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registration form - Road Race Management
Dear Event Organizers: FACULT Y 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. HEIDI ABEGG Senior Counsel Webster, Chamberlain & Bean; clients include RRCA, Credit Union Cherry Blossom, PRRO. Former cross-country and track athlete at Valparaiso. JEFF DARMAN Director, ACLI Capital Challenge; RRM Marketing Director, Past President RRCA; Former Sports Marketing Director, Moving Comfort and consultant to Running Times; Member, IAAF Road Running Commission 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. MIKE COLEMAN Former executive at Active Network and Eventbrite; Running USA Board Member; All American at South Dakota State University Join us on the waterfront in St. Petersburg, FL (20 miles from Tampa Airport). SUSAN HARMELING Executive Director, Publix Gasparilla Distance Classic; Former Account Executive, Tampa Convention Center We offer an excellent room rate of $199 at this 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. HAWI KEFLEZIGHI One of the top agents in the running industry. Undergraduate and JD from UCLA; served as team manager for famed UCLA basketball team. Named one of the 50 most influential people in running by Runner’s World Hope to see you November 10, at the MarathonGuide.com/ Publix Gasparilla Distance Classic Welcome Reception and at the two days of meeting sessions and social activities that follow. DAVE MCGILLIVRAY Sincerely, KEITH PETERS Jeff Darman Meeting Coordinator Road Race Management Director, BAA Boston Marathon; President, DMSE Sports, Director; TD Beach to Beacon 10k, New Balance Falmouth Road Race Former Executive Director, Council for Responsible Sports; PR Consultant; Former Nike Executive (PR, Sports Marketing, Running); Coordinator, Cascade Runoff ; Media Coordinator, Credit Union Cherry Blossom Phil Stewart President Road Race Management Register now attendance is limited. JAN SEELEY 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). w w w . r r m. com PRESENTING SPONSORS Ashworth Awards emediagroup Heatsheets® Leslie Jordan MarathonFoto MarathonGuide.com Orbiter Timing System Publix Gasparilla Distance Classic SUPPORTING SPONSORS Electric City Printing Gatorade Endurance CONTRIBUTING SPONSORS Active Network Runsignup 2015 attendees: A4 ACLI Capital Challenge Active Network AJC Peachtree Road Race AJC Peachtree Road Race Always Advancing Annapolis Running Classic Anthem Half Marathon Applied Materials Silicon Valley Turkey Trot Ashworth Awards Aspire 10K Atlanta Track Club Bermuda Marathon & Half Marathon BibRave.com BKB Ltd Boilermaker Road Race Boston Athletic Association Boston Marathon Championship Racing, LLC Chevron Houston Marathon ChronoTrack Colfax Marathon Council for Responsible Sport Crawlin Crab Half Marathon Credit Union Cherry Blossom CrowdTorch Delaware Marathon DMSE Sports Electric City Printing emedia Group Endurance Marketing, Inc Eventbrite EventHui events.com Expert Brand Faxon Law New Haven Road Race Gameface Media Gasparilla Distance Classic Association Giddy Up Productions, LLC GLIRC Good Time Sports Company GoteborgsVarvet Half Marathon haku Heatsheets Hightech Signs Ho Ho Ho, Brewery Run imATHLETE Innovative Timing Systems, LLC iRewind iTaB J&A Running JBSports Leslie Jordan, Inc Lilac Bloomsday Run M3S Sports Manchester Road Race Marathon Printing, Inc MarathonFoto MarathonGuide.com Marcum Workplace Challenge Maxwell Medals & Awards Montgomery County Road Runners Morgantown Marathon Motiv Sports MPA Event Graphics MTEC Results Mylaps Nicholas Hill Group, Inc OMNi Apparel Operation Warm Orbiter Timing System Outside Interactive Peachtree City Classic Pic2Go USA Pikes Peek 10 K Prairie Fire Marathon PRRO Queen City Marathon Race for Every Child Race IT Race Mangement Solutions Race Partner race result Race Roster RaceEntry.com RaceJoy RacePartner Races2Run Realbuzz Group RetroRunning Weekend Rexburg Recreation Department Road Race Management RRCA Run to Remember Running Alliance Sport Running USA RunSignUp Director, Christie Clinic Illinois Marathon; former publisher Marathon and Beyond, fouryear member US National Field Hockey Team PHIL STEWART President, Road Race Management; Co-author, “Organizing Running Events; Director, Credit Union Cherry Blossom Ten Mile; VicePresident, PRRO; Race Announcer for many prominent national events SEAN RYAN Director, Fall 50; and many other races, Former Director, Cellcom Green Bay Marathon 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 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. Simmco Data Systems Sioux Falls Marathon Spinhead Media, Inc SymbolArts Terri Marlin TicketSocket Tidewater Striders Trudy Marshall Up & Running LLC USATF USATF Masters LDR Virtual Event Bags Why Racing Events World's Best 10K Yuengling Shamrock Marathon Road Race Managemen Race Directors’ Meeting 110 East State Street, Suite 15 Kennett Square, PA 19348 RACE DIRECTORS’ MEETING AND TRADE EXHIBIT The Vinoy® renaissance St. Petersburg resort and golf club St. Petersburg, fl November 10-12, 2016 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 10-12, 2016 ., CELEBRATING 33 YEARS OF BEST PRACTICES ., Dear Event Organizers: FACULT Y 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. HEIDI ABEGG Senior Counsel, Webster, Chamberlain & Bean; clients include RRCA, Credit Union Cherry Blossom, PRRO. Former cross-country and track athlete at Valparaiso. JEFF DARMAN Director, ACLI Capital Challenge; RRM Marketing Director, Past President RRCA; Former Sports Marketing Director, Moving Comfort and consultant to Running Times; Member, IAAF Road Running Commission 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. MIKE COLEMAN Former executive at Active Network and Eventbrite; Running USA Board Member; All American at South Dakota State University Join us on the waterfront in St. Petersburg, FL (20 miles from Tampa Airport). SUSAN HARMELING Executive Director, Publix Gasparilla Distance Classic; Former Account Executive, Tampa Convention Center We offer an excellent room rate of $199 at this 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. HAWI KEFLEZIGHI One of the top agents in the running industry. Undergraduate and JD from UCLA; served as team manager for famed UCLA basketball team. Named one of the 50 most influential people in running by Runner’s World Hope to see you November 10 at the MarathonGuide.com/ Publix Gasparilla Distance Classic Welcome Reception and at the two days of meeting sessions and social activities that follow. DAVE MCGILLIVRAY Sincerely, KEITH PETERS Jeff Darman Meeting Coordinator Road Race Management Director, BAA Boston Marathon; President, DMSE Sports; Director, TD Beach to Beacon 10k and New Balance Falmouth Road Race Former Executive Director, Council for Responsible Sport; PR Consultant; Former Nike Executive (PR, Sports Marketing, Running); Coordinator, Cascade Runoff ; Media Coordinator, Credit Union Cherry Blossom Phil Stewart President Road Race Management Register now, attendance is limited. JAN SEELEY 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). w w w . r r m. com PRESENTING SPONSORS Ashworth Awards emediagroup Heatsheets® Leslie Jordan MarathonFoto MarathonGuide.com Orbiter Timing System Publix Gasparilla Distance Classic SUPPORTING SPONSORS Electric City Printing Gatorade Endurance CONTRIBUTING SPONSORS Active Network Runsignup 2015 attendees: A4 ACLI Capital Challenge Active Network AJC Peachtree Road Race Always Advancing Annapolis Running Classic Anthem Half Marathon Applied Materials Silicon Valley Turkey Trot Ashworth Awards Aspire 10K Atlanta Track Club Bermuda Marathon & Half Marathon BibRave.com BKB Ltd Boilermaker Road Race Boston Athletic Association Boston Marathon Championship Racing, LLC Chevron Houston Marathon ChronoTrack Colfax Marathon Council for Responsible Sport Crawlin Crab Half Marathon Credit Union Cherry Blossom CrowdTorch Delaware Marathon DMSE Sports Electric City Printing emedia Group Endurance Marketing, Inc Eventbrite EventHui events.com Expert Brand Faxon Law New Haven Road Race Gameface Media Gasparilla Distance Classic Association Giddy Up Productions, LLC GLIRC Good Time Sports Company GoteborgsVarvet Half Marathon haku Heatsheets Hightech Signs Ho Ho Ho, Brewery Run imATHLETE Innovative Timing Systems, LLC iRewind iTaB J&A Running JBSports Leslie Jordan, Inc Lilac Bloomsday Run M3S Sports Manchester Road Race Marathon Printing, Inc MarathonFoto MarathonGuide.com Marcum Workplace Challenge Maxwell Medals & Awards Montgomery County Road Runners Morgantown Marathon Motiv Sports MPA Event Graphics MTEC Results Mylaps Nicholas Hill Group, Inc OMNi Apparel Operation Warm Orbiter Timing System Outside Interactive Peachtree City Classic Pic2Go USA Pikes Peek 10K Prairie Fire Marathon PRRO Queen City Marathon Race for Every Child Race IT Race Mangement Solutions race result Race Roster RaceEntry.com RaceJoy RacePartner Races2Run Realbuzz Group RetroRunning Weekend Rexburg Recreation Department Road Race Management RRCA Run to Remember Running Alliance Sports Group Running USA RunSignUp Simmco Data Systems Director, Christie Clinic Illinois Marathon; former publisher Marathon and Beyond; fouryear member US National Field Hockey Team PHIL STEWART President, Road Race Management; Co-author, Organizing Running Events; Director, Credit Union Cherry Blossom Ten Mile; VicePresident, PRRO; Race Announcer for many prominent national events SEAN RYAN Director, Fall 50; and many other races; Former Director, Cellcom Green Bay Marathon 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. Sioux Falls Marathon Spinhead Media, Inc SymbolArts Terri Marlin TicketSocket Tidewater Striders Trudy Marshall Up & Running LLC USATF USATF Masters LDR Virtual Event Bags Why Racing Events World's Best 10K Yuengling Shamrock Marathon Road Race Managemen Race Directors’ Meeting 110 East State Street, Suite 15 Kennett Square, PA 19348 RACE DIRECTORS’ MEETING AND TRADE EXHIBIT The Vinoy® renaissance St. Petersburg resort and golf club St. Petersburg, fl November 10-12, 2016 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 10-12, 2016 ., CELEBRATING 33 YEARS OF BEST PRACTICES ., “ Annual Race Directors’ Meeting and Trade Exhibit Comments on the Road Race Management Meeting “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.” The Vinoy® Renaissance St. Petersburg Resort and Golf Club St. Petersburg, FL November 10-12, 2016 – 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 Marathon S ch e d u le 2:30pm – 3:30pm ■ T h u r s d a y , N O V E M B ER 10 2:30pm – 5:45pm 2:30pm – 6:00pm 6:00pm - 7:15pm Packet Pickup Trade Exhibit MarathonGuide.com/Publix Gasparilla Distance Classic Welcome Reception – (includes MarathonFoto/ Road Race Management “Race Director of the Year” Award, presented by Electric City Printing) f r i d a y , N O V E M B ER 11 8:00am – 8:55am 8:00am – 6:00pm 8:15am – 9:00am 9:00am – 9:10am 9:10am – 10:10am ■ Sean Ryan Jeff Darman and Phil Stewart Publix Gasparilla Distance Classic Coffee Break Event Anatomy The session is designed to dissect an event, in this case the Christie Clinic Illinois Marathon weekend. Its director 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 she manages everything from registration to awards. This community-oriented event continues to flourish and tackle new challenges. How does this event continue to build the brand, fulfill its mission and interact with the community and its major sponsor? How is the event structured (board, staff ) to operate efficiently? Faculty: Moderator: 11:35am – 11:55am 11:55am – 12:55pm ■ ■ Jan Seeley Phil Stewart Gatorade Endurance Break Current Legal Issues A look at music licensing, transgender issues, apparel infringements, sales tax issues, use of independent contractors in lieu of staff, ADA issues, lotteries, and when to fight and when to fold. Faculty: Moderators: 12:55pm – 2:30pm Heidi Abegg Jeff Darman and Phil Stewart Lunch Break and Trade Exhibit Visits s a t u r d a y , N O V E M b e r 12 8:30am – 9:00am Breakfast Snacks and Publix Gasparilla Distance Classic Coffee Break Trade Exhibit 8:30am – 11:30pm 9:00am – 10:00am How to Make Sense of Technology Offerings We want to help events cut through the clutter in an objective fashion. With so many companies doing so many different things, event directors are besieged and bewildered. For some there is a tendency to simply pull down the blinds because it is such overload. The intense competition among various companies is unprecedented. What are the benefits of and the boundaries between traditional online registration, the timing and scoring companies, social media services and apps? Some companies are moving in the direction of becoming suppliers of everything from photo services to bibs to t-shirts. What are the pros and cons of a one-stop solution versus continuing to deal with different vendors directly? – 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. Dave McGillivray Phil Stewart Trade Exhibit Break Vendor Relationships “Thanks for a great conference last week. I really enjoyed the experience, both the seminars and the networking” How do experienced event directors deal with keeping and evaluating their vendor relationships? When should an event change? How important is pricing versus the relationship and reliability? How do you choose vendors—by RFP’s, word of mouth, trade shows? What are the benefits of long-term relationships? What happens when vendor staff changes? Are there some categories for which relations matter more? What is the impact of local versus non-local relationships and does that impact only certain categories of vendors? How do you deal with community pressures to use local? Faculty: Moderators: 5:00pm – 6:00pm ■ “Every year I learn more.” How are events handling course cutters, “mules,” number swappers and sellers? How do events detect them? How can technology help through the use of transponders at checkpoints to monitor pace? Should information about cheaters be shared among races? Sad, but cheating is now more prevalent and it is a necessity for event directors to have a plan to thwart cheaters. Faculty: Moderator: 3:30pm – 4:00pm 4:00pm – 5:00pm A practical guide for the use of visual planning software to facilitate event diagrams, maps and general logistics set up, including offering guidance for “third parties” (staff, board members, vendors, sponsors, volunteers). Learn about Sketch, Pro, 3D Warehouse, Google Earth and more. Faculty: Moderators: 10:10am – 10:30am 10:30am – 11:35am ■ Heatsheets® Continental Breakfast Trade Exhibit Packet Pickup Welcome 3-D Site Planning Detecting and Dealing with Cheaters – 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 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.” Susan Harmeling Jeff Darman and Phil Stewart Ashworth Awards Race Directors’ Reception in Conjunction with the Trade Exhibit – 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…” Talk with exhibitors of awards, competitor numbers, signs and banners, timing products, apparel, running organizations, online registration, apps, social media companies and more. It’s a relaxed opportunity to meet fellow race directors, the faculty and exhibitors in an informal atmosphere. – Tracey Russell, CEO, Skechers Performance LA Marathon 6:00pm – 8:15pm MarathonGuide.com Keynote Dinner “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.” Hawi Keflezighi is one of the sport’s leading agents. A UCLA-trained attorney, he became the agent for his brother, Meb, soon after the 2004 Olympics. His agency now represents well over a dozen prominent athletes. Runner’s World named him one of the 50 most influential people in running. Hawi will reflect on the state of the “front end” of the sport including the value of elite athletes, Americans and non-Americans. He will analyze why Meb retains such popularity along with some “old timers” such as Bill Rodgers and Joan Samuelson. The dinner concludes with the announcement and presentation of the MarathonFoto/Road Race Management Lifetime Achievement Award. ■ – 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 “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.” crisis be best handled? What are the risks associated with websites, Twitter accounts, Facebook, etc. Are event audits feasible? What proactive steps should events be taking? Faculty: Moderator: 11:30am – Iris Simpson Bush, Executive Director, Flying Pig Marathon Keith Peters Phil Stewart Trade Exhibit Closes “I had a great time....it felt like a college reunion. The sessions were among the best I’ve heard.” ■ Faculty: Mike Coleman Moderators: Jeff Darman and Phil Stewart 10:00am – 10:25am Gatorade Endurance/Trade Exhibit Break 10:25am – 11:25am Cyber Security for Events ■ If a registration system were hacked, how would an event be impacted? What would be the responsibility of the event and the registration provider? How would the – John Conley, President, Conley Sports Productions and former Director, Austin Marathon. FAQ Q. Why don’t you offer online registration? A. We are fans of the many online registration “The Road Race Management Meeting is an important opportunity for race directors to network and learn about emerging trends.” 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 the best options for themselves and key race officials. Forms are online and can be mailed or emailed 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 their race committee is planning to attend. We also field many questions asking about our publications, program, hotel and airport transportation. Again the process is easy; fill out our printed or online registration form (fillable online) and mail with payment OR send a pdf with credit card form. – 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 ” R e g i st r a t i on 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 19348 610-925-1976 • [email protected] Registration less a $45 processing fee is refundable if cancellation is received in writing prior to October 5, 2016. 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 $80 late fee after October 12) ❏ $730 (Road Race Management Members) ❏ $830 (Others)* ❏ $848 (Registration and check one: ❏ one-year membership or ❏ renewal)* ❏ $825 (Member Registration and copy of Organizing Running Events) ❏ $805 (Member Registration and copy of Running Industry Resource Directory) Note: Add $17 for overseas membership and $18 for overseas delivery of publications. To pay by credit card, contact Jeff Darman (610-925-1976)* • [email protected] *Join RRM now and save $100 per registration Registration is limited to the first 200 and closes November 4 – 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 E-mail: 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 rate of $199* available to RRM Meeting attendees (must reserve by October 19 for special rate) Vinoy® Renaissance St. Petersburg Resort and Golf Club 501 5th Ave., NE, St. Petersburg, FL 33701 • 800.228.9290 • 727.894.1000 (Mention Road Race Management Meeting). * Join Marriott Rewards for free in-room Wi-Fi “ Annual Race Directors’ Meeting and Trade Exhibit Comments on the Road Race Management Meeting “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.” The Vinoy® Renaissance St. Petersburg Resort and Golf Club St. Petersburg, FL November 10-12, 2016 – 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 Marathon S ch e d u le 2:30pm – 3:30pm ■ T h u r S d a y , N O V e M B e r 10 2:30pm – 5:45pm 2:30pm – 6:00pm 6:00pm - 7:15pm Packet Pickup Trade Exhibit MarathonGuide.com/Publix Gasparilla Distance Classic Welcome Reception – (includes MarathonFoto/ Road Race Management “Race Director of the Year” Award, presented by Electric City Printing) f r i d a y , N O V e M B e r 11 8:00am – 8:55am 8:00am – 6:00pm 8:15am – 9:00am 9:00am – 9:10am 9:10am – 10:10am ■ 10:30am – 11:35am The session is designed to dissect an event, in this case the Christie Clinic Illinois Marathon weekend. Its director 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 she manages everything from registration to awards. This community-oriented event continues to flourish and tackle new challenges. How does this event continue to build the brand, fulfill its mission and interact with the community and its major sponsor? How is the event structured (board, staff ) to operate efficiently? Faculty: Moderator: 11:35am – 11:55am 11:55am – 12:55pm ■ Sean Ryan Jeff Darman and Phil Stewart Publix Gasparilla Distance Classic Coffee Break Event Anatomy Jan Seeley Phil Stewart Gatorade Endurance Break Current Legal Issues A look at music licensing, transgender issues, apparel infringements, sales tax issues, use of independent contractors in lieu of staff, ADA issues, lotteries, and when to fight and when to fold. Faculty: Moderators: 12:55pm – 2:30pm Heidi Abegg Jeff Darman and Phil Stewart Lunch Break and Trade Exhibit Visits S a T u r d a y , N O V e M B e r 12 8:30am – 9:00am 8:30am – 11:30pm 9:00am – 10:00am ■ We want to help events cut through the clutter in an objective fashion. With so many companies doing so many different things, event directors are besieged and bewildered. For some there is a tendency to simply pull down the blinds because it is such overload. The intense competition among various companies is unprecedented. What are the benefits of and the boundaries between traditional online registration, the timing and scoring companies, social media services and apps? Some companies are moving in the direction of becoming suppliers of everything from photo services to bibs to t-shirts. What are the pros and cons of a one-stop solution versus continuing to deal with different vendors directly? Faculty: Moderators: 10:00am – 10:25am 10:25am – 11:25am ■ Breakfast Snacks and Publix Gasparilla Distance Classic Coffee Break Trade Exhibit How to Make Sense of Technology Offerings How are events handling course cutters, “mules,” number swappers and sellers? How do events detect them? How can technology help through the use of transponders at checkpoints to monitor pace? Should information about cheaters be shared among races? Sad, but cheating is now more prevalent and it is a necessity for event directors to have a plan to thwart cheaters. Faculty: Moderator: 3:30pm – 4:00pm 4:00pm – 5:00pm ■ A practical guide for the use of visual planning software to facilitate event diagrams, maps and general logistics set up, including offering guidance for “third parties” (staff, board members, vendors, sponsors, volunteers). Learn about Sketch, Pro, 3D Warehouse, Google Earth and more. Faculty: Moderators: 10:10am – 10:30am ■ Heatsheets® Continental Breakfast Trade Exhibit Packet Pickup Welcome 3-D Site Planning Detecting and Dealing with Cheaters Dave McGillivray Phil Stewart Trade Exhibit Break Vendor Relationships How do experienced event directors deal with keeping and evaluating their vendor relationships? When should an event change? How important is pricing versus the relationship and reliability? How do you choose vendors—by RFP’s, word of mouth, trade shows? What are the benefits of long-term relationships? What happens when vendor staff changes? Are there some categories for which relations matter more? What is the impact of local versus non-local relationships and does that impact only certain categories of vendors? How do you deal with community pressures to use local? Faculty: Moderators: 5:00pm – 6:00pm ■ Susan Harmeling Jeff Darman and Phil Stewart Ashworth Awards Race Directors’ Reception in Conjunction with the Trade Exhibit Talk with exhibitors of awards, competitor numbers, signs and banners, timing products, apparel, running organizations, online registration, apps, social media companies and more. It’s a relaxed opportunity to meet fellow race directors, the faculty and exhibitors in an informal atmosphere. 6:00pm – 8:15pm ■ MarathonGuide.com Keynote Dinner Hawi Keflezighi is one of the sport’s leading agents. A UCLA-trained attorney, he became the agent for his brother, Meb, soon after the 2004 Olympics. His agency now represents well over a dozen prominent athletes. Runner’s World named him one of the 50 most influential people in running. Hawi will reflect on the state of the “front end” of the sport including the value of elite athletes, Americans and non-Americans. He will analyze why Meb retains such popularity along with some “old timers” such as Bill Rodgers and Joan Samuelson. The dinner concludes with the announcement and presentation of the MarathonFoto/Road Race Management Lifetime Achievement Award. crisis be best handled? What are the risks associated with websites, Twitter accounts, Facebook, etc. Are event audits feasible? What proactive steps should events be taking? Faculty: Moderator: 11:30am Keith Peters Phil Stewart Trade Exhibit Closes “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 Marathon, 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 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, 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 “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 “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 Marathon. FAQ Q. Why don’t you offer online registration? A. We are fans of the many online registration Mike Coleman Jeff Darman and Phil Stewart Gatorade Endurance/Trade Exhibit Break Cyber Security for Events If a registration system were hacked, how would an event be impacted? What would be the responsibility of the event and the registration provider? How would the 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 the best options for themselves and key race officials. Forms are online and can be mailed or emailed 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 their race committee is planning to attend. We also field many questions asking about our publications, program, hotel and airport transportation. Again the process is easy; fill out our printed or online registration form (fillable online) and mail with payment OR send a pdf with credit card form. “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 ” 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 19348 610-925-1976 • [email protected] Registration less a $45 processing fee is refundable if cancellation is received in writing prior to October 5, 2016. 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 $80 late fee after October 12 (Register early and save) ❏ $730 (Road Race Management Members) ❏ $830 (Others)* ❏ $848 (Registration and check one: ❏ one-year membership or ❏ renewal)* ❏ $825 (Member Registration and copy of Organizing Running Events) ❏ $805 (Member Registration and copy of Running Industry Resource Directory) Note: Add $17 for overseas membership and $18 for overseas delivery of publications. To pay by credit card, contact Jeff Darman (610-925-1976)* • [email protected] *Join RRM now and save $100 per registration Registration is limited to the first 200 and closes November 4 – no registration on site. Please Print clearly Name: Address: City: State: Zip: Country: Affiliation, Event/Other: Position: Day Phone: May we publish ❏ Yes ❏ No E-mail: 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 rate of $199* available to RRM Meeting attendees (must reserve by October 19 for special rate) Vinoy® Renaissance St. Petersburg Resort and Golf Club 501 5th Ave., NE, St. Petersburg, FL 33701 • 800.228.9290 • 727.894.1000 (Mention Road Race Management Meeting). * Join Marriott Rewards for free in-room Wi-Fi 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, email it as attachment with payment detail to [email protected]. Dear Event Organizers: FACULT Y 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. HEIDI ABEGG Senior Counsel, Webster, Chamberlain & Bean; clients include RRCA, Credit Union Cherry Blossom, PRRO. Former cross-country and track athlete at Valparaiso. JEFF DARMAN Director, ACLI Capital Challenge; RRM Marketing Director, Past President RRCA; Former Sports Marketing Director, Moving Comfort and consultant to Running Times; Member, IAAF Road Running Commission 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. MIKE COLEMAN Former executive at Active Network and Eventbrite; Running USA Board Member; All American at South Dakota State University Join us on the waterfront in St. Petersburg, FL (20 miles from Tampa Airport). SUSAN HARMELING Executive Director, Publix Gasparilla Distance Classic; Former Account Executive, Tampa Convention Center We offer an excellent room rate of $199 at this 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. HAWI KEFLEZIGHI One of the top agents in the running industry. Undergraduate and JD from UCLA; served as team manager for famed UCLA basketball team. Named one of the 50 most influential people in running by Runner’s World Hope to see you November 10 at the MarathonGuide.com/ Publix Gasparilla Distance Classic Welcome Reception and at the two days of meeting sessions and social activities that follow. DAVE MCGILLIVRAY Sincerely, KEITH PETERS Jeff Darman Meeting Coordinator Road Race Management Director, BAA Boston Marathon; President, DMSE Sports; Director, TD Beach to Beacon 10k and New Balance Falmouth Road Race Former Executive Director, Council for Responsible Sport; PR Consultant; Former Nike Executive (PR, Sports Marketing, Running); Coordinator, Cascade Runoff ; Media Coordinator, Credit Union Cherry Blossom Phil Stewart President Road Race Management Register now, attendance is limited. JAN SEELEY 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). w w w . r r m. com PRESENTING SPONSORS Ashworth Awards emediagroup Heatsheets® Leslie Jordan MarathonFoto MarathonGuide.com Orbiter Timing System Publix Gasparilla Distance Classic SUPPORTING SPONSORS Electric City Printing Gatorade Endurance CONTRIBUTING SPONSORS Active Network Runsignup 2015 attendees: A4 ACLI Capital Challenge Active Network AJC Peachtree Road Race Always Advancing Annapolis Running Classic Anthem Half Marathon Applied Materials Silicon Valley Turkey Trot Ashworth Awards Aspire 10K Atlanta Track Club Bermuda Marathon & Half Marathon BibRave.com BKB Ltd Boilermaker Road Race Boston Athletic Association Boston Marathon Championship Racing, LLC Chevron Houston Marathon ChronoTrack Colfax Marathon Council for Responsible Sport Crawlin Crab Half Marathon Credit Union Cherry Blossom CrowdTorch Delaware Marathon DMSE Sports Electric City Printing emedia Group Endurance Marketing, Inc Eventbrite EventHui events.com Expert Brand Faxon Law New Haven Road Race Gameface Media Gasparilla Distance Classic Association Giddy Up Productions, LLC GLIRC Good Time Sports Company GoteborgsVarvet Half Marathon haku Heatsheets Hightech Signs Ho Ho Ho, Brewery Run imATHLETE Innovative Timing Systems, LLC iRewind iTaB J&A Running JBSports Leslie Jordan, Inc Lilac Bloomsday Run M3S Sports Manchester Road Race Marathon Printing, Inc MarathonFoto MarathonGuide.com Marcum Workplace Challenge Maxwell Medals & Awards Montgomery County Road Runners Morgantown Marathon Motiv Sports MPA Event Graphics MTEC Results Mylaps Nicholas Hill Group, Inc OMNi Apparel Operation Warm Orbiter Timing System Outside Interactive Peachtree City Classic Pic2Go USA Pikes Peek 10K Prairie Fire Marathon PRRO Queen City Marathon Race for Every Child Race IT Race Mangement Solutions race result Race Roster RaceEntry.com RaceJoy RacePartner Races2Run Realbuzz Group RetroRunning Weekend Rexburg Recreation Department Road Race Management RRCA Run to Remember Running Alliance Sports Group Running USA RunSignUp Simmco Data Systems Director, Christie Clinic Illinois Marathon; former publisher Marathon and Beyond; fouryear member US National Field Hockey Team PHIL STEWART President, Road Race Management; Co-author, Organizing Running Events; Director, Credit Union Cherry Blossom Ten Mile; VicePresident, PRRO; Race Announcer for many prominent national events SEAN RYAN Director, Fall 50; and many other races; Former Director, Cellcom Green Bay Marathon 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. Sioux Falls Marathon Spinhead Media, Inc SymbolArts Terri Marlin TicketSocket Tidewater Striders Trudy Marshall Up & Running LLC USATF USATF Masters LDR Virtual Event Bags Why Racing Events World's Best 10K Yuengling Shamrock Marathon Road Race Managemen Race Directors’ Meeting 110 East State Street, Suite 15 Kennett Square, PA 19348 RACE DIRECTORS’ MEETING AND TRADE EXHIBIT The Vinoy® renaissance St. Petersburg resort and golf club St. Petersburg, fl November 10-12, 2016 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 10-12, 2016 ., CELEBRATING 33 YEARS OF BEST PRACTICES .,
