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Road Race Management 


Race Directors' Meeting

November 10-12, 2016| Vinoy Renaissance  | St. Petersburg, FL

Schedule of Events for the 2016 RRM Race Directors' Meeting and Trade Exhibit

THURSDAY, November 10

2:30 P.M. - 5:45 P.M. Packet Pickup

2:30 P.M. - 6:00 P.M. Trade Exhibit

6:00 P.M. - 7:15 Gasparilla Distance Classic Welcome Reception - (includes MarathonFoto/Road Race Management
“Race Director of the Year” Award, presented by Electric City Printing)

FRIDAY, November 11

8:00 A.M. - 8:55 A.M. Heatsheets® Continental Breakfast

8:00 A.M. - 6:00 P.M. Trade Exhibit

8:15 A.M. - 9:00 A.M. Packet Pickup

9:00 A.M. - 9:10 A.M. Welcome

9:10 A.M. - 10:10 A.M. 3-D Site Planning 
A practical guide for the use of visual planning software to facilitate event diagrams, maps and general logistics set up, including offering guidance for “third parties” (staff, board members, vendors, sponsors, volunteers). Learn about Sketch, Pro, 3D Warehouse, Google Earth and more.

Faculty: Sean Ryan
Moderators: Jeff Darman and Phil Stewart

10:10 A.M. - 10:30 A.M. Publix Gasparilla Distance Classic Coffee Break

10:30 A.M. - 11:35 A.M. Event Anatomy
The session is designed to dissect an event, in this case the Christie Clinic Illinois Marathon weekend. Its director will talk about the good and bad times and challenges over the years, ranging from race growth, sponsor gains and losses, and volunteers, to the basics of how she manages everything from registration to awards. This community-oriented event continues to flourish and tackle new challenges. How does this event continue to build the brand, fulfill its mission and interact with the community and its major sponsor? How is the event structured (board, staff) to operate efficiently?

Faculty: Jan Seeley
Moderator: Phil Stewart

11:35 A.M. - 11:55 P.M. Gatorade Endurance Break

11:55 A.M. - 12:55 P.M. Current Legal Issues 
A look at music licensing, transgender issues, apparel infringements, sales tax issues, use of independent contractors in lieu of staff, ADA issues, lotteries, and when to fight and when to fold. 

Faculty: Heidi Abegg
Moderators: Jeff Darman and Phil Stewart

12:55 P.M. - 2:30 P.M. Lunch Break and Trade Exhibit Visits

2:30 P.M. - 3:30 P.M. Detecting and Dealing with Cheaters
How are events handling course cutters, “mules,” number swappers and sellers? How do events detect them? How can technology help through the use of transponders at checkpoints to monitor pace? Should information about cheaters be shared among races? Sad, but cheating is now more prevalent and it is a necessity for event directors to have a plan to thwart cheaters.

Faculty: Dave McGillivray
Moderator: Phil Stewart

3:30 P.M. - 4:00 P.M. Trade Exhibit Break

4:00 P.M. - 5:00 P.M. Vendor Relationships
How do experienced event directors deal with keeping and evaluating their vendor relationships? When should an event change? How important is pricing versus the relationship and reliability? How do you choose vendors— by RFP’s, word of mouth, trade shows? What are the benefits of long-term relationships? What happens when vendor staff changes? Are there some categories for which relations matter more? What is the impact of local versus non-local relationships and does that impact only certain categories of vendors? How do you deal with community pressures to use local?

Faculty: Susan Harmeling
Moderators: Jeff Darman and Phil Stewart

5:00 P.M. - 6:00 P.M. Ashworth Awards Race Directors’ Reception in Conjunction with Trade Exhibit
Talk with exhibitors of awards, competitor numbers, signs and banners, timing products, apparel, running organizations, online registration, apps, social media companies and more. It’s a relaxed opportunity to meet fellow race directors, the faculty and exhibitors in an informal atmosphere.

6:00 P.M. - 8:15 Keynote Dinner - Hawi Keflezighi
Hawi Keflezighi is one of the sport’s leading agents. A UCLA-trained attorney, he became the agent for his brother, Meb, soon after the 2004 Olympics. His agency now represents well over a dozen prominent athletes. Runner’s World named him one of the 50 most influential people in running. Hawi will reflect on the state of the “front end” of the sport including the value of elite athletes, Americans and non-Americans. He will analyze why Meb retains such popularity along with some “old timers” such as Bill Rodgers and Joan Samuelson.

The dinner concludes with the announcement and presentation of the MarathonFoto/Road Race Management Lifetime Achievement Award.

SATURDAY, November 12

8:30 A.M. - 9:00 A.M. Breakfast Snacks and Publix Gasparilla Distance Classic Coffee Break

8:30 A.M. - 11:30 P.M. Trade Exhibit

9:00 A.M. - 10:00 A.M. How to Make Sense of Technology Offerings
We want to help events cut through the clutter in an objective fashion. With so many companies doing so many different things, event directors are besieged and bewildered. For some there is a tendency to simply pull down the blinds because it is such overload. The intense competition among various companies is unprecedented.

What are the benefits of and the boundaries between traditional online registration, the timing and scoring companies, social media services and apps? Some companies are moving in the direction of becoming suppliers of everything from photo services to bibs to t-shirts. What are the pros and cons of a one-stop solution versus continuing to deal with different vendors directly?

Faculty: Mike Coleman
Moderators: Jeff Darman and Phil Stewart 

10:00 A.M. - 10:25 A.M. Gatorade Endurance / Trade Exhibit Break

10:25 A.M. - 11:25 A.M. Cyber Security for Events
If a registration system were hacked, how would an event be impacted? What would be the responsibility of the event and the registration provider? How would the crisis be best handled? What are the risks associated with websites, Twitter accounts, Facebook, etc. Are event audits feasible? What proactive steps should events be taking?

Faculty: Keith Peters
Moderator: Phil Stewart 

11:30 A.M. Trade Exhibit Closes