"Thanks for your help, but we're going with someone else..."

That, and other variations of it.

Suggest just thank them, "That's fine. I'll just send an invoice for the work I have done on the course up to this point."

I ask them for a map of their course(s), so I can give them an accurate estimate for my measurement. If they ask me for suggestions/input for the course, I ask them (in an email, so their response is in writing) if I will be measuring their course.

If they say that I will be measuring their course, I make some suggestions, if needed. If they don't commit, I let them know that I will help with course suggestions once they commit to using my services. I never do draft maps without an email telling me I am measuring their course.

Good luck!

Short of the e-mail commitment Duane mentions that's pretty much my M.O. I never thought I'd have to work in such a guarded manner with race directors.

Thanks for responding, guys!

I've learned a couple of things about (some, not all) race directors. 1-Their cheap and don't want to part with the $$$, and 2-They really don't care that much about the accuracy of their course.

In 30-yr we've had one race director stiff us (Stamford Marathon); maybe it's the name. I use Google earth for race director option maps and mark them up with text extensively. At least they can't use the map. Since there so few measurers here in Connecticut, we have not lost jobs after providing pricing.

Guido bro,

That's a helluva good record! I've been stiffed a few times, not a good feeling, but I try to move on and give the next RD a chance to be a good person. Most are, I think.

Personally I don't like contract formalities, I would rather work based on mutual trust. It may have cost me some nickels over the years but I'm happier this way.

I think it helps me to remember that I'm really doing this for the runners, and the RD is an intermediary. Also some RD's need a little education-- they may have been told they need to certify the course but they don't necessarily understand why it's important. It's helpful sometimes to give them strokes for making the decision to certify, and mention some of the reasons that runners will appreciate it. (Unless of course you are dealing with someone who "knows everything"!)

I have a race director who likes to tag along while I measure. He makes fun of me when I stop and get off the bike to go around a car or some other object. He thinks it's silly that I do that. But like you said, I do it for the runners and I simply ignore the guy.

Michael, in the corporate world, my proposed solution would be called "collusion". In the micro world of course measurement, who would care that measurers in a particular region get together and verbally agree to certain minimum fees? I don't see the SEC taking notice of our 3 or 4-figure fees when Wall Street and Fortune 100 companies are making an industry in shady practices and tax evasion. In my neck of the woods, the major measurers got together a few years ago and compared notes and then agreed on nominal minimums. We all feel this protects us from the sort of thing you have encountered. No one is bound by these rates in any way. It is just an honor system. But it works.

Whenever I get an email from someone who is shopping for the cheapest rate for a certification, I always forward the message to my friends in the region so we can all be aware. It works. You may not always be the guy who gets the business in this scenario. But at least you know you are not being undercut by someone. Usually, you get the work if you were the first one contacted.

Another factor to consider is the quality of your product. I find that my clients to a person all prefer the 4-color electronically-drawn maps I provide them. I always send a couple of map samples with my proposals. I would say conservatively that my conversion rate from first inquirers to satisfied customers is north of 99% over the last 4 years.

Another technique that I employ is asking them to clarify details of their route for me on my first response. I take their MapMyRun or turn-by-turn directions or whatever they give me, and I go do a quick GMaps interpretation of their course and send it to them for "confirmation". I usually add a question about whether they need a contiguous Start-Finish, and a comment that I will probably need a little more real estate to get to the accurate distance. I attach my agreement and ask them to send me the 50% deposit I require.

Not to brag or complain - but so far, this works EVERY TIME.

Best wishes and good luck.

Of course, it helps to have a name like 'Guido Bros' if you want to be sure you get paid.
Jes' sayin'.