Schedule of Events for the 2016 RRM Race Directors' Meeting and
2:30 P.M. -
2:30 P.M. - 6:00 P.M.
6:00 P.M. -
MarathonGuide.com/Publix Gasparilla Distance Classic Welcome Reception -
(includes MarathonFoto/Road Race Management
“Race Director of the Year” Award, presented by Electric City Printing)
8:00 A.M. - 8:55 A.M.
Heatsheets® Continental Breakfast
8:00 A.M. - 6:00 P.M.
8:15 A.M. - 9:00 A.M.
9:00 A.M. - 9:10
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
Moderators: Jeff Darman and Phil Stewart
10:10 A.M. - 10:30
A.M. Publix Gasparilla
Distance Classic Coffee
10:30 A.M. - 11:35
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?
11:35 A.M. - 11:55
11:55 A.M. - 12:55
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.
and Phil Stewart
12:55 P.M. - 2:30 P.M.
Break and Trade Exhibit Visits
2:30 P.M. - 3:30
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
3:30 P.M. -
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
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?
Jeff Darman and Phil Stewart
5:00 P.M. - 6:00
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. -
MarathonGuide.com 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.
8:30 A.M. - 9:00
Snacks and Publix Gasparilla Distance
Classic Coffee Break
8:30 A.M. - 11:30 P.M.
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
Moderators: Jeff Darman and Phil Stewart
10:00 A.M. - 10:25 A.M.
Gatorade Endurance / Trade
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?
Moderator: Phil Stewart
11:30 A.M. Trade Exhibit