Introduction

The Bryan Station Defender Classic 5K Run/Walk ("the 5K") is an annual event produced by several Bryan Station High School Booster organizations. The 5K is open to any and all BSHS groups to use as a fund raiser.

The BSHS PTSA is a participating group (aka "Race Partner") and serves as the treasurer for the 5K. The BSHS Band, Boys and Girls Soccer, Football, IT Academy, Softball, Swimming and Volleyball Boosters have also used the 5K as a fund raiser in one or more of the past six years.

The race date is Saturday, April 18, 2009 at 8:30 a.m. The course will start and finish on the BSHS campus and be conducted on the streets of the surrounding neighborhood. The Race Director for the 2009 race is Skip Rafferty raffertysk@yahoo.com (cell: 859-489-2211). Skip and his wife Mary Ann have two children, Katie is a 2006 BSHS graduate and Aaron is currently attending BSHS.

The fund raising model is very simple. Sponsorship donations are solicited from the community with a goal of covering the race expenses. The race entry fees of the participants and any unspent sponsorship money generates the profit.

1. An additional annual fund raiser for your group that your group members don't have to organize.
2. A chance to work with other enthusiastic Bryan Station High School parents, teachers and students.
3. A chance to support other BSHS groups while you support your own.
4. A chance to demonstrate BSHS team work to the community.
5. And on, and on...

How it works...

1. No deposit is required to participate as a Race Partner group.
2. A Race Partner group must be associated with a BSHS team, club or the like. 501(c)3 status and group liability insurance for the group is preferred, but not mandatory.
3. Any group considering participation in the 5K should review and discuss the information on this page during group meetings in the fall of 2008 to determine the level of committment of the group members.
4. The April race date requires that all interested groups be identified and on-board by December 1, 2008. A participating Race Partner group must identify a contact person to the Race Director by the December 1, 2008.
5. Race Partner group members are expected to solicit sponsorship donations from the community starting around January 1, 2009 and concluding around March 1, 2009.
   1. Sponsorship levels range from $300 to $50.
   2. Sponsorship forms allow each donor to select a group or groups for which their donation will benefit.
   3. Donations must be received by the Race Director and deposited into the race checking account (sub-account of BSHS PTSA account) so race expenses can be paid as they are incurred.
   4. All income is tagged and associated with the group and individual responsible.
   5. Each group will receive a final financial report.
6. Race Partner groups share equally in the race costs.
1. All income tagged for a group will be applied to their share of the race costs. The remainder will be paid to the group as their profit.
2. Each group will receive a check for their profit after the all race bills are paid. This usually takes about a month, so your group can expect a check around June 1, 2009.
3. No group will lose money. If a group fails to cover their share of the cost, that group earns a profit of $0.
7. Each group controls their financial success. Race Sponsorships, Race Entries and Personal Sponsorships are the three sources of revenue for your group. More revenue from your group means more profit for your group. Check out the 5K Fund Raising Opportunities page for helpful hints.
8. More groups means lower costs for each group. Please encourage other groups to participate!!!

A Team approach...

As indicated in the "How it works..." section above, ALL members of ALL groups are expected to participate in the fund raising aspect of the 5K. In addition to fund raising, there are several tasks required to make the 5K successful. This work falls into the following categories and can be accomplished by forming teams made up of volunteers from the various Race Partner groups.

Each team needs a Team Leader. Once a Team Leader is identified, that person should recruit the number of team members required to make that team successful. If you would like to assist with the race organization, please volunteer to be a Team Leader by contacting the Race Director. For information on the duties of each team, just click on one of the Team Name links below.

• Provide overall race direction.
• Select race date.
1. Check with BSHS athletic director and spring sport coaches for major conflicts.
2. Submit race date to Dr. Peoples for her information and review.
• Design course.
1. Measure course accurately and determine start/finish line locations.
2. Submit course design to Dr. Peoples for her information and review.
3. Submit LFUCG Special Events Application to request traffic control by Lex. Police Dept.
4. Important: $1,000,000 general liability insurance policy required for approval.
5. Receive approval letter from LFUCG for Special Events Application.
• Pre-Race (~1 week) Work with Publicity Team to communicate race date and course layout to impacted neighborhood residents. House-to-house distribution of race entry forms is the best way to accomplish this task. Taping (with painters tape) entry forms to front doors is effective. DO NOT place entry forms in U.S. mail boxes!!!
• Race day: Mark course.
• Race day: Perform Race Timing duties, Finish Line Management and tally results.
• Race day: Coordinate course related volunteers:
  1. Course Directors (very important at key turns)
  2. Split Callers
  3. Finish Line Helpers
• Race day: Work with Food Team on location of water table on course (around 1/2 way mark).
• Race day: Coordinate post race clean-up effort to ensure all signs (and garbage bags) are collected.
• Food Team volunteers should clean up their respective areas.

Aug. 15, 2008

April 18, 2009

1. Timing - Justin Bryant
2. Signage - Kristian Tyler Junker
3. Police Post Volunteers - ?

• Provide overall coordination of Race Sponsorship campaign.
1. Work the Publicity Team on Race Sponsorship strategy.
2. Design Race Sponsorship Fact Sheet that explains all sponsorship levels/rewards.
• Collect all sponsorship forms, race entry forms and MONEY!!!.
• Maintain race website.
• Maintain master spreadsheet containing:
1. Distribution of income among groups and individuals.
2. Registration information for pre-registered participants.
3. Write payoff checks to each Race Partner Group!
• Prepare race packets.
1. Register race with Runner's World race sponsorship program (to get free race number bibs).
2. Print Name, Age, and Sex of each participant on race number bibs.
3. For each pre-registered participant, put race number bibs, race T-shirt and any other goodies we have in race packets.
• Staff registration table at John's Run/Walk Shop on Ashland Ave. for final pre-registration period from 5:00 p.m. to 7:00 on Friday, April 17, 2009.
• Staff registration table on race day morning from ~7:00 a.m. to 8:30.
• Work with Awards Team at post-race awards ceremony to announce overall and age group winners.
• Course Team will provide results for awards ceremony.
• Prepare race results.
1. Work with Registration Team to enter all race day registrations into master spreadsheet.
2. Enter complete race results collected from Course Team into master spreadsheet.
3. Generate results tables ready to post on race web site.
4. Submit participant list to Runner's World to fulfull R/W Sponsorship program obilgations.

Dec. 1, 2008

June 1, 2009

1. Mary Ann Rafferty
2. ?

• Provide overall coordination of race publicity.
• Work with Registration Team on Race Sponsorship campaign strategy.
• Design and print race entry forms.
1. Race entry forms contain the name of every race sponsor (see $50 sponsorship level).
2. Organize team members to distribute entry forms at other races.
1. Use John's Run/Walk Shop Race Calendar to find local races and dates.
2. Place the folded entry forms under vehicle windshield wiper blades while race is underway.
• Design and print race publicity poster.
• Poster should contain logo or name of every race sponsor (see $50 sponsorship level).
• Schedule pre-registration events.
1. Conduct public sessions at cooperative stores in BSHS district (Wal-Mart, Lowes, etc.)
2. Target BSHS evening events and lunch periods to register students, parents, teachers, and staff prior to race day.
3. Work with Apparel team to have Race T-shirts available at these events.
• Leverage all sources of free publicity.
1. John's Run/Walk Shop Race Calendar
2. FCPS media outlets, website, Channel 13
3. Race announcement/entry form in BSHS PTSA newsletter and/or other school wide communication.
4. Herald/Leader Community Section announcement
1. Race Sponsorship campaign
2. Race date and information
5. Herald/Leader Sports Calendar announcement (in Sports Section)
6. Hamburg Journal magazine
7. Chevy Chaser magazine
8. Radio call-in shows like Kruser and Jack Pattie
9. Local TV Morning or Noon news shows
10. On-site Radio station promotion, pre-race or on race day
11. etc.
• Pre-Race (~1 week)Work with Course Team to communicate race date and course layout to impacted neighborhood residents. House-to-house distribution of race entry forms is the best way to accomplish this task. Taping (with painters tape) entry forms to front doors is effective. DO NOT place entry forms in U.S. mail boxes!!!

Dec. 1, 2008

April 18, 2009

1. ?

• Provide overall coordination of race apparel.
1. Current race apparel consists of the race T-shirt and race cap.
2. Possible additions include a unique shirt or cap for volunteers, embroidered "premium quality" golf or collared shirt sold seperately, other BSHS "wear" or "ware".
• Design race T-shirt (front and back).
• Back design contains sponsor logos (see $300 level).
• Select T-shirt vendor.
• 2008: Francis Screen Printing - 859-299-3710, Kurt & Bridgett Francis
• Select race cap vendor.
• 2008: Jazzy Embroidery - 859-273-3074, Karen Evans
• Work with Publicity Team to have race apparel ready for pre-registration events.
• Work with Registration Team to have race apparel ready to include in race packets before the final pre-registration event on April 17, 2009.
• Race Day: Work with Registration Team to have all race apparel available for race day registration.
• Race Day: Give leftover race apparel to Race Director.

March 1, 2009

April 18, 2009

1. Dan Hacker

• Provide overall coordination of race awards and door prizes.
• Race entry form specifies how many overall and age group awards are required.
• Past awards include small trophies (2003, 2004), ceramic mugs (2005,2006), 15 oz. glasses with BSHS crest (2007, 2008).
• The glasses with the BSHS crest were very nice last year.
• Select awards vendor.
• Crown Trophy - 859-266-3872, Ryan Tyson
• Order and pickup awards from vendor.
• Get payment check from Race Director.
• Solicit and collect door prizes for post race awards ceremony.
• Race day: Collect race number tab from all participants to use for door prize drawing.
• Can be done at the Registration Table and Starting Line.
• Race day: Conduct door prize drawing starting about 9:20 or after last participant completes the course.
1. Door prize drawing is used to fill time until awards ceremony starts at about 9:20.
2. Prizes are awarded by drawing race numbers from a bowl.
3. Restaurant gift certificates are real winners for door prizes!
4. Lexmark printer is usually available from Skip Rafferty.
5. People like free stuff, so almost anything makes a good door prize.
• Race day: Conduct post race awards ceremony.
• Course Team will deliver race results sheet with overall and age group winners.
• Race day: Give unclaimed awards to Race Director.

March 1, 2009

April 18, 2009

1. ?

• Provide overall coordination of on-course water table and complimentary food and drinks furnished to all participants and volunteers after the race.
• Food and drink choices should include fruit, bread, sports drinks and water.
  1. Bananas (cut in half) are a great fruit choice.
  • Need to establish a consistent donor for this item.
  2. Wheat "race rolls" from Great Harvest Bread Co. work very well.
  • Send in donation request about 1 month in advance of race date.
  3. 12 oz. size sports drinks (Gatorade, Powerade, etc) are preferred.
  • Need to establish a consistent donor for this item.
  4. Small cups are used at the water table, 6 to 8 oz. size is preferred.
  • Seek a paper cup donor from local fast food restaurants.
• Quantities for food, drinks and cups depend on anticipated turn out. Work with Registration Team and Race Director to determine/guess at this number.
• Race day: Setup/staff water table with two volunteers.
1. Preferred location is on the sidewalk outside of the Band Room exit door.
2. Table volunteers fill cups and hand to runners as they pass the table.
3. Table volunteers clean up discarded cups after last of the participant passes the table.
• Race day: Setup/staff tables for post race food & drinks.
1. Preferred location is near Finish Line area in a sheltered location if possible.
2. Table volunteers prepare food and drinks.
3. Table volunteers clean up area after demand diminishes and/or awards ceremony is complete.

March 1, 2009

April 18, 2009

1. ?