TOUR de LIVINGSTON

Oct. 6, 2008 Meeting Notes

Packet Assembly

·    Need 250 packets assembled

·    First Impression is making 250 sets of color-coded maps for packets

·    United Way is making the Cyclist Tour Map for packets

·    T-shirts will be stuffed into packets on Friday afternoon

Loop Logistics

·    Sponsor/directional sign placement – when and by whom?  (Kim, Jim et al will have further discussion on Wednesday)

·    Loop 3 Rest Stop – did we determine that we didn’t need to use the Chamber building?  Pat thought that was the case.  At this point, we do not have a scheduled rest stop on Loop 3.

·    Need to determine location of rest stop in Loop 4

·    Jeff has procured 2 cases of bananas from Village Market.  Will bring w/him on Saturday.  Some need to be set aside for use at the Loop 4 rest stop.

·    Need 5 coolers for Sweep vehicles (includes 1 for Loop 4 rest stop).  Clum’s have 3 that can be used  – anyone else have coolers they can bring?

·    First aid kits, bee sting kits?  - Kim Dane will bring 1 each for sweep vehicles.

Mt. Brighton Logistics

·    Coffee availability?  Can we purchase unlimited coffee, creamers, sugars, etc. for a specific amount, i.e. $100?  If not, could we connect with Biggby’s to see if they’d like to donate? 

·    Is there exterior lighting?  Going to be pretty dark when we arrive for set up; can use car lights if need be (per Peter Bowen.)

·    Tables for both sponsors and Burger King for breakfast service (one 8 ft. needed)

·    Music outside?  Does Mt. Brighton have capability or do we need to bring our own boom box?  Determined that we should have WHMI playing as they’ve been a huge supporter of the event.

·    Meal tickets – using the tickets from our weekly meetings

·    Peter Bowen will bring orange cones for directional purposes, block off parking to save for golfers, etc.

T-Shirts

·    Initial order for 200 placed 10-2-08; per committee, ordered additional 50 on 10-6-08

·    Shirts will have to be stuffed into packets on Friday afternoon.  LCUW staff/volunteers will have shirts folded and boxed by size so should be a quick process.

Registration Lists

·    Rick Sigler will have initial lists and labels to Kim Dane for Tuesday p.m. packet assembly

·    Rick will have additional registrant labels ready by 4 p.m. on Friday for final packet assembly

Registration

·    Committee is meeting on Tuesday at 6 p.m. to coordinate registration logistics

·    One table will need to be specific to those pre-registered, a second table will be for those who’ve not yet registered.

·    United Way staff, Mary Nye, will be at the 2^nd table to take charge card registrations

Sponsors / Tents

·    Rick Sigler is bringing his tent for use at the event – use for registration?

·    United Way is bring extra tent for First Aid station at Mt. Brighton and for the Loop 4 rest stop

·    Citizens and Tanger are not having a tent, First National may not either

Breakfast

·    Dave Bagwell is all set.  Will arrive ~ 7 a.m. w/~ 150 ham and cheese croissant sandwiches, juices and milk, and napkins; does not have needed pots, etc. to bring coffee.

·    Determined that paper plates are not needed.

·    Requested an 8-foot table

Kick-Off Program – 8:00 a.m.

·    Kim Dane and spokesperson from Citizens will welcome and thank everyone, wish them a great ride 

·    Debbie Mikula will bring sound system as well as megaphone(s).

Volunteers

·    Follow up with Howell Interact Club volunteers – Debbie Mikula will do

·    Follow up with Brighton Interact Club volunteers – Jeanne will do.

·    Clarification with Harry and Mary Griffith as to where they need to be and specific time for the Loop 4 Rest Stop – who?

Additional Questions:

·    Do we want area media partners there for the kick-off of the event?  Photographers and reporters from WHMI, DP&A, Livingston Community News?  - who is coordinating?

Registration Bag - all info to Kim Dane:
1. Bag: secured by Kim Dane will ask Citizen's first.
2. Disclaimer on letter size paper to come from Jeanne Clum by 9-15-08 to Kim Dane.
3. Labels for bags, last name, comma first name to come from Rick Sigler by October 6th to Kim Dane.
4. Loop Maps to be provided by Jim/Jeff/Peter to Kim Dane by October 6th. Copies onto Red/Blue/Green /Yellow paper. coping and paper from Kim Dane.
5. Program created by Jeanne Clum to Kim Dane by October 6th
6. Sponsor Goodies for bags, Victoria Redwine-Calvin to follow up by 9-15-08, will also ask for a banner for Mt. Brighton.

Wrist Bands: to be ordered by Peter Bowen and to Kim Dane by October 6th

Signs: Follow up by Jeanne Clum "Signs by Tomorrow"
Yard Signs with frames on sided:
(2) Please "No Bikes beyond this point"
(20) with Citizen's Logo space for arrow. (10) 1st National Bank lofo space for arrow. 40 black vinyl arrows on peal off sheet that we can place on the Citizen and 1st National Bank Signs (extra arrows for mistakes).
Signs same size as yard signs with holes in four corners for hanging: (2) Pre Preregistration (1) Day of Event Registration
(2) with the TdL with one arrow above "d" to the right of "L" and to the left of "T" to show road marking for riders:

Volunteers:
United Way to Provide:
2 volunteer's with van or trucks to ride Loop 1 7am-11am
2 volunteer's with van or trucks to ride Loop 2 from 8:30am-12noon.
Rotary to Provide:
2 volunteer's with van or truck to ride loop 3 from 12-noon to 4pm
2 volunteer's with van or truck to ride loop 4 from 2pm to 5pm
1 volunteer to sit at Academy Dr. to direct and help bikes over guard rail at Island Lake Recra. 8am-12 noon or last rider.

EMS: Pat Convery to call Jeff Boyd

Shirts/Jersey Jeanne Clum/Pat Convery

Income: at $11,000
Expenses thus far:
Brochure $675
Paint to Mark Course $200
Signs for Course $450 (Estimate)

Respectfully Recapped by Kim Dane

Howell Rotary Tour de Livingston Meeting

Wednesday, May 28 – 9 a.m. at the Howell Chamber building

In attendance:  Ron Hingst, Jim Gilligan, Jeff Hansen, Pat Convery, Trevor Brooks, Megan Hengesbaugh, Jeanne Clum and Sandie Cortez.

Committee / Sub-Committee Structure: 

·    Sponsorships & Marketing, Route & Logistics, Volunteers & Registration

·    Ron Hingst agreed to be event chairperson.

Sponsorships & Marketing:  Sandie Cortez, Pat Convery, Jeanne Clum, Ron Hingst, Debbie Mikula

·    Procure sponsorships

o   Contact businesses on route for sponsorships

o   Approach LCUW Board of Directors (Peter Bowen) and Rotary Club members for sponsorships

o   Snedicor’s Cleaners ($ TBD) and Tanger Outlet Mall ($1,000) have already committed to sponsorships

o   Pepsi – consider $10,000 ask to include Mountain Dew, Diet Pepsi, aquafina loops for example with their logos placed on the road throughout the route

o   Other sponsorship brainstorming ideas – various levels, $500, $1,000, $1,500

§  Website and t-shirt sponsor = $_____

§  Sponsor 1 loop, signage at site, website and on t-shirt = $1,500

§  Mt. Brighton site sponsor = in-kind

§  Other site sponsors to post their signs on site = $_____

§  Wristband sponsor = $500

§  Breakfast sponsor (Costco??)

§  Beverage sponsor

·    Vendor Fair / Bike Expo event ($50 per booth, 10 x 10 spot).  Will provide a great visual draw and awareness to the event.  Include GNC, other vitamin stores, fitness and equipment, sports clothing, biking shops, Howell Rotary – kick off the Holiday Cash Raffle, Livingston County United Way, and others

·    Challenge to other area Rotary Clubs to participate

·    Celebrity Riders

·    Develop marketing pieces, both on paper and on the web

o   Make sure e-mail and on-line pieces link directly back to the event website for one-click on-line registration

Route & Logistics:  Jim Gilligan, Peter Bowen, Jeff Hansen, Trevor Brooks, Dawn Tomczak

·    Map out and mark routes

o   Sandie Cortez can help with the template for marking route

·    Consider naming each loop with a creative name

·    Procure “Bike Doctor”

·    Assist with sponsorships w/area bike stores

Volunteers & Registration (includes pre-registration):  Committee TBD

·    Peter Bowen shared that we could set up on-line registration through www.active.com. They oversee Pay Pal process and just write the check to the coordinating organization for all on-line registrations.  Easy to set up, easy to use.  Many bikers utilize site to find rides and bicycling tours.

·    Estimate that we’ll need 10 volunteers per 100 riders

·    Sweep / SAG vehicles – tie broom with zip ties on front grill??

·    Recommend getting vehicle and plate # of registration form the day of

·    Include rider’s emergency contact information on registration form

·    Wristband or hand stamp for participants, gives them access to a.m. and p.m. meal

·    Food – lunch to be pasta / salad / breadsticks (coordinated by Mt. Brighton)

o   Set lunch serving time ~ 10:30 or 11 a.m.

·    Registration fees:

o   $30 per person for registration; long-sleeve t-shirts available at separate cost

o   $60 for family (up to 5 people) for the Family Ride; includes ride and meal only.  Shirts can be purchased individually.  Each additional child per family over the initial 5, $10 each.

Immediate Needs / Follow Up:

·    Registration set up through www.active.com

·    Domain names registered:  tourdelivingston.org; tourdelivingston.com; tourdelivingston.mobi

·    Website set up

·    Save the Date Cards to distribute at upcoming events (Tour de Cure on June 7^th).  Pat Convery shared that she could copy and cut the cards at the Howell Chamber.

·    Ron Hingst will confirm steering committee meeting times/dates and get to committee

·    Need to include Kathy Zaenger, Cathy Rea Dunning, Cheryl Rogers (DP&A) in the above activities and tasks

·    Webjam for committee communications (and minutes to be added to as well) is http://www.webjam.com/howellrotarybikeevent

·    Ask Mike Hall to check on insurance; could Rotary District dues cover some of this already?

·    Peter Bowen agreed to be liaison to League of MI Bicyclists and generously agreed to donate $1 per rider for our event membership

·    Dawn from HUB TV and Trevor from National City both agreed to share their lists of biking enthusiasts (each 200+)