Race to the Capital

Downtown Tallahassee

S. Monroe St. and Park Ave.

Tallahassee Florida, 32301

(850) 891-3866

March 7, 2015

Elizabeth Gardner

Table of Contents

• Section 1: Overview of the event (why it was selected and what are the goals and

objectives)

• Section 2: How was the research conducted and why

• Section 3: SWOT Analysis of your event

• Section 4: Organizational chart of your event

• Section 5: Design Process for event development (Using the 5 senses)

• Section 6: Planning process for the event development (Timeline)

• Section 7: Finance and budget philosophy and an example budget (revenue and

expense with account codes)

• Section 8: Coordination process for the event including how you anticipate & resolve

problems site and include a Production Schedule

• Section 9: Risk Assessment, analysis & management process, including a list of all

potential risks, your recommendations for avoiding, reducing or transferring

risks. A listing of all insurance products needed to be purchased.

• Section 10: ADA accommodations for your event

• Section 11: Evaluation process for your event

• Section 12: Your learning outcomes form the event development process

• Section 13: Your career goals and career development plans to achieve those goals

• Section 14: Your reference list (minimum of ten books, articles, websites or personal

communications)

Section 15: Event Appendices including photos, invitations, or other collateral material

(minimum of five)

Section 1: Overview of the Event

The event that I have created is called “Race to the Capital.” This event will be a 5k run

along with a 1-mile fun run/walk and it will be held in Downtown Tallahassee, Florida.

The event will be held from 10:00 A.M. till 4:00 P.M. With this event, it will be different

than most 5k runs. It will be a run but festive with it being like the Winter Festival that

the City of Tallahassee puts on each year around Christmas time. It will start with a race

in the morning at 10:00 A.M. Then directly after the run then they will have food

vendors set up and regular vendors where the runners can interact with and eat and just

walk around. We will also have a stage set up as well, people from different school

functions will be able to sign up to perform during the event. This will all be done

through the school system. This event is going to be targeted to people of all ages, but

mostly adults between the ages eighteen and fifty years old. We highly encourage them to

bring their families along as well. We want people to get active, so any age that can

participate is what we are looking for. Again we want to get people more active, so we

are doing this to create awareness and get the City of Tallahassee involved in helping

with this particular cause. The City of Tallahassee is all about being involved with the

community so this event will be great for both the community and the city.

Section 2: How was the research conducted and why

Obesity is such a big topic in the United States right now. In the state of Florida as

of 2013 26.4% of Floridians are considered obese. Among the other states in America,

Florida is ranked number 37 of 51 states. So with this information I believe that this

would be a big event considering the fact that all the Color Runs and the Jingle Bell run

have great turnouts, I believe that this event would be a success. I had put up a survey

online that will pop up for anyone who visited the City of Tallahassee website to ask

them if they would want to participate in an event like this and I got major feedback from

this survey. I only asked three questions.

1. Would you go to a 5k/3k run/walk that was also a festival?

2. What day of the week/weekend would you do an event like this?

3. Do you enjoy the City of Tallahassee events?

Section 3: S.W.O.T analysis of your event

Some of the strengths of this event would be that I do not need to pay for the

location of the event. Another strength for this event would be that I do not need to pay

for police use, and I don’t need to buy barricades because we have them through the city.

We will be using the same location as the Winter Festival so it is already a part of the city

and we know that the location will work for big events. The police are a part of the city

already and already in their own budget. We have recently bought barricades for the other

events that we have so that is something that we don’t need to spend more money on

renting.

Some weaknesses would be trying to find enough volunteers to find to help with

the events. Volunteers are somewhat hard to find now a days because people need to

make money and it is hard for people to miss opportunities to help others when money

can be made, I think that we will be able to find enough to make the event work. Dealing

with big crowds can be tough to deal with as well. Crowds are a tough thing to handle but

the Tallahassee Police Department has a good plan for events, they set up on the outside

of the perimeter so that if something was to happen they are able to close in on the

situation and there is nowhere that the person can go. Another weakness would be that we

won’t be able to close the road down for too long because it is a main street in

Tallahassee.

Opportunities for us to get sponsors to provide goodie bags and shirts, and also

for the sponsors themselves to get their name out there and recognized. Another

opportunity is to have young staff members, and possibly FSU students in the park and

recreation major that want to help coordinate the event so that they are able to learn the

ins and outs of planning events. For us to get sponsors is something that is very good

because then all the expenses that we have would be paid for and the items that we need

to buy, are bought for us. This is also good for the sponsors themselves because it shows

that they are getting active in the community by supporting people to become more fit

and being more active. Other people in the community will see this as a great opportunity

because it is something that will look very good for their company. I think if we were to

involve the young staff that wants to go into the profession and getting Florida State

University students that are in the Parks and Recreation Department to help plan the

event, would give them a great opportunity to get hands on work without having to do an

internship. Just for them to have this type of volunteer experience to add to their resume

would be a great look for them.

Threats would be other races such as the Color Run, Flash 12k/6K, and Shamrock

Scurry. The Color run information of when the race will be held again in Tallahassee is

not yet available, but it will be in Tallahassee again in 2015. The Flash 12k/6k will be

February 21st, 2015 so it is kind of close in time to our event, but it is a 12k/6k so it will

attract more people that are more active and can run longer distances. The Shamrock

Scurry will be March 14, 2015. This race will be more of a 5k run, 1 mile fun run and a 1

mile walk which will be more like what we are trying to do, just to get people active and

moving not just people who can run long distances, we want this run to be fun.

Section 4: Organizational Chart of your event

The Director Ashley Edwards

The secretary is under her as well as well as the other 2 ladies on the left.

Then on the right we have Special Events who the main boss is Mario Palmentieri and the

two under him is Toni McDonald and Ally Behrman. These are the main people that are

in charge of all special events and as well as all the part time workers that work with

special events.

Section 5: Design Process for event development

The Design will be a 5k run around the downtown area. I will place the start on

Monroe Street in the middle of Park Street (both directions). In Ponce park there will be a

stage close to the road for a local band to perform on, and also in the park will be

different local vendors set up to just bring awareness to their products. On Adams Street

will be food vendors on both sides of the street for people to eat and watch as their

friends and family finish the race and for the runners/walkers to have something to put on

their stomachs after the race.

Touch- we will have goodie bags with a shirt, headband, hand sanitizer, rubber

bracelet, and a koozie.

Sight- we will have all the stuff in the goodie bags to see, along with banners,

road maps, the stage with decorations, and all the vendors we will have set up.

Taste- you will be able to taste all the food vendors we will have available the day

of the event.

Smell- you will be able to smell all the food being cooked and just the smell of

the downtown fresh air on a nice day in March.

Hearing- you will hear all the people talking, the sounds of the food being made,

people moving stuff around while cooking, and the sound of the gun that will go off to

the start of the race.

Section 6: Planning process for event development

Months leading up to the race, all vendors will have to have their applications and

permits into city or me. Once they have these in then we will make maps for each of them

to know where they will be able to set up their tent along with a laminated parking pass

so that they are able to load in their stuff the day of the event and so that they are able to

park close. Also I will have a permit for the Tallahassee Police Department special event

road closure that will cost $25 and is mandatory. The city also needs to make sure that

they advertise appropriately which we will do this with Social Media sites such as Twitter

and Facebook. We will also get WCTV to do an interview with someone within special

events to talk about the event, which this will be free of charge because we help each

other out. This will need to go through City Hall’s communication department first.

There will also be signs made but they will all be made “in-house” which will be free for

us and we will put them up around the downtown area. We will have a minimum of three

bids for the T-shirts which are a city requirement because it is a city policy. Each bid will

need to be a minimum of $1000 each. We will do the same procedure for renting the

porta potty’s.

Friday we will make laminated signs for each of the vendors to put on the ground,

we will then go out to the site and measure out the spots where the vendors go and then

we will take the laminated signs and tape them on the ground, so each of the vendors

know exactly where their spots will be. We will also set up a stage close to the road in the

park. We will decorate the stage to go along with the theme of the race and we will have

the state flag, an American flag, some pictures of some runners, and a picture of the

capital building of Tallahassee placed to where everyone will be able to see and admire

them!

Saturday morning we will go out about 5:30 A.M and make sure that the vendors

are doing what they are supposed to do and if they are in the right areas, and then they

will be inspected by the DBPR (Department of Business and Professional Regulations). If

anyone is out of their spot or doing something that they are not allowed to then we will

handle it and get it fixed. Then we will go unload the trailer of a bunch of the drinks Coca

Cola brought us because they are one of our sponsors. Also make sure we get any last

minute things that haven’t been done or any problems that we may have. We will also set

up a day of registration for all the last minute people to join the race. This will be at the

Double Tree hotel on Park St. This will close one hour before the event starts because we

will then begin closing down the road soon after this.

Production Schedule/Timeline Date Time Description Notes

Monday 3/2/15- Friday 3/6/15

Production Schedule

Thursday 3/5/15 8:00am Get to work Office work Thursday 3/5/15 12:00pm-1:00pm Lunch Thursday 3/5/15 1:00-2:00pm Office work Just get last minute

stuff done. Thursday 3/5/15 3:00pm Meeting with all

staff/volunteers Let them know

their specific jobs Friday 3/6/15 10:00am Set up stage Get part time

workers to help Friday 3/6/15 11:00am Decorate the stage Get part time

workers to help Friday 3/6/15 12:00pm-1:00pm Lunch Everyone Friday 3/6/15 1:00pm Start setting up the

vendors spaces Get Mallory and Shelby to help

Friday 3/6/15 3:00pm Coke dropping off trailer

Representative will call Elizabeth once

they arrive Saturday 3/7/15 5:30am Vendors set up Vendors know

where they are going plus ask any last minute questions

Saturday 3/7/15 5:30am Bring Coolers to site/bring a tent

To ice all the drinks

Saturday 3/7/15 8:00am Ice down drinks under the tent

Saturday 3/7/15 9:50am Get people at the starting line for the 5K

Saturday 3/7/15 9:55am Get the 5k people started

Saturday 3/7/15 10:00am Get the 3k people to the starting line

Saturday 3/7/15 10:05am Get the 3k people started

Section 7: Finance and budget philosophy and an example budget

All of the Drinks, Headbands, Shirts with logos, and bracelet were all free to the

City; our sponsors have donated them all. All of the Revenue that we get from this event

will go to Friends of our Parks (FOOP). All the money that we have spent has come from

two of the City’s accounts. One of those accounts is 230201-523080, which is called

supplies. The other account is 230201-521180, which is the vendors/entertainment.

Event Name: Race to the Capital

Today's Date: 12/1/14 Date of Event: 03/07/15

Budget Category and Description Operating

Budget FOOP TOTAL

Supplies and Materials

Drinks Donated by sponsors -$3,000

Shirts w/Logo Donated by sponsors -$9,000

Bracelet Donated by sponsors -$750

Headband Donated by sponsors -$3,750

Sub-total, Supplies and Materials -$16,500 $0

-$16,500

Staff Expense

15pplX 7hours X $10/hr $1,050

Sub-total, Staffing $1,050 $0

$1,050

Other Expenses

Police $2,160

Porta Potty $1,610

Permit $25

Sub-total, Other Expenses $3,795 $0

$3,795

Revenue

Registration $22,000

Vendors $1,250

Food Vendors $3,350

Total Revenue $26,600

TOTAL -$11,655 $0

-$11,655

Budget for Event $15,000 100

$15,100

Profit/Loss $26,655 $100 $26,755

Section 8: Coordination process for the event including how you anticipate and resolves

problems site and include a production schedule

The City will have the appropriate people doing their correct jobs, the Tallahassee

Police Department (TPD) as well as all the major staff members. If we have any trouble

we will go through the proper chain of command to get any problems solved that come

up during the event. We will coordinate to make sure we have the appropriate number of

staff members to set up, be around during the event and make sure we clean it all up as

well. We will coordinate to have about 5 or so staff members/volunteers to help with the

walk-in sales we have, as well as all the people who mail in orders and online orders. We

will also have meetings to make sure that each person knows exactly where to be and for

how long they need to be there. We will also have walkie talkies so that if there is

anything that they do not know they are able to get the right information that they need.

They will also have phone numbers so that if there are any major problems they can call

the right person they need so that they can handle the situation. An example would be a

fight breaking out, they would call their boss or find the nearest cop to get them to handle

the situation. We will prepare for the worst and hope for the best. We will do so by just

making sure everyone does what they are supposed to do and make sure there is enough

staff to help guests know what to do and where to go.

Section 9: Risk Assessment, analysis & management process, including a list of all

potential risks, your recommendations for avoiding, reducing or transferring risks. A

listing of all insurance products needed to be purchased.

During events there are many situations that can occur such as people can get

hurt. You have people running so there is a risk of people who may fall out or just fall

and get injured as well. The City of Tallahassee has a self-insurance policy of about

$400,000. But we will make everyone sign a liability waiver that is involved in the race,

and also have enough staff members around to hopefully help prevent people from

playing around and getting injured. But there are always accidents so we will be prepared

as much as we can be.

Section 10: ADA accommodations for your event

For the ADA requirements this particular area has been equipped with it all. It is

the street and the park that has no steps for people who require a wheelchair. Also we will

set up a drop off area/parking for anyone who has a handicap pass who needs to be as

close as possible. The handicap drop off and parking area will be on the other side of the

street from where the event is, instead of having to find a spot in the parking garages that

are not that close to where the event will be held. There will not be any special

transportation or any rentals for wheelchairs or walkers. There is no need for any ramps. I

will ask for a volunteer for someone who can do sign language for anyone with a hearing

disability.

Section 11: Evaluation process for your event

I will see how many people have come to the event by just figuring out how many

people participated in the race. I know that overall there will be people that are not in the

event itself that will come but at least with this it will give me a rough estimate of how

many attended. I will also do a survey of three questions to see how successful the event

was or was not to the public. My questions would be:

1. Would you attend this event again?

Yes ___ No ___

2. Was this event organized enough?

Yes ___ No ___

3. What is one thing that we could change about this event to make it more

enjoyable?

_________________________________________________________

Section 12: Your learning outcomes from the event development process

The learning outcome of this particular assignment has actually been a little more

difficult than I expected it to be. I did learn a lot through the class but actually putting it

together was a lot more work and thought process then I expected it to be. Even working

for the city and having to put on events, I knew it was a lot of work as well because I

have done it but I have just been told what to do and what to set up, I didn’t have to go

through the process of getting the sponsors, and actually setting up everything that was

going to go on with the event. There is so much more to the event then it seems to just go,

once you work it and go through everything you have a new appreciation of events.

Going from scratch of what event you will do, where it will be held, where the money

comes from, who will work it, all the permits you have to have, and security, it really

comes out to be a lot to do for just one event.

Section 13: Your career goals and career development plans to achieve those goals

My career goal is to be an Athletic Director somewhere I am not sure at what

level yet, and I would also love to be a softball coach. With this assignment it is not

necessarily what I want to do as a main job career, but I have worked for the City of

Tallahassee for about five years now and I do enjoy what I do. I love being involved with

the community and I am a pretty organized person so I enjoy it all. This assignment will

help me in the future because being an Athletic Director I will need to know how to set

up certain types of things, along with working with budgets as well. So in a way this will

overall help me with my career goals. I wouldn’t mind to keep working with a city after I

leave Tallahassee and that is why I am getting a minor in Parks and Recreation so that I

am able to stay with it and learn more than I already know form hands on learning.

Section 14: Your reference list

http://stateofobesity.org/states/fl/

http://www.talgov.com/Main/Home.aspx

http://www.talgov.com/parks/parks-winter.aspx

https://www.google.com/?gws_rd=ssl#q=port+a+potty+rental

http://blog.riptapparel.com/blog/top-10-custom-t-shirt-companies/#.VH_N3IeprzI

http://www.themint.org/teachers/sample-budget.html

Jan Bubsey- City of Tallahassee

Mario Palmentieri- City of Tallahassee

Toni McDonald- City of Tallahassee

Gia Scruggs- City of Tallahassee

Section 15: Event appendices including photos, invitations, or other collateral material

EVENT INFORMATION Race Date: Saturday, March 7th, 2015

Start Time: 10:00am Start Location: S. Monroe St. @ Park Ave.

PRE-REGISTRATION INFORMATION

FEES Pre-registration (on or before Friday, 3/6/15): $15.00 All Ages

Day-of-Event (3/7/15): $ 20.00- All Ages

Make all checks payable to "Tallahassee Friends of Our Parks Foundation"

The first 1,500 registered runners are guaranteed a T-shirt, headband, hand sanitizer, rubber braclet,

and a koozie. Early registration is strongly encouraged. For safety, please no pets or headsets during the

run

BY MAIL Monday, 1/12/2015 – Friday,

2/21/15 Mail to Elizabeth Gardner, RC Executive

Director 912 Myers Park Drive Tallahassee, FL 32304

PAYMENT BY MAIL Check, cashier’s check or money order

only. CREDIT CARDS CANNOT BE ACCEPTED

Note: To ensure that your entry form and payment are received in time, please do not mail

after 2/21/14.

ONLINE: Monday, 1/5/15 – Friday 2/27/15

RACEit.com Payment: CREDIT CARD ONLY

Race packets can be picked up between Monday, 2/2/15 and Friday, 2/ 27/15 at the above address between 9:00am -

4:30pm. (Closed on weekends & Holidays).

DAY OF EVENT REGISTRATION Saturday, 3/7/15

Capital City Bank Parking Lot located at the corner of S. Monroe St. and

Tennessee St. -3:00-6:00pm PAYMENT: Cash, check, cashier’s check or money

order only. CREDIT CARDS CANNOT BE ACCEPTED

ENTRY FORM

(Individuals & Family Members)

Name (Runner #1) Phone

Address City St Zip

______________________________________________________________________

Email T-Shirt Size Age

________________________________________________________________________

Email T-Shirt Size Age

________________________________________________________________________

Email T-Shirt Size Age

________________________________________________________________________

Email T-Shirt Size Age

SHIRT SIZES

YOUTH SIZES (youth sizes limited qty.): Medium Large

ADULT Sizes: Small Medium Large X-Large

XX- Large XXX-Large (XX & XXX limited qty.)

Waiver: I hereby agree on behalf of myself, my heirs and personal representatives not to hold liable jointly or

severally the City of Tallahassee, the Winter Festival Committee, Tallahassee Friends of Our Parks Foundation,

Inc. or any other sponsoring agents of this run. I understand that anyone not adequately trained for this run is

taking a serious physical risk. I certify that I have adequately prepared myself for this race and further understand

that any event of this type has a degree of risk involved. Parent or legal guardian must sign for participants under

age 18.

Signature Date

Print Name

The Race to the Capital

2015 RACE TO THE CAPTIAL

RUN ROUTE

For this event and The Race to The Capital Race please contact

Elizabeth Gardner, Executive Director, (850) 891-3860

Elizabeth.Gardner@talgov.com | talgov.com

Tallahassee Parks, Recreation & Neighborhood Affairs (PRNA)

reserves the right to photograph/videotape all festival facilities,

activities and program participants for future special event

promotions. All photos and footage will remain the property of

PRNA and may be used for publicity or promotional purposed

without compensation.

All proceeds benefit the Tallahassee Friends of Our Parks

Foundation, Inc., a 501 (c) 3 non-profit organization.

A COPY OF THE OFFICIAL REGISTRATION AND

FINANCIAL INFORMATION MAY BE OBTAINED FROM

THE DIVISION OF CONSUMER SERVICES BY CALLING

TOLL-FREE (800-435-7352) WITHIN THE STATE.

REGISTRATION DOES NOT IMPLY ENDORSEMENT,

APPROVAL, OR RECOMMENDATION BY THE STATE.

Other Sponsors include the City of

Tallahassee, The City’s Utilities, and Friends of our Parks (FOOP)

The Race to the Capital 5K

129 The City of Tallahassee

Capital Health Plan Coca Cola

The Race to the Capital 3K

129

The City of Tallahassee Capital Health Plan

Coca Cola

The top is an example of the Race sign for the 5K. The bottom is an example of the Race sign for the 3K. By making those different workers and volunteers will be able to help keep track of people and tell them where to go if they get confused.