Meeting - Tuesday, June 2, 2015

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.