Race Directors Meeting and Trade Exhibit

Transcription

1 Road Race Management 110 East State Street, Suite 15 Kennett Square, PA and Trade Exhibit Marriott Hollywood Beach Hotel Hollywood, FL November 6-8, 2014 Printed on 30% pc recycled paper using vegetable based ink. and Trade Exhibit Marriott Hollywood Beach Hotel Hollywood, FL November 6-8, 2014 K celebrating 31 Years of best practices L

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. While we are imitated, there is only one Road Race Management join us and see 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 beach in Hollywood, FL just a few miles from Fort Lauderdale/ Hollywood Airport. We have secured an excellent room rate of $164 at this 4 diamond hotel. 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 events. We promise another excellent program and, 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 6, poolside at the MarathonGuide.com/World s Best 10K Welcome Reception and at the two days of meeting sessions and social activities that follow. Sincerely, Jeff Darman Phil Stewart Meeting Coordinator President 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 19 may register a fifth person free. Payment and five registrations must be transmitted together by October 19 (All registrants must be members or staff of the same event or organization). FACULTY Jeff Darman Director, ACLI Capital Challenge; Marketing Consultant; Past President AARC and RRCA; Former Sports Marketing Director, Moving Comfort and consultant to Running Times Jim Gerweck Writer for Competitor Magazine and Competitor.com; At-Large Member, USATF RRTC; Staff writer Road Race Management Newsletter, Director Multiple races in Connecticut David Katz Member, IAAF Technical Committee; President, Finish Line Road Race Technicians; Member, USATF Rules Committee, Records Committee and Road Racing Technical Council Patrice Matamoros Executive Director, Dick s Sporting Goods, Pittsburgh Marathon; Named 2013 Sportswoman of the Year by Dapper Dan Charities of Pittsburgh; 3-time Montana State Cross Country Champion Stephanie Myers Sponsorship Director, J and A Racing, former TV station sales account manager and has held a variety of marketing positions Al Odenthal Retired Deputy Chief of Police, Spokane Police Department; Board Member and Head of Race Security, Safety and Communications, Bloomsday; Graduate, FBI National Academy; Adjunct Professor of Criminal Justice/Sociology, Gonzaga University Tracey Russell CEO, LA Marathon LLC; former Executive Director Atlanta Track Club and AJC Peachtree Road Race Director Phil Stewart President, Road Race Management; Co-author, Organizing Running Events;Director, Credit Union Cherry Blossom Ten Mile; Vice-President, PRRO Collin Vataha President, Vataha Sports Corp; former Vice President, Game Plan LLC, a sports investment banking and consulting firm Heather Whaling President, Geben Communications; named one of Columbus, Ohio s top 10 entrepreneurs; monthly columnist on digital PR and social media; consultant to variety of road events

3 Annual Race Directors Meeting and Trade Exhibit Marriott Hollywood Beach Hotel Hollywood, FL November 6-8, 2014 Schedule Thursday, NOVEMBER 6 3:00pm - 6:00pm Packet Pickup 3:00pm 6:00pm Trade Exhibit 6:15pm - 7:30pm MarathonGuide.com/World s Best 10K Welcome Reception Poolside (includes MarathonFoto/ Road Race Management Race Director of the Year Award, presented by Electric City Printing). friday, NOVEMBER 7 8:00am 9:00am Heatsheets Continental Breakfast 8:00am 6:30pm Trade Exhibit 8:15am 9:00am Packet Pickup 9:00am 9:10am Welcome 9:10am 10:15am Race Organization Anatomy The session is designed to dissect an organization, in this case the Dick s Sporting Goods Pittsburgh Marathon, a non-profit that promotes the love of long distance running and community involvement in fitness activities through several events for most ages and abilities. Its CEO will talk about the good and bad times and challenges over the years, ranging from race growth, sponsor gains and losses, and volunteers to the basics of how they manage their team from registration to awards. This is a long-time community-oriented organization which continues to flourish and tackle new challenges. How do they continue to build the brand, fulfill their mission and interact with the city? How do they structure the organization (board, staff) to operate efficiently? Faculty: Patrice Matamoros 10:15am 10:35am Publix Gasparilla Distance Classic Coffee Break 10:35am 11:35am Rules of the Road Rules - sometimes hard to live with but can t live without. We have an expert to give guidance on everything from accurate measurements, timing, records, protests, possible proposed changes in some rules, resources for directors and more. Faculty: David Katz 11:35am 11:55am Gatorade Break 11:55am 12:55pm Security Overview With a safe and secure Boston and other major events behind us, a fresh look at security at road races is in order. Was there an overreaction to an isolated aberrant incident or do we change how we do business forever? Can we relax some of the precautions? What is the prudent path forward? We will have an overview of the current security climate, what available national resources are there for events to utilize. What can we learn from other events and sports? How do we balance security, costs and participant and spectator experience? How do events do security audits and determine if their practices are adequate? What role do the Incident Command Sytems (ICS) and National Incident Management System (NIMS) play? Faculty: Moderators: 12:55pm 2:45pm Al Odenthal Jeff Darman and Phil Stewart Pool Lunch Break and Trade Exhibit Visits 2:45pm 3:45pm Valuing Your Event Why do it? Not too long ago the value of a road race was primarily measured in the pleasure it afforded its participants and the organizers. But oh, have times changed with events being bought and sold and created with profit as a priority. Value, in terms of economic impact to cities, adds to the financial attractiveness of an event. How do you value an event and what are the benefits of assessing its worth? While the needs may be different, both for profit and non-profits can benefit from knowing what they own. Benefits can include better sponsor packages, the value of how much to ask for if selling, or looking for investment. Even estate planning may be an issue for closely held events. Faculty: Collin Vataha 3:45pm 4:15pm Trade Exhibit Break 4:15pm 5:20pm What the Tech? Does it seem like every time you turn around an about a new mobile technical device, program, company or offer pops into your inbox? Do you understand what all these companies do, who competes with whom, or which mobile applications might enhance your event? While it would take days to analyze them all, we will attempt to guide you through the broad categories of offers, and provide insight into how to measure what is best for you. And after the session, there will be plenty of time to visit many of the vendors offering what was discussed. Faculty: Heather Whaling 5:30pm 6:30pm Ashworth Awards Race Directors Reception in Conjunction with the Trade Exhibit Talk with Exhibitors of awards, competitor numbers, banners, computer and timing products, apparel, running organizations, online registration and other web services, applications and more. It s another opportunity to meet fellow race directors, the faculty and exhibitors in a relaxed atmosphere. 6:30pm 9:00pm MarathonGuide.com Keynote Dinner Tracey Russell, CEO of the LA Marathon LLC, is our 2014 keynoter. Tracey moved to LA after successful stints as director of events for the Metropolitan Richmond Sports Backers, where she also served as Director of Ukrop s Monument Avenue 10k and Richmond Marathon, and 6 years at the Atlanta Track Club as Executive Director which included being Director of the Peachtree Road Race every July 4. Since August 2013 she has been at the helm of the LA Marathon organization and spearheaded a city-wide effort to secure the 2016 US Men s and Women s Olympic Marathon trials. Tracey will discuss plans for 2016 trials, marketing efforts and special touches they will offer and why athletes, fans, the sport and LA will accrue benefits from this designation long after the event is over. Comments on the Road Race Management Meeting 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 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 Marathon Every year I learn more. Rafael Acosta, Director, World s Best 10K Having attended Road Race Management s Annual s 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 Marathon, TD Bank Beach to Beacon 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, ASICS LA Marathon 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, Bloomsday The RRM Conference is always a learning experience; it lets you see how to do things right and shows you what you do wrong and how to adjust things for your event. I have always come away with new ideas to share with my Race Committee to help our event grow. Jim Marino, Director, Blue Cross Broad Street Run 10 Miler 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 Marathon

4 saturday, NOVEMber 8 8:45am 9:15am Breakfast snacks and Publix Gasparilla Distance Classic Coffee Break 8:45am 12:00pm Trade Exhibit 9:15am 10:15am Creating Sponsorship Proposals and Activation While selling sponsorships is critical to an event s fiscal health, maintaining good relationships before, during and after the event should also be a high priority. What are today s successful selling techniques, best ways to close the deal and to assure both parties understand their obligations. When should you walk away from a current or possible sponsor? Faculty: Stephanie Myers Moderators: Jeff Darman and Phil Stewart 10:15am 10:35am Gatorade/Trade Exhibit Break 10:35am 11:30am Digital Site and Logistics Planning Tools We will review various digital tools available for free or for purchase, and level of knowledge needed to master them, along with ease of use. We will show examples of how events are using these tools and Registration how you can utilize them to enhance site planning and logistics and to inform relevant committee members, police and staff. Also how they can be utilized indoors for Expo, packet pickup, etc. Faculty: Jim Gerweck 11:30am 12:00pm Final Trade Exhibit Break 12:00pm Trade Exhibit closes I had a great time...it felt like a college reunion. The sessions were among the best I ve heard. John Conley, Director, Austin Marathon & Half Marathon. 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 Marathon 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 Return this form with your check to: Road Race Management c/o Jeff Darman, 110 East State Street Suite 15 Kennett Square, PA jdarman@rrm.com Registration less a $35 processing fee is refundable, if cancellation is received in writing prior to October 4, Road Race Management, Inc. is not liable for registration 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 $50 late fee after October 18) $655 (Road Race Management Members) $750 (Others)* $767 (Registration and one-year membership or renewal)* $745 (Member Registration and copy of Organizing Running Events) $725 (Member Registration and copy of Running Industry Resource Directory) Note: Add $15 for overseas membership and $15 for overseas delivery of publications. To pay by credit card, contact Jeff Darman ( )* jdarman@rrm.com *Join now and save $95 Registration is limited to the first 200 no registration on site. Please Print Clearly Name: Address: City: State: Zip: Country: Affiliation, Event/Other: Position: Day Phone: May we publish Yes No May we publish Yes No Enclosed is $ (Make checks payable to Road Race Management) U.S. funds from a U.S.-based bank only. I would like a vegetarian meal Hotel: Special rates available to RRM Meeting attendees (reserve by October 21 for special rate): $164 single or double, Marriott Hollywood Beach, 2501 N. Ocean Drive, Hollywood, FL 33019, (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, it as attachment with payment details to jdarman@rrm.com.

5 PRESENTING Ashworth Awards Heatsheets by AFM Leslie Jordan MarathonFoto MarathonGuide.com Virtual Race Bags World s Best 10K SUPPORTING CrowdTorch by Cvent Electric City Printing Gatorade Publix Gasparilla Distance Classic CONTRIBUTING A4 Active Network Racejoy 2013 Attendees: 802 Timing A4 ACLI Capital Challenge Active Network Always Advancing American Running Bureau Army 10-Miler Asheville Marathon at Biltmore Estate Ashworth Awards Athletepath Baylor University Bearathon Bermuda Marathon BKB Ltd. Blue Cross Broad Street Run Boilermaker Road Race Boston Athletic Association Cellcom Green Bay Marathon Children s Hospital Foundation ChronoTrack Concrete Graphics Conley Sports Council for Responsible Sport Credit Union Cherry Blossom Delaware Marathon DMSE Eclipse Multi Sport Electric City Printing Essentia Health Duluth Harvest Run Eventbrite Expert Brand Finish Line Productions Fueled Insights Gameface Media Geben Communications Giddy Up Productions GLIRC Go Commando Half Marathon GotesborgsVarvet-Half Marathon Grandma s Marathon Great Lakes MultiSport Greater Long Island Running Club Hasty Awards Heatsheets by AFM Houston Marathon imathlete Innovative Timing Systems Its Your Race J and A Racing J-Chip USA East KC Running Company Kimbia Racing Kinane Events - Surf City USA Leslie Jordan, Inc. Lilac Bloomsday Association Lima Marathon Lincoln Marathon Lincoln Track Club LIVEality, LLC Maine Coast Marathon Marathon Bahamas Marathon Printing, Inc. MarathonFoto MarathonGuide.com Marine Corps Marathon Maxwell Medals & Awards MK Interactive LLC MYLAPS Sports Timing New Balance Falmouth Road Race Nova Timing Systems Outside Interactive Peachtree City Classic Polk County Sports Marketing Publix Gasparilla Distance Classic Queen City Marathon Race Roster Raceit RaceJoy Race Partner R-bies, Inc. Road Race Management RRCA Running USA RunSignUp RunVermont Silverline Athletics Sport Science Tidewater Striders Uberthons USATF Viral Events Virtual Race Bags Waco Miracle Match Marathon President, Vataha Sports Corp; former Vice President, Game Plan LLC, a sports investment banking and consulting firm Heather Whaling President, Geben Communications; named one of Columbus, Ohio s top 10 entrepreneurs; monthly columnist on digital PR and social media; consultant to variety of road events RRCA Certified Race Director Continuing Education Credits (CECs) Road Runner s Club of America CEC s can be earned at the Road Race Management (16 CEC s 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. Wharf to Wharf Race WildSide Online.Inc. World s Best 10K Xacte Yuengling Shamrock Marathon