2016 5K Event Plan
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2016 TFC 5K Timeline
5K Date:10/15/2016Early Registration Deadline:9/17/2016Days Until Event:
Today's Date:6/8/2019Sponsor/Donor Deadline:9/17/2016-966
MonthDue DateActivityCategoryAssigned ToStatusDate CompletedNotes
Submit online corporate sponsorship proposals due 6 months prior to event:
• Nikon: https://support.nikonusa.com/ci/documents/detail/5/95
June6/2/2016Submit online corporate sponsorship/donation proposals--many need to be submitted 4-6 months in advance:
• Dick's Sporting Goods: http://dsgcommunity.sponsorport.com/
• Finish Line: submit proposal by email to communityaffairs@finishline.com
• Coca-Cola: https://www.cybergrants.com/pls/cybergrants/ao_login.login?x_gm_id=3300&x_proposal_type_id=15839
• Clif Bar (donation request): http://www.clifbar.com/events/sponsor
• UPS: https://www.upssponsorships.com/Home.aspx
• Taylor's Bakery (donation request): email request to bakery@taylorsbakery.com; include the following information: Name of organization
, contact person
, Phone number of contact person
, E-mail of contact person
, Name of event
, Date of event
, Potential number of attendees
, Type of donation requested
, Any promotional benefits for Taylor’s Bakery
• Walmart Foundation: http://www.cybergrants.com/pls/cybergrants/quiz.display_question?x_gm_id=2797&x_quiz_id=4028&x_order_by=1
• Meijer: You need to request a donation request form from your local Meijer and submit it with a copy of our 501c3 letter and number as well as prepared proposal--return it to the store for processing
• Marathon Petroleum: email request to kdgould@marathonpetroleum.com
• Nike: http://www.cybergrants.com/nike/us/app/
• Pepsi: send solicitations for sponsorships in writing to Tricia Lynch, PepsiCo
, 700 Anderson Hill Road, Purchase, NY 10577; to request donations, call:
- Pepsi Beverages: 1-800-433-2652 for the bottler nearest you.
- Frito-Lay: 1-800-352-4477
- Quaker: 1-800-234-6281
- Gatorade: 1-800-88 GATOR (1-800-884-2867)
- Tropicana: 1-800-237-7799
Oriental Trading Company: http://www.orientaltrading.com/pdf/OTC_CorpGivingApp_020613.pdf
The North Face: https://thenorthface.versaic.com/login
SponsorshipAZ & DTin progress8/11/16--AZ submitted proposal to The North Face

6/3/16--AZ submitted proposals to Dick's Sporting Goods, Finish Line, Clif Bar, UPS, Taylor's Bakery, Marathon Petroleum

6/3/16--AZ completed the first half of the Nike application, but cannot continue until latest 990 & TFC non-descrimination policy is received; AZ started working on a sponsorship/grant from the Walmart Foundation but needed some additional information
Quick Snips for Application Questions:

# of participants: 400+
# of spectators: 200+

Event Website: http://www.trinityfreeclinic.org/tfc5k
Event Facebook: https://www.facebook.com/TFC5K/
Event Registration: https://runsignup.com/Race/IN/Carmel/TrinityFreeClinic5k
501c3 #: 35-2120420
EIN (Employee Identification #): 35-2120420

Event Description / Why Consider:
The Trinity Free Clinic 5K Run for Wellness is a family-friendly community event with a USATF sanctioned course including chip timing. In addition to the 5K, we also have a variety of family entertainment that makes this an event that competitive runners and families alike frequent year after year. The TFC5K is a great opportunity for direct exposure of your brand to one of the most affluent communities in the state of Indiana. Last year we had registration of over 500, and including both spectators and participants, well over 600 people in attendance of the event. This is a solid event that has been in existence for 15 years with 123% increase in registration last year. This sponsorship also would support an organization whose aim is to provide free medical and dental care to the most vulnerable families in Hamilton County.

Organization Background / History:
The Trinity Free Clinic was established in October 2000 as an outreach ministry of Our Lady of Mount Carmel Church using the school nurse's office and library for the clinic. In 2002, the clinic moved to the former OLMC convent to meet the growing needs of our patients. Following a relocation in 2011 to a new facility built to house the ministries that respond to the overwhelming needs of the working poor in Hamilton County, Trinity Free Clinic is now located in the Matthew 25 Center on the campus of Our Lady of Mount Carmel Church.

In 2000, the clinic filed for 501c3 status with the Internal Revenue Service. This status was granted in late 2000, with permanent status granted in 2005. Trinity Free Clinic is a separate entity incorporated by the Indiana Secretary of State.

In 2015, Trinity Clinic treated over 2,200 unique patients through over 6,000 patient visits and provided over $1.2 million in free medical and dental services to the residents of Hamilton County. In our 15-year history, we have served over 20,000 patients through the generosity and talent of over 500 volunteers.

Mission Statement:
The mission of Trinity Free Clinic is to provide quality free medical, health and dental support to the uninsured and low income residents of Hamilton County with dignity, through a professional and dedicated volunteer staff.

Major Accomplishments:
In 2015, Trinity Clinic treated over 2,200 unique patients through over 6,000 patient visits and provided over $1.2 million in free medical and dental services to the residents of Hamilton County. In our 15-year history, we have served over 20,000 patients through the generosity and talent of over 500 volunteers. Our organization receives about 35% of our funding through events, so supporting our events directly impacts the most vulnerable families in Hamilton County.

Governance - Participant Selection / How org selects participants for this project:
Participation in the Trinity Free Clinic 5K Run for Wellness is open to the public. All proceeds benefit the general operating fund of the Trinity Free Clinic.

Patients are served at the Trinity Free Clinic who are uninsured, under-insured, or low income, often unable to afford the deductibles or co-pays for any existing insurance; we do not discriminate based on sex/gender, age, race, religion, or any other demographic.

Funds received by the donor in amounts of $500 or greater will be used as a sponsorship for the event. Funds received by the donor less than $500 will be used to support the costs of the event. Merchandise received will be used for prizes for participants in the Trinity Free Clinic 5K Run for Wellness.

Board Members:
Terry Johnston, Chair
Janette Helm, MA, RN, MCHES Vice Chair
Dina Ferchmin, President
Debra Minott, JD
Carole Dierckes
Rafik Bishara, PhD, Outreach Committee Chair
Larry Counen
Justin Gilmore D.C.
Carlos Peredo

Key Staff:
Dina Ferchmin, Executive Director
Cindy Love, Director of Medical Operations
Amy Kazmier, Director of Dental Operations
Lisa Curry, Volunteer Coordinator
Nancy Kovacinski, Office Manager
Autumn Zawadzki, Director of Marketing

Are you reaching more/new people this year?
Last year we had a 123% increase in registration--we are in the process of expanding our promotions, including looking for more races to co-promote with us.

How has your event or participant reach evolved?
We have been able to increase registration through aggressive use of email and social media. By expanding our community partnerships, we hope to continue to make the Trinity Free Clinic 5K race with steady growth each year.

How will the product be distributed?:
That depends upon the quantity we receive. If we receive enough, we will include the product in race packets. If we receive either significantly more or fewer items, we will distribute the product as part of the post-race refreshments.

How will we be acknowledged/how will our product be promoted?
In-kind donors will have materials in the race packets, and be acknowledged on our website and through social media and on a banner in the pre-race holding area. Sponsors will be acknowledged in a variety of ways based upon their level of contribution. In-kind donors whose donations have a market value of $500 or more will be accorded the same benefits enjoyed by sponsors of the same level of contribution. Sponsorship levels are as follows:
• Bronze--$500--logo on all shirts, logo and link on race landing page, free team entry in race, signage on indoor sponsor wall
• Silver--$1,000--all benefits of bronze sponsorship plus recognition on race holding area signage and acknowledgement as having sponsored a clinic session on Facebook, e-newsletter, and on the web
• Gold--$2,500--all benefits of silver sponsorship plus signage at race finish, recognition by announcer throughout race, commemorative plaque, and acknowledgement of sponsorship for 3 clinic sessions (3 promotional Facebook posts)
• Platinum--$5,000--all benefits of gold sponsorship plus sponsor logo listed in email and press releases, company logo on event Facebook banner and community signage

You may be asked to provide the following documents:
• IRS 501c3 nonprofit determination letter
• most recent IRS form 990
• non-descrimination policy
• proposal--use the sponsorship kit

Event Demographics:
6/2/2016Research events for donors (ex. Carmel Lions Club)--promote at partner events in exchange for putting a flyer in race packets
6/2/2016Research city, town, county events--make a list of places to promote--Faermer's Market, Carmel Fest, Summer Concert, Monon Mixer, Oktoberfest, Gallery Walks--Carmel, Westfield, Fishers, Noblesville
6/2/2016Leverage relationships with other churches--inclusion in more bulletins, promote at church festivals
6/2/2016Look for more corporate event grantssponsorshipAlice Giles

Lauren Merk
in progress9/2/16--LM started researching contacts for corporate grants

7/11/16--AZ emailed AG information to get her started on researching more sponsorship opportunities with Indiana companies and corporate sponsors
6/2/2016Book entertainment/vendors:
• Zumba--Laura Magdaleno Herrera--confirmed 6/3/16
• Face Painting--Willing Hands, Justine Jones--confirmed 7/6/16
• Jugglers--Charles Grimm, Brian Zawadzki--confirmed 6/3/16
• Craft table--volunteers from Guerin, Carmel HS, or OLMC to run, donations of craft kits
• DJ (Dr. DJ Dance)--confirmed 6/4/16
• Leslie Clarke--ask if she will photograph race again

Suggestions for other activities/entertainment?
Autumn Zawadzkiin progress9/1/16--AZ emailed Marcia Murphy at Guerin to see if there might be Guerin kids interested in volunteering at the craft table again

7/6/16--AZ emailed Justine the contract and paid for services in full

6/10/16--haven't heard back from Justine Jones--sent email following up

6/4/16--Greg Binder confirmed; signed and returned contract; AZ asked Charlie Naber to send him a check to reserve the booking

6/3/16--AZ emailed Greg Binder regarding providing DJ services, Chuck Grimm regarding juggling, Laura Magdaleno Herrera regarding Zumba, Leslie Clarke regarding photography; Laura Herrera and Chuck Grimm confirmed

6/1/16--AZ emailed Justine at Willing Hands to check on her avaiilability and pricing--she responded saying that she will get back with us by Tuesday next week regarding the booking
6/2/2016Identify local summer races that will distribute race postcards in their packet
• May need to move back deadline for completion of race postcards in order to include more races
• Offer to put a Save the Date card in our packet for their 2017 race in return.

• Bret Neylon--Race to Recovery--July 16--Brownsburg--200
• Maggie moss Mestrich--Joseph Maley Foundation 5K Run, Walk, Roll--July 9--Indianapolis

Note: Carmel Marathon is in APRIL--if we want to try to get promotion with them, we need to approach them in the late fall/winter and have the promotional materials done by March
PromotionsDebbie Truittin progress6/21/16--AZ emailed 35 race directors asking them to include our postcard in their race packets in exchange for including either their race literature in our packets or listing them on a save the date flyer of upcoming races

6/3/16--One of the perks of using Fun Races as our timer is that they will add our event to their Facebook page, do an email blast promoting our race to their email list (over 9,000 addresses), and we can send a rep or flyers to 3 other races they are timing

5/30/16--DT has started researching other races and adding the relevant information to the other races tab
6/2/2016While researching local races, also research sponsors for those races to expand on potential sponsorsSponsorshipAutumn Zawadzki & Alice Gilesin progress7/11/16--AZ emailed AG information about local race calendars
6/2/2016Look at sponsors for running clubs--see if we can distribute information directly to running club participants in exchange for reduced fees for their members and including information in packets
6/2/2016Secure title sponsorshipAdminDina Ferchmincompleted6/28/16--DF confirmed that we will be getting sponsorship from Franciscan--when did we get confirmation on this?
6/6/2016Start building the race committee with key volunteers and coordinatorsAdminAutumn Zawadzkiin progress6/20/16--first meeting--only Catherine Nies attended

6/16/16--AZ posted on Raider Moms, TFC Facebook, & TFC 5K Facebook link to a feedback survey and notice of the kick-off meeting

6/15/16--AZ emailed all 2015 5K volunteers--asked them to complete online survey about last year's race and asked them to attend meeting on 6/20 to discuss this year's race

6/4/16--Broc confirmed

6/3/16--AZ emailed Broc Pittsford and Danielle Legg
6/16/2016Book timing services
• be very certain that timer understands that masters and overall winners cannot ALSO win their age categories
• be sure to ask if they provide the mile markers
• review very carefully what their procedure is for race day registrations
DirectorAutumn Zawadzkicompleted6/28/166/28/16--AZ paid $500 deposit via credit card

6/27/16--AZ emailed completed contract to Fun-Races

6/9/16--after reviewing several timers, Fun Races looks like it will be the best fit--DF told AZ to choose which ever timer seemed a best fit and move forward--AZ requested contract

6/2/16--AZ emailed local race directors for recommendations on timing services

6/2/16--AZ emailed several timing companies requesting quotes and availability
6/17/2016Create Participant Flyer
• review age groups--should be every 5 years

Be sure to include:
1. Date of race
2. Starting time
3. Start and finish sites, directions, parking info
4. Race distance(s)/type(s)
5. Course description (terrain, elevation, special features, etc)
6. Course map
7. Course/USATF certification info
8. Sponsor recognition
9. Municipality recognition
10. Age group info
11. Prize info
12. Amenitites (T-shirts, food available, etc)
13. Entry details (entry fee, entry deadline, web registration url, payment info)
14. Packet Pick-up info

The entry form itself should include:
1. Name, address (street, city, state, zip), telephone and email
2. Age and date of birth
3. Gender
4. Special categories (Wheelchair, Clydesdale, etc)
5. Waiver of liability
6. T-Shirt size (if offered)
7. Area for payment info
8. Spot to record bib #
PromotionsAutumn Zawadzkicompleted7/12/20166/28/16--art and copy are done--submitted to DF for approval
6/18/2016Set Up Registration PagePromotionsAutumn Zawadzkicompleted7/11/20166/30/16--AZ submitted info allowing payment to be automatically deposited from RunSignUp.com--awaiting confirmation from them to open registration

6/29/16--Fun-Races set up registration page on RunSignUp.com
6/18/2016Update 5K Facebook PagePromotionsAutumn Zawadzkicompleted7/12/20166/30/16--updated cover to match race postcard & updated profile to use the 15th anniversary seal image--waiting for registration to go live to add sign-up
6/18/2016Update Landing Page on TFC WebsitePromotionsAutumn Zawadzkicompleted7/12/2016
6/18/2016Submit event to online community calendars:
• IndyRunners.com--username: AutumnZawadzki / password: Tr1n1tyCl1n1c
• OneZone--Go to www.onezonecommerce.com, click on Member Center Tab, after logging in, click on Submit an Event (on the right under Quicklinks)
• Towne Post Network: http://townepost.com/events/community/add/
• NUVO: http://posting.nuvo.net/indianapolis/Events/AddEvent
• WTHR 13: send email to: communityaffairs@wthr.com
• RTV 6: http://events.theindychannel.com/createevent
• FOX 59: https://www.spingo.com/submit/?partnerId=1961
• Hamilton County Calendars: http://www.hamiltoncountycalendars.com/submit.php
• Visit Hamilton County: http://www.visithamiltoncounty.com/things-to-do/events/submit-event/
• Good Day Carmel: http://www.gooddaycarmel.com/calendar/ (look for the green button that says "Post Your Event"
• KLOVE: http://www.klove.com/events/submit.aspx
• Indy's Child: http://indyschild.com/submit-your-event/ (right audience?)
• Indy With Kids: http://indywithkids.com/event-submission-form/ (right audience?)
• Current Night & Day: send email to: christian@youarecurrent.com
• Around Indy: http://www.aroundindy.com/eventform.php
• Fishers, Indiana: http://www.fishers.in.us/calendar.aspx (look for the submit an event link--review the guidelines for submitting an event as well)
• Indyhub: http://indyhub.org/calendar/ (look for the green button that says "Post your Event")
• Midwest Living: http://www.midwestliving.com/travel/indiana/indiana-events/
• Carmel City Magazine: https://www.carmelcitymagazine.com/My-Account/?mod=OpsGeobase&cid=37&option=signup
• Town Planner: http://www.townplanner.com/submit (login: 5K@TrinityFreeClinic.org / password: Tr1n1tyCl1n1c)
• Downtown Indy: http://www.downtownindy.org/happening-downtown/ (look for the blue submit an event at the bottom)
• Visit Indy: email Lara Neal, lneal@visitindy.com
• City of Carmel: email nheck@carmel.in.gov
• City of Westfield: emal Erin Shockley <eshockley@westfield.in.gov>
PromotionsAutumn Zawadzkicompleted7/21/20167/21/16--submitted to all calendars listed except Carmel City Magazine--I got an error message when I tried to submit; TFC opted to not renew our membreship with OneZone, so the request to list on their calendar was denied
6/18/2016Design Race Postcards & send to printer
• Submit completed design to printer
• Order enough postcards to be distributed to other races, give some to sponsors to distribute, extras to put in kiosks at church, send home with kids at school and Sunday school, give some to board members and committee to distribute by hand
• Be sure to have the postcards mail at non-profit bulk rate
• Use the printer's bulk mail indicia
• Draw mailing list from entire database--update DB with volunteers in Insightly
MarketingAutumn Zawadzkicompleted8/26/20168/26/16--postcards dropped in mail
7/22/16--AZ approved proof with printer--Fineline will provide 2,500 un-addressed cards--these can be used for distribution within OLMC and other races--will take samples to USPS to be tested before printing the balance with the addresses
7/18/16--AZ lightened the copy 35% & re-submitted to the printer
7/12/16--AZ consulted with USPS mailpiece consultant--they recommended bringing samples to be tested
7/11/16--AZ sent art to printer; printer thinks the copy in the address area is too dark
6/19/2016Create Sponsor KitMarketingAutumn Zawadzkicompleted5/23/16--the sponsorship levels and copy have already been updated--just waiting for final approval on event branding to update graphics
6/19/2016Identify Target SponsorsAdminDina Ferchmin
6/20/2016Refine list of target sponsors; Print/Mail Sponsor KitsSponsorshipDF & AZin progress7/20/16--Alice Giles was given the printed kits, mail list, and letter copy--she was asked to hand-write personalized notes to past sponsors and send out letters
6/20/2016Create In-Kind Solicitation Letter (for prizes) & mail to last year's donorsMarketingAZ & DTcompleted9/14/169/14/16--DT finished folding and stuffing letters--dropped in mail

6/3/16--in-kind solicitation kit is prepared--just waiting for final approval on event branding to update graphics
6/26/2016Meet with sponsorship committee
• Inform them of sponsorship prospects already contacted
• Request additional contacts for sponsorship prospects
• Ask committee to divide up prospects contacted for follow-up
AdminDF & AZ
6/27/2016Sponsor Follow-Up (start date; should be continuous as needed)SponsorshipSponsorship Committee
July7/1/2016Race Registration opensDirectorAutumn Zawadzkicomplete7/11/2016
Start requesting samples for race packets online:
• Biofreeze: http://biofreeze.com/Events-Sample-Request.aspx
• Gu energy gels: https://docs.google.com/forms/d/e/1FAIpQLSdwFeIwXD1ug0pxJBT2mkeYhz0DC2pS6JFDb_0AMf4kBMNExA/viewform?c=0&w=1
• Pamela's Gluten Free Bakery: http://pamelasproducts.hellosponsor.com/
• So Delicious Dairy Free: http://sodeliciousdairyfree.com/donation-request
• Donation Match: https://my.donationmatch.com/auth/login
• Nutiva: http://nutiva.com/contact/product-donation-requests/; they ask you to email productdonation@nutiva.com and provide the following information: Name of your organization, website URL, Information about your event (e.g., a promotional flyer or webpage URL), Quantity of product requested, The date you need the product by (we require a 45-day lead time), Who will be using the product, A nonprofit Tax ID if applicable --ask for snacks and/or spreads
in progress9/21/16--Rec'd Biofreeze samples

8/11/16--Donation Match application approved--AZ requested samples from Rock My Run and Going Greens Bars; got the donation page for The North Face from Donation Match and submitted application for donations for prizes and sponsorship; many of the items available through Donation Match are more appropriate for the gala--added the donation websites for those items to the gala project plan. Also requested donations from the following via email: Nutiva

8/9/16--AZ submitted application for Pamela's, So Delicious Dairy Free, & started application for Donation Match

8/4/16--AZ submitted application for Gu
7/1/2016Distribute postcards to other races for inclusion in participant packets:
• St. Alphonsus Call Me Al
• St. Elizabeth Seton Carmel 5K for Haiti
• St. Louis de Montford Shannon Smiles
• University High School Spirit Run
• St. Maria Goretti Born 2 Run (didn't happen in 2016)
PromotionsCatherine Niesin progress8/1/16--AZ emailed Catherine to let her know postcards were avail for pickup

7-25-16--AZ rec'd 2500 postcards from Fineline
7/1/2016Send out first email promoDirectorAutumn Zawadzkicomplete8/29/2016Based on the amount of action that was generated from early emails, I decided to wait until after everyone had their kids settled back into their school routine before starting the email promotions
7/20/2016Meet with commitee soliciting donations for prizes:
• provide them with a script
• provide them with a list of ideas of where/who to ask
• provide them with a list of who has already been contacted and what they said
August8/1/2016Contact all the school gym teachers & athletic directors to communicate about the race--see if they offer extra credit for participation--see if they will put in school newslettersDirectorAutumn Zawadzkicomplete9/22/2016Lauren Merk completed this task

8/29/16--AZ drafted email for athletic directors and gym teachers; asked Lauren Merk to research email addresses and addresses for each school. After we send them an email, we will also send a postcard
8/1/2016Get race promo posted at Fishers and Jordan YMCAs, Monon Center7/30/16--AZ got contact info for Jordan Y 5K--will contact to see if we can publicize race at Y in exchange for putting their brochures in our packets
8/15/2016Mail 5K postcards to mail listDirectorAutumn Zawadzki8/26/20168/9/16--AZ mailed sample postcards to Kathy Acton (USPS) to have it tested for bulk mail compliance
8/15/2016Update banners (need to be ready before parish picnic)--existing banners just need to have a vinyl update.

Note: Oct. 2019--we are missing one of the 3' x 8' banners
DirectorAutumn Zawadzkicomplete10/3/20168/29/16--AZ waiting for DF to meet with Performance Services to see if they will do Platinum sponsorship before having banner updates done

8/18/16--AZ got quote from Andy at Fineline--$190 for the update stickers--we apply

6/15/16--AZ emailed Mike Mackool at Alphagraphics to get a quote on updating 5 banners--$280.99--they produce stickers plus clean & apply new info over old
8/16/2016Coordinate police presence at raceSafety/ SecurityBroc Pittsfordcompleted8/19/20168/19/16--Jeffrey Horner acknowledged receipt of paperwork and said that we would need 3 envelopes with $120 for each officer

8/17/16--BP submitted paperwork to CPD

8/16/16--AZ completed required paperwork and returned it to BP
8/16/2016Seek permission from the Village of Mount Carmel Home Owner's Association to run the race through their neighborhood
• HOA website: http://www.vomc.org/index.php
• 2016 possible contact: Jim Reilley, treasurer (317-844-3202 or jimandpjreilly@sbcglobal.net), Keven Bemis, president; Tricia Powers is on the board—she has worked with the 5K in the past
• news@vomc.org
Safety/ Security
Broc Pittsfordcompleted8/24/20168/24/16--Tricia Powers granted permission via email for us to hold the race

8/23/16--AZ followed up with BP--he had not had any response to emails. AZ emailed Tricia Powers and Jim Reilley and left a voice message for Jim. Tricia emailed back saying that the president of the HOA had recently died suddenly, and gave permission for the race. She said she would contact past HOA presidents to see if there was anything else that needed to be done.

8/16/16--BP was in the process of seeking approval from the HOA, but was having trouble finding a contact; AZ forwarded him the contact info listed on the HOA's website
8/19/2016Contact Our Lady of Grace asking them to publicize race in their bulletin (they need more lead time than the other churches)--speak to Amy ShanklandPromotionsAutumn Zawadzki
8/19/2016Prepare materials for Parish Picnic boothPromotionsAutumn ZawadzkiDNA8/23/20168/23/16--Gachia informed AZ via email that the parish picnic was cancelled this year because they were unable to find enough volunteers to manage it.
8/26/2016Order Prizes
• 2015--we did coffee tumblers for 1st, 2nd, & 3rd, embroidered fleece jackets for overall & masters, & crystal plaques for top sponsors
• 2014--they did drink tumblers, embroidered athletic bags
DirectorAutumn Zawadzkiin progress10/4/16--AZ ordered the crystal plaques & bars

9/14/16--AZ emailed inquiries for sponsorship plaques with framed photo and race medal

9/10/16--ordered water bottles & bags

ideas for prizes this year: stadium blanket, umbrella
8/26/2016Ask Rita DeKlyn for permission to have banner hung from backstop after the parish picnicdirectorautumn Zawadzkicompleted9/27/20168/29/16--AZ emailed Rita
8/27/2016Parish Picnic--Table with registration materials, bannerDirectorAutumn ZawadzkiDNA8/23/20168/23/16--Gachia informed AZ via email that the parish picnic was cancelled this year because they were unable to find enough volunteers to manage it.
8/29/2016Send out email promo--one month until early registration endsdirectorautumn Zawadzki
September9/1/2016Hang banner on athletic field backstop facing Oak Ridge Rd.--you need to request this a couple of days ahead of time from Nathan Buonano so they can draft a work orderOLMC maintenanceAutumn Zawadzkiin progress10/4/16--AZ dropped banner off to Rita

9/27/16--approved by Rita
9/1/2016Sign up for RoadID sponsorship--https://www.roadid.com/Sponsorship/Login.aspxDirectorAutumn Zawadzkicompleted8/24/20168/25/16--AZ rec'd email notification that the gift certificates had shipped
8/24/16--AZ completed online application for gift cards--they are offering 10 this year

They will send us a packet with brochures and 8-$15 gift cards that can be used for the middle of the pack awards. Login: 5k@trinityfreeclinic.org / Password: R@c34Wellne5s
9/2/2016Promote free registration to first 50 volunteers that register onlineDirectorAutumn Zawadzkicompleted8/30/20168/30/16--AZ sent email to Lisa that she can forward to the volunteers pending approval of the procedure for packet pick-up by Sue La Riviere
9/2/2016Invite OLMC cheerleaders to cheer along course or at finish lineDirectorAutumn Zawadzkicompleted8/29/20168/29/16--AZ asked Lauren Merk to research contact information for the cheer coaches at each school--she spoke with Tina Fletcher who said the cheerleaders would be at a competition on that day--she said that if any of them did not attend the competition, she would let us know
9/2/2016Contact area churches asking them to publicize the race in their bulletins--St. Elizabeth Seton, St. John Vianney, Holy Spirit at Geist, and St. Louis de MonfortMarketingAutumn Zawadzki
9/2/2016Coordinate Franciscan medical team presence at race--speak to Laura KegerreisDirectorAutumn Zawadzkiin progress9/2/16--AZ emailed Laura--she confirmed
9/9/2016Contact previous year's volunteersDirectorAutumn Zawadzkicompleted9/22/2016
9/10/2016Send email out notifying people that early bird registration will end in one weekDirectorAutumn Zawadzkicomplete9/12/2016sent email & posted on TFC, 5K, virtual Running Club, & OLMC FB pages
9/10/2016Send email to clinic volunteers notifying them that free registration for volunteers ends in one weekDirectorautumn Zawadzkicomplete9/14/2016AZ sent a reminder to Lisa and asked her to pass it on to the volunteers
9/10/2016Remind sponsors (and any other group DF offered free registration to) to register their teamsPromotionsautumn Zawadzkicomplete9/14/169/14/16--AZ emailed dentists offered free reg through promo, OLMC church and school staff reps, & asked Lisa to remind volunteers

9/12/16--AZ emailed all sponsors except those who were already filling their teams or who had received sponsorship confirmation this week
9/10/2016Ask Rita to add spot to OLMC Observer for early registrationPromotionsautumn Zawadzkicomplete9/12/16
9/15/2016Promote 5K to school/PRE--flyers to bothdirectorAutumn Zawadzkicompleted9/23/20169/23/16--left box of postcards for Angela to pass on to Sunday School kids----550 kids in CCF

9/13/16--AZ put bundled postcards in each teacher's mailbox at the school for students to take home--350 families at school--sent home one per family
9/15/2016Send out email reminder & post on Facebook--only 2 weeks left before early registration closesDirectorAutumn Zawadzkicompleted8/29/20169/6/16--posted on 5K, Raider Moms + $100 FB boost
9/15/2016Send out email reminder to volunteers--free volunteer registration will last until Sept 30 or until 100 free registrations have been givendirectorAutumn Zawadzkicompleted9/9/2016Lisa confirmed that she had forwarded free registration info to volunteers
9/15/2016Hang 2 race banners on posts in front of clinicMarketingAutumn Zawadzkicompleted10/4/2016
9/15/2016Apply for sanctions
• Go to
• Course # is IN11007MW
• Course Name is Trinity Free Clinic 5K
• the Measurer was Jeff Niewedde
• the course cerfitification will expire in 2021

Event description used: The Trinity Free Clinic 5K Run for Wellness benefits the Trinity Free Clinic, which provides free medical and dental care for uninsured, under-insured, and low-income families in Hamilton County. 2016 will be the 15th Anniversary running of this race. The course is a flat, fast USATF certified course through the neighborhoods surrounding Our Lady of Mt. Carmel Church. We welcome participants of all ages and abilities, families, strollers, and wheelchairs, but no pets, please. The Trinity Free Clinic 5K is not only an event for competitive runners; it also offers family activities, entertainment, Zumba warm-up before race, post-race refreshments, indoor waiting, and over 80 prizes, including age group awards, overall and masters awards, and even unique middle of the pack awards. For competitive runners, casual runners and walkers, and even the families that come to cheer, this is a great community event to support an organization that makes significant impact in Hamilton County.
directorAutumn Zawadzkicompleted8/29/20169/22/16--AZ verified online that sanctions had been approved

8/29/16--AZ rec'd email from USATF stating that sanction app was being reviewed

8/25/16--AZ applied for sanctions

6/28/16--AZ renewed membership & added event to calendar

9/15/2016Submit Public Event Announcement Form
• must be done no more than 1 month in advance of event
• contact Maggie Crediford @ Carmel City Hall Dept. of Communty Svcs.--mcrediford@carmel.in.gov / 317-571-2417
DirectorAutumn Zawadzkicompleted9/27/20169/30/16--banner permits approved

9/27/16--AZ submitted forms

9/22/16--called Maggie--never rec'd forms--asked her to email them

9/15/16--AZ emailed Maggie Crediford requesting form
9/15/2016Request Gachia to book the TFC conference room from Wednesday before the race through Friday before the race so that space can be used for stagingDirectorAutumn ZawadzkiDNApacket assembly will be done on 10/4--there's no clinics that night, so we will do it in the clinic
9/15/2016Start confirming vendorsDirectorAutumn Zawadzkiin progressJugglers--AZ confirmed w/ Chuck Grimm 10/4/16
Distinctive Marke--all gloves rec'd by 10/6
M&B Screen Printing--AZ called 10/4--first batch of t-shirts shipping today; final numbers for 2nd shipment are due to them by 3 pm on 10/5
• Fun Races
Fineline Printing--all materials (postcards, posters, banner update stickers) have been received--10/3/16 AZ
StickersBanners--all banners have shipped; not yet rec'd
Zumba--AZ confirmed with Laura Magdaleno-Herrera 10/4/16
Willing Hands--AZ confirmed with Justine Jones 10/4/16
Mission Coffee--AZ emailed Amanda & Peter Beering 10/4; also spoke with them about 2 weeks prior
Quality Logo Products--all materials (water bottles, race bags) have been received
Panera--St. Vincent is sponsoring the food--AZ needs to put together an order and submit it to them
DJ--AZ confirmed Greg Binder 10/5/16
RCB--AZ sent art to vendor for crystal plaques on 10/3--Sean Riordian said timeframe was fine for them; AZ hadn't seen proofs yet on 10/6--followed up via email
Panera--food ordered 10/12/16
9/16/2016Send email out notifying people that early bird registration will end the following day at midnightMarketingAutumn Zawadzki
9/16/2016Send email out notifying people that early bird registration will end today at midnightMarketingAutumn Zawadzki
9/17/2016Sponsorship/donor deadlinestart putting together art for sponsor recognition, but wait to submit to printers (there's always a few late donors): t-shirts, banners. Do the art for the banner updates first--they only have the title and platinum sponsors, and you're unlikely to have a last-minute sponsor at that level
9/17/2016End Early Bird Registration
9/17/2016Create volunteer sign-up on Signup Genius for jobs that will need to be done in the week prior to and on race day
• link on event landing page
• email out to volunteers
• post in Raider Moms
• link in OLMC Observer
• link in Messages on the Mount
• try to have task leaders already established and include a spot for task leaders--fill it in if already known
directorAutumn Zawadzkicompleted8/30/20168/30/16--AZ set up sign-up--Sue La Riviere would like to review our procedure for the packet pick-up before sending it out
9/17/2016Coordinate signage for sponsors
• Banner updates for the banners that hangs on the backstop, in front of the church, and in downtown Carmel--DO THESE FIRST
• Sponsorship signage in holding area

Logos on shirts--done
• Water stop signage
• Banners for the start and finish lines--make 2 starting line and 2 finish line banners--that way the art will be able to be seen on BOTH sides of the truss
• Order plaques
• High quality vinyl sign panels to be used on sponsor wall in Parish Hall
• Signs in acrylic holders for refreshment table

marketingAutumn Zawadzkiin progress10/4/16--AZ ordered sponsorship signage for holding are and water stop banner

10/3/16--AZ approved proof of banner art from printer & ordered crystal plaques

9/28/16--AZ completed art for start and finish lines--sent to DF for approval

9/28/16--Lee Ann said that they had not yet had any new signage made with the logo change--she would check to see if they could get it done in time--AZ emailed DF asking if it made more sense for us to just go ahead and make the signage and keep it on hand so we don't have to ask for it each year

9/19/16--AZ confirmed size of start/finish line trusses and banner size with timer--should be 20" H x 115" W; Chet said to have them shipped to us, and we are going to do front and back of the truss at both the start and finish (total of 4 banners)

9/22/16--AZ emailed Franciscan about signage for water stop

9/22/16--all logos received--shirt laid out and submitted to printer
9/18/2016Contact sponsors to let them know how many participants we are expecting; request materials for race packetsdirectorDebbie Truittcomplete9/27/2016
9/18/2016Target date for 1st set of bulletin announcementsPromotionsAutumn Zawadzkicomplete8/31/168/31/16--AZ submitted art to Gachia for inclusion in OLMC bulletin
9/23/2016Start calling all sponsors who have not yet dropped off packet materialsmarketingDebbie Truittcomplete
9/24/2016Place first order of t-shirts (one color for participants, one for volunteers--don't forget t-shirts for priests)
• Split the order into two runs--do one by the end of September with a 30% overrun--find out what the final date is that you can submit your final numbers
• Do a second order in the first week of October. Look at your to-date registration and add 20% more (usu. 15-20% registration on race day). Subtract what you have already purchased. This will give you a final count for your second order.
• Order your volunteer t-shirts with the second batch to make sure there is enough for a good sized run for the printer.
• Check with sponsors--see how many people are in their office--send up to 5-10 t-shirts to each sponsor with their thank you basket--liquidate all of the left over t-shirts this way
marketingAutumn Zawadzkicomplete9/27/2016

9/27/16--AZ confirmed/approved all art and order numbers for the t-shirts, sent order for polo shirts for volunteers--ordered 30% overrun on initial order and will submit 2nd half of order next week

NOTE: printer will need final order count by 3 p.m. on 10/5
9/24/2016Order gloves
• The gloves tend to run LARGE. Most men will fit into a medium, most women will fit into a small. They recommend XS for age 2-8, S for age 9-13, and M for age 14-15.
• The kids' size (XS) needs extra time to run--up to 2 weeks longer if they have to knit them. The XS gloves also need different art because the imprint is only 1.5" square; other sizes imprint is 2.5" square
• 2016 order: 30 XS, 300 S, 150 M, 20 L
marketingAutumn Zawadzkicomplete9/28/201610/5/16--gloves size S, M, L received

9/28/16--AZ emailed art and order to glove manufacturer
9/25/2016Target date for 2nd set of bulletin announcementsPromotionsautumn Zawadzkicomplete8/31/16--AZ submitted art to Gachia for inclusion in OLMC bulletin
9/30/2016Deadline to receive all materials for sponsorship packetsmarketingautumn Zawadzkicomplete
October10/1/2016Coordinate EMS presence at racesafetyBroc Pittsfordcomplete9/27/2016confirmed via email
10/1/2016Send artwork for start/finish lines to printermarketingAutumn Zawadzkicomplete9/30/20169/19/16--AZ confirmed size of start/finish line trusses and banner size with timer--should be 20" H x 115" W; Chet said to have them shipped to us, and we are going to do front and back of the truss at both the start and finish (total of 4 banners)
10/1/2016Call Wendy Ricker (owns Runyon's)--ask if we can borrow the balloon poles for decorationsvenueAutumn Zawadzkicomplete10/14/16if we are going to use these each year, why not make our own?
10/1/2016Contact OLMC cross country team--schedule pizza partyAutumn Zawadzkiin progress9/27/16--AZ emailed with Tom Gallagher; set up team online for them; they have 45 members on the team
10/1/2016Email Nancy requesting cash for race day:
• $200 in 5's and 10's to make change for race day registration--get this before the first packet pick-up because sometimes people will show up to register or will add registrations--get mostly $10 bills with a few $5's
• cash to pay for CPD officers--give this money to Broc Pittsford on race day
• Make sure you have checks in hand to pay the vendors
directorAutumn Zawadzkicomplete10/12/1610/12/16--AZ rec'd $360 cash for CPD--placed cash in sealed envelope in cash box in DF's office

10/7/16--AZ rec'd $200 cash--placed in cash box in DF's office

10/5/16--AZ requested add'l $200 cash for registration

10/3/16--DF forwarded request to Nancy

9/26/16--AZ emailed reminder about cash for CPD officers--Charlie said DF could do it--DF said Nancy could do it :)

8/22/16--AZ emailed request for $360 cash for CPD officers to Dina & Charlie
#REF!Have sponsor signage printed for boothsmarketingAutumn Zawadzki
10/1/2016Pick up/receive all materials for race packetsdirectorAutumn Zawadzkicomplete
10/4/2016Place second order of t-shirts (one color for participants, one for volunteers--don't forget t-shirts for priests)
• Look at your to-date registration and add 20% more (usu. 15-20% registration on race day). Subtract what you have already purchased. This will give you a final count for your second order.
• Order your volunteer t-shirts with the second batch to make sure there is enough for a good sized run for the printer.
marketingAutumn Zawadzkicomplete10/5/201610/5/16--AZ emailed 2nd round of t-shirt orders to vendor
10/4/2016Assemble race packetsdirectorAutumn Zawadzkicomplete10/4/16
10/3/2016Hang banner in downtown Carmel
• must have permission from city of Carmel
• one banner can be hung at 116th & Rangeline on the black iron barrier/fence on the corner in front of Arby's
• one banner can be hung on the black iron barrir/fence on the corner in front of the strip mall across from Carmel United Methodist Church (where Pizza Hut is located)
marketingAutumn Zawadzkicomplete10/3/201610/3/16--banners in front of church and one banner hung in downtown Carmel across from Carmel UMC; the other banner by Arby's couldn't be hung because the intersection was under construction

9/27/16--AZ submitted paperwork to City of Carmel
10/7/2016Email volunteers--inform them of race day/registration day assignments, check-in time, location, procedure, etc.directorAutumn Zawadzki
10/7/2016Email the church office (Lisa Claps---ClapsL@olmc1.org or Gachia Hoefer--HoeferG@olmc1.org)
• request that we be able to set up in the Parish Hall from 3:30-6 p.m.
• doors be opened for the Parish Hall at 5:30 a.m. on Saturday morning
• request to borrow the really tall ladder Friday afternoon and place it in the school atrium so that we can take down the 5K banner from the front of the school after the event
• request that the kitchen be open Friday night and at 5:30 a.m. on Saturday morning
• request to borrow the church walkie-talkies--pick them up Friday afternoon
directorAutumn Zawadzkicomplete10/5/2016
10/7/2016Email the school office (Roxysann Durbin--durbinr@olmc1.org or Jennifer Seaman--seamanj@olmc1.org)
• request that the stage be set up
• access to the wireless mics and training on how to use them
• access to and training to allow us to set up a slideshow presentation in the Parish Hall
• get the banner hung over the main entrance to the school
directorAutumn Zawadzkicomplete10/5/2016
10/7/2016Email Mrs. McClure to see if we can use her hose for the water stop: mcclures@olmc1.orgdirectorAutumn Zawadzkicomplete10/5/2016
10/7/2016Email Kathy Wiltermood--request that we have access to use the school kitchen on Friday night and Saturday morning: wiltermoodk@olmc1.orgdirectorAutumn Zawadzkicomplete10/5/2016
10/7/2016Email Larry Krauser--krauserl@olmc1.org:
• See if we can use the stage for Zumba
• Ask if he wants us to put it up/take it down
• See when it would be convenient for us to come learn how to use the AV equiment for the slide show
directorAutumn Zawadzkicomplete10/5/2016
10/7/2016Email Leighton Drake in the OLMC Religious Ed Department (drakel@olmc1.org) to see if we can borrow 4 water coolers (2 for gatorade for the parish hall, 2 for water at the water stop)directorAutumn Zawadzkicomplete10/5/2016
10/7/2016Order bagels/cream cheese for race day--ask that they deliver it and they include plates, napkins, knivesdirectorAutumn Zawadzkicomplete10/12/201610/12/16--AZ rec'd confirmation from Janette Helm--St V would like us to order the food and they will cut us a check--AZ confirmed food order and paid via credit card

10/6/16--AZ spoke with Amy Picciano (IN acct rep at Panera for Indiana)--rec'd catering menu put together a basic menu and sent it to her so that she could put together a proposal for us to send to St. Vincent

Note: St. Vincent would like to sponsor the food for their sponsorship. We have been asked to put together an order and send it through Janette Helm and they will handle the details.
10/7/2016Ask Glen Ritchey to have the banner hung above the school entrance on the Friday before race day. Also ask for permission to use the screen in the Parish Hall and ask how to set it up.directorAutumn Zawadzkicomplete10/12/201610/12--Rita confirmed via email that Patrick will move the banner on Friday

AZ dropped off the banner to Rita & we discussed asking the maintenance staff to take the banner down on Friday night and relocating it to above the school doors. Need to follow up to see if that was approved.
10/8/2016First Packet pick-up