2. Logistics Craftsbury Outdoor Center March 5-10, 2018
Organizing Committee:
Staffan Tunis (IOF Event Advisor, FIN)
Antti Myllärinen (IOF Senior Event Advisor, FIN)
Adrian Owens (Event Director, USA, GMOC)
Ken Walker, Sr. (National Controller, USA, CSU)
Ed Despard (Technical Director, USA, CSU)
Alex Jospe (Course Setter, USA, CSU)
Andy Hall (Assistant Course Setter, USA, NEOC)
Allison VanAkkeren (Social Organizer, USA, GMOC)

3. Schedule Date World Cup World Masters Sunday 3/4/18 Arrival
Monday 3/5/18
Model event
Tuesday 3/6/18
Sprint distance
Middle distance
Wednesday 3/7/18
Thursday 3/8/18
Rest day
Friday 3/9/18
Long distance
Saturday 3/10/18
Mixed sprint relay
Banquet
Open sprint relay
Sunday 3/11/18
Departure

4. Outstanding Q’s for IOF re: schedule
Need to ok mass start middle
Need plan for Bulletins meeting both WCup and WMSOC requirements

5. Lodging
Craftsbury Outdoor Center (COC) has 100 beds across dorm rooms and cabins, includes 3 meals a day
Nearby inns, rental houses
~1h away is Stowe, VT, with extensive tourism infrastructure

6. Sponsorship/Marketing
At the moment we do not have a marketing plan in place nor a person to implement one
Need to identify our target markets
What is unique about our event and appeals to those markets
Need to ID what language is attractive and what is not
For US market - cannot let event sound intimidating
Need to find outlets to target those groups
Need goals for numbers from each group
Need a measure of ROI for outreach efforts

7. Financial summary: Revenue
Assumed number of participants:
70 World Cup
150 World Masters
= ~$30,000 in race entry revenue
This year has 422 masters
Banquets: ~3,300 in revenue (assuming 60% attendance)
Potential other sources, currently budget at $0:
On-site sales of clothing, wax benches, irons
Sponsorships

8. Expenses Marketing Timing/IT IOF Fees Infrastructure Mapping ($1,150)
Bullitt Timing ($5,000)
SIAC rental ($2,050)
Leg bibs ($940)
Printing ($1,500)
IOF Fees
Doping fee ($2,675)
WC IOF fee ($4,280)
WMSOC fee ($1,070)
WMSOC IOF per racer ($1,926, at 12 euro each)
Infrastructure
Toilets ($900)
Special grooming costs ($500)
Banners/Signage/Fencing ($1,800)
Mapping ($1,150)
Food ($2,000)
IOF Protocol
Flowers, medals
Nation flag rental
Staff
Staff/EA lodging ($2,500)
IOF EA travel ($1,500)

9. Financial model Budget right now reflects $9,565 in fees to IOF
Event cannot sustain additional sanctioning fees to OUSA
Other option would be for OUSA to pay IOF fees, and event pays OUSA sanctioning fees
At current numbers, OUSA fees = $7,450
Who assumes the financial risk?
Event will not be canceled - IOF has never canceled a ski-o, will make it happen
Main risk is lack of participants
Can we use the board-designated ski-o team money as seed money?
Model of paying for services
Use GMOC to accept payments from entrants, and to issue reimbursements to individuals who are putting on the event

10. Net profit Current scenario: $1,466 20% over: $5,115
20% under: -$2,033
Priority is on creating the best event possible for the participants, not on making money at their expense

11. Expectations and Needs
From OUSA:
“Spiritual support” - talk this event up, sell to our existing membership
No National Events the weekend before or after (February 24 - March 18)
ONA advertisements - back cover is $229 per issue,
Dedicated space/link on website
Regular Twitter and Facebook mentions as activity ramps up
Event pays no sanctioning fees
President of OUSA on site for ceremonies
From IOF:
What is IOF providing for medals?
Can we get doping fee reduced or waived?
IOF is providing an event advisor and senior event advisor
Outstanding questions on using Eventor

12. Next Steps IOF Contract Bulletin 1 Organizer test event in March
IOF EA visit in March
Website will have more information
Advertisement at 2017 World Masters Ski-O (next week)
ONA back cover ad