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TOPIC:

1st Annual Stan Wong 5K Run/Walk

12
Spam deleted by QuickTopic 07-29-2011 09:01 AM
11
Lisa Serrell
03-15-2008
11:16 PM ET (US)
Everyone needs to check out this site. Great to do lists to make sure everything is covered.

http://www.americanrunning.org/displaycomm...=1&subarticlenbr=49
10
Dena
02-03-2008
08:23 AM ET (US)
Hi all! I know it has come up quickly and we are all busy but we are going to have to get started with some planning and arranging if we are going to do this event right. I have already booked Newport Beach for the event on Saturday,May 3, 2008. I did ask if we could get the beach on May 4th for the raindate and they said it shouldn't be a problem that time of year but if someone asks to use the beach that day, they can't turn them down because we have a raindate and we MIGHT need it. I can understand their point but we can't rely on "most likely" it will be available. I think that we should just have the event on the 3rd, rain or shine. That's what they do for most running events. There is no way of contacting everyone if we even want to cancel due to weather anyway, and maybe we consider renting a tent this time since we have everyone paying a registration fee. This way we could potentially still bbq if the weather isn't great. Even if we don't get a great turnout, people will have already sent in their money prior and it is up to them whether they choose to show or not. I figured that I would bullet a few of my other thoughts that are racing in my mind about the whole event and you guys can give your input and feedback so that we can start making some of the decisions that have to be made.

- we can charge a $20 registration fee for the event itself and a $5 fee for the bbq if they would like to stay for that. If they have more people for the bbq than are actually running in the race, they fill all that out and pay ahead of time. This will give us numbers before the actually day of the event. When they come to register that morning, we can give them their race #s and maybe bracelets for those who paid for the bbq. This way we can distinguish who had rights to the food and drinks. (we will have to discuss the fees, I don't know if they need to be more or less, depending on what we budget for everything)
- I am going to speak with the guy in charge of the quarterly newsletter that goes out to all the Newport Beach Owners Association members. The president has already okayed putting a little write-up in it about the event. He thinks it goes out again in March which would be good timing. I thought we could put the website and give a phone number (mine if you want) and they could register on-line or call and I would send them a registration form.
- The president also gave me an idea about making signs about the event that can be placed around the community. They did it for the annual board meeting so they could get the word out and there's a place in Mastic that does the signs for like $20. If we had maybe 2 or 3 made and place them in some key locations it would get people aware.
- I believe Lisa is working on the paperwork for getting the actual Foundation officially set up. Once we have that we will need to start early in getting sponsors and donations for prizes and stuff.
- I'm not sure who we talk to or how we go about finding out about police to man certain major crossroads on the route. We also have to map out a new route maybe into section 2 this year. I don't know if there is any permits that we need as well this year.
- How many water stations we need, where to set them up and who will man them.
- Portapotty's (is 2 at the beach enough?)
- order the racing numbers again (Lisa?)Can we use the leftovers from last year? Do they have the old map on them? Do we keep the route the same?
- I think with more people this year, all of us will not be able to actually participate in the actual run/walk. We will have to man the stations that need to be manned. (Registration table, start/finish line with timers, etc.)
- Cooking (we are going to have to maybe take actual shifts so that 1 or 2 people aren't stuck the whole time behind the hot grill - that's only fair so that we can all enjoy it!
- The food, signs, PA system and all that other stuff we can worry about later but let's focus on the things that need to be done NOW!
9
Lisa Serrell
04-23-2007
09:02 PM ET (US)
Eddie was right, a 5K = 3.106856M not 3.2 as I had thought. So we'll have the runners start at the top of the hill from the beach so the distance is correct.
8
dena
03-31-2007
09:45 AM ET (US)
Okay, everything seems to be falling into place. Thanks Lisa for really getting it kicked off. I personally feel that we should donate to the ACS instead of just specifically lung cancer only because the people who get involved have personal friends and family with all kinds of cancer and so it will open the event up to all of those people and bring it onto a more personal level for everyone. I think in the future it would turn some away if the donations only went to lung cancer research.

__ Route (Dena - once we have the route in place, I can map it out and make copies so that we can give them out on the day of the event)
     (I have a GPS on my watch/HR Monitor so I can run a route and know
      exactly how long it is, OR we can drive it to test the length)
__ Police effort on safety.
__ Portapotty (there is only the one at the beach and then mom said that we can use her house but then we would have to leave it open????).
__ Water stations (Dena - I'll get the bottles waters! I think we should just have a cooler of water bottles down at the beach and have people take some before they leave, unless the route brings us past my house or someone else's house where we can have another cooler of water bottles and I'll mark it on the map for people)
   Where? Signs? Buy water?
__ Food
   Burgers
   Some chicken or turkey burgers (LISA)
   Hot Dogs (beef & chicken or turkey) (LISA)
   Buns (LISA)
   Soda (LISA)
   Potato Salad
   Macaroni Salad
   Ceasar or House Salad
   Salad Dressing
   Condiments (Ketchup, Mustard, Mayo, Relish, Pickles) (LISA)
   Coleslaw
   sauerkraut
   Charcoal(Dena)
   Lighter (Dena)
   Beer (Javier will be in charge of this since he is the BUD Man now)
   Table Clothes, Napkins, Utensils & Cups (LISA)
__ Get tables, chairs, tent from Bob Salamone (I'll call and find out if we can get some from them)
__ Setup that day
__ Cooking (everyone will have to jump in and help wherever possible. I'm sure our friends will help out also and luckily hot dogs and hamburgers cook quickly. If we need more bbq's, we can load ours and mom's into the trailer and bring them down to the beach)
__ Serving (this will somewhat be self serve once it is set up)
__ PA system (LISA: I may be able to borrow 1 from school. I'll check)
__ Start and finish point (LISA Make signs, and post on telephone poles or
                            such)
__ Chalk roadway directions.
__ Music (LISA: I can get some appropriate songs and make a CD, as well
          as playing some of Dad's favorites)
__ Frills (What specifically is this??)
__ Balloons
__ Banners (LISA: I'll make one and get it printed at office max)
__ Memorabilia (LISA: we can play the movie again, or do something
                else,ideas?)
7
Lisa Serrell
03-28-2007
12:32 PM ET (US)
I guess that job break up makes it easy, but that leaves a lot of room for interpretation as to what needs to be done. Also I may be able to help with the post event stuff, but if I'm assigned to pre-event that is all I am worried about. I think everyone should chip in where they can. Maybe we can make a checklist of the things on the list below, and any others. We can copy and paste the check list into our "Post a new message" Response and put our name next to those items that we are going to take care of, an add any other items that we thing need to be done. That way we have a running list of what needs to be done, who is doing those tasks, and what things someone still has to take responsibility for.

As far as charging a registration fee, I think that should probably wait until next year when we have our non-profit license. Dena had spoken to the Cancer Society and they said that if we are going to put their name on the event "ie: To Benefit the American Cancer Society", there are certain guidelines we need to follow. Mainly, all the proceeds must go to them, except any cash we may collect may be kept to cover costs, but we may not even get that much cash, and I'm not even sure we're allowed to do that. This does not allow us to cover our costs. However, if we create our own non-profit organization, you can have the checks made out to that organization "The Stan Wong Cancer Foundation", and then take out what you need to cover your costs and donate the rest. But that requires that we file the correct paper work with the government and IRS to create a non-profit and get a tax exempt ID #, and have a bank account opened in that foundations name. We felt that this was too much to get done by this year, that is why we decided to make it informal this year, and go for the whole thing next year and after.

Because it is informal, and we don't have any permits in place, or traffic control, etc., I don't really know if requiring an entrance fee from our friends and family this year is a good idea. We are trying to keep it small, under 100, and these are our friends and family. I don't think we need to require donations from them, they are coming out to support us, remember Dad, and give a little to help fight cancer. Next year, we should start charging an entrance fee. It's kind of the same as coming to a birthday party without a present, you feel like you are obligated to bring something, so you do. I think most of our friends and family will bring a donation without requiring it of them. That's how I feel anyway.

Eddie said he is going to make some calls and find out who and how we need to obtain the correct permits, and traffic control for the run in the future. But I don't know if getting them for this year is even feasible?!

Are there any other changes that need to be made to the fly

So here is the list. Add to it if you think of something else that needs to be done, and response (copying & pasting the list below) and put your name next to the things you are going to take responsibility for. Thanks!!

DISCUSS: Rain day plan

__ Route
     (I have a GPS on my watch/HR Monitor so I can run a route and know
      exactly how long it is, OR we can drive it to test the length)
__ Police effort on safety.
__ Portapotty.
__ Water stations
   Where? Signs? Buy water?
__ Food
   Burgers
   Some chicken or turkey burgers (LISA)
   Hot Dogs (beef & chicken or turkey) (LISA)
   Buns (LISA)
   Soda (LISA)
   Potato Salad
   Macaroni Salad
   Ceasar or House Salad
   Salad Dressing
   Condiments (Ketchup, Mustard, Mayo, Relish, Pickles) (LISA)
   Coleslaw
   sauerkraut
   Charcoal
   Lighter
   Beer
   Table Clothes, Napkins, Utensils & Cups (LISA)
__ Get tables, chairs, tent from Bob Salamone
__ Setup that day
__ Cooking
__ Serving
__ PA system (LISA: I may be able to borrow 1 from school. I'll check)
__ Start and finish point (LISA Make signs, and post on telephone poles or
                            such)
__ Chalk roadway directions.
__ Music (LISA: I can get some appropriate songs and make a CD, as well
          as playing some of Dad's favorites)
__ Frills (What specifically is this??)
__ Balloons
__ Banners (LISA: I'll make one and get it printed at office max)
__ Memorabilia (LISA: we can play the movie again, or do something
                else,ideas?)
Edited 03-28-2007 12:46 PM
6
Tess
03-28-2007
10:07 AM ET (US)
Read all the things we have to do and all we need to do is start designating jobs... Since there is 5 families (Mom, Serrell, Wong, Aponte, Balzano) why don't we break it down as follows:

1. Walk/Run route, safely, set up
2. Post event gathering
3. Pre event sign up, decorations & games (ie: volleyball net, balls,
    etc)
4. ???

I was also speaking with my coworker, Stasia. She said that we should charge a registration fee stating the proceeds will go toward our organization. This fee could cover food, tshirts ($5), any items we need and then the rest donate. I think it saved in trying to solicate funds before/after the event. Most runs charge about $25/person w. kids for free or do we charge for kids since they will be eating too?
5
Lisa WongPerson was signed in when posted
03-27-2007
11:11 PM ET (US)
OK, big question!

There are 2 organizations the support the fight against lung cancer:

The American Cancer Society: http://www.cancer.org/docroot/home/index.asp

The American Cancer Society is the nationwide community-based voluntary health organization dedicated to eliminating cancer as a major health problem by preventing cancer, saving lives, and diminishing suffering from cancer, through research, education, advocacy, and service.

AND

The American Lung Association http://www.lungusa.org/site/pp.asp?c=dvLUK9O0E&b=22555

Your donation helps support our mission, to prevent lung disease and promote lung health.
American Lung Association® today fights lung disease in all its forms, with special emphasis on asthma, tobacco control and environmental health.

Which one do we want to support with our run/walk event??

LET ME KNOW ASAP so we can move forward and get these flyers out by weeks end.
4
Lisa WongPerson was signed in when posted
03-27-2007
11:10 PM ET (US)
THIS IS WHAT DENA HAD TO SAY:

the flyer really looks awesome. I love it. Thanks so much for doing that. Let me know if you want me to print copies or maybe we should get colored copies made because it looks so nice in color! It really isn't too expensive at a place like Office Max and we won't need a crazy amount of flyers if we are keeping it to close friends and family. Let me know what everyone else thinks.

She also expressed that maybe for future reference we should think about changing the name of the walk and leaving out the "Memorial" part because it might discourage people who didn't know dad from participating. That we maybe should make it a broader name like "The Newport Beach 5K Walk / Run to benefit the American Cancer Society" OR "The Stan Wong Foundation Cancer Run / Walk benefiting the American Cancer Society". Something along those lines once we get the Non-profit paper work in order for the "Stan Wong Foundation".
3
Ed
03-27-2007
05:12 AM ET (US)
Looks good. Nice job. It may seem obvious, but probably should say that checks preferred and should be written to "American Cancer Society"?!

When do you want to distribute?

Less discuss frills and responsibilities same day?

Preliminary Checklist Stan Wong 1st Memorial Run

q Route.
q Police effort on safety.
q Portapotty.
q Water stations.
q Food.
q Setup.
 q Cooking
 q Serving
 q PA system
 q Start and finish point.
 q Chalk roadway directions.
 q Music
q Frills –
 q Balloons
 q Banners
 q Memorabilia
2
Lisa WongPerson was signed in when posted
03-27-2007
12:14 AM ET (US)
Ok, I spoke with Mom & Dena and they think it would be inappropriate to ask people to bring food for the BBQ. After thinking about it, I agree. We'll just make it simple, and if someone offers to bring something, we'll accept their offer. Sound good??

We need to contact Bob Salomone about getting tables and chairs as well as the tent.
1
Lisa WongPerson was signed in when posted
03-24-2007
11:35 PM ET (US)
OK, guys, it's crunch time. We've been procrastinating on this for quite a while so with 1 month left it's time to kick it up. We really need to get the flyers out during this next week. We had discussed making this year very informal and unofficial with no permits or traffic control in place. So what I was thinking was
(1) Getting the flyer out !! I've made up an flyer and we can discuss changes and specific after you review it and I can make the changes and then re-send it to you. I just need your feedback ASAP!
(2) planning out the route
(3) A BBQ at the beach afterward. We need to ask Bob Salamone about borrowing some tables and maybe the small tent I know they have for the event. His phone # is 878-4423 (he is the president of the Newport Beach Property Owners Assoc.)We've already gotten clearance for the date. May 5, 2007
(4) We would need to bring the basics: Dogs, Burgers, Buns, Condiments, Utensils, Cups, Napkins, Salad, Chips
     We would ask our family & friend to bring 1 food or drink contribution each (as stated on the flyer)
(5) We will have an envelope or box that is send around at the BBQ where people could give contributions to the American Cancer Society.

Number of people I was thinking was under 100. If that is too many you let me know. We could let people know then they need to walk on the side of the road in no more than 2 or 3 people wide so they don't block traffic. I was thinking about trying to borrow the microphone and speaker from school for the event.

Feedback? Ideas? Concerns?

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