The following are the team functional areas. Each team will be led by one Team Captain who will participate in the planning and coordination meetings leading up to race day, who will be in charge of their functional area on race day and who will guide and direct the volunteers participating in that team prior to and on race day.

1. Check In. This area will include the following activities:

• Packet Pick Up, pre-race and race day
• Check In, race day
• Registrations, on site, race day, data collection for timing
• Purchases, incl chips, Buffs, registrations, etc.

2. Environment. This area will include the following activities:

• Volunteer Coordination, pre-race and on site, guiding and directing as needed
• Public Address, Announcements, Music, Awards
• Information Kiosk and displays
• Prizes and Giveaways

3. Expo. This area will include the following activities:

• Main Area table setup, display and flow
• Vendor booth setup and traffic flow
• Kid's Zone and NITRO coordination
• Fairy House activity zone

4. Traffic. This area will include the following activities:

• Event Signage
• Parking
• Road Management
• Start/Finish Line Setup and Management
• Start/Finish Aid Station setup, refreshing and tear down
• Chip Removal

5. Course. This area will include the following activities:

• Course. Assistance with setup, marking and signage
• On Course Aid Stations 
  
• Course Marshal coordination 
• First Aid/Paramedics/FWFD
  
• Course Photography
• Course Tear down and cleanup

The following is the meeting schedule and general agenda for the 2015 planning cycle. Dates may be cancelled if they become unnecessary.

• Thursday, July 16 - finalize promotional material and promotion and material distribution plans, sponsorship and fundraising planning, giveaway and prize planning, and swag selection.
• Tuesday, July 21 - ongoing activities, plus Three Rivers Running coordination, volunteer recruitment/planning, and review of participation promotion efforts and effectiveness.
• Thursday, August 6 - Core team meeting - High Level Review/Risks
• Tuesday, August 11 - ongoing activities, plus Kid's Area planning, NITRO ("Kid's Zone") coordination, and food/aid station planning.
• Thursday, August 27 - ongoing activities, plus Race Day planning - layout of expo areas, start/finish areas, activities, schedule, announcements, 
• Tuesday, Sep 1 - ongoing activities (Race Day planning) as well as Race Course planning - layout, marking, course marshals/volunteers, aid, road safety, signage requirements. Volunteer coordination.
• Thursday, Sep 10 - Core team meeting - High Level Review/Risks
• Tuesday, Sep 22 - RACE DAY PREP - packet assembly, signage making, volunteer planning and coordination. Race Day schedule and info packets finalized and prepared for distribution to all volunteers,
• Thursday, Oct 1 - FINAL RACE DAY PREP - packet assembly, signage making, volunteer planning and coordination.
• Sunday October 4 - RACE DAY
• Post Race - TBD - Follow ups, thank you’s, survey, lessons learned and changes for next year, sponsorship drive kickoff.

Where: Northeast Indiana Innovation Center (Cole Foundation entrance)
When: June 10, 2015, 6-8 PM

Agenda:

• Review Prior Meeting Minutes
• Finalize Race Course and Options for Promo Material Development
• Finalize Pricing and Registration Dates
• Review and Specify and new promo material changes
• Review and specify web site changes
• Discuss affinity group plan
• Discuss promotional activity plan

Where: Northeast Indiana Innovation Center (Cole Foundation entrance)
When: June 2, 2015 at 6 PM (to 8 PM)

Attendees: Carol, Sara, Chris

Discussed core committee membership - Carol C, Sara V, Chris B, Donna F
Discussed Eric Purnell possibly joining as a core team member.

Discussed key resources to engage:

• Kathy Minich - graphic arts for marketing material development
• Mike Else for race logistics support
• Three Rivers Running for race logistics support and key sponsorship
• Tom Landis for race timing
• Bryan Fairchild at Fort Wayne Fire Dept 
• John Richards, Audio/PA

Discussed potential sponsors/partners

• Indiana Trail Running, Terry Fletcher
• Afdent, Shawn Maynard
• Three Rivers Running Company, Eric Ade
• NITRO (Northeast IN Trail Riders Org), Diana De Carranza
• Fresh Thyme - water, cookies, fruit, energy bars

Discussed possible changes to the race format:

• Potential 10 or 13.1 mi (half marathon) options
• Potential "team" option

Discussed Committee Activities

• Race Course and Timing
• Race Day Logistics and Signage
• Promotion (active vs. passive)
• Kids/Family Activities
• Sponsorship/Fund Raising
• Volunteer Coordination
• Swag and Packets

Discussed Timeline of Activities

JUNE - ASAP

• Coordinate timing reservation (Tom Landis) - CB
• Coordinate News Sentinel coverage (CC)
• Coordinate FWFD (Bryan Fairchild) - CB
• Coordinate RoadID for bibs and race calendar - CB
• Meeting with Three Rivers Running (Eric Ade) - CB
• Sponsorship Letters Out - CC

JUNE

• Web Site Updates
• Race Registration Site Updates
• Early Registration Details agreed on
• Race Logistics agreed on
• Complete Promotional Materials
• Distribute Promotional Materials
• Add event to all race and community calendars
• Coordinate with any affinity groups
• Coordinate adding promo materials to other race or event packets

JULY

• Coordinate donation and prize requests
• Complete course design
• July 31 end early registration

AUG

• Volunteer coordination and allocation
• Final determination of swag details and designs

SEP

• Order swag
• Signage Development
• Late registration begins 9/28

OCT

• Race Day 10/4

To Be Discussed. Post-meeting Discussion of creating documentation (e.g., race manual) so that in future years the planning cycle can be somewhat templated, making changes as necessary to accommodate new ideas. Discussed three from core team leading up small working groups (4-6 groups x 3-5 ppl each) during 2-3 group planning sessions while Carol oversees project.

Welcome to the 2015 Trees Trail Challenge planning blog. We will post contact information, meeting minutes, meeting schedules and other up-to-date information here for ease of access and communication.