Cabin Fever Scholarship Dash
February 1, 2014
Notes for 2015:
- Consider something new or bigger for 5 year anniversary, like adding an untimed 1 mile race
- Banner, safety pins, medals, mile markers, some coded bibs – Rachel Kintzle’s garage (top shelf)
- Send survey Monday after race to be entered into a drawing for a free race entry
- Julie Fassbender said the Winter Carnival was a success and they would welcome a partnership with WIB. Push Dash back one weekend (Saturday after the Superbowl)
Contents
Committee Meeting Agenda
August 27, 2013
September 16, 2013
October 21, 2013
Committee Roles
Race Director
Sponsor Manager
Registration Manager
Marketing Manager
Volunteer Manager
Finance Manager
Refreshment Manager
T‐shirt Manager
Goodie Bag Manager
Race Weekend Schedule
Friday
Saturday
Items to Bring to the Lodge
Food & Beverages
Lodge Supplies
Signage
Race Supplies
Committee Meeting Agenda
August 27, 2013
5pm at 1398 Skyline Drive
Attendees: Janneke Sobeck, Rachel Kimman, Stacey Sadowski, Heidi Evenson, Chianne Thicke, Jana Korder, Jill Schmit, Sarah Huerta
1)Meeting schedule
- Third Monday of every month until December, from 12-1pm at Live Well Winona (619 Huff Street). If you can’t attend, please email your updates to Janneke or conference call in.
- 2 meetings in January – to be decided in December
2)Email communications – please keep the mass emailing to a minimum. Email Janneke if you feel it can’t wait untilthe next meeting, or if it requires immediate committee input
3)Race is scheduled for Saturday, February 1st at 9am
4)Pre-registration deadline is January 15th
5)Packet pick up will be on Friday, January 31st from 4-6pm at Live Well Winona. Packet stuffing (just bibs and t-shirts) will be on Thursday, January 30th from 5:30-6:30pm
6)Registrations – do we need Race Management software or can we use Excel? This will depend on if we can use the Nordic Ski Team’s timing system again. Excel will suffice if we do
7)Review timeline
8)Assign roles
9)Update on t-shirt design contest. Announced at August luncheon, going in Sept Newsletter. November 1st deadline, submit entries via email to . Vote at Board meeting. Free race entry for the winner & goodie basket.
September 16, 2013
12pm at Live Well Winona
Attendees: Janneke Sobeck, Rachel Kimman, Stacey Sadowski, Heidi Evenson, Jana Korder, Jill Schmit, Mandy Weilandt
1)Update on each role
October 21, 2013
12pm at Live Well Winona
Attendees: Janneke Sobeck, Rachel Kimman, Stacey Sadowski, Heidi Evenson, Jana Korder, Jill Schmit, Mandy Weilandt
1)Review and update race weekend schedule
2)Update on each role
November 18, 2013
12pm at Live Well Winona
Attendees: Janneke Sobeck, Rachel Kimman, Stacey Sadowski, Heidi Evenson, Jana Korder, Sarah Huerta, Rachel Kintzle
1)Update on each role
December 16, 2013
12pm at Live Well Winona
Attendees: Janneke Sobeck, Rachel Kimman, Stacey Sadowski, Heidi Evenson, Rachel Kintzle
1)Decide on January meeting(s)
2)Update on each role
January 20, 2014
12pm at Winona National Bank, downtown location, upstairs
Attendees:Janneke Sobeck, Heidi Evenson, Rachel Kintzle, Jill Schmit, Mandy Weilandt, Jana Korder
1)Assign all items to bring to the lodge
2)Final review to ensure there are no missing pieces
Committee Roles
Race Director- Janneke
- Reserve lodge & bike path through Park & Rec. Have Finance Manager pay.
- City Council street closure request.
- Schedule barricades & request cones.Ask Street Department (507-457-8276) to drop off barricades on Friday night from Huff to Hamilton.
- Reserve police & ambulance. Police Chief Paul Bostrack (507-457-6201) to request reserves. Karla Eppler of the Winona Area Ambulance Service (507-452-5351) to schedule on-duty ambulance at the start/finish area. They will only leave our race if they need to respond to an emergency in the community.
- Week before confirm with Karla, Paul, Street Department, and Park & Rec.
- Schedule course marking. Recruit one or two others with Garmins and go out a few days before the race to mark start line, mile markers, turnaround, and finish line. Tie caution tape to nearby trees as landmarks if there is a lot of snow on the ground or in the forecast. Place start line in front of lodge so sound system carries, and have finish line end close to the lodge. Suggestion to stay on bike path for 2015 and go out 1.6 miles instead of 1.5 to end closer to the lodge.
- Timing equipment (2013 ~ $100. 2014 ~ $350)Nordic Ski Timing contact is Jason Mork - .
- Get key for Lake Lodge Friday before the race.
- Order bibs from Road ID. Get bibs to Timing team to code/chip. Rachel Kintzle has several chipped bibs left from 2014.
- Sound system from Jim Trouten (2013 ~$100 + list him on the t-shirt) or Aaron Repinski. Neither were available in 2014 so Heidi borrowed a sound system from her husband that played an ipod.
- Medals & plaques from First Place Trophies – no year for medals.Ask Stephanie if they can donate plaques again for overall male and female.
- Ask Sole Sport for top male/female award (2013 – fleeces)
- Sponsorship sign. See if Fastenal will donate sign. Include money donations, virtual goodie bag sponsors, and food and beverage sponsors.
Sponsor Manager – Jill
- Finalize sponsor business list & donation letter (drafts available from last year). Jill compiled the list of actual donors from the last 3 years out of the master list for 2014. Note for 2015 – expand the list and be more persistent.
- Send solicitation letters in September to the businesses. Have committee help with follow ups if needed.
- Respond to business requests/inquiries
- Communicate sponsors to Finance Manager to maintain spreadsheet of donations
- Collect business logos & give to Marketing Manager and T-Shirt Manager
- Send thank you letters
Registration Manager– Chianne
- Update registration form. In 2014 Chianne updated the form with additional information inthe waiver for our protection, and we increased cost to $22 for long sleeve t-shirt ($2 increase)
- List race on active.com
- Contact La Crosse Mail Center to request flyer donation. Deb Hegland requested a donation of 1,500 flyers.
- Receive registrations (online and from PO Box)
- Create and maintain spreadsheet of participants. This can be done in Excel without paying for Race Management software if we use Nordic Ski Team’s timing equipment
- Keep a headcount for each month so that the following year we can easily compare how we are doing and see if efforts need to be doubled
- Coordinate race‐day packets
Marketing Manager- Jana
- Except for flyers in local race packets, actual marketing didn’t start until early December. Mississippi Medley marketing went out around the same time.
- Jana created 6 tag boards to display Dash registration forms. Tag boards or pile of flyers were placed at Sole Sport, Adventure Cycle & Ski, Sport-n-Spine, YMCA, GNC, CrossFit Warrior Risen, WSU IWC, and Team Howell.
- Registration flyer distribution(consider adding a code for reach race we give flyers to so we know where registrations are coming from)
- email to past participants
- drop off at Adventure Cycle & Ski, Sole Sport, GNC, Team Howell, Snap Fitness, Anytime Fitness, YMCA, Sport & Spine, Warrior Risen Cross-Fit
- Morrie Miller – 9/14 (Jim Baertsch - ). Get flyers to Jim by 9/9
- Cotter Birthday Dash – 9/21 (Megan Sadowski - )
- Applefest Scenic 5K Run/Walk – 9/21 (check website)
- Maple Leaf Half Marathon, 5 mile, 5k – 9/28 (Aleesha Christiansen - )
- Warrior Waddle – 10/19 (Kathy Hovell - )
- Starlight Stroll – 11/8 (Chianne Thicke - )
- Media
- radio
- HBC interviews No longer available
- print ads No budget for this
- press releases - Winona Radio, Charter, HBC, and the newspapers (Winona, La Crosse, La Crescent)
- Facebook event
- Website – sponsor logos & upload registration form (button code below)
<!--Start copying Custom Button code--<link rel="stylesheet" type="text/css" media="all" href="" /<table<tbody<tr<td<div id="btn_div" class="btn-g206"<ul<li<a id="btn_lnk" href="" target="_blank"<span id="btn_txt">Register Now!</span</a</li</ul</div</td</tr<tr<td nowrap=""<div id="btn_foot">by <a href="" target="_blank" title="Online Registration, Marketing and Event Management Software">ACTIVE Network</a</div</td</tr</tbody</table<!--End copying Custom Button code-->
Remove list of last year’s sponsors at first committee meeting and continually update with current year’s sponsors.
- Mankato Avenue banner Too expensive
- 2 wooden signs on Huff (by the highway and across from the YMCA) Fastenal can do 3x6 for $4/sq ft ($72 each sign). Velcro could be stuck over the date each year to recycle them. Request approval from City Council (send them the sign design)
- Online community calendars
- Race will again be part of the Mississippi Medley
- Updated Dash webpage with date, time, location, registration form, and weather policy (check with Chianne for ideas from Starlight Stroll)
- Final marketing push in January (press release, Facebook, radio)
Volunteer Manager– Stacey & Rachel
- Recruit raceday volunteers/course marshals. Volunteer shifts and descriptions have been created on Volunteer Local. Some of the regulars (eg lead biker Patrick Menton) can be contacted in September/October. WIB Board has been encouraged to volunteer.
- The Volunteer Local Information for the Dash is:
Volunteerlocal.com
Scholarshipdash
- Provide written instructions/description for each volunteer
- Talk to Karen Moore about back up timing
- Email Joe Reed at WSU and all past volunteers
- Follow up with volunteers and confirm their commitment (have a few extra back-up volunteers). Use follow up feature on volunteerlocal.com
- Direct volunteers on race day. Volunteers on the course may need a map, or have someone drive them out there
- Minimum of 20: 5‐6 at start/finish line, 5‐6 at registration area, and 5‐6 on the course
- National Anthem singer. Jill and Heidi’s daughters did a beautiful job the last 2 years
Finance Manager - Mandy
- Establish the budget.
- Collect sponsor payments
- Collect race day registration payments
- Supply race day cash box
- Provide updated total of donations at meetings
Refreshment Manager- Sarah
- Secure donations for race day food/water. Refer to food and beverage list on the Forum. Start making requests in October/November
- Acoustic Café, Bluff Country Co-op, Culligan Water (ask for water BOTTLES), HyVee, Midtown Foods, Winona Bread & Bagel, Kwik Trip, Mugby Junction
- Provide dollar values of donations to Finance Manager
- Pick upitems the day before the race & on race day(committee will help)
- Set out food after the race begins
T‐shirt Manager- Heidi
- Draft blurb for September newsletter about the t-shirt design contest. Advertise at Cotter, Southeast Tech, Senior High, WSU, SMU. Ask committee and/or their business to donate to the goodie basket that design winners receives(water bottle, gift card, etc)
- Get shirt quotes from Excel Images - , Jay & Dee’s - , Will Enterprises - , PGS Custom Products - , and Sidecar . Jill donated the shirts at-cost and was listed as a sponsor on the t-shirts for 2014.
- Order shirts. Sample shirts were brought to the October meeting.
- Feedback from 2014: great shirts! Indicate on registration form if they are unisex or gender specific.
Goodie Bag Manager– Janneke
- Virtual goodie bags were emailed to participants (sample saved on the Forum). Contacted Watkins, Sole Sport, Adventure Cycle & Ski, Back to Health, local races, Rogan’s, CrossFit Warrior Risen, Hibbett Sports, Mary Kay, GNC, WIB (bring coupon to luncheon to redeem sweet treat by June luncheon, 1 per person), Gilmore Avenue Car Wash, and Sport & Spine) for coupons or specials.
- Create virtual goodie bag in Constant Contact or attach a PDF to reminder email that can be printed with the coupons.
- Send a reminder with virtual race packet about race date, time, and shirt/bib pick up.
Race Weekend Schedule
Friday
- Janneke will pick up Lake Lodge key in the afternoon
- 4-6pm packet pick up at Live Well Winona
Saturday
- 7:15am everyone get there
- TBD pick up food and beverage donations
- 7:30am set up finish line
- 8-8:45am race day registration
- 8am put coffee/hot chocolate out (consider putting SOME food out as well)
- 8am put up barricades & mile markers (street closure request from the City is for 8-10:30am)
- 8:45am all course volunteers to their positions
- 8:55am announcements and National Anthem
- 9am race starts
- 9:10am put out food and beverages
- Awards as soon as results are available. Write down names of unclaimed medals!
- After the race, take down barricades and clean up. Make sure cones are returned to outside of Lake Lodge
Items to Bring to the Lodge
Food & Beverages
- Pick up @ TBD
Lodge Supplies
- basket for shirt design contest winner
- extra safety pins
- duct tape
- scissors/utility tool
- extension cords
- WIB Membership Forms
- registration forms
- bungee cords & rope to hang sign
- cash for registrations
- kitchen towels
- knives to cut bagels
- donation basket for Scholarship
- paperware
- cups
- markers/paper
- large coffee pot
- kleenex
Signage
- Recycling paper/plastic
- Registration and Pre-Registration
- WIB Sign
- Private Party Signs with hours of use
- Race Sponsor Signs
- Bathroom signs – unisex
- Mile markers (1 & 2) to tape to sticks in cones
Race Supplies
- packing tape
- stop watches (4 - 2 for mile markers, 2 extra in case they freeze)
- air horn/gun
- wooden sticksand plastic roping (ask Kathy Hovell)
- shovel
- hammer
- cones from Park Maintenance
- race timing equipment
- race clock
- laptop
- medals & plaques
- metal hanger or oversized pin to collect bib tabs for back-up timing
- salt – feedback from 2013 about the turnaround point in particular
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