Fundraising and Informational Trip Recruitment Event Plan

Event type: 5K run

Suggested event names: Hustle for Hope, Run for Hope, Running for Hope, Bound for
Bora, Health Gives Hope Runs for Bora
Suggested month/time: A Saturday morning in July (based on trip recruitment
season), July 4th could be a strategic choice
Suggested locations: A southern Chicago neighborhood or northwest Indiana
Runner entry fee suggestion: $30
Suggested event partners/event sponsors:
Calumet Region Striders Running Club
Strack and Van Til
Churches
Health Gives Hope current partners
Connect with Teresa Miller

o She has worked with the Betsy Smith Memorial 5K Run/Walk for the past 10 years
o The race had its final event in December
o Miller is a great resource for advice and she may be willing to help organize

5K volunteer recruitment suggestions:

Advertise at the University of Chicago
o Many students may need community service hours
Friends and family of key stakeholders in the organization
Send postcard to notify past and current Health Gives Hope volunteers and donors
Use social media to recruit volunteers
Speak to local church congregations

Tee-shirt design suggestion:

Created with CustomInk

Suggested budget: $11,900 to $15,000

NOTE: This is an estimated budget. Cost could be lowered by donation. Cost could
also be raised through needs not listed below.

Costs to consider:
Venue

o Projected cost: varies by location an estimate is $500 to $1000

T-shirts

o Projected cost: $8.80 per shirt

o 500 runners = $4,400

Security

o Projected cost: varies by location

o Contact local police and consider volunteer use

Permits

o Projected cost: Roughly $350

Tents

o Projected cost: $180 per 16 X 16 white tent (fits 26 people)

o 10 tents = $1,800
o Option: use a park with pavilions/picnic tables

Water stations

o This is something that could be donated by sponsors/churches

Cups

o Projected cost: $17.50 for a case of 1000

o 2000 cups = $35.00

Brochures

o Projected cost: $262.49 for 1000

Marketing/Advertising
o

Cost varies. This could be done through social media and other cost effective avenues or
money can be spent on posters, boosts on Facebook, etc.

Post race snacks

o Try to get this donated

Portable restrooms

o Projected cost: rental for $75 to $150 for 1 day

o 20 portable restrooms = $1500 to $3000
o A venue with restrooms could eliminate this cost

Runner chips (race timing)

o Projected cost: $800 - $1,700

Medical liability

o Projected cost: $300 - $350

Bib numbers
o $ 0.15 $ 0.35 per person
o 500 runners = $75 to $175
Mile markers

o Contact other races in the area to see if you can reuse

Directional signs

o Contact other races in the area to see if you can reuse

Trash

o Projected cost:10 yard dumpster - $299

Sound system

o Projected cost: Roughly $ 650

Finish and starter line structure

o Race banner: roughly $100

Tables/chairs

o Projected cost: chair rental $1.25 per chair and $6.00 per table
o $250 for 200 chairs, $600 for 100 tables
o See if local churches would donate

Goody bags

o See if sponsors would be willing to advertise their products through having products
donated

Race

registration suggestions:
Opening of registration: April
Include early bird deadline that ends June 1st
Race registration rises the day of the race
o Runners can register the morning of