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

  1. Find out full details of other Event
  2. Target publicity/promotion strategy for our event accordingly

Event makes loss

2

4

8

  1. Adopt ongoing fiscal checking during the leadup and adopt the “prevention is better than cure” philosophy.
  2. Arrange with GROUP1, Abcd prior to the Event on how much they will cover any Loss.
  3. Approach GROUP1 and Abcd for a one-off start up grant for first year($2,000 each)
  4. Apply for any State and Federal Grants to help start up costs.

Name/concept stolen

2

4

8

  1. Register and trademark the name/concept with appropriate government authorities
  2. Register the web site as an official web site domain
  3. Put appropriate trademark,copyright symbols after any use of Fun Run name

SJAB/Red Cross wont attend

2

4

8

  1. Adopt and address any concerns of SJAB/Red Cross so that they will attend.
  2. If they don’t. Approach Sports trainers etc for qualified first aiders
  3. If not , advertise in GROUP1 for qualifed first aiders
  4. If none forthcoming, cancel Event

Torrential storm

2

4

8

  1. Ring weather bureau to get full details of storm warning
  2. 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)
  3. Put appropriate publicity out.
  4. If storm hits during run, runner/walker safety is paramount. Refer to Emergency Plan:
  5. Decide wether to continue run
  6. If stop run – have a sweeper vehicle to inform runners to get off the course.
  7. If continue run – have a dry/safe area set up for competitors at finish of Run
  8. Heed Police advice in all cases

Equipment / signs stolen

2

3

6

  1. Assess severity of equipment/signs stolen
  2. Assess time to get replacement signs/equipment and wether can be replaced in time.
  3. Assess wether more volunteers can do the job of the signs.
  4. Record for appropriate debrief action

Water stolen

2

3

6

  1. Assess time to get replacement bottled water.
  2. Have several water containers  on standby
  3. Fill up with tap water from Abcd
  4. Distribute around course

Runners/volunteers injury

3

2

6

  1. 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
  6. Have volunteer/vehicle set aside for injury evacuation if this is quicker
  7. Refer Emergency plan for full details

Runners get lost

3

2

6

  1. Have course well signposted
  2. Place map of course at start/finish area and on entry forms
  3. Have km’s signs at each km of course
  4. Give verbal description of course to competitors prior to start
  5. Have vehicle sweeper check course at end of event for stragglers.

 General Theft

2

3

6

  1. Have contingencies to get extra equipment if necessary
  2. Bank late entries as soon as received on day
  3. 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)
  4. Record details of any reported thefts on day of Event
  5. Brief volunteers to look out for any suspicious activity.

Race Director working interstate

3

2

6

  1. Record all organising activity in  a logical  written sequence.
  2. Brief other committee members on an ongoing basis so anyone can take over
  3. 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

  1. Alert all runners/volunteers immediately
  2. Take advice and orders from full time Abcd staff
  3. 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

  1.  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

  1. Have water/sunscreen available at the start/finish area and during the Event
  2. Have appropriately placed warnings at the Event and on entry forms
  3. Give verbal water and sunscreen warnings prior to start of race
  4. Have qualified first aiders at the start/finish and throughout the course
  5. Get injured runner/volunteer to first aider
  6. Give qualified first aider power to remove people from race
  7. Have appropriate facilities set up for first aiders at start/finish
  8. Have details for local ambulance service/hospital ready
  9. Have volunteer/vehicle set aside for injury evacuation if this is quicker
  10. Refer Emergency plan for full details

Sponsor’s /backers renig

1

4

4

  1. Check alternative suppliers
  2. check time frame  before run
  3. check fiscal situation
  4. If close to event – do we absolutely need that money/equipment
  5. Assess alternative
  6. Action

Fire and bombs

1

4

4

  1. Inform all runners/volunteers immediately
  2. Call people to remain calm
  3. Inform MFB immediately
  4. If Police not in immediate vicinity, RD will be in charge. If RD not in vicinity, nearest volunteer will take control of the area
  5. Take advice/guidance from Police as they will be in situ
  6. Have fire exitinguishers at start/finish area for any local/small problems
  7. Refer to emergency plan for full details

Interference from lobby group (anti caged animals)

1

4

4

  1. 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
  2. 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.
  3. Follow the Police orders if it gets ugly.
  4. remain calm when speaking with lobby group

Not enough volunteers

1

3

3

  1. Appoint someone to be in charge of volunteers
  2. Assess number of volunteers needed in early preparation stages
  3. Start advertising for volunteers 6 months prior to event
  4. Plan jobs and positions for volunteers
  5. If volunteer drops out prior to the event, use reserves to reshuffle to where you can (important/less important)
  6. If a volunteer doesn’t turn up. Assess where he was working. Was it important? Shuffle the positions accordingly.
  7. Train the volunteers prior and reward after the event

Printing not done correctly

1

3

3

  1. Appoint someone to be in charge of printing
  2. Set out terms and costs of printing prior
  3. Ask for printing to be re done if not done properly
  4. Refuse to pay if close to Event

Prizes/showbags not delivered

1

3

3

  1. Appoint someone to be in charge of prizes and showbags
  2. Set out what is required early and costs
  3. If not delivered or produced. Look at another supplier
  4. If too close to the event. Does the event need the said prizes, showbags

 Missing persons

1

3

3

  1. Have a missing persons area at the Event
  2. Verbal announcements at the event where to go if lost.
  3. If a child gets reported lost, inform police immediately and someone to search course/event area
  4. 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

 

1st, 2nd and 3rd 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

 

 

 

 

 

 

 

 

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