Road Race. Management. Race Directors Meeting and Trade Exhibit

Transcription

1 Road Race Management Race Directors Meeting 110 East State Street, Suite 15 Kennett Square, PA Race Directors Meeting and Trade Exhibit The Vinoy Renaissance St. Petersburg Resort and Golf Club St. Petersburg, FL November 9-11, 2017 Printed on 30% pc recycled paper using vegetable based ink. Road Race Management Race Directors Meeting and Trade Exhibit The Vinoy Renaissance St. Petersburg Resort and Golf Club St. Petersburg, FL November 9-11, celebrating 34 YEARS of BEST PRACTICES 888

2 Dear Event Organizers: We invite you to join us at the Road Race Management Race Directors Meeting and Trade Exhibit. We have maintained the same high standards since 1983, when we invented the Race Directors Meeting. While we are imitated, there is only one Road Race Management Race Directors Meeting join us and see the difference and why we remain the best resource for event organizers. Take advantage of this opportunity to upgrade and improve your event. Learn, talk, socialize, debate and exchange ideas with other race officials. Network with event directors, sponsors, national running media, sports organization officials and vendors. Learn how to cope with new challenges and how to improve your event year after year. Join us on the waterfront in St. Petersburg, FL (20 miles from Tampa Airport). We offer an excellent room rate of $205 at this historic 4-diamond resort. Join the many race committees that reward committee members with a trip to this meeting. It s a great way to give key volunteers or staff a special treat while educating and rejuvenating them for next year s event. We promise another excellent program. In addition, the meeting offers you the opportunity to visit our many exhibitors and to network in a casual atmosphere. Hope to see you November 9, at the / Publix Gasparilla Distance Classic Welcome Reception and at the two days of meeting sessions and social activities that follow including the nearby Ribfest with national entertainment. Sincerely, Jeff Darman Meeting Coordinator President Road Race Management Road Race Management Register now, attendance is limited. Take advantage of the special five for four offer Any race committee, club or company that registers four people by October 18, may register a fifth person free. Payment and the registrations must be transmitted together by October 18. (All registrants must be members or staff of the same event or organization.) PRESENTING emediagroup HighTech Signs Leslie Jordan Publix Gasparilla Distance Classic SUPPORTING Electric City Printing Gatorade Endurance 2016 Attendees: Ace Custom ACLI Capital Challenge ACTIVE Network Alanic International Always Advancing Anthem Wicked 10K BAA/Boston Bellin Run Bermuda & Half BibRave Blue Cross Broad Street Run Boilermaker Road Race Boston Athletic Association Central Florida Sports Marketing Chicago Gameface Media Gasparilla Distance Classic GiddyUp Productions Good Luck Box Grandma's Greater Long Island Running Club Hasty Awards HAWI Management Heatsheets /AFM Hightech Signs Houston Committee imathlete itab J & A Racing Lake 2 Productions Leslie Jordan, Inc Lilac Bloomsday Run Orbiter, Inc Peachtree City Classic Pic2Go Ltd. Pic2GOUSA PRRO Race for Every Child Race Management Solutions Race Roster Raceclock by Electro- Numerics RaceJoy RacePartner Road Race Management, Inc. RRCA Runners Health Running USA RunToledo FACULTY Jeff Darman Director, ACLI Capital Challenge; Member, IAAF Road Running Commission; Marketing Consultant, Past President RRCA; Former Sports Marketing Director, Moving Comfort and consultant to Running Times AMY and JERRY FROSTICK Founders of J and A Racing; owners, Shamrock Weekend and six other events. Jerry was named /Road Race Management Race Director of the Year in DON KARDONG Director Lilac Bloomsday Run in Spokane, WA; winner of the /Road Race Management Director of the Year in 2011; President PRRO; RRCA past president; and 4 th place finisher 1976 Olympic. SUSAN HARMELING Executive Director, Publix Gasparilla Distance Classic; Former Account Executive, Tampa Convention Center. /Road Race Management Race Director of the Year in DAVE MCGILLIVRAY Director, BAA Boston ; President, DMSE Sports; Director, TD Beach to Beacon 10k and New Balance Falmouth Road Race; / Road Race Management Lifetime Achievement Award MIKE NISHI Executive Vice President Chicago Event Management where he oversees the production of events including The Bank of America Chicago with a particular focus on operations. Alessio Punzi IAAF staff member since 2016 and serves as IAAF Road Running Manager. He previously worked at European Athletics, UCI (International Cycling Federation) and served as Communications and Marketing Manager for the Rome. He is a graduate of the Lausanne School of Sports Administration. BETH SHLUGER CEO and President Hartford Foundation, which produces 50 plus events annually; Director, Eversource Hartford. President, Road Race Management; Co-author, Organizing Running Events; Director, Credit Union Cherry Blossom Ten Mile; Vice-President, PRRO; Race Announcer for many prominent national events HEATHER WHALING Founder and President Geben Communications, a company in the forefront of innovative PR and social practices; social media consultant to Columbus.

3 Annual Race Directors Meeting and Trade Exhibit The Vinoy Renaissance St. Petersburg Resort and Golf Club St. Petersburg, FL November 9-11, 2017 Comments on the Road Race Management Meeting Schedule Thursday, NOVEMBER 9 2:30pm 5:45pm Packet Pickup 2:30pm 6:00pm Trade Exhibit 6:00pm - 7:15pm /Publix Gasparilla Distance Classic Welcome Reception (includes / Road Race Management Race Director of the Year Award, presented by Electric City Printing) friday, NOVEMBER 10 7:45am 8:40am Continental Breakfast 8:00am 6:00pm Trade Exhibit 8:00am 8:45am Packet Pickup 8:45am 8:55am Welcome 8:55am 9:55am Successful Rebranding How was The Hartford rebranded? With a change in sponsor(s) they had their work cut out for them. This will be an in-depth look at the rebranding initiative, focusing on rebranding, marketing, and replacing sponsors. Beth Shluger Moderators: Jeff Darman and 9:55am 10:15am Publix Gasparilla Distance Classic Coffee Break 10:15am 11:15am Advertising and Marketing Your Event with Social Media This session will serve to educate directors in the fastchanging area of social media advertising options. The use of Facebook and other outlets for extremely targeted advertising is the wave of the future. This session will demystify how to best utilize, measure the effectiveness of and allocate resources for your social media advertising campaign. Heather Whaling Moderators: Jeff Darman and 11:15am 11:35am Gatorade Endurance Break 11:35am 12:35pm Best Practices for Accommodating Physically Challenged Athletes It has been over 40 years since wheelchairs came on to the road race scene, but now the range of possibilities and accommodations has multiplied. As inspiring as it is to see the progress and competition in this area, it has brought with it many challenges, sometimes frustration and even litigation. Dave McGillivray Moderators: Jeff Darman and 12:35pm 2:00pm Lunch Break and Trade Exhibit Visits 2:00pm 3:00pm Volunteer Recruitment, Rewarding and Retention Events have a large need for volunteers. We offer a description of how the team at J and A Racing has developed a system. At a time when it is getting more difficult for many events to get the needed number of volunteers, we will address why J and A Racing has been so successful and how others can learn from them. Amy and Jerry Frostick Moderator: 3:00pm 3:30pm Trade Exhibit Break 3:30pm 4:35pm Event Anatomy Return to Gasparilla The history of Tampa s Gasparilla Distance Classic as one of the sport s prestigious and venerated events mirrors the evolution of the sport. The theme of this session is to trace how Gasparilla has evolved and adapted since Over the years the event has offered a large international prize purse, rescinded it, and then brought back local and American prize money. It changed the mix of events as the popularity of different distances changed. Gasparilla provides a unique glimpse into the changes of the character of the sport over the last 40 years. Susan Harmeling Moderator: 4:45pm 5:45pm Race Directors Reception in Conjunction with the Trade Exhibit Talk with exhibitors of awards, competitor numbers, banners, registration and timing products, apparel, running organizations, and other web services, applications and more. It s a relaxed opportunity to meet fellow race directors, the faculty and exhibitors in an informal atmosphere. 5:45pm 8:00pm Keynote Dinner Alessio Punzi, the IAAF Road Running Manager, will update the audience as the IAAF seeks a greater worldwide role in road racing. Most U.S. event directors know what the IAAF is, but to many it is a distant entity with little relevance to their events. Learn about IAAF Label events and other IAAF road running initiatives. Punzi will provide updates on IAAF activities in drug testing, promoting the Sport, cleaning up the sport s image, future plans for IAAF road running and cross country championships, and its strategy regarding non-traditional running events. The dinner includes the announcement and presentation of the /Road Race Management Lifetime Achievement Award, after which many will head to the entertainment at the Ribfest down the street. The Road Race Management Meeting is the meeting you should attend if you want to get close and intimate with other leaders in our industry and walk away with a WOW! We attend each year with some great take aways. Amy Frostick, Co-Race Director, J&A Racing The RRM Annual RDs Meeting has become a must-attend on my calendar. It s the one conference in the country that is guaranteed to have firstrate speakers covering timely and pertinent topics specifically aimed at the business and art of staging road races. There s no fluff just solid and practical information that a Race Director can take home and immediately put to good use. Brant Kotch, Director, Chevron Houston Every year I learn more. Rafael Acosta, Director, World s Best 10K Having attended Road Race Management s Annual Race Directors Meetings over the years, I can easily say that it is a must on any event manager s schedule. The small investment in fees, hotel and travel are more than offset by the economic benefits derived. Creigh Kelley, BKB Ltd. Thanks for a great conference last week. I really enjoyed the experience, both the seminars and the networking Joy Dubin Grossman, Youth Director, RunVermont I always find it extremely educational, beneficial and fun to attend the RRM conference. Nobody but nobody knows that much about this business that they couldn t learn from attending the Conference. Whatever the total expenditure is to attend, you earn back and then some in learning cost saving measures and revenue producing techniques! Dave McGillivray, Director, BAA Boston, TD Beach to Beacon 10 K Road Race I find this conference to be a very effective and efficient way for me to stay current with the latest knowledge and trends in the world of running. James Balcome, Director, Manchester Road Race The Road Race Management Race Directors Annual Conference is a great way to learn more about the nuts and bolts of organizing a running event. There is ALWAYS some very valuable information or ideas that I take away from each of the speakers Tracey Russell, CEO, Skechers Performance LA After not being able to attend for a few years, I was reminded last year how beneficial this meeting is in the running community. The topics are designed to address issues facing us all, providing insight on how to deal with concerns and how to make our events the best they can possibly be. One always comes away with several nuggets, and just being around like minded people is a joy. Steven L. Jones, Board Member, Lilac Bloomsday You and Phil did an outstanding job with this year s conference. I have never been around a nicer group of people. I learned, listened, I was inspired. Thank you for your efforts. Look forward to next year s conference. Wayne Kursh, President, Races2Run

4 saturday, NOVEMber 11 8:30am 9:00am Breakfast snacks and Publix Gasparilla Distance Classic Coffee Break 8:30am 11:30pm Trade Exhibit 9:00am 10:00am Site Setup Best Practices and Guidelines How do you get stuff from here to there? How do you keep with tight timelines, mesh schedules with subcontractors, police, permit rules, volunteers, and uncooperative weather? How do you communicate your plans, timelines, and oversee the operation while not spending every waking moment on the site? What are key elements to assure vendors do not get in each other s way? And when the event is over how do you tear it down relatively quickly? Mike Nishi Moderators: 10:00am 10:30am Gatorade/Trade Exhibit Break 10:30am 11:30am What is Going on Up Front? An examination of trends in the elite and front end of the sport. We will explore the trend in offering American prize money, appearance money, the scaling back of prize purses and the up and down interest in open, elite fields. Are bidding for U. S. Championships or seeking IAAF labels worth it in marketing your event? How much does elite competition matter to the participants, sponsors and communities? If a good elite field is a goal, how do you balance foreign and American athletes? How much of your budget should you invest in elite athletes? How do you deal with inarticulate elites? Registration Return this form with your check to: Road Race Management Race Directors Meeting c/o Jeff Darman, 110 East State Street Suite 15 Kennett Square, PA jdarman@rrm.com Registration less a $45 processing fee is refundable if cancellation is received in writing prior to October 4, Road Race Management, Inc. is not liable for registrant travel delays or inability to attend caused by weather, airline delays or other conditions, and reserves the right to refuse registrations. Registration is limited, so register early. Fees add $90 after October 6 (Register early and save) $730 (Road Race Management Members, before October 6) $830 (Others)* $848 (Registration and one-year membership or renewal)* check one: new renewal $825 (Member Registration and copy of Organizing Running Events) Note: Add $17 for overseas membership and $18 for overseas delivery of publications. *Join RRM now and save $100 per registration Registration is limited to the first 200 and closes November 3 no registration on site. And what are the options, realities, trends and likely scenarios for the next few years? How does an event best decide strategy? And how much is predicated on the director s wishes and influence? Don Kardong Moderators: 11:30am Trade Exhibit closes FAQ Q. Why don t you offer online registration? A. We are fans of the many online registration vendors who offer a superb and needed service to the industry. Given that we keep our meeting size to 200, we find it has been very beneficial to offer personal assistance to registrants and exhibitors as they select best options for themselves and key race officials. Forms are online and can be mailed or ed to us of course and we accept credit cards. Particularly for new attendees, we have found they appreciate being able to speak to us and decide what works best and is most cost effective particularly if more than one member of race committee planning to attend. We also field many questions about our publications, program, hotel and airport transportation. Again the process is easy; fill out registration form (fillable online) and mail with payment OR with credit card form. Please Print Clearly Name: Address: City: State: Zip: Country: Affiliation, Event/Other: Position: Day Phone: Payment enclosed is $ (Make checks payable to Road Race Management. U.S. funds from a U.S.-based bank only.) To pay by credit card: AMEX MasterCard VISA Name on Card: Card Number: Security Code: Exp. Date: I ve now attended several of the Road Race Management Conferences and each time I ve been pleased with the new and relevant information I ve taken away. Iris Simpson Bush, Executive Director, Flying Pig I had a great time...it felt like a college reunion. The sessions were among the best I ve heard. John Conley, President, Conley Sports Productions and former Director, Austin. The Road Race Management Meeting is an important opportunity for race directors to network and learn about emerging trends. Jean Knaack, RRCA Executive Director Road Race Management is an opportunity to educate, recharge, and network with your peers. It does so by providing the Race Directors with a treasure chest full of event information which is more valuable than gold! Rick Nealis, Director, Marine Corps I just wanted to let you know that I thought this was another excellent conference! The presenters were engaging the topics very current and extremely useful. A job very well done by all! Mindy Davidson, Director, Marcum Workplace Challenge; Vice President, Greater Long Island Running Club Hotel: Special rate* of $205 available to RRM Meeting attendees (must reserve by October 18 ) Vinoy Renaissance St. Petersburg Resort and Golf Club 501 5th Ave., NE, St. Petersburg, FL May we publish Yes No May we publish Yes No I would like a vegetarian meal Join Marriott Rewards for free in-room Wi-Fi *Mention Road Race Management Meeting. This Form is fillable online, however you still have to print it and send it with your payment per instructions. If you re paying by credit card, sign and it as an attachment with payment detail to jdarman@rrm.com. Signature: Name and billing address (if different than above):

5 PRESENTING emediagroup HighTech Signs Leslie Jordan Publix Gasparilla Distance Classic SUPPORTING Electric City Printing Gatorade Endurance CONTRIBUTING 2016 Attendees: Ace Custom ACLI Capital Challenge ACTIVE Network Alanic International Always Advancing Anthem Wicked 10K BAA/Boston Bellin Run Bermuda & Half BibRave Blue Cross Broad Street Run Boilermaker Road Race Boston Athletic Association Central Florida Sports Marketing Chicago Christie Clinic Illinois ChronoTrack Council for Responsible Sport Cowtown Crawlin Crab Half Credit Union Cherry Blossom DMSE Sports Electric City emedia group Eventbrite Events.com Fall 50 Fargo Festival Foods Turkey Trot Flying Pig Fun Express Gameface Media Gasparilla Distance Classic GiddyUp Productions Good Luck Box Grandma's Greater Long Island Running Club Hasty Awards HAWI Management Heatsheets /AFM Hightech Signs Houston Committee imathlete itab J & A Racing Lake 2 Productions Leslie Jordan, Inc Lilac Bloomsday Run Lincoln Track Club Live U Manda's Race Printing Marine Corps Maxwell Medals & Awards Message Sports MYLAPS Sports Timing National Event Services New Balance Falmouth Road Race Next Wave Insurance Services, LLC Nexu Consulting Orbiter, Inc Peachtree City Classic Pic2Go Ltd. Pic2GOUSA PRRO Race for Every Child Race Management Solutions Race Roster Raceclock by Electro- Numerics RaceJoy RacePartner Road Race Management, Inc. RRCA Runners Health Running USA RunToledo RunVermont Sickle Cell Foundation of GA, Inc Sioux Falls Teton Dam The Driven Ticket Guardian USATF USATF Masters LDR Championships Virginia 10 Miler Webster, Chamberlain & Bean Wolfram Research Yuengling Shamrock Management where he oversees the production of events including The Bank of America Chicago with a particular focus on operations. BETH SHLUGER CEO and President Hartford Foundation, which produces 50 plus events annually; Director, Eversource Hartford. President, Road Race Management; Co-author, Organizing Running Events; Director, Credit Union Cherry Blossom Ten Mile; Vice-President, PRRO; Race Announcer for many prominent national events HEATHER WHALING Founder and President Geben Communications, a company in the forefront of innovative PR and social practices; social media consultant to Columbus. Earn RRCA Certified Race Director Continuing Education Credits (CECs) Road Runner s Club of America CEC s can be earned at the Road Race Management Race Directors Meeting (16 CECs per year can be earned at our meeting). To maintain RRCA Race Director certification, race directors are required to achieve 20 hours of Continuing Educational Credits over a four-year period at the RRM meeting, RRCA Convention or other RRCA approved venues.