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

Matt Wehby, Director of Park & Recreation, Wheeling Park District Race Director for: 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.

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

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

Race Goal Meet a neighbor or someone you don’t know in this room. Meet a neighbor or someone you don’t know in this room. Take 5 minutes to share with them: Take 5 minutes to share with them: 1.What your race goal is 2.How you’re going to accomplish goal

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

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

Permits Course layout Course layout Municipal permits Municipal permits Public Works Public Works Police involvement Police involvement Other Other

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

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

Knowing the local codes will help you. Why? Determines the number of police officers or other municipal services you will need for your event. 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

Development of Contingency Plans and Alternative Routes Examples: 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)

Sugarland Concert-Indiana State Fair What Happened Here????

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

A police perspective #1 Priority is SAFETY! #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

More about safety… Safety of participants Safety of participants –Develop an Incident Action Plan Should include: 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

More about safety… Safety of motorists 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???

More about safety… Flow of traffic 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.

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

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

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

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

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

Trudy Wakeman Race Director for: 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

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

Keep the theme throughout…

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

Plan for the heat or cold

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

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

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

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

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

Marketing Creative Promo Creative Promo –Flying Pig Marathon –Santa Run

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.here 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.volunteer

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

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

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

Feedback Paper survey, Survey Monkey Paper survey, Survey Monkey Using feedback for future recommendations Using feedback for future recommendations

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

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

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

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