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Overview

This guide tells you exactly what to share with 9Pic so we can create good participant videos without delay. If you follow this page step by step, your video setup will be smooth.

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What You Can Expect From The Video

Your final video usually follows a simple story flow:
  1. Opening moment: Warm-up or pre-start atmosphere
  2. Race action: Start/flag-off and route-based highlights
  3. Participant journey: Personalized timeline using your timing data and category mapping
  4. Closing moment: Finish-line highlight with clean branding and music
This section is the base flow expectation. You can share more creative direction later and we will align the output.

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Capture The Full Participant Journey (Very Important)

To make videos feel complete and emotional, capture photos across the full event journey, not just on-route running shots. Recommended coverage sequence:
  1. Bib collection / bib distribution area
  2. Warm-up zone
  3. Flag-off / start line
  4. On-route running points
  5. Split point areas
  6. Finish line arrival
  7. Medal distribution zone
  8. Post-medal finisher backdrop area (for example, “I am a 5K finisher” / “I am a 10K finisher”)
Bib collection photos often improve storytelling in the final video because they show the event beginning, not only the race middle.
Place photographers at finish line, medal distribution, and finisher backdrop zones. This increases per-participant photo count and gives a true end-to-end event story.

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Read This First (Most Important)

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Step 1: Sync all camera time

Before the event starts, set the same date, timezone, and time on every camera.
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Step 2: Put everything in one Google Drive folder

Create one parent Google Drive folder and upload all files inside it.
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Step 3: Check the checklist, then share one link

Complete the final checklist at the end of this page, then share one Drive link with 9Pic.
Camera time sync is mandatory. If camera time is wrong, videos will be out of order.
See full camera setup in the Camera Configuration Guide.

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How To Share Files (Google Drive)

Create one parent folder in Google Drive. Then create these subfolders inside it:
  1. 01_Participant_CSV
  2. 02_Route_Maps
  3. 03_Video_Clips
  4. 04_Logos_Branding
  5. 05_Music
  6. 06_Optional_Assets
This helps everyone stay organized. If you update any file later, just replace it in the same folder and keep the same link.

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Required Assets

Photo delivery is handled in the regular 9Pic workflow, so you do not need a separate photos folder in this Drive submission.

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1) Participant CSV

Share one participant CSV file. Use these columns.
  • BIB Number (Required): Unique participant identifier used to match photos and results. Example: A205
  • Full Name (Required): Participant name exactly as registered. Example: Riya Sharma
  • Gender (Required): Participant gender category. Example: Female
  • Event Category (Required): Race category for that participant. Example: 5K
  • Start Time of Day (Optional but Recommended): Actual participant start time for better timeline accuracy. Example: 07:12:30
  • Split Distances (Optional): Milestone points where splits are recorded. Example: Split @3KM, Split @5KM
  • Split Times (Optional): Time recorded at each split distance. Example: 00:14:50, 00:25:40
  • Finish Time (Required): Official finish time for participant result. Example: 00:33:05
  • Overall Rank (Optional): Rank among all participants. Example: 128
  • Category Rank (Optional): Rank inside that race category. Example: 35
  • Gender Rank (Optional): Rank inside gender category. Example: 12
Use HH:MM:SS time format for all time fields.
If exact start times are not available, share estimated category flag-off times (example: 5K = 07:00:00, 3K = 08:00:00). Exact timing-provider data is better because participants may start 10-30 minutes apart.

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2) Route Maps

  • Format: PNG or JPG
  • Provide one route map for each category (5K, 10K, 21K, 42K)
  • Mark every kilometer clearly (1K, 2K, 3K, and so on)
  • Share Google Maps route link or custom route map image
  • Keep map clean and readable
  • Do not add extra branding, water-station icons, or non-essential markers
  • Highlight only kilometer markers
If kilometer markings are unavailable, share exact split points from timing data (for example, Split @2.5KM, Split @5KM) with the Google Maps route.

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3) Video Clips

  • Format: MP4 (H.264)
  • Resolution: 1920x1080 (HD) or 3840x2160 (4K)
  • Duration: 5 to 8 seconds per clip
  • Minimum: 3 clips
Share these 3 moments:
  1. Warm-up / pre-flag-off
  2. Race start / flag-off
  3. Finish line
If you have extra clips, upload them too. 9Pic will choose the best ones.
If you do not have event videos, no previous-year videos, or no videographer plan, 9Pic can generate videos using our AI engine. Please share participant T-shirt color and a venue screenshot/photo in advance so we can generate clips in a matching style. Generic clips can also be used when needed. Do not worry if details are incomplete; our team can handle ambiguity.
AI-generated fallback videos are treated as a one-off generation for delivery use. If you want specific edits, style changes, or creative preferences, we strongly recommend you generate/share your preferred videos and we will use them as provided.

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4) Logos and Branding

  • Upload event logo and sponsor logo in this folder.
  • Keep overlays simple.
  • Maximum branding: 1 event logo + 1 sponsor logo.
  • Preferred format: PNG with transparent background.
Too many logos make videos cluttered and hard to watch.

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5) Music

  • Upload royalty-free music tracks only.
  • Minimum track length: 1 minute.
  • Clearly mention which music file is for which video/category.
  • Add a simple mapping note in the same folder, for example:
  • intro_clip.mp4 -> track_01.mp3
  • 5k_highlight_video.mp4 -> track_02.mp3
Do not upload copyrighted or licensed music that you do not have rights to use.

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6) Optional Assets

  • Backup videos from last year’s edition
  • Drone footage (if available)
  • Finisher certificate design (if available)
  • Any extra reference assets you want 9Pic to consider
Backup videos are strongly recommended. Event-day videographer delivery is often delayed.
If last year’s videos are not available, 9Pic can use generic AI-ready visuals. Share participant styling details such as T-shirt color and fit/style.

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Folder-by-Folder Final Checklist

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Required

  1. All cameras have the same date, timezone, and time before event start
  2. Folder 01_Participant_CSV has the participant CSV with required fields
  3. Folder 02_Route_Maps has route maps with clear kilometer markings only
  4. Folder 03_Video_Clips has at least 3 clips (5-8 seconds each, high resolution)
  5. Folder 04_Logos_Branding has only simple branding assets (1 event logo + 1 sponsor logo max)
  6. Folder 05_Music has royalty-free tracks (minimum 1 minute each) with clear video-to-music mapping
  7. One single Google Drive link is shared with all folders
  1. Start Time of Day is included in CSV (or estimated category flag-off time is shared)
  2. Folder 06_Optional_Assets has backup videos from previous edition
  3. Folder 06_Optional_Assets has optional drone footage and finisher certificate

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Next Steps

Camera Setup Guide

Ensure orientation and timestamp metadata are correct

9Pic Certify Guide

Configure regular and personalized certificate workflows