Organizing a great event means having a great support team. A planning committee involving people with various skills and connections is vital to running a smooth event. Your steering committee, subcommittees or individual volunteers (depending on the size of your event) can carry out the following functions:
· Develop an event budget, expenses and expected income.
· Itemize income, including registration fees, community and corporate sponsors.
· Itemize expenses, including facility equipment rentals, permits and fees, printing, mailing, t-shirts, giveaways, entertainment and food.
Location & Routing of Event:
· State or local permission/permits as needed
· Safe and reasonable routing & distances- roads with little or no traffic, good road surfaces and shoulders
· Course marking (maps, paint on road (paint and stencils), signs
· Traffic control
· Rest stops, food & water (availability of restroom facilities or porta johns)
· Support And Gear vehicles (SAG)
· Bike repair support
· EMT support
· Single day, special event policy with limits and coinsured as requested by venue
· Not cheap, but a necessity
· Solicit to secure financial donations to underwrite the cost of your event.
· Local businesses & civic groups (Rotary Club, Lion's Club, etc)
· Cash or in-kind donations
· Secure donated items for prizes, food, beverages, entertainment, etc.
· Provide sponsors' recognition on brochures, posters, t-shirts and information packets.
· Create an event timeline with committee tasks and established deadlines
· Contact road agencies, local law enforcement and businesses along the route
· Arrange security, restrooms, barricades, parking, electrical, PA systems, rentals, facilities and EMS.
· When practical, stay with as few vendors as possible.
· Pop up tent, card table, chairs, cooler, Rest Stop Signs
· Snacks, garbage bags
· Tire pump, first aid kit, spare tubes, multi tool
· Consider online registration
· Mail in registration forms
· Coordinate participant check-in the day of the event. Registration roster, waiver forms
· Arrange for late registrations: registration forms, cash box
Event registration fees for adults, children and families. Charge a late fee for registration after a certain date (usually 1-2 weeks before your event). The late fee generally coincides with the last date you can order t-shirts if they are included.
· Identify number of SAGs needed and how they will cover the course
· Bike rack on car, tire pump, first aid kit, spare tubes, multi tool
· Accident report forms
· Communication - suggest cell phones
Food & Beverages:
· Contact local restaurants, grocery stores and vendors for donations/discounts.
· Included in your registration price or to purchase?
· Consider issues of how you serve food. Consult local health department.
· Water is a necessity, food/ rest stops depends on your ride length
· Will you provide other snacks
· Cooked food
Entertainment and Kids' Activities:
· Arrange for local celebrities to attend or perform.
· Contact school bands and organizations, local radio stations, DJ's or live bands.
· Examples of kids’ activities: bike decorating, bike safety clinic, face painting, etc.
Publicity and Promotion of Event:
· Contact LMB to include the event in the annual Michigan Ride Calendar
· Press releases to local newspapers, radio & TV stations
· Flyers and/or mailers
· Email to local bike shops/cycling clubs
· Event website
· Begin communication at least two to three months prior to the event.
· Arrange photo coverage for the day of the event.
Note: To get attention, look as professional as possible with letterhead and an event logo
· Provide for communication between SAGs, rest stops and home base
· Registration roster with emergency contact information available
· Signage and banners
· T-shirts, Jerseys, etc. – remember to budget these items if you are going to include them as part of the registration.
· Provide registration packet, bag or envelope.
· Secure donated items for participant registration packets (coupons, magnets, pens and pencils, etc.)
· One of the biggest mistakes an event organizer can make is underestimate the manpower needed for clean up and break down of your event.
· Arrange volunteers for trash removal during and after the event.
· Help with facilities cleanup and breakdown of tables, tents, etc.
Recognition and Event Evaluation:
Arrange a post event evaluation with key volunteers and the steering committee.
· Send out thank you letters and recognize sponsors and participants after the event.
· Ask for suggestions for future events.
· Discuss what was successful and what was unsuccessful.
· Establish contacts and volunteers for future events.
· Set the date of next years event
· Inventory signs and supplies