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 on