KidSpirit 5K Manual

5K Operations ManualKidSpirit Races Benefiting Girls on the Run Willamette Valley

Oregon State University1/26/2009

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5K Operations Manual

Table of ContentsSection 1: Event Overview..............................................................................................................3-7

Keys to a Well Managed Event.............................................................3Goals.....................................................................................................3Timeline................................................................................................4Committee Descriptions.......................................................................5Committee Flow Chart..........................................................................7Feasiblity Report..................................................................................7

Section 2: Meetings & Communication............................................................................................7Section 3: Event Director................................................................................................................8-9Section 4: Marketing and Public Relations.................................................................................9-15

Sponsor.................................................................................................9Awards & Raffles.................................................................................11Marketing...........................................................................................13

Section 5: Facilities, Risk Management & Equipment............................................................15-21Facility & Race Mechanics.................................................................15Risk Management & Safety................................................................19Evaluation...........................................................................................21

Section 6: Food, Decorations, & Entertainment.......................................................................21-23Refreshments......................................................................................21Fanfare...............................................................................................22

Section 7: Finance, Budget Volunteer & Registration.............................................................23-30Registration........................................................................................25Volunteer............................................................................................25Communications.................................................................................27Set-up & Clean-up..............................................................................27Finance & Budget...............................................................................28

Section 8: Event Operations.......................................................................................................30-31Section 9: Post Event Evaluations..............................................................................................32-33Section 10: Appendix...................................................................................................................33-41................................................................................................................................................................

GIRLS ON THE RUN Willamette Valley (GOTR)

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Girls on the Run is an international prevention program dedicated to helping girls in grades 3-5, become aware of the “girl box.” The girl box is a place girls go around middle school where they turn in on themselves and morph into what they think others want them to be instead of who they truly are. We use experiential learning programs, which combine training for a 5K race/walk event with curricula designed to promote positive choices for a lifetime of self-respect and healthy living.

The season ends with celebratory 5K event, in which the girls participate with their team, coaches, and community. Girls who participate will have the opportunity to be paired with an adult running buddy to run/walk with during the mid season practice 5K and final 5K event. All levels of walkers and runners from any school are welcome to attend.

Due to the success of Girls on the Run, its sister program, Girls on Track was started for 6-8th graders. The structure of the program is the same; however, the character-building, fun curriculum is designed to encompass middle school experiences. Both curricula are designed so that girls can participate in consecutive seasons.

GOTR Goals Have a stronger sense of identity Learn the advantages of a peer support group Learn to stand up for herself in a healthy manner Have an improved body image Understand her place in her community Complete a 5K run/walk event

KidSpirit Youth ProgramsKidSpirit links knowledge from the University to community youth in an environment that creates service and learning opportunities for students. KidSpirit started in the 1940’s with swimming lessons for boys. In the1970’s KidSpirit allowed girls classes such as gymnastics. Now we have classes for girls and boys ranging from archery to gymnastics and rock climbing.

Health, physical activity and creative arts curriculum created and implemented by KidSpirit student staff impact the skills, lifestyle and social development of children of all ages and abilities. Activities focus on instruction and skill-building, increasing confidence and self-esteem, and fostering personal talents while creating friendships in a safe and positive environment.

Terminology GOTR: Stands for Girls on the Run

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GOT: Stands for Girls on the Track Running Buddy: During races Running Buddies run with girls on the run

participants so the girls aren’t on their own running and to give the girls encouragemenA male or female who is matched one-on-one with a GOTR or GOT participant to accompany, encourage and serve as her mentor at the 5K race.t.

5K: 3.11 Miles 1K: .62 Miles Brain: OSU database locatedServer onat KidSpirit’s computers to access all

race our documents Risk Management: the technique or profession of assessing, minimizing, and

preventing accidental loss to a business, as through the use of insurance, safety measures, etc.

assessing, minimizing, and preventing accidental loss, taking safety measures so nothing goes wrong.

The Cage: The equipment issue room located in the basement of Langton Hall and facilitated by Larry Taylor.

The Women’s Building Cage: The equipment issue room located in the basement of the Women’s Building and facilitated by Cody Carson.This is where you find the equipment room in Langton Hall or the Women’s Building. Larry Taylor is in Langdon and Cody Carson is in the Women’s Building.

Girls on the Run National Sponsors:

These are the national sponsors for all Girls on the Run racesThe following are national sponsors for Girls on the Run. Their logos need tomust be on all Girls on the Run information marketing/printed materials that the public will s; including banners, flyers, posters, t-shirts, etc. ee. The logos are on a CD that Karen Swanger has in her office.A marketing disc with the logos can be attained from the GOTR director.

Frosted FlacksKellogg’s Frosted Flakes Secret New Balance Horizon Fitness Goody Products, Inc.

KidSpirit Relationship with GOTR:Girls on the run is a college outreach council program that is ran through KidSpirit

and shares resources. Girls on the Run Willamette Valley is an affiliate of KidSpirit Youth Programs. Both share resources and an office in Langton Hall, OSU.

Race OverviewNew Balance GOTR 5KDate: June 6, 2009Time: 9:00am

Registration Open: 8:00amLocation: Willamette Park: Corvallis, OR Running with Hat-titude

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Date: August 22, 2009Time: 10:00Registration Open: 9:00amLocation: On Campus, Reser StadiumWillamette Park: Corvallis, OR

Beaver Fun RunDate: December 2009Time: 10:00Registration Open: 9:00am

Location: On Campus, Reser Stadium: OSU, Corvallis, OR

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New Balance GOTR 5K All Race Costs:$15 Early Registration with T-shirt$10 Early Registration without T-shirt$12 Late Registration without T-shirt$20 Day of Registration

Race Proceed:All proceeds go to help KidSpirit so they can keep providing activities to kids.

support GOTR and its scholarship fund

The Courses:5K (3.1 miles) and a 1K (.625) walk/run

Beaver Fun Run: Reser Stadium New Balance GOTR 5K: Willamette Park Running with Hat-titude: Willamette Park

Hat-titude 5K starts at Reser Stadium and end on the field at Reser Stadium Beaver Fun Run starts at Reser Stadium and ends on the field at Reser Stadium

Race Regulations: No race stroller on the run course. Strollers welcome on the walk course only. No pets allowed on either course. Not responsible for belongings.KidSpirit/GOTR will not be held liable for any lost,

stolen or damaged belongings. Park in designated public parking only.

Awards:Prize Divisions:Divisions for prizes: Over All AgesUnder 10 & under Ages 10-14 Ages 15-19 Ages 20-29

Ages 30-39 Ages 40-49 Ages 50-59 Ages 60-69 Ages 70 and over

You don’t need to do all these divisions if you can’t find prizes.* These are the suggested division, if enough prizes are available

Top male and female finishers get medals 1st place winners males and females in each age division except the under 10 division ??

get what? 2nd and 3rd place winners, males and females in each age division except the under 10

division ??? get awards? Everyone who participates in the under 10 division get what? Medals?

Door Prizes: All walkers and runners are eligible for door prizes Must be present to win

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Raffle: One ticket will be gGiven to everyone who registers & attends the race

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Section 1: Event Overview

MISSION STATEMENT

Support the participants of Girls on the Run and their accomplishments through each season. To put on an event that celebrates what the participants have worked for. To produce a 5K race that all participants enjoy being involved in.

OBJECTIVES OF THE EVENT

To promote the GOTR Willamette e Valley throughout the Corvallis and surroundingto the community members of Benton County and surrounding areas. communities.

To raise money to support the Ggirls on the Rrun Willamette Valley program through donations, sponsorships and participant registrationss in the community.

To help the GOTR participants celebrate their achievements and recognize their efforts publicly.

For volunteers to have a meaningful experience and be inclined to volunteer again

GOALS

To raise $10,000 in monetary and prize donations and registration fees per race to help support and further the development of the GOTR Willamette Valley council. .

To help the GOTR participants celebrate their achievements and recognize their efforts publicly.

COMMITTEE FLOW CHART

The best way to tackle all tasks that need to be completed for a successful event is to separate people into different groups and then assign tasks to people. In the event organizational chart, it is easy to see who is in charge and if there are any questions, it is easy to see who to talk to. It is a good idea to fill out the names and the contact information of the people in the different groups to make it easier to find the correct person to talk to.

Finance, Budget, Volunteer & Registration

PermitsSafety

Equipment

Timing System

Event Operations

Signage

Raffle

Contact Vendors

Food, Decorations, & Entertainment

Risk Management Plan

Course Development

First-Aid

Facilities, Risk Management &

Equipment

Marketing and Public Relations

Event Director

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COMMITTEE DESCRIPTIONS

Recruit a Responsible Race Committee One of the biggest keys to a successful race is your ability to develop a responsible race

committee that is dedicated, well connected within the community and will not let you down. Your race committee should function as business partners. Communication, teamwork and trust are essential keys to the working relationship

Committee directors will either work together or decide who is best suited to handle crossover tasks. Keeping your total number of committee members to a reasonable size will help with communication, agreements and participation in race meetings. We suggest a team of six committee members.

Each of these directors will recruit committee members from among those who volunteer directly to you or from among their own contacts. Each will be responsible for reporting at race committee meetings and maintaining records of all their work which they will turn into you after the post race debrief. With luck, each will return to help year after year.

Event Director is the leader of the team. This person must be well organized and confident in overseeing the big picture.

Marketing and Public Relations:Sponsor Director is responsible for obtaining the race sponsorship sales and making sure that, once sponsorships are sold, the sponsoring company gets everything they are entitled to as outlined in the sponsorship agreement.

Awards and Raffles Director is in charge of keeping track of what awards we have received from sponsors and donators.

Marketing Director is responsible for promoting the race via television, radio and print. This person should also understand the benefits of public relations and grass-roots marketing techniques including word-of-mouth publicity and personal advertising.

Facilities, Risk Management and Equipment:Facility & Race Mechanics Director overseas all aspects of the course measuring, signs, placement, and course monitors, etc. They are also responsible for the overall safety of the event, especially the course.

Risk Management/Safety Director is responsible for making a risk evaluation and making sure there are safety precautions taken care of.

Evaluation Director is responsible for creating evaluations for participants, volunteers and staff to gain constructive feedback that is relevant to the event. The information from these evaluations will help to improve more on future races.

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Food, Decorations and Entertainment:Refreshments Director is responsible for obtaining refreshments for the day of the event. They are also responsible for connecting with Race Mechanics and Fanfare Directors for placement of refreshment stations for participants, supporters, volunteers, staff, and “vendors.”

Fanfare Director is responsible for the overall experience of the event registration area. Layout and setup, decorations, music, general/community related information (vendors, health promotion, etc), sponsor tables.

Finance, Budget, Volunteer and Registration:Registration Director is responsible for all aspects on registration and race packets. This means finding the most efficient way of tracking the amount of participants attending the event.

Volunteer Director is responsible for recruiting all the volunteers needed for the event. You also create job descriptions for all volunteer positions and assign them spots throughout the course. The day of the event, you will check-in volunteers and give them their positions, and help organize all volunteers that day.

Recruitment Director is responsible for getting participants to the event.

Running Buddies Director is in charge of getting running buddies for the kids, having the buddies fill out the buddy information organizing having thank you letters for both the buddies and kids.

Finance and Budget Director is in charge of keeping track all the money coming and going.

Event Operations:Event Operations Director makes sure we have all necessary permits to hold the event as well as getting the timing system and the safety equipment.

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Section 2: Meetings and Communication

OVERALLMake sure you go to all the meetings when able so you don’t miss out on important

information. Your director isn’t going to search out each individual person that didn’t attend the meeting to explain to them what was discussed.

Section 3: Race Director

JOB DESCRIPTIONIn charge of making sure all committees understand what they are doing. Make yourself

available for questions and any help that a committee member might need.

VENUES Willamette ParkOSU CampusAvery ParkOn OSU Campus to Off Campus and Back

Types of Courses:Standard Loop - They are one giant loop, often sharing the same road for the start and the finish. Point to Point – A point to point is a simple course starting at one point and ending at another point. However, this course can be difficult to manage. Often the race will have to provide transportation to or from the start line. Multiple Looping – A multiple looping course runs around the same loop 2 to 3 times to equal 3.1 miles. This is the most cost effective and easiest course to manage. It will decrease the number of police and volunteers needed and increase spectator support. It gives spectators a chance to see their family members pass by more times, you can think of theme-related lap markers (we handed out different colored mardi gras type beads for each lap) and it reassures first time racers that they can always stop after the first or second lap if they need to. Out and Back – An Out and Back course is straight out and straight back on the same road. This is also an easy course to manage and will decrease the number of police and volunteers needed.

FEASIBILITY REPORT

To begin planning the event, a feasibility report should be conducted as soon as possible. The purpose of the feasibility report is to gather data and information to determine the best date to hold the event. Information included in the report focuses on the weather, other events that could cause competition for attendance, the target population, attitudes towards the event, facilities and services available, community support, community reputation and possible sponsorships.

Most of the time this section will already be done but if you don’t have a date yet this is how to put it together. Start by opening the feasibility master report it is located on the Brain > Programs > Youth Running Programs > Feasibility. To complete the feasibility report you just need to fill out the weather section, competition, and locations for your event.

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TIMELINEThe event timeline is a schedule that shows when tasks need to be completed. Break it up

into each committee and then write the subtasks underneath. The timeline should be broken up into time increments that are feasible for your event deadline (ex: 3 month, 1 month, 1 week and 1 day). After each time period is up, committees should all meet and check back in with each other. This way, each group is kept up to speed on what has been accomplished and check-ins becomes a mechanism for addressing accountability as well as enabling timeline modifications.

TIME LINE

Event Director

Task: Who: Date Due: Done?

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Example Timeline:3 Months Out

Marketing and Public RelationsCreate registration flyers and start distributionCreate press releaseCreate t-shirt designs

Facilities, Risk Management & EquipmentScout and reserve venueFigure out communications system

Food, Decorations, & EntertainmentContact possible food sponsorsContact sponsors about raffle prizes

Finance, Budget, Volunteer & RegistrationDevelop a budget

Event OperationsObtain permits from university and city for raceDecide on race routes

1 Month OutMarketing and Public Relations

Send out press releasesSend t-shirt design to printersDecide on awardsGet awards

Facilities, Risk Management & EquipmentReserve equipment such as tables and chairsLocate radios to use on event day

Food, Decorations, & EntertainmentConfirm food sponsorsGet a list of signs from all groupsFill out sound permit

Finance, Budget, Volunteer & RegistrationCreate a registration process planBegin tracking all donations and expenses as they come inRecruit volunteers

Event Operations: Get timing system, Confirm the race route, look for a timing system, Begin training event staff

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Feasibility Report (If needed) Director

Obtain venue permit Director/AssistantConfirm Venue Reservation Director/Assistant

Create Timeline Director/AssistantCommittee Job Description and subcommittees Director/AssistantCommittee Packets Director/Assistant

Committee task sheet Director/Assistant

Volunteer Job Description Director/AssistantCreate event Set up map Director/Assistant

SUPPLIES & EQUIPMENTInclude the following on your clipboard:

Race Day Timeline Important Phone Numbers Copy of Map of the Courses with Course Monitors Copy of MC Script List of Equipment Needs List of Volunteers (names and duties)

PRE-EVENT EVENT DAY

POST-EVENT

Section 4: Marketing and Public Relations

Sponsorship

JOB DESCRIPTION

Sponsorship subcommittee: Is responsible for obtaining most of the race sponsorship sales and making sure that, once sponsorships are sold, the sponsoring company gets everything they are entitled to as outlined in the sponsorship agreement. The person should be well connected within the business community, have sales skills and thorough knowledge of CARDV (Center Against Rap and Violence) and mission. This committee needs to stay in close contact with Marketing/Publicity and the Development officer.

Responsibilities include: Obtains and distribute door prizes, raffle prizes and team prizes. Assists the M.C. day-of-race, with raffle, team and door prizes. Works with the Family Fanfare chair on obtaining food items and vendors Thank you letters to sponsors Managing sponsorship sales

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Customizing the sponsorship package Serving as sole contact for sponsors – before, during and after the race Managing billing and receipt of sponsorship money and in-kind payments Performing post race follow-up

Prepare a Sponsorship Proposal A comprehensive sample Sponsorship Proposal is included on the compact disk which

accompanies this Race Manual. You will want to tailor the proposal to fit your race. The Sponsorship Director will be responsible for managing this document. Listed below are the keys to a quality Sponsorship Proposal. This topic is addressed in more detail in the Sample Proposal. Keep it Simple – Your most likely sponsors will be local business owners who are unlikely to be contract experts. Provide them with information on the national program, your local council and the marketing value your sponsors will receive. Services Provided - Determine the services that you can and cannot provide to your potential sponsors. Do not commit to anything you are not prepared to provide. Sponsorship Level Values - Make sure the cash or in-kind values of each sponsorship level matches the services provided. Professionally Printed – Have your proposal professionally color printed if possible. Your proposal is an impression of how well the race is organized. Creativity – Be creative when tailoring your proposal. Add local program pictures, graphics or change sponsorship level names.

TIMELINE

Sponsorship Committee

Task: Who: Due Date: Done?Who's working on each task

Complete Sponsorship Package Sponsorship Create list of all sponsors Sponsorship

Gather all sponsor logos Sponsorship

Submit Risk Management issues pertaining to your group Sponsorship

Assess values of ALL donations to finance committee Sponsorship

Submit volunteer evaluation questions Sponsorship

Submit participant evaluation questions Sponsorship Give final list of prize/ raffle/ auction items to give to Awards Committee Sponsorship

Check to see if you have all your equipment/ supplies together Sponsorship

Send out thank you cards for sponsors Sponsorship

Give budget information to Budget committee Sponsorship

PRE-EVENT

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EVENT DAY Help event by being a volunteer.

POST-EVENTSend out the thank you card to all the sponsors and donors.

Awards

JOB DESCRIPTIONIn charge of keeping track of what awards we have received from sponsors and donations.

You need to relay all awards and raffles to Fanfare Committee before event day.

TIMELINE

Awards Committee


Create final list of prize/ raffle/ auction items Awards

PRE-EVENTWork with the fanfare committee so they have all the awards information and prizes to hand

out the prizes.

EVENT DAY Awards area functioning:

o tables/chairs o podium/announcing stand o PA system o awards display area, with awards arranged in order of distribution o results posting board/area

Race Finish -There is no other feeling in the world like finishing a tough race. The last one hundred yards will often determine whether or not participants sign up for next year’s race. A great finish line can take a tired and beaten participant and transform her into an Olympic Gold Medalist, at least for a short while. Professional race organizers like Ironman USA and Elite Racing, spend thousands of dollars on finish chutes, archways, banners, supersonic sound systems, fireworks, and professional emcees to bring the racers home. They do a great job of getting the spectators and volunteers involved and creating a feverish cheer of support, all the way down to the final finisher. For most participants, it is the only thing about the actual race they will remember, so make it special. Build a glorious finish line chute, archway and play fun music. Have volunteers directing finishers back to the cheering sections or to the post-race celebration area. Have a charismatic or celebrity emcee armed with a devilish with who can

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create a fun atmosphere and you will see nothing but huge finishing grins! Make sure to provide your emcee with a list of your sponsors to thank periodically throughout the entire event.

Awards - The Event Director should start the awards celebration just before or soon after the final finisher. If you wait too long, people will start to leave. The Event Director should start by thanking all the finishers, volunteers and sponsors, then move directly into the awards. Do not drag out the awards.

POST-EVENTInventory any leftover awards

RESULTS

Data Entry: This person will be entering in scores and preparing awards and prizes.

Results area functioning: o isolated area close to finish line o tables/chairs o electric power hook-up o typewriters, word processor and printer o copying machine o telephone/fax o pre-printed awards/results sheets

Awards AreaIf you want to have a specific area for Awards some items that may be needed would include Balloons, PA system and a table to place awards on.

Marketing and Publicity

JOB DESCRIPTIONMarketing and publicity is responsible for securing the tools necessary to market the race.

This person should understand how to promote the race via television, radio and print. She or he should also understand the benefits of public relations. Responsibilities include:

All marketing and publicity which includes; website, press releases, newspaper and/or radio ads, flyers, registration brochures, posters, sponsorship posters, Thank you ads etc.

Provides updates for the website. Make sure nothing goes to print without appropriate approval. Acts as a liaison with designer for all publication, marketing and t-shirt design materials. Works closely with Sponsorship subcommittee on final list of sponsors to designer. Coordinates printing and distribution of all marketing materials.

Television – Television advertisement is very expensive. Try to sell a sponsorship to a local affiliate in return for ten second spots or short announcements. Contact the local news and see if they will air a short piece on the program or highlight an individual’s effort in the program. Be

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creative in your approach. For instance, if there is a “health desk reporter,” contact her with facts about girls and health. Or try the community outreach reporter, the sports reporter, or even the business reporter (“Business helping the community” angle). Radio – Radio, like TV, is very expensive. Try to sell a sponsorship to a local station in return for advertisement slots and a music van or live coverage at the race. Most radio stations are familiar with handling sponsorship requests and will have a marketing liaison for you to work with. Advertisements – Local newspapers, sports and running journal advertisements can be an effective marketing tool. Some papers will run your advertisement for free if they have unsold space to fill or as an in-kind sponsor. If you chose to purchase the advertisement, negotiate the cost, size and location. Print ready logos appear on the compact disk accompanying this booklet. Brochures, Posters and Flyers – Blanketing your community with brochures, posters and flyers is one of the best and most effective race marketing techniques. Have a strategy meeting with your committee and map out a plan to cover the area from which you hope to draw registrants. Don’t forget the suburbs and nearby communities and colleges. Focus on the locations runners and possible participants frequent, including running stores, gyms, parks, bagel shops, health food stores, coffee shops, kids’ stores, schools, recreation centers, after school programs, community centers, etc. Contact other race directors and share the opportunity to stuff brochures in each other’s race packets. Bulk Mailing - See if you can get a local mailing list from other races or running clubs. You can hire a mailing service or do this yourself. Research bulk mailing rates to save money. Your race brochures are designed for this type of marketing. Other Races in Your Area – Research other local races and, in addition to stuffing your brochure in their race bags, see if they will let you set up a table at their race to distribute your brochures and solicit volunteers. Many runners may routinely toss the paper materials in their race packets, but your actual presence (especially if you have a nice display board about your program and maybe a banner) will heighten awareness of your race with the running community. Registration Tables – If you are in a city with a downtown area, or if there is an area of your community where many people congregate, consider setting up a table in a heavily trafficked area during peak traffic times (lunch? Saturday morning?) to hand out brochures, accept registrations, and generally raise awareness about your race. Again, a good display board and banner, or other eye catching materials will help in your cause. E-mail – E-mail blasts and e-mail distribution lists are an excellent and FREE way to send out your race information. Ask your sponsors, local running clubs and local companies if they will send out your race information to their distribution lists with a link to your online registration or web site. Send a race information e-mail to all your coaches and friends and ask them to forward it to their personal lists. If you include a request for email addresses on your brochures, and if your Registration Director is diligent about creating a group email with these addresses, you can send out weekly updates for all those who have registered. Web Links – See if you can add a web link or online registration link to other companies, races and club web sites. A lot of community web services and sites will do this for free and let you post all your race information. Signs – Create signs to hang along busy intersections or running paths with registration information. Don’t hesitate to use coaches, program participants and any other supporters. Ask them to post signs in their yards, at their businesses, or anywhere they have permission to do so.

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Keep your signs simple. Use the race logo. Give the date. Then, reference the online registration web address, or if you are not using online registration give a phone number. If you design these signs well, you can use them again and again by simply covering the date with a new date with Velcro on the back which the sign company can produce for you. Invitations – Personally invite running groups and clubs, sponsors and companies to participate. Ask if you can speak about your race at their next meeting. Speaking at a meeting is also a great source for volunteers. If you are having a “women’s only” race, target women’s groups and clubs. Word of Mouth – This grass-roots marketing strategy is FREE and has passed the test of time. Tell everybody you know to tell everybody they know, to tell everybody they know that you’re having a race and how to register! Remind everyone on your race committee every time you meet to tell 10 new people every day about the race.

LogoKidSpirit holds many races where you need to use specific logos for advertising. There are

multiple colors for each logo so you can choose whichever one you would like to advertise. All of the logos are on a CD that Karen has in her office.

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TIMELINE

New Balance GOTR 5K

Task: Who: Due Date: Done?Who's doing each task

Front of T-shirt Design (Just Logo) Marketing

Create Race Poster Marketing

Create Registration Flyer Marketing

Send poster and flyer to printers Marketing

Create Thank-you Card Template Marketing

Submit Risk Management issues pertaining to your group to risk management committee MarketingPress Release (keep sending out until race) Marketing

Gazette Times Marketing

Barometer Marketing

Distribute Flyers All Over Town Marketing

Let PAC Instructors know Marketing

Email past participants Marketing

Back of T-shirt design MarketingSubmit volunteer evaluation questions to evaluation committee Marketing

Submit participant evaluation questions to evaluation committee MarketingPlace t-shirt pre-order with artwork and general count MarketingCheck to see if you have all your equipment/ supplies together Marketing

Place T-Shirt Quantity Order Marketing

Thank you cards mailed MarketingSubmit budget information to budget committee Marketing

PRE-EVENT EVENT DAY

T-shirts/other give-away items obtainedSponsors Check in and Setup -The Sponsorship Director will meet the sponsors at the race site and direct them to their booth for set-up. T-shirts are provided to all sponsor representatives to wear during the event. The Sponsorship Director will be the liaison for all the sponsors’ needs. Make sure the higher level sponsorships get the most visible and accessible booth spaces. Booth space around the food will usually get more traffic. Always ask if the sponsor needs assistance while setting up or distributing product or information. You may want to assign a volunteer to the sponsors to whom you want to give special treatment.

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Vendors Check in and Setup -Make sure all the vendors, such as race management, ice and portable toilet companies, know where and what time to arrive. Prior to race day, vendors should have established contacts and contact information, in case they have any trouble.

POST-EVENT

Press release with results Post race stories/photo's to press Post race mailing to participants Thank you’s to sponsors, volunteers, contributors, municipalities, facility

owners

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Section 5: Facilities, Risk Management and Equipment

Race Mechanics

JOB DESCRIPTION

Race Mechanics: in charge of everything directly associated with the race portion of the event. Responsibilities include:

Design and oversee race course Start and finish line banners and archways Obtain race equipment: signage, cones, stage, chutes, mile markers, bullhorn,

etc. Oversee water stops: water, table, cups Start and close the race

Once you have found your venue, you can decide where the start and finish lines will be. Coordinate with the event operations committee to decide where the food table, volunteer table, first aid tables, and registration tables will be set up.

Team job description Work with other groups to coordinate necessary functions at event Provide detailed course map for race Obtain and coordinate a timing system for the race Coordinate with Event Operations Committee to create a site map if needed

that shows where all tables, tents, chairs, etc. will be located Train event staff Confirm use of supplies and buildings Obtain permit for course Get cones, jackets, and stop signs Fill water jugs the morning of race Set up: Course, audio, finish line, balloons, taping cords down, tables and tent

Greet participants Manage Water Stations Clean Up

Well Known/Central Location – Choose a site that is well known in your community and centrally located. Make sure you have detailed directions to the site listed on your web site, brochures, posters and flyers. Detailed directions will help your participants to arrive on time, which in turn, will help with the race day registration process and getting the race started on time.

Indoor Back-up Plan/Facility – If possible, choose a site that has an indoor facility or large covered area. Participants will not show up or hang around for the post-race activities in bad weather. Renting a tent is an option, but is very expensive. Explain the rain back-up plan on your web site, brochures, posters and flyers.

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Race Course – Your race site will often determine your race course. Parking – Make sure there is ample parking close to the event site. Parking is a

participant’s first and last impression of the race. List the available parking on your web site, brochures, posters and flyers. Consider putting up directional signs and “reserved” parking signs on race day.

Bathrooms – Make sure you have ample bathroom facilities. This will help in getting everybody to the start line on time. The rule of thumb is that you have one bathroom per one hundred participants. You may want to rent portable bathrooms. NOTE: Make sure your bathroom facilities comply with local and federal law for handicapped participants.

Storage -Having secured storage space near the race site is a huge plus. This will save you hours in set-up time and having to haul food, beverage and equipment to you race site on race day. If you do not have race site storage, make sure you have plenty of time to get everything you need to the site.

Seating – Make sure you have ample seating for elderly spectators and tired participants. Keep in mind your plans for the finish line celebration.

Large Pre-race and Post-race Gathering Area – It is important to keep all your race participants in one area – for logistical purposes and for the festive atmosphere. This is the area where all your sponsors will set-up.

Sponsors will want to be surrounded by your race participants so they can advertise their services or distribute sample products. Post-race food and beverages will be in this area. Keeping your participants in one area will help in communicating with them and in building pre and post-race excitement.

Trash Cans – Make sure you have plenty of trash cans and recycling bins. This will save you clean-up time. Check on any municipal requirements for trash pickup after the race.

Electricity – Make sure you have access to electricity in your pre and post-race gathering area. Do not assume the electricity is turned on if there are outlets; check it out. Make sure you have the right outlets for the equipment you will be using. You will need electricity for music, public address system, lights, etc.

Course Monitors/Crossing Guards: The number of course monitors/Crossing guards will depend on the location and size of the course. The course monitors should be placed at difficult areas of the course

Course Monitors: Monitors will be assigned a specific part of the course and will monitor this area for any emergencies and to help racers stay on course. The monitors could be on bikes or stationed in one spot.

Crossing Guards: Depending on the course you may need to have people volunteers stopping traffic throughout the course.

Water station monitors: Water monitors will hand out water to the racers as they pass. They will also encourage the racers as they push on.

Course clappers: This is an optional volunteer that may be used on different types of races such as Girls on The Run 5K. The Clappers may be involved in the race or be race monitors who are encouraging and clapping for the runners

Finish LineTimers: This all depends on your timing system??

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TIMELINE

Race Mechanics Committee


Obtain Timing System Race MechanicsCreate Signs Sizes Race Mechanics

Edit Course maps if needed Race Mechanics

Create signs for course Race MechanicsSubmit Risk Management issues pertaining to your group Race MechanicsSubmit volunteer evaluation questions evaluation committee Race MechanicsSubmit list of how many volunteers needed Race Mechanics

Submit budget to budget committee Race MechanicsSubmit participant evaluation questions to evaluation committee Race Mechanics

Check to see if you have all your equipment/ supplies together Race Mechanics

PRE-EVENT

EVENT DAY

Start/Finish line equipment in place: o pace/seeding signs (This is the placement of runner at the starting line –

Faster runners in the front, GOTR runners in the back.)o finish tape o chute materials (stanchions, rope) o digital clock o chronomix timers o computer system (working) o recording sheets, clipboards, pencils for timers, select timers, bib number

recorders o bar code spindles (if applicable) o tables/chairs o electric power hook-up (generator) o water station set up

Course material in place o mile/kilometer markers o directional arrows o water/aid station marker o communication equipment/personnel (ham radio volunteers) o stop watches for mile split callers

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Water station materials in place: o water/electrolyte replacement fluid o cups, pitchers o tables o barrels/trash bags o rakes (for clean-up)

Race course The things you need to complete with your race-course setup will depend on

whether or not you hired a race management company. Race management companies can be hired to do everything involved with a race course or provide select portions for the race course. Make sure to predetermine what is needed for your course. Here is a list of things you will need for your course:

Volunteers Start/finish banners Finish archway Digital finish line clock Cones Finish chutes Mile markers Spray chalk Water stop supplies (table, water, cups, trash bags) Lap “markers” if you are doing a lap course

Pre-race and post-race area Layout the pre-race and post-race areas, keeping in mind that you want all your

race participants to stay together. Create the area so people can move easily around to visit sponsors, food and beverage tables. Don’t forget to set up a GOTR booth to hand out information, collect donations and perhaps sell merchandise. Here is a list of things you will need for your pre-race and post-race area:

Volunteers tables and chairs Food and beverage Table covering Music and PA system Sponsors banners Toilets Tools Awards Decorations Signs designating each area Tents

POST-EVENT

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Risk Management

JOB DESCRIPTION

The risk management plan is how all staff and volunteer members working on the day of the event will know how to act in the case of an emergency or participant injury. The crisis plan needs to give pertinent information such as emergency contact numbers and who to go to for first aid treatment. Take into account all kinds of possible injuries that could afflict participants from dehydration to hypothermia to broken bones and know what to do for each. If local EMT are staffing the first aid station they may want to bring their own equipment. Find out ahead of time what you will need to supply. Some supplies may include; water and cups, first aid kit, chairs, table, mat for lying down on and a canopy for shade or staying out of the rain

Major Course Issues: Safety – Always keep in mind the safety of your runners, especially youth runners, when determining your course. Do your best to limit intersections, roads with high traffic volume, roads with high speed limits, and roads with blind corners and sharp turns. Evaluate the road surfaces. Make sure to have a level running surface and properly mark all pot holes or potential hazards.

Police Support – Police support may be one of your largest race expenses if you design a course with a lot of intersections. Most parade permits will require you to have a uniformed police officer at every intersection on your race course. At seventy-five dollars per police officer, a city course can be very expensive. Barricading streets is often more cost effective, but requires additional course monitors, set-up and break down, not to mention the cost of the barricades. Always ask if barricades are an available option and at what cost. You will probably need volunteers to put the barricades up and this is a time consuming task.

Course Monitors – In addition to police officers, you should have a volunteer course monitor at every intersection to direct runners and help in the event of an injury.

Water Stops – Have at least one water stop during the race. If the weather is hot, you may want to consider two water stops. Make sure you have more than enough water and that many cups are poured prior to the race start. Teach your water stop volunteers on how to lead runners when passing them a drink. Sports drink, in addition to water, is a nice option and can often be obtained as an in-kind donation.

Signage - Make sure your course is clearly marked. Have mile-marker signs, water-stop signs and course-direction signs/arrows clearly posted and marked. “Spray chalk” arrows on the street are a quick and effective way to make sure your runners stay on course.

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Start and Finish Line - Keep your start and finish lines as close to the pre and post-race gathering area as possible.

Course Difficulty – Do not make your course overly difficult. Avoid large hills and rough surfaces. Keep in mind that this is the culminating experience for your Girls on the Run participants.

TIMELINE

Risk Management Committee


Contact City/County to let them know about our new upcoming race (for safety help) Risk Management Create a document of all risk management issues for all groups Risk Management Secure First Aid Staff Risk Management

Secure First Aid Supplies & Paperwork Risk Management Submit list of how many volunteers needed Risk Management

Submit budget to budget committee Risk Management Check to see if you have all your equipment/ supplies together Risk Management

PRE-EVENT

EVENT DAY

Medical area set-up isolated, covered area near finish line supervising MD and qualified nurses, EMT's ice, IV's, hot and cold fluids, cots, blankets

POST-EVENT

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Evaluations

JOB DESCRIPTIONThe evaluation committee is responsible for creating evaluation s for participants,

volunteers and staff to gain constructive feedback that is relevant to the event. The information from these evaluations will help to improve more on future races.

TIMELINE

Evaluation Committee


Submit list of how many volunteers needed Evaluations Submit budget information to budget committee Evaluations Collect evaluation form questions from all other committees Evaluations Create volunteer evaluation form Evaluations

Create participant evaluation form Evaluations

Check to see if you have all your equipment/ supplies together Evaluations

PRE-EVENT Create all evaluations and have them checked by event director to make sure

nothing is missed. Print evaluations

EVENT DAYHand out the evaluations to the volunteer table and other people that are willing to

participate in the evaluations.

POST-EVENTCalculate the evaluations forms to find out what people thought of the event and

how it could change for the next race.

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Section 6: Food, Decorations and Entertainment

Refreshments

JOB DESCRIPTIONThe refreshment committee is responsible for obtaining refreshment for the day of

the event. They are also responsible for connecting with the race mechanics and fanfare directors for placement of refreshment stations for participants, supporters, volunteers, staff, and vendors.

TIMELINE

Refreshment Committee

Task: Who:Due Date: Done?

Who's working on each task

Work with sponsorship committee to find sponsors to donate food Refreshment Find food supplies for event Refreshment Find table cloth for tables Refreshment

PRE-EVENT Organize what food will be at the event Make sure all the food has been gotten for the event

EVENT DAY Get all dry food and drinks Get food out of refrigerator if there is any. Refreshments area functioning:

o tables, trays o ice o cups, knives, forks, spoons (depends on foods available), napkins o trash barrels/bags

POST-EVENT Put food away Help take down tables

Fanfare/Entertainment

JOB DESCRIPTIONFamily Fanfare/Entertainment Committee: Works with Development Officer on

invitation letters for vendors and sponsors. Supplies information on tents needed for Family Fanfare. Also responsible for locating and inviting musicians and makes sure entertainment has appropriate supplies. Supplies set up needs to the set up

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committee. Thank you letters to all Funfare participants and entertainers need to be sent out also. Responsible for locating and inviting musicians. Obtain appropriate supplies for the entertainment. Supply set-up needs to the set-up chairperson.

Responsibilities include: Locating Musician Sends “thank you” letters to Fair participants and entertainers. Obtain appropriate supplies for fair and entertainers Create list of supply needs and tents

Information booth Staff: Those working at the information booth will need to have knowledge of the race and the organization putting on the race. They should also have basic knowledge of upcoming events and Sponsors

Food Booth Staff: Those working the food booth will need to know where to get more food and beverages if not located on site. They will need to prepare the food which may be cutting fruit, bagels, and muffins and placing on serving trays.

Greeter: This person should be outgoing and in the crowd talking to people, showing them where to go and available to answer any questions or knows where to find the answer.

Starter/Announcer: It is nice to have a celebrity Starter/Announcer. This person should have a script. They will Read through the script thanking sponsors and participants and will also give warnings for when the race will start. This person could also be the starter for the race. This person may also announce the awards.Announcer: Could be the same person who announced at the start of the race. This person will announce the winners in each division and the Raffle drawing if available.

Runners' information prepared for distribution and/or posting on race day: o medical/weather information o timing/starting line-up information o course map with mile markers and aid stations o clothing/check-in/changing facilities/showers results posting

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TIMELINE

Fanfare Committee


Secure Arch with the athletics department (Beaver Boulevard Arch or different one) FanFare Submit Risk Management issues pertaining to your group to evaluation committee FanFare

Find celebrity race starter FanFare Get Master of ceremonies Fanfare Submit volunteer evaluation questions evaluation committee FanFare Submit participant evaluation questions to Daniel FanFare

Obtain decorations FanFare

Get retail items in order (Merchandise) FanFare

Submit list of how many volunteers needed FanFare Submit budget to budget committee FanFare Check to see if you have all your equipment/ supplies together FanFare Create Announcer Script FanFare Determine prize categories FanFare Obtain live music FanFare

PRE-EVENT

EVENT DAY

Race Start -The Race Director should line up the race participants at least ten minutes before the actual start. This will help with the stragglers and last minute registrants. Play uplifting music to energize the crowd and build the excitement. With three minute to race start, the Race Director needs to address all the participants. For small races a bull horn will work, but a PA system is best. The Race Director should:

Thank all the race participants for having the courage to sign-up and let them know they are running for a worthy cause,

Thank all the wonderful sponsors BY NAME that made the race possible, Briefly go over the race course and note any possible hazards, like a busy

intersection GET THEM EXCITED! Start the race with a siren or unique sound and make sure everyone can hear it.

POST-EVENT

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Section 8: Finance, Budget, Volunteers and Registration:

Registration

JOB DESCRIPTION

Registration Committee- is responsible for all aspects on registration and race packets and works closely with the Marketing/Publicity committee. Also works with the t-shirt committee to give them estimations of early registrations. Responsibilities include:

Database of race registrants for future mailings Send out email updates regarding the race. Coordinates the set-up of registration area, staff, and day-of-race registration.

Prepares and Distributes runners packets (bibs, safety pins, t-shirts). Receives all mail-in registrations and collects registration forms and fees from

late participants.

The registration process needs to be set up in a way that is easy for participants to understand and easy to keep track of all information coming in. If you put all the information of each participant on one page it will make it easier for outsiders to understand the information. As part of the registration process, the price to participate in the event needs to be established and the registration flyer needs to be put together. The registration committee should collaborate with the marketing committee with the flyer. Once registration forms start to come in, it is a good idea to keep forms separated by pre-registered and day-of-registration. They can then be organized by last name and separated out by who has paid and who has not. On the day of the event, participants can check in at registration tables that are separated by pre-registered and day-of registration. Both areas should be broken down into 3 groups: A-J, K-P, and Q-Z. This will help keep the registration areas from becoming backed-up.

Registration Check In staff: the registration booth should have an area for pre-registered check in and Day of Race registration

Pre-registered Check in staff: This volunteer will check in pre-registered racers. They will make sure all their information is correct and give the racer the race packet which will include a course map, bib number, and t-shirt (these packets should already be put together)

Day of race registration check-in Staff: Those who didn’t get signed-up before the race will need to fill out a registration form and pay (if required). The Day of Race Registrar will assign a bib number to the race and mark their bib number assigned. Shirts may be given to the registrant or could be available for purchase.

Race numbers/Safety pins obtained Registration data system established Entry forms filed in alphabetical order and entry fees deposited

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Provide sponsors with t-shirts during the event

RACE PACKET

T-shirts Bib Numbers 2 or 4 Safety pins (pre pinned on bibs) Any other race information on other races

TIMELINE

Registration Committee


Set up Registration database Registration Set up online registration (Active.com) Registration

Submit Risk Management issues pertaining to your group to Daniel Registration

Set registration drop-off points and collection times Registration Registration packet procedures finalized Registration

Submit volunteer evaluation questions to Daniel Registration

Submit participant evaluation questions to Daniel Registration

Submit list of how many volunteers needed Registration Submit budget to budget committee Registration

Submit Registration info to timing person with bib numbers Registration

Check to see if you have all your equipment/ supplies together Registration

Submit Registration info to timing person with bib numbers Registration Put bib numbers in packets Registration

Submit Registration info to timing person with bib numbers Registration

Supply Timing person with a spreadsheet of new racers Registration

Update registration spreadsheet with day-of-event participants Registration

Create event demographics Registration Manage registration database Registration

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PRE-EVENT

Items to get before the event Cash boxes (at least 2) Petty cash

EVENT DAY

Pre-registered runners area list/printout posted number pick-up t-shirt/packet pick-up

Post-registration area set up entry forms/pens/pencils race numbers/pins race packets cash box/change

Race day registration and packet pick up

Keep race-day registration and packet pick-up together in an area away from your start line. Your Registration Director should take the lead with volunteers and create a process to minimize any confusion. Be prepared for some “lost” online registrations, and decided on how you will treat these. Generally, if someone said they had registered online, but we did not have them listed, we just accepted their word and gave them a packet. Here is a list of things you will need: signage directing people to the registration/pick up site signage for the tables (e.g. “A-F pickup,” “G-N pickup,” “Registration”) etc. multiple copies of your registration lists, both mail in and online volunteers tablesT-shirts stuffed race packets and extras to make more registration brochures pens cash box with change.

POST-EVENTClean up your section after the event is over keeping everything in order. Next

help take down other stations at the event

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VolunteersJOB DESCRIPTION

Volunteer Committee: This committee is responsible for communicating with all committees to determine volunteer needs. They will recruit and train race volunteers prior to the start of the race. This committee needs to supply the number and sizes of t-shirts required for all volunteer. They also need to send out thank you letters to all the volunteers. This committee also needs to put together a group to do communications during the event.

Responsibilities include: Recruit and train volunteers Update volunteer contact list (past and current volunteers) Send thank you letters to volunteers This staff will be responsible for checking in all volunteers. They will let

them know what jobs they are assigned if available and let them know when the volunteer meeting will be. They should also make sure that their contact information is correct and if they are interested in helping with future events Volunteer committees established and captains appointed for: o registration o publicity and promotion o sponsors and donations o timing and scoring o medical o aid stations o course security/marshals/communications o results posting and distribution o awards o refreshments/clean-up

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TIMELINE

Volunteer Committee

Task: Who:Date Due: Done?

Who's working on each task

Walk Course Volunteer

Review and revise course maps Volunteer

Review and revise job descriptions Volunteer

Meet with Event Director VolunteerSubmit Risk Management issues pertaining to your group VolunteerConfirm volunteer amount with women in sports class VolunteerCreate volunteer pre-event notice (welcome & info) Volunteer

Submit volunteer evaluation questions Volunteer

Submit participant evaluation questions Volunteer

Confirm volunteer book put together Volunteer

Submit budget information to budget committee Volunteer

Send out pre-event notice to volunteers VolunteerCheck to see if you have all your equipment/ supplies together Volunteer

Create Check-in sheets for day of event Volunteer

Help with Thank you cards template VolunteerSend out thank you cards Volunteer

Submit budget to budget committee VolunteerWork with recruitment committee to find volunteers Volunteer

PRE-EVENT

EVENT DAYVolunteers -Prior to race day, the Volunteer Director will have a detailed list of all the volunteer positions needed and a brief description of each. They will have recruited more than enough volunteers needed in case of some “no shows.” Have all the volunteers meet at a predetermined area near the race site (mark this area with a large VOLUNTEERS sign, and have some refreshments available there) an hour or two prior to race start. Have the Volunteer Director:

Meet with the volunteers to assign duties and to keep track of who is doing what.

Distribute race T-shirts to all the volunteers and ask them to wear it throughout the event

Collect volunteers names, addresses and phone numbers for follow up after the race.

Ask all volunteers to help with setup and, if possible, help with clean-up.

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The Volunteer Director will determine which volunteer does what job during the race. Fill the most crucial volunteer positions first. Your parade permits may require you to have course monitors at certain intersections, which take priority over helping cut and serve bananas. The list of volunteer positions you may need: setup/clean-up, course monitors, water stop, race sponsor setup, registration, food and beverage, race management and parking.

Volunteer/Official area assembled o tables/chairs/signage posted o coffee/refreshments o t-shirt/official identification o instructional briefings prepared

POST-EVENT

Communication

JOB DESCRIPTION

This group is in charge of assisting people during the race to make sure everyone has what they need.

PRE-EVENT

Help set up the event stations.

EVENT DAY Race Day Committee Meeting and Communication - Meet at the race site two to three hours before participants are scheduled to arrive. Go over the race day section on your Activity Time Line and make sure everyone has a clear understanding of his or her responsibilities for the day. Know each other’s responsibilities so you may direct vendors, volunteers, etc. to proper locations or to other committee members. Have race-site and racecourse maps available for the committee and all your volunteers. Communication is key race day. Make plans to have walkie-talkies or cell phones for all committee members. Consider getting a local cell phone company or electronics vendor to act as an in-kind sponsor by providing short term cell phones or walkie-talkies. Create a master contact list with your race committee’s cell phone numbers and your vendors’ phone numbers. Remember, too, that one of your objectives is to create a “glorious celebration” – so celebrate with your committee and keep that attitude and spirit throughout the hours to come.

POST-EVENTFill out evaluation forms and help everyone take down their stations.

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Running Buddy

JOB DESCRIPTIONRunning Buddy: is in charge of recruiting running buddies for the Girls on the

Run and or Chefs in Motion participants, having the buddies fill out the running buddy applications and getting background checks. They also need to organize thank you cards for both the running buddies and the kids that participate.

Responsibilities: Keep track of all kids wanting a running buddy Creating a database to match kids with running buddy Keep track of any changes between each partners

TIMELINE

Running Buddy Committee

Task: Who: Date Due: Done?Who's working on each task

Organize the running buddies and match them up with the right participants Running Buddy

Work with recruitment committee to find Running buddies Running Buddy

PRE-EVENT

EVENT DAY

Have running buddies and kids sign thank you letters to send out after the race.

POST-EVENT

Make sure the list of running buddies and kids are undated. Send out thank you cards. In the thank you cards add information about the next upcoming race and ask them to participate as a running buddy again.

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Finance

OVERALL BUDGET

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SUBCOMMITTEE BUDGETS

Using the budget template create an estimated budget for the event so the director knows where he or she can spend with money. Make sure your updating the budget as items are purchased or donated.

INVOICESInvoices are a detailed list of goods shipped or services rendered, with an account

of all costs. Basically it’s an itemized bill. Invoices have terms of agreements which can be discussed and changed. Here at KidSpirit we don’t give out invoices but we will receive them. Here is an example of what an invoice could look like.

RECIEPTSWhen someone purchases an item form KidSpirit they need to get a receipt

showing the purchase. If KidSpirt purchases an item from a company we need to get the receipt and keep it will all the finance information as a reference.

REIMBURSEMENTSA reimbursement is when someone wants their money back for the purchase of an

item. When doing a reimbursement you need to make sure the money is being processes as it came in and then when you give the reimbursement you need to make a record of who was reimbursed and for how much. When getting all this information it is better if you keep all relevant information together.

IN-KINDThere are three different types of in-kind contributions. All three of these

contributions need to be recorded on the budget so we have a record of it. Donating items not money.

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Volunteers and staff donation time. This donation is tax deductable for the people so we need to record their time. When applying for a grant if we can show we have a lot of volunteer hours it will make it easier to receive the grant.

Trading one item for another. This would include prizes and raffles we are receiving from people. This is recorded on the budget as an income when we receive the prize and then when it’s given away it’s an expense.

TIMELINE

Budget/Finance Committee


Proposed Budget Budget/Finance Get budgets items from all groups Budget/Finance Final Budget with donations Budget/Finance

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Section 9: Event Operation

JOB DESCRIPTIONMakes sure we have all necessary permits to hold the event as well as all non

course equipment. This includes Tables Chairs Tents, etc

PRE-EVENT Obtain city permits Obtain race day insurance Obtain emergency medical services Obtain and organize police services Obtain timing device/scoring (if applicable) Obtain Porta-Potties (if needed) Obtain equipment for everything not directly related to the course Timeline for choreographer Help with creating the set up map

Set Up “Race Central”: In charge of all aspects of set up for race day. Race Central works with the Family Fun Fair committee, Entertainment committee and Registration Committee. Tasks include:

Obtain canopies, chairs, tables Obtain Porta-Potties if needed or make sure how many are around event In charge of set up and break down Race day timeline Are there connections for PA System

OBTAINING PERMITS

Apply for Permits and Services

You will need to apply for several permits and services for your race. Do not assume that you will be accepted. Many times, competing events make police services unavailable and you may be denied. Have a back-up date and race site. Take the time to personally meet with the folks from your Department of Transportation, Parks and Recreation, Emergency Medical Services, Police Special Events Services, School Districts and Home Ownership organizations. They will help walk you through the paper work and can be a valuable resource for race equipment. Make sure to include them as sponsors when they volunteer services or donate equipment. Building relationships and following proper procedure with the respective organizations will assist in organizing future races.

Department of Transportation – Contact your Department of Transportation (or other appropriate entity) for your parade permit. You will need your race site, date,

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times, back-up plans and course map. They often work closely with all the other departments listed below and can usually provide you with all the necessary contacts. Parks and Recreation – If you choose to have your race at a county or city maintained and operated park, you will often need to apply for a one day park permit. Parks and Recreation can be an excellent sponsor in providing you with the use of facilities and equipment. Emergency Medical Services – Contact the EMS’s Special Events Coordinator to schedule on-site service. You will need your date and times. Police Special Events Services – Contact your Police Departments Special Events Coordinator and set a meeting. You will need to bring a race course map, dates, times, back-up plans and be prepared to discuss number of expected participants, police coverage, volunteer assistance and safety details. School Districts – If you choose to have your race at a school, start with the school’s principal. He or she will direct you through the proper channels in securing school facilities. Home Owners’ Associations – If your race course runs through a neighborhood, make sure to contact the Home Owners’ Association if applicable. This is often overlooked and can create a lot of frustration on race day. You will want to have the cooperation of the HOA if possible. You should also consider delivering notices to those home owners who live on your route inviting them to participate in the race and letting them know of possible parking and traffic problems. Insurance – Contact the company that provides you with general liability insurance for your Girls on the Run Council and request one day insurance to cover the total event. You will need to provide them with the details of the event, the race and approximate the number of participants and volunteers. If this is your first rate, overestimate to be sure you are covered.

Instructions on how to obtain a grounds use permitThe LaSells Stewart Center website has all the information to obtain a grounds use pass on the Oregon State Campus.

Go to the website: http://oregonstate.edu/lasells/groundusebasics.html Once on the main page, click on the Campus Grounds Use link. Then click on All Other Campus Grounds link Click on Campus Grounds Use Form Fill out to best of ability. There might be areas where you need to other

people’s contact information. Submit the completed form to the email address shown on the permit. The form should be sent a couple of weeks prior to the event.

During the months preceding the race, the following tasks should be accomplished: Municipal Permits State Permits Sanction (USATF-NE, P.O. Box 1905, Brookline, MA 02446), providing

insurance Certificates of Insurance

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Course measurement and certification Course miles marked Signage prepared for course and race site Police Liaison/details arranged Fire department notified Hospitals notified/Ambulance services arranged or notified Press/Course vehicles obtained

TIMELINE

Event Operations Committee


Create Inventory list before received items Event OperationsObtain equipment check list from each committee Event Operations

Submit budget to budget committee Event OperationsCreate Inventory list after received items Event OperationsConfirm where your picking up equipment Event OperationsCheck to see if you have all your equipment/ supplies together Event OperationsHave all equipment for non course activities Event OperationsHelp with set up maps for non course section Event Operations

Choreographer

PRE-EVENTCreate a check list of the time each activity will occur during the event. If they

need to be started at a certain time the choreographer need to keep track of it so they start on time.

EVENT DAYKeep event on track during the day so you aren’t there for hours.

Set-Up and Clean Up

JOB DESCRIPTIONCourse Set-up Crew: Course set-up crew will be responsible for marking the course and setting up any necessary road barriers. Course set-up crew will also make sure that the starting line and the Finish chute are set up according to the Race Mechanics Committee. Place tables, cups, and water at all the watering stations and make sure that the Course maps are placed accordingly

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Booth Set up Crew: This crew will be responsible for setting up all the booths needed for the race including the registration booth, information booth, Volunteer booth and Food booth. Not all booths will require a canopy.

Registration booth: will need to have Pre-registrant information and Day of Race registrations, tables, chairs, Course map, t-shirts, pencils, clipboards and day of race schedule

Information booth: This booth could be part of the registration booth but should have information about the race, specific programs offered, sponsorship information and Course Maps, tables, chairs and any necessary fliers and day of race schedule

Volunteer Booth: This booth should be set up first and have pencils, clipboards, t-shirts (if available), volunteer job descriptions, Volunteer sign-up sheet, race information, table and chairs and day of race schedule

Food booth: This booth should have cups and water, napkins, and other serving utensils. Any food served should be cut and laid out on serving trays. This booth will need tables, table cloths, and chairs. A Course map and day of race schedule should also be posted here

GOTR Booth: This booth is separate from other booths. It is where the Girls on the Run girls go after checking in at the registration table.

Team Booth: These booths are for the girls from different schools so they can check in with their running buddies and the schools can also check them in.

Course clean-up Crew: This crew will tear down the course and pick up any garbage (cups) left behind on the course

Booth and Race Area Tear down Crew: This crew will be responsible for tearing down all booths making sure all supplies are placed in the correct box or location. This crew will also be responsible for picking up all garbage around the starting line and all the booths. This crew will also help clean up the starting line area and the First aid Station.

EVENT DAY Clean up -There is a tradition in the Alaskan wilderness that still holds true today—“leave any place you spend time in better condition than when you arrived.” Ask everyone to do their best in picking up trash and cleaning up the race site so you are welcome back next time.

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Section 10: Post Event Evaluation

POST EVENT WRAP UP

After the event, all committees are responsible for returning all equipment that was used. This is not a job that should be left for one person, so designate a time where all members can help with this task.

Any final budget information should be turned into the budget committee if it has not been submitted already and all contact information for any donors or sponsors should be given to the marketing committee. After receiving all contact information, the marketing committee is responsible for sending out thank you letters to all recipients. The following is an example.

Post-race evaluation meeting with organizing committee

The race is over and it is time to thank your sponsors and volunteers for making your race possible. Mail all your volunteers sincere thank you letters. Ask for their feedback on the race and whether you can count on them to volunteer next year. Personally deliver your thank you letters with a small gift to your sponsors and any leftover T-shirts you would like to get rid of. It is a good opportunity to return banners, get feedback on the race, and, most importantly, ask them for their sponsorship next year.

Organize a final race committee meeting to reflect on some of the things that could have been done better or made easier. Evaluate all the director positions, services and processes and determine whether they need to be changed or how they may be improved.

Then, start planning for next year!!

CELEBRATING YOUR SUCCESS

PLANNING FOR NEXT YEAR

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Section 11: AppendixACTIVITY/COORDINATOR TIME NAME PHONE

Pre-Registration Crew: Process pre-registration: check forms and verify

data: track dollars Forward pre-registration forms to ____________ Get change from race-day registration Coordinate collection of miscellaneous registration

supplies (t-shirts, race numbers, safety pins, note pads, pens, extra registration forms, clipboards).

Coordinate with Race Day Registration CrewCrew Chief:____________________________

1.2.3.4.5.6.7.8.

Door Prizes/Raffle Crew Collect and organize door and raffle prizes Procure raffle tickets Bring everything to race day Get race numbers in container for drawing Sell raffle tickets Secure moneys collected from raffle prize

Crew Chief:____________________________

1.2.3.4.5.

Food/Water Preparation Crew: Purchase and p/u food from grocery stores Make sure all food supplies are available and clean Pick up water, ice and barrels from Pepsi Coordinate with Race Day Water/Food Crew

Crew Chief:____________________________

1.2.

Equipment Pick-Up Crew: Pick-up tables and chairs Pick-up canopies Pick up cones, direction signs from Corvallis

Disposal Pick up PA system Pick-up race supplies from SE & J Warehouse

(timer, walk stanchions, back-up generator, etc.)

Pick-up Race signage from 5-Star Arrange for delivery of Porta-Potties

Crew Chief:_________________________________

1.2.3.4.

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ACTIVITY/COORDINATOR TIME NAME PHONECourse Monitors:

Arrive at Volunteer Booth for assignments by no later than 8:15

Put on orange vest and move to race locations Be in place on course by 8:45 Call out times at 1-mile marker Set-up water table Bicycle course just prior to race to make sure

everything is set up and ready to go Coordinate with Emergency/Safety coordinators Bike monitors lead off run/walk. Wait at turn around.

Follow the last runner/walker back to the finish

Crew Chief:____________________________

Turn Around PT/Walker:1.1-mile Call-out1.Run Bike Monitor1.Walk Bike Monitor1.Traffic Control Monitors (age 18+)1.2.3.4.5.6.7.8.Balance of Course Monitors:1.2.3.4.5.6.7.8.Corvallis PD Cadets1.2.3.4.

Emergency/Safety Coordination Coordinate with Benton County Amateur Radian

Emergency Service volunteers (1 at start/Finish; 1 at Walk turnaround;1 at 1-mile spent on run, and 1 at Run turnaround)

Get EMT set-up and on-call at start/finish line/Coordinate with race monitors.

Crew Chief:________________________________

1.2.3.4.

Food Crew: Deliver food/water to race site St-up food/water table at finish Staff food/water tables at finish

Crew Chief:________________________________

1.2.3.

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ACTIVITY/COORDINATOR TIME NAME PHONERace Announcement/Music

Introduce celebrity MC; have back-up megaphone available

Celebrity MC to announce race, introduce celebrity starter, announce winners, and announce prize drawing

Celebrity Starter to start race using air horn Musicians to set-up and play before start, during and

after race.Crew Chief:_______________________________Finish Line Crew:

2 volunteers to input keypads 2 volunteers on race timer buttons 1 volunteer directing walkers to walk chute 1 volunteer directing traffic in run chute 2 people handing out flowers and chocolates to

walkers

Crew Chief:____________________________

1.2.3.4.5.6.7.8.9.10.

Clean-Up Crew: Bring cleaning supplies to site Clean up tables and chairs, break down and load onto

truck Take down canopies Pick up all cones, signage, etc Break down signage Clean up site Return all borrowed equipment

Crew Chief:________________________________

1.2.3.45.6.7.8.9.10.

Jan. 26

KidSpirit 5K Manual

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Transcript of KidSpirit 5K Manual