2003 Unknown Fun Run

Event Management Plan

DATE

NAME OF EVENT

Run/Walk

EVENTS

4km Run - Mens, Womens, Juniors, Veterans

4km Walk – Mens, Womens, Juniors, Veterans

8km Run - Mens, Womens, Juniors, Veterans

8km Walk - Mens, Womens, Juniors, Veterans

All runners at 0800hrs

All walkers at 0810hrs

On the day – Mens and womens prizes will be given out and random draw prizes.

Juniors and Veterans will be sent out later

COMMITTEE

Convenor - Linda - keeps the ball rolling - essential

Race Director - Phil - plans the course - equipment/logistics

Volunteer Co-Ordinator

Publicity and Promotion person

Fundraising and business sponsorship person

Insurance liason

Secretarial type person. More records that are kept for this year , the easier it will be in coming years.

Entertainment member - finding music and extra activities as sidelines for the run

BACKERS OF EVENT

GROUP1, Melbourne Abcd, Various Sponsors

COURSE ROUTE

See next page. Course will be the same as the Lest We Forget Run, but will start from the Main Gate at the Abcd and go in the opposite direction

EQUIPMENT NEEDED

Starting Gun

Start tape

Finishing arch

Barriers

Trestle tables (8)

Witches hats

Marshalls Vests

Clipboards

Tents

Portaloos

Bunting

Time clocks (2)

Safety pins

Stationery box (pens, entry forms)

FOOD AND WATER

Sunburn Cream

Vaseline

Water ( 1 litre per person ) x 2000 = 2000 litres

Fruit – possible sponsorship

SIGNS

Signs – WATER, FRUIT, SHOWBAGS, ENTRIES, RESULTS

Starting Area

Arrows – 15 (staged around course)

PRE EVENT TIME LINE

Date	Job	Person responsible
Apr 02	Insurance Proposal	Phil and Linda
Apr 02	Proposed Time line	Phil

May 02	Complete possible courses
May 02	Complete Event plan
May 02	Risk Management Plan

Jun 02	Present proposal to Abcd
Jun 02	Name the Event

Jul 02	Apply for Grants
Jul 02	Apply for Sponsors (in kind)
Jul 02	Get Police/Vic Roads permission
Jul 02	Get Equipment/insurance/prizes

Aug 02	Fine tune course
Aug 02	Confirm budgetry status

Sep 02	Fine tune the events and entry form
Sep 02	Volunteer ask – GROUP1 Mag

Oct 02	Publicly announce Fun Run (Abcd Birthday)

Nov 02	Confirm status of Jul 02 jobs
Nov 02	Confirm budget status

Dec 02	Review and check everything

Jan 03	Step up publicity/fundraising
Jan 03	Confirm Jul 02 job status
Jan 03	Check course
Jan 03	Confirm volunteers

End of Jan 03	Launch of Fun Run
End of Jan 03	Formalise/confirm timetable for day of event

Feb 03 (first week)	Touch base with in kind sponsors
Feb 03 (first week)	Touch base Police/Vicroads
Feb 03 (first week)	Touch base equipment providers
Feb 03 (first week)	Touch base prize providers
Feb 03 (first week)	Check course

Feb 03 (last week)	Start picking up in kind stuff
Feb 03 (last week)	Touch base Police/VicRoads
Feb 03 (last week)	Start picking up prizes/equipment
Feb 03 (last week)	Check course
Feb 03 (last week)	Volunteer meeting

2 days prior	Touch base Police/vicroads
2 days prior	Pick up remaining inkind, prizes, equipment, food/water

Day before	Check course
Day before	Check weather forcast


Day of Event	Set up course
Day of Event	Set up Start/finish
Day of Event	Don’t Panic

Week after	Return equipment
Week after	Results
Week after	Thankyou letters

2 weeks after	Debrief meeting

1 month after	Debrief report for the Abcd

BUDGET

Based on 500 adults/500 child entries - left hand column. Based on 1000 adults/1000 children right hand column

(s) - alleviate by in kind sponsorship

There is no consideration in this for money raised by competitors as sponsorship

Adult Entries:	10 000 (20 p/h)	20 000
Child Entries:	5 000	10 000
Insurance	5 000	7 500
Race numbers	1 000	2 000
Water/Fruit (s)	1 000	2 000
T- Shirts (s)	1 000	2 000
Equipment hire(s)	1 000	1 000
Printing/stamps(s)	1 000	1 500
Advertising (s)	5 000	7 500
Signs (s)	500	500
Prizes (s)	500	750
> Total	15 500	24 000

> Umm, The figures on the left arent good , but remember we have the potential of recouping $9 500 in sponsorship from companies which doesnt make it to bad and the right hand figures we have the potential of recouping $14 500 in sponsorship from that amount. I think these figures are generally ok!

STARTING SYSTEM

All runners will be called at 0750hrs. Race to start at 0800hrs. clock to start.

All walkers to be called at 0802hrs. Race to start at 0810hrs.

For consideration – race numbers will need to distinguish between the 4 events. This is for placegetters.

SHOWBAGS AND T-SHIRTS

Yes. To be investigated

FINISHING SYSTEM

Spotters will be needed to record the major placegetters for the Events.

All other runners/walkers will have to note their own time. Certificates in showbag – to be filled in by runner.

If were going to record all results we will need a shute system, 6 people at tables with clipboards, runners que up and give time to clipboard.

Other way is to film finish with each runner and clock in view.

RISK MANAGEMENT TREATMENT PLAN

Notes

Possibility is assessed from 1 to 5. 1 is very improbable and 5 is extremely probable.

Effect is assessed from 1 to 5 . 1 is limited effect on the Run and 5 is extreme effect on the Run’s outcome

Hazard/risk	Possibility	Effect	Total	Treatment
Police /Vicroads don’t approve of courses	2	5	10	1. Address and fix concerns 2. If still not approved , cancel and look for new Event concept.
Nil insurance	2	5	10	3. Address and fix concerns 4. If still not approved, cancel and look for new Event concept.
Police/SES won’t help	3	3	9	5. Address and fix concerns – so that they will assist 6. If they wont. Approach appropriate Service clubs to assist and/or CFA 7. If no service clubs , approach GROUP1 volunteers to gain pool and ascertain qualifications
Another event scheduled same day in Melbourne	3	3	9	Find out full details of other Event Target publicity/promotion strategy for our event accordingly
Event makes loss	2	4	8	Adopt ongoing fiscal checking during the leadup and adopt the “prevention is better than cure” philosophy. Arrange with GROUP1, Abcd prior to the Event on how much they will cover any Loss. Approach GROUP1 and Abcd for a one-off start up grant for first year($2,000 each) Apply for any State and Federal Grants to help start up costs.
Name/concept stolen	2	4	8	Register and trademark the name/concept with appropriate government authorities Register the web site as an official web site domain Put appropriate trademark,copyright symbols after any use of Fun Run name
SJAB/Red Cross wont attend	2	4	8	Adopt and address any concerns of SJAB/Red Cross so that they will attend. If they don’t. Approach Sports trainers etc for qualified first aiders If not , advertise in GROUP1 for qualifed first aiders If none forthcoming, cancel Event
Torrential storm	2	4	8	Ring weather bureau to get full details of storm warning If committee decides that storm is going to hit during the Event. Decide to run event , postpone event till following week or cancel event all together (will re refund entry fee) Put appropriate publicity out. If storm hits during run, runner/walker safety is paramount. Refer to Emergency Plan: Decide wether to continue run If stop run – have a sweeper vehicle to inform runners to get off the course. If continue run – have a dry/safe area set up for competitors at finish of Run Heed Police advice in all cases
Equipment / signs stolen	2	3	6	Assess severity of equipment/signs stolen Assess time to get replacement signs/equipment and wether can be replaced in time. Assess wether more volunteers can do the job of the signs. Record for appropriate debrief action
Water stolen	2	3	6	Assess time to get replacement bottled water. Have several water containers on standby Fill up with tap water from Abcd Distribute around course
Runners/volunteers injury	3	2	6	Have qualified first aiders at the start/finish and throughout the course Get injured runner/volunteer to first aider Give qualified first aider power to remove people from race Have appropriate facilities set up for first aiders at start/finish Have details for local ambulance service/hospital ready Have volunteer/vehicle set aside for injury evacuation if this is quicker Refer Emergency plan for full details
Runners get lost	3	2	6	Have course well signposted Place map of course at start/finish area and on entry forms Have km’s signs at each km of course Give verbal description of course to competitors prior to start Have vehicle sweeper check course at end of event for stragglers.
General Theft	2	3	6	Have contingencies to get extra equipment if necessary Bank late entries as soon as received on day Race organisers will not look after any wallets, keys or valuables during the course of the Event and will not take any responsibility for valuables taken from cars (part of entry waiver) Record details of any reported thefts on day of Event Brief volunteers to look out for any suspicious activity.
Race Director working interstate	3	2	6	Record all organising activity in a logical written sequence. Brief other committee members on an ongoing basis so anyone can take over If Rd deployed, verbally brief other committee members before departure and make sure that they have all relevant current documents
Runners /volunteers animal escape	1	5	5	Alert all runners/volunteers immediately Take advice and orders from full time Abcd staff Take advice and orders from Police
Runners/volunteers car injury	1	4	4	60. Have qualified first aiders at the start/finish and throughout the course 2. Get injured runner/volunteer to first aider 3. Give qualified first aider power to remove people from race 4. Have appropriate facilities set up for first aiders at start/finish 5. Have details for local ambulance service/hospital ready Have volunteer/vehicle set aside for injury evacuation if this is quicker 7. Refer Emergency plan for full details
Runners/volunteers sunstroke – heat exhaustion	2	2	4	Have water/sunscreen available at the start/finish area and during the Event Have appropriately placed warnings at the Event and on entry forms Give verbal water and sunscreen warnings prior to start of race Have qualified first aiders at the start/finish and throughout the course Get injured runner/volunteer to first aider Give qualified first aider power to remove people from race Have appropriate facilities set up for first aiders at start/finish Have details for local ambulance service/hospital ready Have volunteer/vehicle set aside for injury evacuation if this is quicker Refer Emergency plan for full details
Sponsor’s /backers renig	1	4	4	Check alternative suppliers check time frame before run check fiscal situation If close to event – do we absolutely need that money/equipment Assess alternative Action
Fire and bombs	1	4	4	Inform all runners/volunteers immediately Call people to remain calm Inform MFB immediately If Police not in immediate vicinity, RD will be in charge. If RD not in vicinity, nearest volunteer will take control of the area Take advice/guidance from Police as they will be in situ Have fire exitinguishers at start/finish area for any local/small problems Refer to emergency plan for full details
Interference from lobby group (anti caged animals)	1	4	4	If protest known in advance. Work with the lobby group , ascertain their intentions and possibly give them a site adjacent to the start/finish area – but ask them not to disrupt Event. Inform police of occurrence If protest happens on day. A committee member works with the group and ascertains their intentions. Ask them not to disrupt the Event. Give them an area adjacent to the Event. Inform police immediately of any protest action as they can provide safety for committee member. Follow the Police orders if it gets ugly. remain calm when speaking with lobby group
Not enough volunteers	1	3	3	Appoint someone to be in charge of volunteers Assess number of volunteers needed in early preparation stages Start advertising for volunteers 6 months prior to event Plan jobs and positions for volunteers If volunteer drops out prior to the event, use reserves to reshuffle to where you can (important/less important) If a volunteer doesn’t turn up. Assess where he was working. Was it important? Shuffle the positions accordingly. Train the volunteers prior and reward after the event
Printing not done correctly	1	3	3	Appoint someone to be in charge of printing Set out terms and costs of printing prior Ask for printing to be re done if not done properly Refuse to pay if close to Event
Prizes/showbags not delivered	1	3	3	Appoint someone to be in charge of prizes and showbags Set out what is required early and costs If not delivered or produced. Look at another supplier If too close to the event. Does the event need the said prizes, showbags
Missing persons	1	3	3	Have a missing persons area at the Event Verbal announcements at the event where to go if lost. If a child gets reported lost, inform police immediately and someone to search course/event area If a child gets found. A volunteer takes them to the missing persons area. Someone tries to find out the childs name and a description gets announced on the loundspeakers

VOLUNTEERS NEEDED

1 Race Director (0600 – 1100)

1 Assistant (0600-1100)

12 Set up (0600 – 0730)

6 Late entries (0700 – 0800)

6 Start area (0730 – 0815)

12 On course Marshalls (0745 – 0915)

6 Drink station helpers (0730 – 0910)

2 Sweepers (0800-0915)

6 Finish area (0815 – 0915)

6 Results recorders (0820 – 0915) - @ if we record all results

4 Showbags (0820 – 0920)

12 Pack Up (0900 –1100)

40 volunteers would be excellent. Minimum needed 20-30

VOLUNTEERS SPREADSHEET

TBA

POLICE/VICROADS CONTACTS

TBA

POSSIIBLE SPONSORS

TBA

ALL OTHER CONTACTS

TBA

RACE DAY TIME LINE

0600 – Race Director and Set Up party start arriving.

0610 – Final Set up brief

0620 – Start setting up

0700 – Late entries start up

0730 – Start Setting up Start/finish area

0730 - Drink stations set up

0745- On course marshals move on to course

0750 – Start calling up runners

0800 – Runners start

0810 – Walkers start

0815 – First runners start arriving

0815 – Start giving out showbags

0900 – Presentations

0900- Pack up of course

0930 – Pack up of start/finish area

1100- Collapse

AWARDS AND PRIZES

1^st, 2^nd and 3^rd each category

Highest fundraiser each category

Spot prizes

Major Spot Prize

ENTRY FEES

To be in comparison with other Fun Runs and Child entry at ¾ of adult price.

PUBLICITY METHODS

TBA

FUNDRAISING METHODS

TBA

RACE SPONSORSHIP METHODS

TBA

ENTRY FORM

TBA – Linda working on

EMERGENCY PLAN

TBA – Phil working on

INSURANCE DETAILS

One quote received at this stage $5900 aprox.

EXTRA INFORMATION FOR INSURANCE QUOTE

The Fun Run will be conducted first weekend in March 2003.

The route will either be from South Melbourne via roads to the gates of the Melbourne Abcd or start/finishing from the Melbourne Abcd and encompassing the parkland area surrounding the Abcd(this is the favoured route). The approximate distance of the event will be 8km.

The Aim of the Fun Run is to raise awareness of the Melbourne Abcd and raise money for improvements in the elephant enclosure

This is the first year that the Run has been held.

The Race Director is Philip Essam who has extensive experience including:

Completed Certificate 3 in Event Management at Regency Park , SA,
Completed various risk management courses(OH and S and Security) via various training providers (NSC, ASIO and RAAF),
Past President of South Australian Road Runners Club and Past Secretary of Australian Ultra Runners Association,
Race Director for SARRC 15km/25km Fun Run in 1999/2000,
Race Director for one off 12 hour Run in SA in 1999,
Race Director for Hobsons Bay Ultra Gallop and Stroll in 2001

Fellow Committee Members for the Event will be drawn from the “Friends of the Abcd”- GROUP1 organisation .

Volunteers for the Event will be mainly drawn from GROUP1 and they will receive the appropriate training prior to the Event. Volunteers will also be clearly identified during the Event

Permission will be sought from the Victorian Police Force and VicRoads prior to the Event . The Event will not proceed if permission is not forthcoming.

Victorian Police and the SES will be asked to give physical support for the Run

ST John Ambulance and/or Red Cross will be asked to provide First Aid support for the Run. The Run will not proceed without this support.

A Risk management treatment plan, Event Management plan and timeline will be compiled and will be utilised as a guide throughout the Run.

The Risk Management treatment Plan will be all encompassing and include financial risks, intellectual property risk, equipment risks, support risks, incident on day of event risks, weather risks and risk to participants(injury, animals, fire, lobby groups, bomb threat etc. The draft for this plan will be available by the end of May.

Water and fruit will be made available to all runners, prior/during and after the Event. The water table available during the Event will be located at approximately the 4km mark.

The Event will be held after 5pm in the daylight saving period which will not be in the heat of the day. Sunscreen will still be available to all runners and volunteers prior, during and after the Event.

Health warnings will be posted on the Entry forms and Event web site warning runners/walkers about competing if sick etc and health warnings will be made public on the day of the Event.

DATE

Runners get lost