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 dont 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 dont 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
wont 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 Halls 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 pottys.
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 havent 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
Monday 3/2/15Friday 3/6/15
Thursday 3/5/15
Thursday 3/5/15
Thursday 3/5/15

Time

Description
Production
Schedule
Get to work
Lunch
Office work

8:00am
12:00pm-1:00pm
1:00-2:00pm

Thursday 3/5/15

3:00pm

Friday 3/6/15

10:00am

Meeting with all

staff/volunteers
Set up stage

Friday 3/6/15

11:00am

Decorate the stage

Notes
Office work
Just get last minute
stuff done.
Let them know
their specific jobs
Get part time
workers to help
Get part time

Friday 3/6/15
Friday 3/6/15

12:00pm-1:00pm
1:00pm

Friday 3/6/15

3:00pm

Lunch
Start setting up the
vendors spaces
Coke dropping off
trailer

Saturday 3/7/15

5:30am

Vendors set up

Saturday 3/7/15

5:30am

Saturday 3/7/15

8:00am

Saturday 3/7/15

9:50am

Saturday 3/7/15

9:55am

Saturday 3/7/15

10:00am

Saturday 3/7/15

10:05am

Bring Coolers to
site/bring a tent
Ice down drinks
under the tent
Get people at the
starting line for the
5K
Get the 5k people
started
Get the 3k people
to the starting line
Get the 3k people
started

workers to help
Everyone
Get Mallory and
Shelby to help
Representative will
call Elizabeth once
they arrive
Vendors know
where they are
going plus ask any
last minute
questions
To ice all the
drinks

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 Citys 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
Budget Category and Description
Supplies and Materials
Drinks Donated by sponsors
Shirts w/Logo Donated by sponsors
Bracelet Donated by sponsors
Headband Donated by sponsors

Sub-total, Supplies and Materials

Date of Event: 03/07/15

Operating
Budget

FOOP

TOTAL

-$3,000
-$9,000
-$750
-$3,750

$0

-$16,500

$0

$1,050

$0

$3,795

-$11,655

$0

-$11,655

Budget for Event

$15,000

100

$15,100

Profit/Loss

$26,655

$100

$26,755

Staff Expense
15pplX 7hours X $10/hr

$1,050

Sub-total, Staffing

Other Expenses
Police
Porta Potty
Permit

$1,050

$2,160
$1,610
$25

Sub-total, Other Expenses

Revenue
Registration
Vendors
Food Vendors

$3,795

$22,000
$1,250
$3,350
Total Revenue

TOTAL

-$16,500

$26,600

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 didnt 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 wouldnt 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
BY MAIL
Monday, 1/12/2015 Friday,
2/21/15
Mail to Elizabeth Gardner, RC Executive
Director
912 Myers Park Drive
Tallahassee, FL 32304
Note: To ensure that your entry form and
payment are received in time, please do not mail
after 2/21/14.

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).

PAYMENT BY MAIL
Check, cashiers check or money order
only.
CREDIT CARDS CANNOT BE ACCEPTED

ONLINE:
Monday, 1/5/15 Friday 2/27/15
RACEit.com
Payment: CREDIT CARD ONLY

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, cashiers check or money
order only.
CREDIT CARDS CANNOT BE ACCEPTED

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

ENTRY FORM
(Individuals & Family Members)

Name

(Runner #1)

Address

City

Phone

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

Print Name

Date

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 Citys 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.