easy,” Corbin Maynard shared.
The real-time communication setup improved the response time and clarity for teams, helping them easily manage any last-minute changes. Teams appreciated the transparency and efficiency of this system, as all information arrived in one place, reducing confusion and missed communications.
Registration and E-Signatures
EventHub also facilitated team registrations and agreements through e-signatures, allowing for a more organized and clear understanding of team space allocations. This feature reduced confusion and improved the overall registration process. Corbin Maynard noted the ease of paperwork, mentioning, “We had one document that said that you agree to… determine how many wristbands you received.”
Outcomes and Benefits
The positive feedback from teams about their experience with EventHub was great. There was a marked improvement in team interactions and overall satisfaction with the event setup. Corbin Maynard said, “My process in using EventHub was 10 times easier than writing it down, tracking it on paper and an Excel sheet.” EventHub eliminated manual tracking, allowing smoother operations and less stress throughout the planning and execution stages.
The Louisville Sports Commission also noted the added advantage of enhanced communication with sponsors and vendors through EventHub, facilitating better sponsor placements and heightened brand exposure. The organized vendor setup and effective communication channels improved the experience for sponsors and vendors alike, ultimately driving greater revenue potential for the event.
Future Plans
The Louisville Sports Commission plans to expand its use of EventHub to leverage additional features in logistics management, document handling, and sponsorship sourcing. The potential for maximizing efficiencies in these areas aligns well with the Commission’s goals for future events, including continued collaboration with USA Cycling to bring the best possible experience to participants and spectators.
Conclusion
In summary, the success of the 2024 USA Cycling Cyclocross National Championships underscored the vital role that EventHub played in transforming team management and event operations.
To learn more about how EventHub can transform event management for large and small events alike, reach out to schedule a demo and learn how its features can support your event needs.
Feature Customer
Corbin Maynard, Director of Event Operations, Louisville Sports Commission.
