FITRUN2016

MayaMichelleManley

RST300|PROFESSORWACHTER

PersonalProgramPlan

TableofContents
PROGRAMDRAFTPROPOSAL.......................................................................3
PROGRAMPLANNINGWORKSHEET...........................................................................3
Whyisthisprogramneeded?....................................................................................... 3
Whoisyourtargetaudience?....................................................................................... 3
AdditionalInformation............................................................................................... 3
ProgramFormat:..................................................................................................... 3
AdditionalIdeas....................................................................................................... 4
AdditionalThoughts/Notes.......................................................................................... 4
DEMOGRAPHICS BREAKDOWN......................................................................................... 5
PROGRAMGOALSANDOBJECTIVES..............................................................6
SPONSORSHIPSUPPORT..............................................................................7
SPONSORSHIPTRACKERSHEET......................................................................................... 7
SPONSORSHIPLETTER.................................................................................................. 11
BUDGET................................................................................................12
BUDGET WORKSHEET................................................................................................. 12
BUDGETSHEETEXPLANATION....................................................................................... 15
DirectCost............................................................................................................ 15
IndirectCosts........................................................................................................ 15
Revenues.............................................................................................................. 16
Other Sources................................................................................................... 16
CANCELLATION PLAN.................................................................................................. 17
MANAGEMENTPLAN/TIMELINE.................................................................18
PRE-EVENT ANIMATION PLAN....................................................................................... 18
RACE DAY ANIMATION PLAN........................................................................................ 19
.............................................................................................................................. 19
POST-EVENT ANIMATION PLAN..................................................................................... 20
AnimationPlanTimeline.......................................................................................... 21
REFERENCES........................................................................................25

ProgramDraftProposal
PROGRAMPLANNINGWORKSHEET
ContactInformation:MayaMichelleManley
ProgramIdea(ManagementPlan):A5kfitnessrunthroughoutthecampusarea.Illinoisown
athletesleadinginthefrontofthepack,followedbyvolunteeredfaculty&staff,andlastbutnot
leastthestudentbody.Adornedincolorsoforangeandblue,everyparticipantwillpassby
importantUIUClandmarks(i.e.AlmaMater)andendtheirstrides/sprints/walkatthe50yard
linealongwithourIllniMarchingBand.
Whyisthisprogramneeded?
Illinoishoststwootherpopularrunningevents(i.e.IllinoisMarathon)howeverthe
studentsarentasrepresented(intermsofattendancenumbersincomparisontooutofstate
guest)astheyshouldbe.
Whoisyourtargetaudience?
UniversityofIllinoisstudents,teachingassistants,teachers,andotherfacultymembers.
Goal1:Increaseschoolpride/studentrepresentationacrosscampuswithanattendancerateofat
least3,000ormorepeople.
Objective1:Markettoeachaudiencememberunderaretargeteddemographicatvariouscampus
sites;notjusttheQuad
Objective2:Utilizecampusrecreationplacestoadvertiseandreachouttofacultyandstaffhere
oncampus
Goal2:Relievingstressbyprovidingasocialforum/areaforstudents,faculty,andstaffto
openlybeapartofasarecreationalbreakfromschool/work.
Objective1:Provideacostincentiveforstudents/facultywhobringafriendorfamilymember(s)
totheevent
Objective2:Createasocialmediapageforparticipantstoshareexpectedgoalspostrace,inthe
hopesthattheyconnectandfindsomeonewithsimilarinterestasthemoncampus.
AdditionalInformation
Whattypeofspacedoyouneed(i.e.,sizeofclassroom,outdoors,gymnasium,several
rooms)?
Certainstreets(GreenstreetintersectionbyAlmaMater)willneedtoberopedoffforthe
coursetotakeplace.

ProgramFormat:
Howmaydays/weeks/monthswillyourprogrambe?Orisitaonedayspecialevent?
Thisprogramwillbeaonedayspecialevent.
Wouldyouchargeafee?YesorNo?
Yes,afeewouldbecharged.
Explain:
Theentryfeewouldcoverfood,beverage,andracingbibfeesthatwillbeprovidedto
participants.
Willyoubeseekingsponsorship?Yes,orNo?
PossiblyfromGameDaySpiritsastoprovideeveryparticipantwiththeright/enough
orangeandbluegear.GameDaySpiritsalsocirclesbackaroundtooneofourgoalstoincrease
schoolprideacrosstheentirecampusasthisisastudentled/ranorganizationwithintheheartof
campus.
AdditionalIdeas(2required):
Providesomesortofmixprepartyorposttoprovideanareaofsocializationforall
participants
Partnerwithagrocerystoreforpossiblesponsorshipofwaterorracingsnacks(i.e.
bagels,fruit,andwater)
AdditionalThoughts/Notes?
N/A

Demographics Breakdown.
FitRun 2016 targeted market is mainly the students and faculty
members of the University of Illinois but also the people of the Urbana
Champaign community. We want to stray away from marketing more to
similar demographics targeted for running event s in the area such as the
Illinois Marathon and address the campus first. According to the Office of
Inclusion & Intercultural Relations, the University of Illinois at Urbana
Champaign for the Fall 2016 semester has enrolled a total of 44,880
students. Of that total number 33, 467 were undergraduate, 985 were
professional, and 10,429 were graduate students.
There are 82, 848 individual accounted for within the Champaign,
Illinois area. Of that total number the media age within the city is 27.1. This
age is perfect for our programmed event as it provides an overall a small
sample of the millennial group in which we desire to gain participation from.
An even further breakdown of the ages in Champaign states that from the
ages 20-24 =, 21.5 are male and 18.2 are female. In regards to the median
age of individuals in Champaign, 17.8 are male and 17.2 are female.
According to Area Vibes, 68.56% of the population is Caucasian, 15.64% is
African American, and 12.16% is Asian. English is the primary language
spoken by a percentage of 81% in comparison to Spanish and other
languages.

ProgramGoalsandObjectives
Goal1:Increaseschoolpride/studentrepresentationacrosscampuswithanattendancerateofat
least3,000students(undergraduateandgraduate)and300staff/facultymembersbeforetheday
oftherunningevent.
Objective1:Markettoeachaudiencememberunderthetargeteddemographicoffacultyand
staffmemberatvarioussitesoncampus;notjusttheQuad(popularfrequentarea).Utilize
campusrecreationplacestoadvertiseandreachouttofacultyandstaffhereoncampus(ARC,
CRCE,Armory).
Objective2:IncludeUniversityofIllinoisstudentathletesinpushingthevariousmarketing
strategies/conceptstogainpublicinterest.Providestudents/facultywithanexemplarystudentof
schoolpride(studentathlete)withineachareaofthecampustoguide/motivateindividuals
leadinguptotheevent(differentmarketingtacticsduringcountdown).
Objective3:Provideacostincentiveforstudents/facultywhobringafriendorfamily
member(s)totheevent
Goal2:Hostaneventpriortoandaftertheactualrun.Gainanattendancerate,tothepreparty,
of60%ormoreofindividualscommittingtotherunand75%orbetterofindividualswho
completedtheraceduringthepostevent.
Objective1:Createapreandpostpartyforparticipantstobeapartof.Relievestressby
providingasocialforum/areaforstudents,faculty,andstafftoopenlybeapartduringrace
weekend.
Objective2:Createsocialmediapages/forumsforparticipantstoshareexpectedgoalspost
race,inthehopesthattheyconnectandfindsomeonewithsimilarinterestasthemoncampus
andpromoteretentionratesforthecompletionofraceweekend.

SponsorshipSupport
SponsorshipTrackerSheet
Company

ContactInfo

Gatorade

18008842867MF8:30
AM5:30PMET;Email
questions/comments
directlyonsite

Bodyn
SOLE

Callusat18772313524
MondayFriday,9amto7
pmCST
Saturday,9amto5:30pm
CST
Sunday,12pmto5pm
CST
Contactsite:
http://www.bodynsolespor
ts.com/contactus

Campus
Sportswear

MondayFriday:9am
5pm

Initial
Contact
Method/Date
Contactby
phonebefore
theendofthe
firstweekof
October
(October8th)

BodyN'Sole
SportsInc.
1317Dunlap
Ave.
Savoy,IL
61874
Email
sponsorship
letterbefore
theendofthe
firstweekof
October
(October8th)

Email:

FollowUp
Method/Date

Status

Notes

Emailvia
contactsite
online34
days
(October
11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)
Emailvia
contactsite
onlineand
papermail
(address
attached)34
days
(October
11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)
Emailvia
contactsite

Not
contact.

Currentlyon
accepting
bulk
purchases
onlineat
GatoradeEnd
urance.com,
Amazon.com
,or
Walmart.co
m

Contact
.Needs
to
follow
up.

Currently
heavily
sponsoring/p
artneredwith
theIllinois
Marathon
services
couldbe
scare.

Contact
edand
7

Tel.(217)3440944

online34
days
(October
11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)

follow
up
complet
ed.

Emailvia
contactsite
online34
days
(October
11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)
Miazasfundraiser@gmail.c Fillouta
Emailvia
om
fundraiser
contactsite
websiteform online34
Onlinecontactsite:
requestat:
days
http://www.miazas.com/fu http://www.m (October

Initial
contact
hasnt
been
made

710SouthSixthSt.
Champaign,IL61820
Onlinecontactsite:
http://campus.ink/contact_
us/

TheNews
Gazette

MiaZas

Viaphone:2173515252
ortollfreeat1800660
7323.

steven@cam
pussportswea
rinc.com
Contactvia
Facebook
websiteas
welldueto
younger
demographic
or
workers/stud
ents
(sophomores)
employed
Contactvia
Facebookand
throughemail
toSteven
beforethe
endofthe
firstweekof
October
(October8th)
Online
contactsite:
http://www.n
ews
gazette.com/c
ontactbefore
theendofthe
firstweekof
October
(October8th)

Initial
contact
hasnt
been
made.

ndraisers

County
Market

Campus
Recreation

iazas.com/fun
draisers
beforethe
endofthe
firstweekof
October
(October8th)

11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)
Onlinecontactform:
Online
Emailvia
http://www.mycountymark contactform contactsite
et.com/company/contact
initiallyand online34
us/
askfora
days
personal
(October
phone
11th12th)
number/email postinitial
forfurther
contact;A
contact
weekpost
beforethe
initial
endofthe
contactdate
firstweekof contactby
October
phone
th
(October8 ) (October
15th)
Emailbefore Emailvia
General
theendofthe contactsite
PhoneTree:(217)333
firstweekof online34
3806
October
days
th
(October8
):
(October
ActivitiesandRecreation
11th12th)
Center(ARC)
postinitial
General
201EastPeabodyDrive,
campusrec@i contact;A
Champaign
weekpost
llinois.edu
MemberServices:(217)
initial
3333806
contactdate
Adventure
contactby
Recreation
CampusRecreation
adventurerecr phone
CenterEast(CRCE)
1102WestGregoryDrive, eation@illino (October
15th)
is.edu
Urbana
MemberServices:(217)
Facility
3333806
Reservations
Ella
Indoor

Second
contact
mustbe
made
via
phone
number

Initial
and
second
contact
mustbe
made
before
October
8th.Ella
Bailey.

WCIA3
News

Baileyatella@illinois.edu
orcall(217)3003918:
Sponsorshipand
Partnershipavailabilities

Facilities
reservecampu
srec@illinois.
edu
Outdoor
Facilities
odspacereser
ve@illinois.e
du

Onlinecontactsite:
http://www.illinoishomepa
ge.net/contactus

Contactby
emailonthe
contactsite
withthe
sponsorship
letterbefore
theendofthe
firstweekof
October
(October8th):

WCIATVChampaign,
IL
509S.NeilSt.,
Champaign,IL61820
WCIXTVSpringfield,
IL
118W.EdwardsSt.,Suite
104,Springfield,IL62704
Phone:2175443691
NewsDesk:2173733650

Phone:217
3568333
NewsDesk:
217373
3650

Emailvia
contactsite
online34
days
(October
11th12th)
postinitial
contact;A
weekpost
initial
contactdate
contactby
phone
(October
15th)

No
contact
made
yet
(initial
or
second)

10

11

SponsorshipLetter
DearEllaBailey,
MynameisMayaManleyandIamnotonlyafrequentmemberoftheCampus
Recreationfacilities(CRCEtobeexact)butalsoastudentattheUniversityofIllinoisinUrbana
Champaign.Iamcontactingyoutosendapersonalinvitationfrommyrecreationorganizationto
youconcerningbecomingasponsorforourannualFitRun2016event.
Yourorganization,CampusRecreation,wouldbetheprimarysourceoffundingforthe
FitRunalongsideourothercampuswidesponsorssuchasCampusSportswear.Wearelooking
forwardtogainingmoreintercitysponsorshipandlocalsupport,suchasyourself,toruna
successfulfitnessevent.
ThiseventwillbeheldOctober28th,2016at9AMwithapreandpostdayeventthesameweek.
TheFitRunwillconsistofa5krun/walkthroughourbeautifullandscapehereattheUniversity
ofIllinoisatUrbanaChampaign.Thepreandpostdayeventsaretwoopportunitiesforthe
publictocometogetherconnect,socialize,andenjoyoneanotherscompanyasidefromwork
andschool.
Asyoumaybeaware,CampusRecreationsmissionistoprovide,awelcomingenvironment
withsustainablefacilitiesandprogramsthatinspiretheUniversitycommunitytoengagein
recreationandwellnessopportunities.Thismissioncoincidesperfectlywithourvisionto
providestudentsandfacultymemberswitharecreationaleventthatpromotessocialinteraction
andahealthylifestyle.LikeCampusRecwebelievethatthereisaplaceforeveryonehere.
Weareaskingyourorganizationtoprovideoureventwitharoomthatwillhold500maximum
peopleforbothourpreandposteventdays.Yoursponsorshipwillhelptoassurethesuccessof
ourFitRun2016event.Ifyouhaveanyquestionsconcerningourevent,Ilookforwardto
hearingthemthenexttimemyorganizationcontactsyouviaemail.Assaid,Ilookforwardto
followingupwithyouwithinthenextweekconcerninganypossiblequestionsorconcernsyou
oryourteammayhave.
Sincerely,
MayaMichelleManley
DirectorofFitRun
(217)2222222
mmmanle2@illinois.edu

12

Budget
Budget Worksheet
Program Name: FitRun 2016
Number of Sessions: 3-day event (Pre-event, Race Day, Post-event)

A. Direct Costs:
1. Staff/Instructors/Leaders/Officials
:
Volunteer
Campus Rec
Staff
Security/Parking Personnel
AED Certified Personnel
Total Leadership Cost
2. Supplies / Equipment:
Water (24 CT)
Water 1 gallon
Goody bags
Completion rewards
Campus layout
Medals
Small towels
Bib Numbers
Total Supply Cost
3. Miscellaneous (contractual rent,
transfer, etc.):
Room rental
Audio rental
Portable restrooms
Total Miscellaneous Cost

# of Inst.

Days

75
20
45
12
10

1
1
1
1
1

Item Name
Nestle Pure Life
Purified Water
Nestle Pure Life
Purified Water
Drawstring
Backpacks
Medals
Map of race
Bronze, silver,
gold awards
Emblem Face
Towel
Race Bib

QTY. Unit Cost

300
$13.47

Est. Cost
$4,041

Cost
$4,050

80

$10.00

$800

$800

3,400

$0.75

$2,550

$2,550

3,400
3,400
54

$2.50
$2.00
$5.00

$8,500
$6,800
$270

$8,500
$6,800
$270

3,500

$1.25

$4,375

$4,380

3,400

$0.23

$782

$790
$28,140

Est. Cost
$700

Cost
$700

$750

$750

$3, 150

$3.150
$4,600

Item Name
Campus
Recreation room
Campus
Recreation
Speakers/sound
Porta-Potty

#class/day #hrs./clas
s
1
15
1
4
1
15
1
8
1
6

Hr.
rate
$0.00
$8.50
$10.00
$11.00
$20.00

13

Cost
$0
$680
$6,750
$1,060
$1,200
$9,690

TOTAL DIRECT COSTS:

$42,430

B. Indirect Costs:
1. Contribution Rate /
Profitability

Rate

Direct Costs

Contribution

50.00%

$42,430

$21,210

TOTAL INDIRECT COSTS:

$21,210
In a real situation you would also need to account for other indirect costs,
such as, registration, mailings, electricity, equipment use, etc.

TOTAL ALL COSTS:

$58,920
C. Revenues
1. Fees/charges

Student Registration
($25)
Faculty Registration
($30)
Total Minimum
Enrollment
Total All Costs
$58,920
Total All Costs
$58,920

2. Other
revenue
sources (shirt
sales, food
sales, etc.)
Shirts (Merch)

Minimum
enrollment/ Total
Session
1

Min per session

Subtotal

3000

3000

300

300
3300

Min. Enrollment
3,000
Min. Enrollment
3,000

Suggested Member fee

$22
ACTUAL Member fee
$25
TOTAL FEES REVENUE: $75,000

Revenue
Source

Qty.

Unit
price

Cost to
purchase

Selling
price

Profit
made

Campus
Sportswea
r

3,500

$11

$38,500

$13

$45,500

14

Hydro Flask
Post Event Dinner
Pre Event Lunch
Gatorade Race Pack
Gatorade Energy
Chews
Total

Body n
SOLE
Mia Zas
Mia Zas
Gatorade
Gatorade

500

$150

$75,000

$130

$65,000

1,980
2,475
1,500
2,000

$15
$12
$52
$4.98

$29,700
$29,700
$78,000
$9,960

$15
$15
$45
$5

$29,700
$37,125
$67,500
$10,000.0
0
$254,825

$260,860

TOTAL ALL REVENUES:

$81,035
PROFIT / LOSS: $17,395

15

BudgetSheetExplanation
FitRun2016willbeheldonOctober28,2016from9amto2pm.Apreandpostdayeventwill
occurthesameweekoftheraceonOctober27thandOctober29th.Therun/walkrecreational
eventconsistofa5k(3.1mile)trailthroughtheUniversityofIllinoisatUrbanaChampaign
campus.
DirectCost.Directcostconsistsof:staff,supplycosts,andmiscellaneouscoststhe
organizationwillbeinchargeofcovering/payingfor.Intermsofstaff,fivecategoriesof
personnelwillbehiredfortherace,preevent,andpostevent.Ofthosefiveonlytwogroups
(staffandvolunteers)willbeworkingallthreeeventsthatweek.Volunteers,CampusRecreation
staff($8.50/hour),otherstaff,security/parkingpersonnel,andAEDcertifiedpersonnelwillallbe
hiredforserviceandlabor.Volunteershoweverwillnotbepaidfortheirlaborunliketheother
groups.ThroughthepartnershipwithCampusRecreation,staffhasbeenofferedtousfora
minimumwagehourlyrate($8.50).Otherstaff($10.00/hour)unlikeCampusrecreationstaffwill
workduringtheracedayandforbothsocialevents.Campusrecreationstaffwillonlybeused
whentheeventshostedwithinthatbuilding(ARC)areinsession(teardownandsetup
included).Leadershipcosttotaloutto$9,690.
Intermsofsupplycosts,purchasedwillbe:water,goodybags,completionregards,
campusmaps,medals,smalltowels,andracebib.Allwaterwillbepurchasedbythebrand
NestlePureLifePurifiedWater.Lesserindividualswaterbottleswillbepurchasedtoprevent
litteringandincreaserecyclingeffortsaswellasprofitsforHydroflasksales(seeOtherSources
BudgetSheet).100moreofeachitemthantheprojectedgoal(seeProgramGoalsand
Objectives)tocoverpossibleproductmalfunctions.Eachdrawstringbackpack(goodybag)will
haveamapoftherace/UIUCcampus,samplesfromallofouramazingsponsors,alistof
productstobesoldduringraceweek,asmallfacetoweladornedwiththecompanysemblem,
andaracebibperindividual.Completionrewardswillbegiventoeachindividualuponfinishing
theentire3.1miles.Medalsforthefirstthreerunnerswhovecompletedtheraceaswellas
medalsforeachtoprunnerwithinthe50agegroupswillbegiven.Supplycoststotaloutto$28,
140.
Intermsofmiscellaneouscosts,CampusRecreationwillrentoutspaceandaudio
equipmenttousfortheentirethreedaysforatotalof$1,450.TheActivitiesandRecreation
Center,betterknownastheARC,willbeusedforthepreandposteventdays.Alongsidethat
portablerestroomswillbeboughtforrentalsuefortheevent.Foranestimatedattendance
aroundof3,000peopleminimumforanaverageof5hourseachday,wewillhave18portable
restroomsscatteredthroughoutthecampusareaused.Thestandardportabletoiletrentalranges
fromabout$175to$225perday.Wewillbeusingthemostbasicmodelforourthreedayevent
whichcomesoutto$3,150costtowardsthesebathrooms.Intotal,directcostwillequal$42,
430.
IndirectCosts.Indirectconsistsofthecontributionrateandprofitabilityoftheprogram
event.Duetotheratebeing50%andthedirectcostofthingsneededequaling$39,280,the
16

contributiontowardsFitRun2016is$19,640.Totalindirectcostsarethus$19,640.Agrand
totalofallcostsequals$58,920.
Revenues.Aregistration/entryfeewillbeassessedforbothstudentandfaculty.Keeping
inmindthatourtargeteddemographic(seeProgramObjectives&Goals)areprimarilycollege
studentswhohavelowerfundsthanmost.Collegestudentswillbecharged$25andfacultywill
becharged$30.Intermsofthebudgetplanafeeandchargeof$22hasbeensuggested.Itis
expectedatotalnumberof3,00studentparticipationand300faculty/staffmemberparticipation
forallthreeevents.Thegoalistoacquire60%ofthattotalforthepreeventand75%forthe
postevent.Totalrevenuefeesarethus$75,000.
Other Sources.
Lastlyothersourcesareallitemsandproductsweexpecttoselltoindividualsduringthe
3dayevent.Productssoldwillbe:merchshirtswithcompany/raceemblem,hydroflask(known
tokeepwatercoldfor8+hours,posteventdinnertickets,preeventlunchtickets,Gatorade
energychews,andGatoraderacevaluepacks.GatoradeValuePack:consistof1Gatorade
ThirstQuencher(64fl.oz.),SqueezeWaterSportsBottle2Pack(32Oz),4packofRecover
ProteinShakes(11.16fl.oz.),GSeriesPrimeEnergyChews(51oz.sleeves),andabox(6bars)
ofRecoverWheyProteinBars(16.9oz.).AllfoodticketsaresponsoredbyourpartnersMia
ZasandCountyMarket.Totalofothersourcesequals$254,825.Totalofrevenuesequals
$81,035.ProfitgainedfromFitRun2016eventequal$17,395.

17

Cancellation Plan
Cancellation of this event although rare can still occur due to inclement or
severe weather on either of the three event days. Any of the three events
will be closed in the case of thunderstorms, heavy showers, and winds. If this
is the case students, faculty, and all involved will be informed by staff via
email if cancelled before the date or in person. Refunds and other financial
matters will be dealt with within a two-week span of the events final date.

18

ManagementPlan/Timeline
Pre-Event Animation Plan

Pre-event party Occurs one day before actual race event. Purpose of
event is to distribute goody bags to those whove pre-registered while
providing a social opportunity for the Champaign community.

Clean up (1 hour - hour & 1/2 max);

Merch/product sale (Gatorage sponsor)

Race ends (3.1 mile completion)

(distribute participation award);
pass out more towels & cups of
water

Start race (blowhorn); Start time

clock; alert volunteerd located at
each tenth and 1/2 mile; announcer
passed at halfway point of race
Line up for race waves (A, B, C, B);
alert supporters not particpating in
race where the end is and where
they allowed to position themselves

Set Up = parking, AED, and security

personnel set in place; Volunteers
responsible for placing themselves
where they've been assigned

Pre-event party - 1 day before race

event; distribtue goody bags to
those registred for pre-event

19

Race Day Animation Plan

Clean up (1 hour - hour & 1/2 max);

Merch/product sale (Gatorade - sponsor)

Race ends (3.1 mile completion) (distribute

participation award); pass out more towels &
cups of water. Completion awards will be
passed out by volunteers at the finish line for
all runners who cross the marked "Finish" fag.
AED services/trucks/tent will be in plain sight
on the sidelines of the "Finish" line for those in
need

Start race (blowhorn); Start time clock; alert

volunteerd located at each tenth and 1/2 mile;
announcer passed at halfway point of race

Line up for race waves (A, B, C, B); alert

supporters not particpating in race where the
end is and where they allowed to position
themselves

Set Up = parking, AED, and security personnel

set in place; Volunteers responsible for placing
themselves where they've been assigned

20

Post-Event Animation Plan

o Post event party occurs one day after the actual race event. Purpose of the event is to
distribute medals for each top runner based on the various categories (age, gender, etc.).
These awards are for the first three runners (not gender/age specified) whove completed
the race as well as medals for each top runner within the 50 age groups (Male and female
awards for each group).

Clean up (1 hour - hour &1/2 max); Merch/product

sale (Gatorade - sponsor)

Race ends (3.1 mile completion) (distribute participation

award); pass out more towels &cups of water. Completion
awards will be passed out by volunteers at the finish line for
all runners who cross the marked "Finish" fag. AED
services/trucks/tent will be in plain sight on the sidelines of
the "Finish" line for those in need

Start race (blowhorn); Start time clock; alert

volunteerd located at each tenth and 1/2 mile;
announcer passed at halfway point of race

Line up for race waves (A, B, C, B); alert supporters

not particpating in race where the end is and where
they allowed to position themselves

Set Up =parking, AED, and security personnel set

in place; Volunteers responsible for placing
themselves where they've been assigned

21

AnimationPlanTimeline

Time
8:00AM

Action
SetUp

9:00AM

RaceWaveLineUp

9:4510:00AM

StartRace

10:00AMlastrunner
complete/finished
9:00AMuntil

PassoutWaterat1.5milemarker

3:304:30PM(atthelatest)

9:005:00PM
3:004:30PM

2:004:00

Notes
Materialsneeded:c
signsthroughoutco
Underthestartban
volunteerperwave
course(atleast5p
Introductionbycoo
event
Volunteersrespons

AEDstaffpresent1hourbefore AEDstaffaccess
and2hoursafterevent
purchasedforeven
additionaltentnear
guestpostrace
Setupsignsforpostevent
Completedayafter
(medalsretrievalofallcones,
personnelcategory
flags,andsigns);Largestreet
volunteers,security
sweep
forindividualsecti
Signsdirectingtoinside
Noneavailablethro
bathroomsavailable(pre,post,
duetoshortdistanc
andbeforerace)
haveknowledgeof
Medaldistribution;Good
Volunteers,staff,a
bags/Merchdistribution(faulty
responsibleforind
equipmentreplacedonly);Merch
productsale
Preevent&posteventtimes
Setup/cleanupby
hosted;Goodybagsprovidedat
staffoftheARC
preevent;Foodandreplacement
bagsprovidedatpostevent;
Merchprovidedatbothevents

22

Major
Function

Task

Program
Design

Createflyers&
Facebookpage;Begin
askingforVolunteers
(signupseparatefrom
race)

Time
Required
to
Complete
4hours

Deadline

Responsiblefor
Task

4monthsprior
toevent

Coordinator

23

Program
Design

SiteSelection

SiteSelection
Staffing
Staffing

Staffing

CreateOnlineRace
Registrationpage

3hours

3monthsprior
toevent
updatepost
siteselection
confirmation
ContactUIUC(DIAin 2hours
5monthsprior
particularendsign
for2weeks; toevent
withinstadium)
weekly
concerningspacerental updates
containing
eventinfo
(sponsors
heldduring)
Obtainracepermitsvia 1week
5months
ChampaignCounty
prioraftersite
board
confirmation
Hirepersonnel
2weeks
3months
priorJuly
Top5temselected
45minutes Julyand
(carriesouttaskunder max
September
coordinator);Overview
refresher
ofracecoursewith
ALLstaff
Preeventsetup/tear
2hours
Daybefore
down
race

Coordinator

Coordinator;Head
teamofVolunteers
(Teamof5)

Coordinator
Coordinator
Coordinator

Volunteers
responsiblefor
placingthemselves
basedon
assignment
Volunteers
responsiblefor
placingthemselves
basedon
assignment
Volunteers

Staffing

Posteventsetup/tear
down

2hours

Dayafterrace

Promotion

SocialMedia
Marketing

1hourper
socialsite

Promotion

Contactsponsors;
Eventdateoverview

1hourvia
email

Everyweek
startingafter
personnel
hired(July)up
to1daybefore
event
4months
Coordinator
before
program
designsare
completed

24

Equipment,
Supplies,&
Materials

Ordersupplies

1day(24
hours)

Firsttwo
weeksof
August

Main5teamof
volunteers

Equipment,
Supplies,&
Materials

Fillgoodybags

4hours

Volunteers

Equipment,
Supplies,&
Materials

Order/Createbibs

2hours

Registration

Preeventregistration
heldonline;linkon
Facebookpage

2hours

Firstweekof
October;Third
weekof
October(Late
Registration)
Endof
August1st
weekof
Septemberat
thelatest
3months
beforerace
day

StaffTraining Trainpersonnel;
overvieworpurpose,
goals,andmission;
Assignvolunteersto
sectionspre,during,
postevent
Program
Animationplan
operation
creation&follow
through(oneventdays)
Evaluation

Passoutmailing
surveystopostrun&
postpartyparticipants

Evaluation

Comments/concerns

Trainin
JulyAugust
wavesfor
eachsection
for1hour
Aweek

Coordinator
mustcreate
plan3months
prior
Passout
Formsprinted
formsuntil alongwith
1hourafter program
raceevent
designs4
andpost
monthsprior
party
2hours
1weekafter
allthreeevents

Coordinator

Coordinator&
Team5of
Volunteerssetup
onlinepage2
weekspriorto
whenitopens
Coordinator;Team
oftop5volunteers
determinedmid
August
Volunteersand
coordinator
Volunteers

Everyoneoncall
forevent
coordinator,
volunteers,staff,
security,etc.

25

References
A. (n.d.). Champaign, IL Demographics. Retrieved November 17, 2016, from
http://www.areavibes.com/champaign-il/demographics/
Demographics. (n.d.). Retrieved November 17, 2016, from
https://oiir.illinois.edu/about/demographics

26