What we’re going to achieve

1. What we’re going to achieve • Set & Reach the Goals for your event • Succession planning – plan for the future • Get and keep participants coming back • Other areas you want to learn more about

2. Matt Wehby, Director of Park & Recreation, Wheeling Park District • Race Director for: • Chicago Triathlon (over 8700 participants) • Big Wooley Adventure Race (team event) • Rattle Snake Ramble Adventure races • Assisted & consulted with numerous races in the suburbs.

3. Back to the basics…. • What is the goal of the race? • Promotion • Raise money • Support a group • Provide a service • How do you achieve that goal? • Best way to measure success of goal?

4. GOAL • Every decision is based on the goal • Creative Marketing = more participants • More exposure to your organization = finding a niche in market to attract. • Not every race will attract “runners” • Walking for a cause – creating awareness in the community • Giving to a person in need/assistance • Fundraiser

5. Race Goal • Meet a neighbor or someone you don’t know in this room. • Take 5 minutes to share with them: • What your race goal is • How you’re going to accomplish goal

6. Race Goal • Please Share with the group! • The more people that know the goal – the better it is for the event.

7. How are you going to reach that goal? Start with the basics! • Permits – USATF, City, Police • Logistics, Staging, Committees • Registration – paper, on-line • Race announcing • Marketing (on-line, face book) • Working with your local running store • Photography and your event • Volunteers, Swag, Survey Monkey • Awards • Keeping it all organized

8. Permits • Course layout • Municipal permits • Public Works • Police involvement • Other

9. Working with your Police Department and other Municipal Services Chief Scott Heher The Itasca Police Department

10. Dealing with Municipal Officials • Involve the police, fire, community development, public works or other planning departments early on in the process. • Know the local codes and ordinances for special events.

11. Knowing the local codes will help you. Why? • Determines the number of police officers or other municipal services you will need for your event. • This impacts your overall costs. • Tight municipal budgets have greatly reduced the number of “freebies”. • What road closures are needed? • Detour routes? • Notification of area businesses and residents

12. Development of Contingency Plans and Alternative Routes • Examples: • Itasca Oktoberfast 12K (1992) • Chicago Marathon (2007) • Lake in the Hills Tri (2008) • Itasca “Run from the Cops” 5K (2009) • Itasca Fest (2009) • Indiana State Fair (2010)

13. Sugarland Concert-Indiana State FairWhat Happened Here????

14. What other events are you competing against? • Within the municipality? • Within the area? • Remember, you’re competing for scarce resources…

15. A police perspective • #1 Priority is SAFETY! • Safety of the participants • Safety of the staff • Safety of the volunteers • Safety of the spectators • Safety of the pedestrians • Safety of the motorists

16. More about safety… • Safety of participants • Develop an Incident Action Plan • Should include: • Identification of one race director. • Establishment of a command post. “The Alamo” • Identifying key personnel. • Developing a communication plan. • Safety of staff and volunteers. Safety vests? • Everyone thoroughly briefed. • Everyone knows their role and responsibilities

17. More about safety… • Safety of motorists • Information signs posted: “Race in Progress” • Are there detours? Are they posted? • Does your staff and volunteers know the detour route? • Murphy’s Law – Someone will need to get where you’re not allowing them. How will you address this???

18. More about safety… • Flow of traffic • Vehicle speeds should be kept to a minimum. • Try to inconvenience the public as little as possible. • Avoid bottlenecks of runners and traffic. • Avoid busy highways, streets and other busy areas if possible • Plan your route to minimize the mixing of cars and participants.

19. More about safety… • Is there easy access for emergency vehicles? • Police • Fire • Ambulance • Public Works

20. More about safety… • Be mindful of other community events occurring. • Churches • Gas Stations • Access to stores and retail establishments • Starbucks • Whatever

21. Some final thoughts… “Noah didn’t build the Arc when it was raining”

22. Working with your Police Department and other Municipal Services Successful events take planning, planning and more planning.

23. Registration • Are your registration fees competitive? • On-line • Off-line • Postcards • Cash, Check, Credit Card, Pay Pal

24. Trudy Wakeman • Race Director for: • Runner’s High Ride n’ Tie • Lake in the Hills Triathlon • Girls on the Run 5K • Stroke and Stride – swim/run • Former Chicago Triathlon R.D. • Walter Payton 16, 970 yard race

25. Logistics - Staging - Committees • Parking lot • Registration - layout • Porta Johns • Flow of start and finish line • Theme throughout – color, forms, website • Music and entertainment – start to finish

26. Keep the theme throughout…

27. Planning for Weather • Weather Plan – heat, cold, unexpected • Access to Doppler Radar • Know your area • Plan for the unexpected • The weather’s effect on participants

28. Plan for the heat or cold

29. Know your race area • Shelter • Additional parking – away from the soggy grass parking lot • Heated areas • Protection from the wind and rain • Emergency procedures planned out • COMMUNICATE – down the line

30. Weather on participants • Less registered people may show up – but expect people to register the day of. • If you’re wet and/or wet & cold = problems • Get dry - Get warm • Access to changing tents • Be positive role model • Race Director – bring a change of clothes and SOCKS!!

31. Working with Committees • Job Descriptions • Organizational chart – who reports to whom • How decisions are made • Who is the beneficiary of this event? What is the GOAL?? • Remind committee members

32. Example Job Description • Name of job • Pre-race and race day responsibilities • Time lines and deadlines • Supplies requested and needed • Responsible to and responsible for… • Contact information

33. Marketing & working with partners • What’s Free • Emails/ Constant Contact • Websites • Word of Mouth • On-line Calendars • Twitter & Facebook

34. Marketing • Creative Promo • Flying Pig Marathon • Santa Run

35. Flying Pig Marathon • PIG-OUT LET STORE • Looking for the Barn-gains? You found 'em! Check out our discounted and sale items. Click here to get started. • FROM THE PIG PEN • BREAKING NEWS! It's easy and quick to volunteer for the event online; all volunteers receive a classic Flying Pig Marathon Grunt T-shirt and are encouraged to attend the Post-race Party on Sunday.

36. Marketing • What you have to budget for: • Website designer • Registration form printing • Postcard printing • Race bibs • Race Shirts • Volunteer Shirts • Food • Porta Johns

37. Volunteers, Swag, Feedback • Recruit • Family members, other runners/walkers, Girl Scouts, NSH, Community Service. Add to your registration form • Train • Beforehand and event day • Retain • Give them race day goodies • Thank you • Thank you notes, holiday cards, etc…

38. SWAG • Stuff We All Get – suckers, cow bells, hats, sponsor pens, etc.. • Supplies that you can’t cut on: ?? • Get the best shirt at the best price • Water, drinks, food at the finish line • Standard is oranges, bagels, bananas • Bonus food: trail mix, grapes, pizza

39. Feedback • Paper survey, Survey Monkey • Using feedback for future recommendations

40. Awards • Shirts??? – How about hats, bells, gloves??? • Awards – don’t have to go 3 deep, how about gift cards from vendors, certificate with name and race? • Backpack with goodies for winners • Glasses, mugs, cups, piece of wood, small rocks/boulders, handmade bowls • What’s the theme of the event??

41. Keeping it all Organized • Delegate if you can – friends, family, co-workers, committee members…. • Do things when it’s slower – porta john vendor quotes, shirt quotes • Onsite photos of staging • Keep notes of what you did right to refer to for next year • Confirm and re-confirm vendors & staff • Success plan for the future – Chicago Tri example

42. What will keep participants coming back? • Organized • Well thought out • Hassle Free • Good Value • Fun & Festive • Lasting memories • Event

43. Back to the Basics • What is the “goal” of the event? • Course design, permits, police • Logistics, staging, committees • Race Announcing • Marketing, Working with Partners • Volunteers, Swag, Feedback • Staying organized so others can carry on • Keep them coming back