To the City of Portland – Marathon Evaluation Committee In response to RFI Number 00000932 – City of Portland Marathon Information presented by Brooksee, LLC – A Limited Liability Company Submitted by Mr. Jared Rohatinsky, CEO – Authorized to represent Brooksee, LLC in discussions Jared Rohatinsky 11968 Ithica Dr, Highland, UT 84003 801-830-0624 jared@brooksee.com No redactions are requested by Brooksee, LLC City of Portland Marathon ResponsetOIRH Brooksee,LLC TA B LE OF CON T E N T S 01 02 Executive Summary Project Approach & Understanding / Work Plan 02 Experience in Event Production 02 General Event Coordination and Organization 02 Benefit 03 Cultivation and Delivery of Marathon Sponsors 04 Effective Promotion and Marketing to Build Event 04 Race Expo Organization and Implementation 05 Registration and Timing 05 Race Course Planning and Coordination 06 Finish Line Management and Awards Ceremony 06 Volunteer Recruitment and Management 06 Other Facets of Event Production 07 Runner Experience and Perks 08 Proposed Additional Events 08 Complications and Delays 08 Final Notes Regarding Project Approach & Work Plan 08 Timeline for Operational Areas 09 Respondent’s Capabilities 09 Our Team 09 Essential Qualifications 10 Experience in Community Relationships 11 References 12 Supporting Information 12 Timeline for Operational Areas 13 References 14 Letter of Recommendation from Mayor Mike Peterson 15 Letter of Recommendation from Intermountain Healthcare Foundation 15 Letter of Recommendation from City of Las Vegas SECTION 1 EXECUTIVE SUMMARY Brooksee is a full-service event production firm that The City of Portland wants an event that will bring the specializes in marathons, half marathons, and event community together and boost the economy through management services. We own and operate the REVEL tourism. We are prepared to produce such an event. Race Series, a series of world-renowned marathons and We have a solid history of operating alongside schools, half marathons that take place in Mt Hood, Las Vegas, environmental groups, community councils, and health Denver, Salt Lake City, Tucson, Hawaii, and Southern & fitness non-profits in the execution of our races. We California. In addition to executing our own races, are prepared to establish a Portland chapter of our own we offer event management services such as timing, non-profit foundation whose mission is to provide finan- registration, emailing, web hosting, and photography cial means and training to youth of all ability levels to to other producers in our industry. We are completely prepare them to participate in half marathons. We have vertically-integrated in the sense that we perform the proven ability to draw thousands from the local many of the essential operations that our competitors community to participate in our events as volunteers, outsource to other firms such as ourselves. Our vertical sponsors, participants, and spectators. As demon- integration allows us to increase our spend dedicated strated by our existing partnership with Travel Portland, to runner benefits, avoid unreliable and off-brand third- our focus will be to put heads in beds and ensure party services, and create a single harmonious runner that our runners partake heavily in local tourism and experience that surpasses anything else available in the entertainment. Our numbers indicate that in our first market. year we will achieve a local economic impact of roughly Although this RFI response will frequently refer to our $6,000,000 in sales, more than 3,000 jobs supported, experience with the REVEL Race Series, our goal is to and nearly $300,000 in local taxes. We expect these execute a City-owned and City-branded event that numbers to double by the year 2023. is focused on restoring a Portland marathon that is The City of Portland needs a nationally-embraced worthy of its distinguished history and its extraordinary brand to produce an event that restores the trust of host community. The Portland community is the unri- the running community. It will not be enough to simply valled leader of the running world, and it should play state that the marathon is under new management, host to the crown jewel of running events. Our vision is nor will it be sufficient to produce an event that merely to launch an event that will soon take its rightful place matches the caliber of industry peers. Runners need to among the United States Majors of Chicago, New York know that a proven, runner-focused, industry-leading City, Los Angeles, and Boston, with participant counts organization is at the helm of their beloved race, and reaching 20,000 by the year 2023. that the necessary steps will be taken to turn this race Our staff is more prepared than any other to assume into a world leader. We have twice entered markets that control of this race. Nearly two dozen strong, we stand had been negatively impacted by the actions of former at the ready to implement our standard operating pro- event producers. In both instances we earned the cedures that have been refined through the combined confidence of government agencies and regained the experience of more than 300 events in some of the trust that had been shattered in the public eye. We are largest cities and most visible venues in North America. uniquely experienced in restoring events whose good Our capabilities and proprietary tools are so superior names had been sullied by the unfortunate mistakes that our competitors pay us a premium to assist in the of the past. We are the organization that is capable of execution of their events. Our systems, procedures, and making the Portland marathon what it deserves to be. personnel are all in place and capable of producing the best race in the world every October. 01 SECTION 2 PROJECT APPROACH PLAN Our project approach and work plan will largely be based on our Standard Operating Procedures (SOP’s) that we have fine-tuned over the past six years in executing dozens of our internally-owned events. Our SOP manual covers all facets of event production from swag/shirt/medal sourcing, to marketing, to volunteer and labor logistics. To execute the new marathon (and related events) for the City of Portland we will build upon our existing SOP’s to incorporate any special circumstances or requirements specific to the City of Portland and the new proposed routes and venues. We would like to begin this section by addressing the ten topics that were listed in the RFI regarding our proposed approach to executing this event: 1.Experience . in Event Production: Since 2012 we have produced dozens of our own internally-owned events in the REVEL Race Series. We have also assisted in the production of countless other events as contractors performing consulting, timing, registration, and photography services. Our team is made up of individuals who have vast experience in the event production industry. Our current team consists of former executives from organizations such as Ragnar Relay, The Color Run, Vision Event Management, Slide The City, Color Me Rad, and others. All combined our team has nearly 60 years of industry experience and has produced more than 300 unique events, many of which have participant counts exceeding 20,000 people. We have proven ourselves capable of exceeding the expectations of some of the most visible stakeholders and venues in North America. Our team has produced successful events with and for the following: the City of Las Vegas, Golden Gate Bridge and Golden Gate Park, City of San Francisco, Bureau of Land Management, New York Mets, Six Flags America, Terrace at Memorial Union, Nashville Speedway, New England Patriots, Gillette Stadium, Miller Park, City of San Diego, San Gabriel Mountains National Monument, Orange County CA, Visit Salt Lake, Major League Baseball, Grant Park, Jackson Park, the City of Chicago, United States Forest Service, Las Vegas Motor Speedway, Ford Mustang 50th Anniversary, FirstEnergy Stadium, City of Los Angeles, Dodgers Stadium, FedEx Field, City of Calgary, Calgary Olympic Park, and dozens of others. 2.General Event Coordination and Organization: Although all members of our team will play an integral role in the production of this event, we will designate a single point-person to be the main liaison between Brooksee and the City of Portland. This person will be our CEO, Jared Rohatinsky. Jared will schedule a recurring meeting with representatives from the City as regularly as the City wishes (either in person or via phone call). This standing meeting will be an opportunity for Jared to report to the City regarding the progress of the event production, the Key Performance Indicators (KPI’s), registration trends, and field questions from the City. Additionally, our internal event management platform creates a “Daily Digest” email that shows daily event progress including all participants who registered during the day, new vendors, new sponsors, new volunteer registrations, and other miscellaneous data. Brooksee will include the appropriate City representatives on this email so that the City receives daily progress updates. 3.Benefit: To effectively build positive community relationships and provide benefits to the community, we take a unique approach that leads to our host communities looking forward to participating in our events as participants, vendors, volunteers, or spectators. Unfortunately, the status quo for large-scale events of this nature is to encourage the community to “just put up with it for this one day” or “just don’t come near the race route on race day to avoid the headache.” We avoid this negative approach by offering the following financial and social benefits to our host communities: Hiring Local: To the greatest extent possible, we will hire local suppliers and contractors to produce this event. We already have well-developed relationships with several Portland-based businesses. For example, Portland-based apparel manufacturer Leslie Jordan (www.lesliejordan.com) has been our apparel provider for the last three years for all of our REVEL Race Series events. We do more than $100,000.00 of business with Leslie Jordan each year. The Leslie Jordan sales team has used our products to showcase at national conventions, and the homepage of their website displays a testimonial from our CEO. Additionally, due to the launch of our new REVEL Mt Hood event, we have already established business relationships with Portland-based Northwest Traffic Control Inc (barricades, flagging, signage, traffic control), American Medical Response’s Portland office, Honeybucket’s Portland office, etc. Host Hotels: Because each event in the REVEL Race Series brings thousands of participants from out-of-state, we have become very adept at working with local hotels to get heads in beds. We will create a listing of Host Hotels that will be featured in the “Travel” section of the event website. The listing will show special event rates offered by the hotels as well as additional amenities offered to runners such as race-day shuttling, pre-race breakfast sacks, etc. For our REVEL Mt Hood Marathon & Half event, we already have contractual deals with hotels in downtown Portland near the Oregon Convention Center such as the Doubletree by Hilton and the Crowne Plaza Portland. Travel Portland Partner: We are a dues-paying Travel Portland Partner and are experienced in working with the Travel Portland team to bring economic benefits to the City with our REVEL Mt Hood Marathon & Half event. We will expand our relationship and continue to work with Travel Portland to bring even more benefits along with this new event. Travel & Tourism Packages: Because we internally manage our website and registration platform, we have the ability to offer custom add-ons as part of our registration package. All participants must click through this add-on offer before they complete registration. For this new event, we will work with Travel Portland to create a “Visitor Package” that includes lodging, meals, entertainment, and transportation along with the race entry. National Audience: Although we will heavily encourage local participation in the event, we acknowledge that most of the economic benefit for the City will be generated by out-of-town and out-of-state participants. We are uniquely positioned to draw those out-of-state participants due to our enormous national audience that has grown over the past six years with the REVEL Race Series. For example, our REVEL Mt Charleston event in Las Vegas in April 2018 had participants from all 50 states and 16 countries. At that event, an astounding 87% of full marathon participants came from out-of-state and 54% of half marathon participants came from out-of-state. We have contacts with 02 international tourism groups that bring large groups of runners to our races from countries such as France, Costa Rica, Denmark, and others. We will be able to directly market the new race to the tens of thousands of current and former REVEL Race Series runners via email. We also have a social media following that currently totals 79,000 individuals (five times larger than the previous Portland Marathon Facebook page) that can be directly marketed to. Marathon Maniac Partnership: We have a solid working relationship with a group called Marathon Maniacs & Half Fanatics (MMHF). MMHF is the largest organized group of marathon and half marathon runners in the world. They have roughly 30,000 dues-paying members across the country who make a habit of traveling to destination events on a regular basis. MMHF has annual “Club Exclusive Events” that draw hundreds (and sometimes thousands) of their club members to a single race. One of the MMHF Club Exclusive Events brings in over 2,000 club members each year to a single race (in addition to all of the regular race participants). Due to our relationship with the founders and leaders of the MMHF, we are confident that we would be able to get the MMHF to agree to add the new Portland event to the Club Exclusive Event program. On-Route Businesses: Our SOP at the REVEL Race Series is to provide free benefits to businesses and organizations that are located along the actual race route. We will replicate this procedure with the new Portland event. In the months leading up to the race, our team goes door-to-door and speaks with the managers of every business along our race routes. We inform the businesses of the upcoming event and answer their questions regarding traffic impacts and timelines. We then offer them free vendor benefits with absolutely no strings attached. The free benefits offered include booth space at the Expo & Packet Pickup, booth space at the finish venue, flyer or advertisement placement in participant swag bags, social media posts, and email blast inclusions. We have dozens of businesses along our race routes take advantage of these opportunities each year and it has been a very effective way of reducing complaints from local businesses regarding road closures and traffic impacts. At some events, we also implement a “Show Your Bib” program with restaurants, bars, or entertainment venues along the race route. Businesses who opt in to the program (free of charge) agree to offer certain discounts to our runners if they show their race bib during race weekend. Direct Payments to Volunteer Groups: The success of any event is largely dependent on the effectiveness of volunteer groups. That is why we have an SOP of recruiting and compensating 100% local volunteer groups at all of our events. We pay tens of thousands of dollars to our local volunteer groups at each event and give preference to non-profit organizations. With our upcoming REVEL Mt Hood Marathon & Half we have already began to reach out to the groups who used to volunteer at the former Portland Marathon, as well as new groups that we are finding on our own. We will therefore already have a large base of volunteer groups in Portland to service the new event. Community Donation: Our SOP is to set aside $2 per registration that gets donated to a local cause chosen by the community. Our donations are generally made to non-profit organizations whose focus is on health and fitness. Launch Team: We have created a separate entity called the Brooksee Foundation, which is a 501(c)3 non-profit organization that operates The Launch Team (www.thelaunchteam.org). The Launch Team currently exists in Los Angeles, Salt Lake City, Denver, and Las Vegas. If we produce the new Portland event, we will also establish The Launch Team in Portland. The Launch Team’s mission is to provide youth ages 8-18 with a challenging and rewarding program that teaches, trains, and prepares them to participate in half marathons. Using volunteer coaches, The Launch Team has 12-week programs that meet twice per week. During team meetings youth are taught principals of proper nutrition, exercise, sleep, and training. They then participate in group training runs at the end of each meeting that gradually work up in mileage and prepare the youth to run or walk the half marathon by the end of the program. The Launch Team has wonderful corporate shoe sponsors such as New Balance, HOKA, and Altra, who provide free running shoes for The Launch Team Participants. Yearly Community Projects: Given the opportunity to produce the new Portland event, we would create yearly community projects in conjunction with the race. Lead by our staff and race ambassadors, these projects would bring our local participants and volunteer groups out to participate in projects within the City of Portland. Examples of such projects include trash removal and beautification along running trails, assisting at Special Olympics events, volunteering at the Portland Rose Festival, etc. Public Information: Our SOP for public communication is to utilize news media outlets to publicize our races. Our experience has been that although it is impossible to alert every single member of the community of the impacts caused by our races, we are able to reach a high percentage of them using the USPS service called Every Door Direct Mailer (EDDM). The EDDM system allows us to canvas entire zip codes with customized mailers that list race information, show the race route, and explain impacts and traffic detours. All residents and businesses living in the impacted zip codes receive a mailer roughly two weeks prior to the event with this information. We also work with FedEx, UPS, USPS, local transit authorities, and others to ensure that they are aware of traffic impacts created by our races well in advance of race day. 4. Cultivation and Delivery of Marathon Sponsors: We employ a fulltime VP of Partnerships whose sole function is to create partnerships with sponsors and vendors for our events. He has over 15 years of experience in sales and has been very effective in procuring national and local sponsors for each event in the REVEL Race Series. Our VP of Partnerships will work with our fulltime in-house designer to create a professionally designed pitch deck for the new event. The pitch deck will list demographic information about our participants, expound on the benefits of marketing to our race participants, and list the available sponsorship levels and costs. Using his established network of contacts, our VP of Partnerships will then pound the pavement to procure event sponsors. He meets weekly with our operations team to ensure that all sponsorship benefits are being delivered properly. Following the event, he compiles useful data for the sponsors such as foot traffic counts, website impressions, survey feedback, etc. This data is presented to the sponsors during a post-event debrief meeting, and a pitch is made to extend the partnership for future years. We anticipate that a large number of sponsors and vendors from the REVEL Race Series will easily convert to become sponsors and vendors of the new event in Portland. 03 5. Effective Promotion and Marketing to Build Event: We believe in the old marketing adage of “seven times in seven ways” and our strategy reflects that approach. Over the past six years we have collected data and refined our promotion and marketing approach to the point that we believe brings the greatest ROI for our marketing budget. The following components make up our marketing and promotional efforts: Ambassador Program: Similar to what we have done with the REVEL Race Series, we will create an Ambassador Program for the event made up of local (Portland/Oregon) and national ambassadors. These ambassadors are running enthusiasts who are well-connected and respected within their running communities. The ambassadors visit local running stores, gyms, and races and distribute print material (rack cards/flyers) created by our in-house designer. They also attend large group meet-ups of their local running clubs and present information about our event and encourage registrations as part of their team. In the case of national ambassadors, they also coordinate group travel for their team members. Expos: Our VP of Partnerships attends local, regional, and national race expos to encourage participation in our events. Online Race Calendars: Over the years we have compiled a comprehensive list of online calendars that show upcoming races across the country. The majority of these websites offer free listings on their calendars. We will utilize these free listings to list this new event. Email Marketing: In addition to our own massive email list of current and former participants, we have purchased other email lists that allow us to market directly to runners. We also frequently purchase email blasts through third parties to reach a higher number of individuals. Social Media & Other Online Marketing: As previously mentioned, we currently have 79,000 social media followers from all across the country. We have spent six years and hundreds of thousands of dollars working with Facebook and Google marketing platforms to understand their algorithms. We have developed proprietary tools that help us understand what marketing efforts will perform the best. Our fulltime in-house designer is able to create attractive ads that comply with Facebook and Google requirements and are most effective in attracting attention. We have spent considerable effort to learn what saturation levels we should reach, what geographic areas we should target, how to create participant “look-alike” audiences, what frequency we should post at, etc A Note Regarding Email & Online Marketing: Although measuring marketing ROI is difficult in general, we have developed tools that help us gather useful information such as email open rates, click-through rates, conversation rates, etc. For example, we insert tracking pixels in our internal and external marketing emails that show us data about recipient interaction. We are therefore able to eliminate unfruitful marketing campaigns and focus our budget on campaigns that bring us the most return 6. Race Expo Organization and Implementation: We will hold the Expo & Packet Pickup at the Oregon Convention Center. We already have a relationship with the Convention Center as it is the venue of our REVEL Mt Hood Marathon & Half Expo & Packet Pickup. Having produced dozens of Expos in similar facilities, we will follow our SOPs to produce the Expo for the new Portland event as outlined below: Hours: The Expo will be held the day before the race from 10:00am to 8:00pm. If participants are unable to make it to the Expo to pick up their packet, they may send a surrogate to pick up their packet for them, provided the surrogate brings a photocopy of the participant’s ID and a note from the participant authorizing the pickup. Alternatively, we offer a premium service during registration that allows runners to pick up their packets at a designated location on race morning ($20 fee), or have their entire packet shipped to them 10 days before the event ($40 fee). Vendors: As previously mentioned we have a full-time VP of Partnerships who secures vendor partners at our events. Vendors have the option to pay for booths in increments of 100 square feet. Premium booth space (end caps) is typically reserved for race sponsors. Race staff and volunteers are on hand to assist vendors with their load-in and load-out needs. Vendors may pay an additional fee to participate in the Vendor Passport Program (see below). Vendor Passport Program: The Vendor Passport Program is a premium service we offer to provide some of our vendors and sponsors with increased foot traffic and visibility during our expos. Before each event, our participants are encouraged to download a mobile app for the race. Upon arriving at the expo, the mobile app will show them a number of vendors and sponsors that the participants must visit in order to be entered to win a variety of prizes. The participants must speak with a representative at the designated vendor/sponsor booths and obtain their 3-letter code to enter into the app. Once the participant has entered the codes for all of the Vendor Passport Program vendors/sponsors, they receive confirmation that they have been entered in the drawing. The vendors and sponsors who participate in the Vendor Passport Program benefit by receiving increased foot traffic at their booths, and they also collect the email and phone number of each participant who enters their code. Onsite Registration and Timing Check: After retrieving their race bib and attached timing chip, all participants follow the one-way foot traffic pattern to walk across the timing checkpoint mats. This serves two purposes: (1) it allows us to know what participants have checked in to the event, and (2) it allows participants to catch errors in their information. A large monitor is set up near the timing check area and it displays the participants’ information as they cross the mats. If participants notice an error they created upon registration (such as incorrect age, gender, email, etc) our timing team corrects the errors immediately. We also allow participants to register during the expo at our timing check kiosks. Featured Speakers: We have a featured speaker present at least twice during the expo. Using a stage and amplified sound, the speaker discusses race day logistics and strategy for running the particular race course, and fields questions from race participants. We typically have our part-time coach present as the featured speaker. However, we do have personal relationships with well-known industry icons such as Jared Ward, Ryan Hall, Hawi Keflezighi, and others, who could be invited to speak at the expo. Swag: Our absolute top priority is Runner Experience. We believe that providing unexpected and premium gifts and swag is one of the best ways to achieve customer retention. In addition to our high-end shirts, each year we provide our runners with the following: 04 Featured Item: Each year we have a new “featured” swag item, which is viewed as a high-end or luxury gift that goes above and beyond the industry average. Examples of such featured items from past years include high performance athletic socks, premium knit running beanies (with ponytail holes for women), and customized Headsweats running caps. Gloves: Every runner receives a pair of gloves to be used in case of cold weather. Blankets: Every runner receives an emergency blanket to be used in case of cold weather. Iced Towels: Immediately after crossing the finish line and receiving their medal, all runners are given an iced towel. Bags: Every runner receives a large drawstring bag with event and sponsor collateral printed on it. Tattoos: Every runner is invited to visit the “Tattoo Parlor” during our expo to receive unlimited temporary race-branded tattoos. 7. Registration and Timing: We have a significant competitive advantage with our registration and timing capabilities. Along with event photography, we sell our timing and registration services to other event companies. Our capabilities and procedures are explained below: Timing Equipment & Team: Due to the number of events we produce, we found it to be more cost-effective to own our own timing equipment. We own roughly $50,000 worth of Chronotrack equipment and have been timing our own events since 2012. Our in-house timing team has all the necessary experience to manage our timing operations. A major benefit of performing our own timing operations is that data is not lost or misinterpreted as it is handed off to a third party. Our timing team is immediately aware of last-minute bib transfers, event transfers, and variable data updates. Results: Results are immediately posted to our website as soon as runners finish the race. Our SOP is to establish a Results & Awards booth in the finish venue that prints free personalized keepsake result cards for all runners. The card displays a beautiful background showing the race route, and lists the runners’ time, overall place, age division place, gender place, team name, Boston Marathon Qualification (if applicable), and sponsor logos. Participant Tracking: Roughly one week before the event, our participants receive an email inviting them to have their family and friends signup to receive free text alerts and participant tracking. When a runner crosses certain timing checkpoints along the route, their supporters receive a text message alert that lists their runner’s current time, pace, location, and expected finish time. Another congratulatory text is sent out once the runner finishes the race. Registration: We have built our own registration platform that integrates seamlessly into our event websites. This allows us to avoid paying a third party the standard 6.5% fee for registrations. It also allows us to never require our participants to leave our website. The entire registration process is completed on a single user-friendly page on our website that maintains the same URL and branding as the rest of our website. registration platform, we are able to save a significant amount of money. That money is diverted to pay for increased Runner Experience (more swag, bigger medals, better shirts, etc). 8.Race Course Planning and Coordination: We are aware that there are unique restrictions surrounding the course for this new event. We are confident that by working with the City we will be able to formulate a route that does not exceed the maximum number of law enforcement officers. We look forward to receiving direction from the City regarding what must be done to meet the needs of other stakeholders such as Portland Fire & Rescue, ODOT, TriMet, Portland Streetcar, Multnomah County, and Portland Parks. We do not currently have a route identified for the event because we know it would be imprudent to suggest a route without first consulting the stakeholders listed above. Aid Stations: Our SOP is to establish aid stations every two miles along the route (and every mile for the final 5 miles). Each aid station is manned by roughly two dozen volunteers. Our standard amenities at aid stations include: Portable restrooms: our preferred supplier in the Portland area is Honey Bucket. Our restroom-to-participant ratio is as follows: 1:30 for start venues, 1:200 for the first two aid stations, 1:350 for all other aid stations, and 1:150 at the finish venue. Water: water is poured into 8-oz cups and stacked on tables using thick stacking sheets. We have learned that runners refer paper cups rather than plastic, because paper cups can be pinched to create a narrower flow of water than can be consumed while participants continue to run. We have a contract with the Coca-Cola Company to provide Powerade-branded paper cups at all of our events. All leftover water is donated to the local food bank in 1-gallon jugs. Powerade: we have a contract with the Coca-Cola Company to provide Powerade at all of our events. We have learned that Lemon Lime is the preferred flavor of the majority of our runners. Honey Stinger: we have a contract with Honey Stinger to provide Honey Stinger gels at six of our aid stations at each race (both caffeinated and non-caffeinated). Fruit: bananas and orange slices are offered at two aid stations at each race. Frozen treats: the third-to-last and the last aid station both have frozen treats such as Otter Pops. doTerra Deep Blue: we have a contract with doTERRA to provide Deep Blue muscle rub (similar to Bengay and IcyHot) at eight of our stations. Medical: every aid station has basic first aid medical kits. Three aid stations will be designated as “Medical Aid Stations” and will be staffed by trained EMTs from American Medical Response (AMR). Cost Savings & Increased Runner Experience: By performing our own timing and photography operations and hosting our own 05 Route Certification, Mile Markers, & Timing Checkpoints: We are very familiar with the requirements for USATF course certification, having certified all of our own courses. Once a route is finalized with the City, we will measure and certify the route. Mile Markers are placed at every mile along the route. The mile markers will be branded for the new event. The hardware includes a 62-lb base plate that can withstand high winds. Aluminum frames are secured to the base plates, making an impressive marker that stands eight feet tall and two feet wide. Timing checkpoints are placed intermittently along the route. The checkpoints service three purposes: (1) they ensure that runners do not cut the course, (2) they gather real-time data for each runner and send text updates to family and friends who have signed up for free runner tracking, and (3) they allow us to collect footage of each runner that can later be included in personalized highlight videos. Law Enforcement: Our SOP is to pay our off-duty law enforcement officers in advance of the event. We work with the off-duty coordinator and/or special events unit to formulate shift times, locations, and emergency protocols. A communications list is distributed to all law enforcement officers so that they can readily contact the proper staff person if issues arise. A command post is established at the finish venue and a representative from Brooksee is constantly in the command post to coordinate with the chief law enforcement officer. Following each event, our staff meets with law enforcement to debrief and discuss alterations to the operations plan for the coming year. Traffic Control Management: We already have a business relationship with Portland-based Northwest Traffic Control Inc, who provides traffic control management for our REVEL Mt Hood event. We will work with Northwest Traffic Control Inc to supply all barricade, cones, VMS boards, signage, and flaggers needed for the event. 9. Finish Line Management and Award Ceremony: Components of our finish venue include the following: Finish Chute: The finish chute extends roughly 100 meters before the finish arch and is created with pedestrian fencing. The fencing is covered in event-branded banners mixed with sponsor banners. Feather flags, sponsor a-frames, and traditional flags also line the finish chute. Spectators lining the finish chute are given free event-branded cowbells and thundersticks. Finish Arch: Our finish arch adds a very impressive feel to the finish venue. The arch is 32 feet wide, 15 feet tall, and 4 feet thick. It is wrapped in event-branded coroplast and has timing clocks embedded in the legs. Runner Services: The runner services area is surrounded by pedestrian fencing (also covered in event and sponsor banners), and only has one spot of ingress/egress that is manned by a security guard to ensure safety in the runner-only area. In the Runner Services area, runners receive their finisher medal, iced towels, medical treatment, water, Powerade, Muscle Milk, and food. Our SOP is to give all participants free pizza, free pie, and free beer. Stage: A “recovery area” is established outside of runner services where runners and spectators can congregate. Hundreds of chairs are set up in a semicircle surrounding a stage and a live band. This stage is also used for the awards ceremonies for overall winners of the race. Our SOP is to invite the city mayor or other elected official or representative to perform to awards ceremony along with our Emcee. Awards: Our in-house designer designs all of our awards. Every participant will receive a finisher’s medal in the Runner Services area after the race. Our average medal is 4 inches in diameter and weights 8.5 oz, making them considerably larger than almost any other medals in the industry. We also provide special medallions for the top three male and female finishers in each age division (a total of 144 age division placers) as well as the top three overall male and female finishers. We typically award additional prizes to our top finishers that are donated by our sponsors such as free shoes, vacation packages, etc. Other: Other attractions at our finish venues include games (cornhole and giant jenga), beer gardens, vendor booths, food trucks, free photo booths and photo backdrops, face painters, etc. 10. Volunteer Recruitment and Management: This topic has largely been covered in the preceding sections. In summary, we compensate groups (preferably non-profit organizations) to provide hundreds of volunteers at our events to ensure that runners and spectators have a positive experience. Volunteers are all given food, drinks, and branded shirts. If given the opportunity to produce the new event in Portland, we will already have a very large base of volunteers to work with from our REVEL Mt Hood event. In addition to the army of volunteers recruited at each event, we bring along a crew of roughly two dozen individuals who work all of the events we produce. Other Facets of Event Production: In addition to the ten topics covered above, we would like to explain our project approach and work plan for several more areas of event production that were not specifically mentioned in the RFI: Customer Service: One of our full time staff members is dedicated to customer service. She constantly monitors email inquiries/requests as well as social media messages and comments. It is rare for a customer email to go more than three hours without receiving a response, and it is practically unheard of for an email to go 24 hours without receiving a response. In the outlier situations where an email does go more than 24 without receiving a response, our entire team receives an email from our software system alerting us to the problem. Medical: Our first preference is to partner with a local hospital to provide medical assistance to our event in the form of an in-kind sponsorship. Until such time as we are able to secure a medical sponsor, we will use a third party medical provider such as American Medical Response. Regardless of who performs the medical contract work, our SOPs for medical needs are as follows: Ambulances: Advanced Life Support (ALS) ambulances are stationed at intervals of no more than five miles along the race course. Medical Aid Stations: Three aid stations along the route will be designated as Medical Aid Stations. These are staffed by several trained EMTs who are looking for warning signs in runners as they arrive. They are equipped with advanced care kits in case they need to treat runners while waiting for an ambulance to arrive. 06 Finish Venue Medical Area: An enclosed medical area is located immediately adjacent to the finish line. Additional ALS ambulances are on hand in case the need for medical transport arises. EMT’s (1 per 500 runners) are stationed at the finish line to assist runners who finish the race in extreme need of medical attention. SAG Vehicles: Multiple SAG vehicles roam the route during the race to service non-critical medical needs. They pick up participants who are unable or unwilling to continue running, and escort them to the finish. The SAG vehicles are equipped with nutrition and drinks for the runners. SAG vehicle drivers communicate with the official medical provider (see below) in the Command Post via cell phone. Communication: A representative from the medical provider is stationed in the Command Post at the finish venue to act as a liaison with race management and law enforcement. This person maintains a list of all treated patients and dispatches ambulances as necessary. Bibs: Due to the high volume of bibs we purchase for our other events, we receive very favorable pricing on bibs. This allows us to add specialized features to the bib that many other races do not have. Examples include: Personalized Name: During registration there is an option for the runners to add a personalized name to their bib. They may choose to insert whatever custom text they wish to show up as the main text on their bib. Many runners take advantage of this option to add text such as “My 50th Marathon” or “Running Against Cancer.” Legacy Bibs: We recognize our legacy runners (people who have done the race every year since inception) with a specialized bib that is labeled as Legacy. The legacy bibs are gold in color. Team Name: If applicable, we print the team name on each bib. Runners are given a $5 discount if they register as part of a team of at least four individuals. Runners create their own team names. Returner Recognition: Our bibs display the number of years that each runner has participated in the race. For example, “4-time runner” is printed in the corner. Runners feel a sense of pride as they display how many times they have participated. Transportation: If the new race route is point-to-point, we will implement our SOPs for transportation. Our protocol is to reserve transportation for 100% of registered participants even though we know we will have a no-show rate of 8-10%. This ensures that we have a surplus of transportation in case our providers experience issues on race day (bus drivers get lost, call in sick, get flat tires, etc). Our preference is to work with government agencies to obtain school buses or public transit buses. If that is not possible, we contract with third party transportation providers to obtain the number of needed seats. Roughly one month before the event we perform a “dry run” with the managers of all the transportation companies. We meet with them onsite and walk through vehicle staging, routes, timelines, and participant messaging. We then require them to provide us with a list of all drivers and their contact information. Background checks are performed on the companies to ensure that there are no prior issues or red flags. We also use a Department of Transportation website to determine whether all companies are currently licensed and in good standing with the State. Parking: Our SOP is to pay for a local parking service to assist with race morning parking. Our ratio is approximately one parking attendant per 450 registered participants. Due to combined ridership and services such as Uber, we plan for fewer vehicles than the total number of registered participants. When selecting parking venues, we plan for a number of parking stalls equal to at least 75% of the number of registered participants. Sustainability: We will implement sustainable procedures during all possible stages of the event. All paper cups from aid stations and the finish venue will be collected separately to be recycled. All plastic water bottles given to participants at the finish line will be recycled. The Expo, start venues, and finish venue will all have large tow-away recycling containers to collect used shirt boxes, medal wrappings, unwanted result cards, etc. All small trash containers will have an adjoining recycling container placed next to them with clear recycling signage. All clothing dropped at the start venues and along the course will be collected and donated to charities. Food Bank staff will be on hand during the event to collect all unconsumed food and beverages. Runner Experience and Perks: As we have already mentioned, Runner Experience is our absolute top priority. We provide a host of free services and perks for which other events typically charge substantial fees. Examples include: Transfer/Withdrawal/Deferral Policy: Being runners ourselves, we understand that unforeseen circumstances (injuries, work duties, family emergencies) often prevent runners from being able to participate in races that they have signed up for. Our philosophy is that these situations present an opportunity for us to set ourselves apart from the rest of the industry. Whereas virtually all other events do not make exceptions, we allow our runners to transfer their race entries to other individuals, defer their race entries to the next year, or withdraw from the race and receive a refund of their entry fees. The feedback we have received from our participants has been overwhelmingly positive and we are confident that we have higher customer retention rates and customer satisfaction because of our runner-friendly policies. Free Photography: Our SOP is to station 10-20 photographers along the race course. One of the photographers is mobile, and roams the course capturing promotional photography. The others capture photos of individual participants. Immediately following the event we sort the photos by participant bib number using a proprietary process. Within 48 hours of the event, all participants receive an email with a link to their race photos. On average, a participant will have anywhere from 8 to 20 high-resolution and quality photos that they may download for free. We also offer a free service to upload the photos to the participants’ Facebook account in a specialized album. We are aware that many major marathons charge their runners a fee to receive their photos, but we believe that they are missing out on a very valuable marketing opportunity by doing so. Under our approach, by giving runners a dozen free photos and providing easy means to upload them to social media, we see a massive marketing benefit. All of our free photos are branded with a border or corner logo showing the name of the race. 07 Free Personalized Videos: In addition to the free photos, all participants receive a free personalized highlight video. The videos average roughly 2.5 minutes. A videographer captures race footage and creates a standard video copy. We then allow participants to insert still shots of themselves at various stages during the video. We also set up several video cameras along the course and at the finish line that are placed directly over timing checkpoints; this allows us to capture actual footage of each runner during the race and insert that footage into the standard video in several spots so that each video is unique and personalized for each runner. We also allow the runners to insert custom text on certain parts of the video. The videos can be automatically shared to Facebook or downloaded for free from the participants’ Results page. Free Shirt Exchange: When making our shirt purchases for each event, we purposely over-order by a certain percentage so that we have surplus inventory that can be used for shirt exchanges. Our experience has shown that even with the same manufacturer/factory producing our shirts for multiple events, the sizing of the shirts can often vary. We therefore set up a Shirt Exchange booth at our expo and finish venue and allow runners to exchange their shirts for a different size, free of charge. Free Boston Qualifier Luggage Tags: One of our main focuses is providing people with an opportunity to qualify for the Boston Marathon and recognizing them when they do. Immediately after crossing the finish line, our runners can visit the Results & Awards tent to receive a customized result card. This card will note whether the participant qualified for the Boston Marathon. All runners who qualify for the Boston Marathon are given a branded “Boston-Bound” luggage tag to commemorate their accomplishment, free of charge. Free Pace Bands: All runners receive free customized pace bands. Pace bands are available in increments of five minutes and list the cumulative pace, pace per mile, and overall time that runners need to hit for each goal time in the full and half marathon. Proposed Additional Events: We strongly propose the inclusion of at least a Half Marathon event in addition to the Full Marathon. If the City so desires, we are fully capable of including a 10K, 5K, and/or 1-mile run. We will largely defer to the City to make the decision to include these distances, although we strongly recommend the inclusion of at least a half marathon. Complications and Delays: As experienced event producers it would be naïve of us to assume that there will not be complications or delays with this new event. Every event we have ever produced has had unforeseen issues such as vandalism along the race route, weather concerns, law enforcement personnel shortages, etc. However, we do not anticipate any major issues that our team will not be able to overcome. We have been through nearly every scenario imaginable and have developed contingency plans to overcome unexpected complications and delays. A few examples are listed below: We have developed a contingency plan for severe heat or cold weather circumstances including additional aid stations, food, fluids, medical personnel, ice, emergency blankets, gloves, SAG vehicles, tents and canopies for shade, etc. We monitor weather forecasts starting one month out from race day and implement our contingency plans accordingly. We pack the necessary additional supplies in our trucks for each event so that we can be ready for unexpected weather circumstances. One of our Los Angeles Area events was held the weekend following the 2016 Presidential Election. Due to election results, riots broke out in Los Angeles and every law enforcement officer in the area was called on duty to manage the riots. With less than 48 hours’ notice our team was able to secure the dozens of needed law enforcement officers from neighboring counties to safely staff the event. We now have an SOP to work with multiple law enforcement agencies in the surrounding areas of our events so that contacts are in place should the need arise to pull officers from outside the immediate race area. A main road used as part of one of our race courses was unexpectedly put under construction by the state department of transportation during race week. Although we were able to scramble to overcome the issue, we now have an SOP to constantly communicate with city, county, and state departments of transportation and public works so that we are not caught off-guard by any projects. These are only a few of the hundreds of issues that we have learned to deal with. We believe that our experience in overcoming complications and delays sets us apart from other potential candidates. Any individual or organization who has not produced dozens of events and served tens of thousands of participants cannot possibly be prepared to overcome the inevitable complications that are inherent to the event production industry. There are certain contingencies that must be planned for that only appear on an organization’s radar once they have been experienced first-hand. We have been through the school of hard knocks and we are more prepared to deal with complications than any of our competitors. Final Notes Regarding Project Approach & Work Plan: – Due to page limitations, the items discussed above represent only a small fraction of our procedures. If any additional information is requested by the review committee, we will be happy to provide it. – The proposed project approach and work plan explained above are based upon our experience in operating the events in the REVEL Race Series in addition to other events for which we perform contract services. By listing our standard operating procedures, we do not mean to imply that this is the way the event must be produced. If the City has any issues or concerns regarding our proposed procedures, we are completely open to modifying our operations. Timeline for Operational Areas: We have included a simplified grid in the Supporting Information section that represents the timeline we adhere to as part of our SOPs. “Month 1” begins as soon as event registration opens (typically the day following the current year’s event), and “Month 12” begins one month before race day. It should be noted that this timeline is oversimplified due to the limited amount of space available to respond to the RFI. Our true timeline includes weekly tasks and operational areas that are not possible to include on this simplified grid. 08 SECTION 3 CAPABILITIES The RFI requests a description of the “experience of your and former work experience focused on marketing and organization to undertake this project, including names advertising, and she also leads those efforts at Brooksee. of agencies for similar work that has been performed.” In Alec Fowler gained a wealth of industry experience working response to this request, please refer to the paragraph titled “1. Experience in Event Production” in the Project Approach And Understanding / Work Plan section on page 2. for giants such as Ragnar Relay and The Color Run for more than five years before joining Brooksee as our Race Director. Alec has experience in directing roughly 25 major events per The RFI requests a “work plan section to include a brief year, many of which have over 20,000 participants. He has explanation of your overall approach to accomplish the Scope shut down major metropolitan downtown areas for events of Work. Include a performance timeline for each major task in Chicago, New York City, Philadelphia, and others. He has and activity.” In response to this request, please refer to the directed more than 100 events totaling nearly 1,000,000 par- Project Approach And Understanding / Work Plan section ticipants. His experience in metropolitan event production is on pages 2—8 , as well as the timeline grid in the Supporting invaluable to our team. Information section on page 12. Jenny Brooks has bragging rights in our office as the person Our Team: who has qualified the most times for the Boston Marathon. The greatest strength of our organization is the experience In addition to handling finance and accounting, she over- of our staff. We have recruited some of the best talent in the sees our merchandising efforts and plays a crucial role in endurance event industry. Below is a brief description of our customer service. essential personnel. Clark Draney, our VP of Partnerships, is a pedigree salesman Lane Brooks is a founding member of Brooksee and remains with more than 15 years of experience in forming partner- heavily involved in operations and strategy. Lane received his ships. He is also an avid marathon runner and personally undergraduate, graduate, and PhD degrees from MIT in the competes in large events across the country. His ability to field of engineering. He has completed more than 50 mara- approach partners from the perspective of a participant thons and enjoys combining his passions for engineering and gives him a unique advantage. Clark’s fulltime role is to running in his work at Brooksee. Lane developed the propri- cultivate relationships with event sponsors and vendors, and etary software that enables us to perform our own registra- work with our operations team to deliver valuable benefits to tion, timing, and other integrated services. He is responsible our partners. Clark constantly travels across the country to for the technical aspects of our event production and has the represent our events at other expos and meet with national capability to create virtually any additional services needed. brand partners. Jared Rohatinsky is the CEO of Brooksee and oversees Avery Johnson leads our inhouse design efforts as our operations, business development, finance, sales, and Creative Director. As an endurance athlete herself, she is inti- all other aspects of the organization. Jared comes from a mately familiar with the trends and tastes of our participants. financial background with a master’s degree in accounting. She is experienced in apparel design and is responsible for all He has experience in international business and has worked web design, print media, and collateral. with some of the largest accounting firms in the world. Jared is a former NCAA Division 1 Track & Field athlete and has valuable industry connections. Cydney Westgate serves as our Vice President of Business Development. Cydney is a former executive at Ragnar Relay and owned her own event production business for several years. Cydney has performed work for massive industry events such Color Me Rad and Slide The City. She has worked with some of the largest cities in the United States and Canada to produce events that include the closure of major downtown areas. She has produced more than 100 largescale events. Operations Staff: Our crew of ten operations staff members have produced dozens of events together and are key to the success of each race. They are where the “rubber meets the road” in terms of race week production. They manage operational details such as course management, venue setup, transportation, etc. Other Members: In addition to Lane, there are three other member-owners of our organization. They have decades of experience in business management and investments, and provide valuable high-level direction and strategy. They are also available to provide financial backup and stability if Anna Ryan oversees logistics as the Vice President of needed. Operations. With more than ten years of industry experience, Essential Qualifications Anna has worked with multiple event production companies across the country and has been involved in the production of dozens of large-scale events. Her educational background We would now like to demonstrate how we meet the four “Essential Qualifications” outlined in the RFI: 09 Experience: We have more than five consecutive years of experience in working with staff, volunteers, and government agencies to produce safe and successful marathons, half marathon, and cycling events. Throughout our history as an organization we have cultivated valuable and long-lasting relationships with sponsors, vendors, industry groups (such as Marathon Maniacs and Half Fanatics), and other stakeholders. We have never been asked by any stakeholder to not return to produce our events. We regularly work with City Councils, police departments, city staff, HOA’s, neighborhood groups, non-profits, chambers of commerce, etc. Experience in Community Relationships: The RFI asks that we “briefly describe any experience that demonstrates your organization’s ability to establish and maintain effective working relationships with government entities, local community-based organizations, and private nonprofit organizations.” To this end, we would like to outline two experiences that we have had in establishing community relationships with our events. In both instances our organization approached communities who had previously had very negative experiences with events, and we managed Corporation: Our organization is in good standing and to turn a hostile situation into a beneficial experience for qualified to conduct business in Oregon. Please see https:// local stakeholders. Please note because this document may secure.utah.gov/bes/details.html?entity=7775881-0160 for become public information, we have elected to not disclose our domestic (Utah) corporate information. We are also reg- the identities of the involved parties. istered as a Foreign Limited Liability Company in the State of Oregon, registry number 143763290. Please see http://egov. sos.state.or.us/br/pkg_web_name_srch_inq.show_detl?p_be_ rsn=1979475&p_srce=BR_INQ&p_print=FALSE for our foreign (Oregon) corporate information. Finally, we are registered with the City of Portland and Multnomah County and are in compliance with the City of Portland Business License Tax Law and Multnomah County Business Income Tax Law. Account number 855698. Business Integrity: We have no outstanding obligations to suppliers, vendors, or other service providers. We pre-pay government agencies such as police departments for the services to be performed at our events. No lawsuit has ever been filed against our company and we have never received complaints from current or former employees. We do not have, nor have we ever had, unpaid tax liabilities outside the standard allowable windows. We are an equal-opportunity employer with employees of various genders, religions, sexual orientations, etc. Half of our fulltime employees are women and we offer equal pay to men and women. Example 1: We approached several stakeholders with a proposal to produce a marathon and half marathon along a route that had previously been used by a large and nationally-recognized relay event. Our stakeholders included federal, state, county, and city government agencies, a fire department, a school district, and two influential community councils. Every one of these stakeholders expressed extreme opposition to our proposal due to the fact that the large relay race had destroyed the trust of the community. In previous years the relay race failed entirely to communicate with community groups, remove trash and event debris from the route, and implement planned procedures. Furthermore, the relay created a traffic cluster that was beyond the realm of reasonable delays and lead to an uproar of protests from local community councils. Over a period of several months our staff traveled to the location multiple times to meet faceto-face with every single stakeholder. During the weeks when we were not physically at the location, we maintained constant contact via weekly phone calls and emails. We arranged Financial Stability: Our company carries no debt. We have site visits and course drives with the stakeholders and never missed one payroll cycle in the history of our company. listened to their concerns. We attended Town Hall meetings We have never missed paying a single invoice or been charge and spoke directly with community boards and individual penalties for late payments. We have several investors who residents. Eventually we were able to identify all of the pain are ready and willing to contribute additional funds to the points that needed to be avoided as well as the benefits the company if needed; some of these investors are already community wanted to receive. We began to work in conjunc- minority members of the business and others are eager to tion with our stakeholders to formulate an operations plan join once we are ready to invite them on board. We have for our proposed event. Our stakeholders became partners sufficient cash reserves to fund all operations for a consid- in creating the operations plan, and the plan began to gather erable amount of time without any additional revenue. Our support and momentum. We eventually brought several of cash reserves are sufficient to overcome complete event the stakeholders together in a series of multi-jurisdictional cancellations, major unforeseen failures, etc. meetings. Together as a group we fine-tuned the plan and came to a consensus. 10 The event is now in its fourth year and is so popular among visited local running stores and run clubs, and met personally the national audience that the marathon sells out within with influential runners in the area. Ultimately the event was months of registration opening. The city’s special event a success and confidence has been restored in the commu- permitting manager literally shares our operation plans with nity and among runners. other event producers as an example of how to operate. What this means for the City of Portland Marathon: The two federal agencies have extended 5-year permits for the event. We continue to attend the Town Hall meetings each year and literally receive ovations from the residents and community board members when we present. We have donated more than $15,000 to the local school and volunteer fire department. Community residents turn out each year to volunteer at the race and to cheer for our runners as they pass their neighborhoods. We provide free marketing opportunities and financially compensate businesses along the route in exchange for allowing us to stage assets on their property. The community now embraces our event and looks forward to it happening each year. The two examples given above demonstrate our ability to accomplish the task at hand with the City of Portland’s marathon. Although the unfortunate situation surrounding the former event has damaged the event’s image, we have a very optimistic outlook for the future of the race. We have proven that we are capable of restoring the trust of the community as well as runners, and we are eager to get to work to make it happen. In order to successfully restore this race to its rightful position as one of the world’s best marathons, the City needs our organizational skills and experience. Runners need to be reassured that the right people are at the helm of their beloved race, and they will be ecstatic to learn that the Brooksee team has filled that position. Example 2: The second example is nearly identical to the first. We proposed a marathon and half marathon along a route that had previously hosted a different marathon. The previous event producer lost all credibility with local stakeholders as well as local and national participants. The individual responsible for the production of the previous event neglected to pay law enforcement agencies and several References: We have listed three references in the supplied Respondent References form in the Supporting Information section below. In addition to the Respondent References form, we have listed several additional stakeholders that will be happy to speak to our professionalism and capabilities as event producers. Finally, we have included several letters of recommendation addressed to the review committee. other vendors and suppliers. After several years of shoddy operations, he ultimately canceled the event mid-season and never issued refunds to the participants who were already signed up for the race. This presented a unique challenge to us because we were inclined to use roughly the same name for our event as was used by the previous event producer. There was significant value to be had in the name of the location and we did not want to miss the opportunity that came along with including that name in the event title. However, we encountered issues when we began approaching restroom providers, traffic control agencies, volunteer groups, venues, etc, because they all assumed that we were the same entity as the previous event producer and they were hesitant to do business with us because of the soiled reputation. Similarly, local and national runners associated the event name with poor quality. Google searches of the event name returned results that only showed negative news articles, scathing runner reports, and discontinued websites. By repeating the process described in Example 1 above, we ultimately won the confidence of the local stakeholders and vendors. We were even asked by the county department of transportation and sheriff’s department to provide consulting services to other large event producers in the area to help them get their operations in order. We also launched an aggressive marketing campaign to help the race name regain the trust of runners. We recruited local brand ambassadors, 11 SECTION 4 SUPPORTING INFORMATION SUPPORTING INFORMATION Timeline: Below we have included a grid that represents the timeline we adhere to as part of our standard operating procedures. “Month 1” begins as soon as event registration opens (typically the day following the Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 current year’s event), and “Month 12” begins one month before race day. Operational Item Month 8 Month 9 Month 10 Month 11 Month 12 It should be noted that this timeline is greatly oversimplified due to the limited amount of space available to respond to the RFI. Our true timeline includes weekly tasks and operational areas that are not possible to include on this simplified grid. Month 7 Included in multi-jurisdictional meeting Barricade Ongoing communication to add to room blocks. 75% of budget spent by end of month. Issue RFP to local photographers Ongoing solicitation efforts and benefit fulfillment 75% of volunteer needs should be met Ongoing effort Initial course drive & site walkthrough Additional background check Submit final numbers 90% of budget spent by end of month. Initial course drive Ongoing solicitation efforts and benefit fulfillment 110% of volunteer needs should be met Select and contract 11 local photographers Course drive & site walkthrough with PD event coordinator Ongoing solicitation efforts and benefit fulfillment 90% of volunteer needs should be met Ongoing effort Final course drive & site visit. Weekly checkins for updates. Ongoing effort Weekly check-ins Weekly check-ins Weekly check-ins, final instructions given. Operational Personal meetings with check-ins with leaders and captains, group leaders and shirts delivered. captains Final course drive & site walkthrough Final quantities due Final course drive. Insurance obtained. Ongoing solicitation efforts and benefit fulfillment Personal Weekly check-ins meeting with each photographer Included in Weekly check-ins multi-jurisdictional meeting Included in multi-jurisdictional meeting Ongoing commu- Ongoing commu- Ongoing commu- Deliver welcome nication to add to nication to add to nication to add to letters, confirm private room blocks. room blocks. room blocks. shuttles Final course drive & site visit. Weekly checkins for operational updates. EDDM hits all effected zip codes. Final in-person visit to all businesses along route Debrief meeting w/ City & Lock in contract for barricade provider. Note coming year. needed changes. Course drive & site visit with barricade provider. Ongoing Ongoing solicisolicitation & tation & public public outreach outreach efforts efforts EDDM & Public Notification Ongoing effort Ongoing solicitation & public outreach efforts Debrief w/ City to determine needed changes to public outreach plan Site visit with Weekly check-ins decorator (pipe & drape) Ongoing solicitation & public outreach efforts Lock in contract for coming year Site visit with ven- Weekly check-ins dors & suppliers. Ongoing solicitation & public outreach efforts Expo Lock in contract for coming year Ongoing effort Ongoing commu- Ongoing commu- Ongoing nication to add to nication to add to communication room blocks. room blocks. to add to room blocks. Ongoing solicitation & public outreach efforts Finish Venue VP of Partnerships begins outreach to on-course businesses. Hotels Lock in contract for Ongoing commucoming year. Publish deals nication to add to on website. room blocks. Ongoing effort Ongoing solicitation efforts and benefit fulfillment Ongoing recruitment effort & public outreach activities Initial quantity estimate due Submit planned number of officers needed w/ hours and positions Course drive & site visit with medical provider. Ongoing effort 33% of budget Ongoing effort spent by end of month. Finalize design due Ongoing solicitation efforts and benefit fulfillment Ongoing recruitment effort & public outreach activities Obtain City Final version of VP of Partnerships approval for new EDDM sent to. secures on-course EDDM based on First in-person partners prior feedback visits to businesses along race route Marketing Renew listings for online race calendars Lock in contract for coming year. Perform background checks Ongoing solicita- Ongoing soliction efforts and itation efforts benefit fulfillment and benefit fulfillment Ongoing recruitment effort & public outreach activities Ongoing recruitment effort & public outreach activities Ongoing Ongoing commucommunication nication to add to to add to room room blocks. blocks. Medical Debrief with medical pro- Lock in contract for vider to review needed coming year. changes Police Debrief meeting w/ City & PD to discuss needed changes Photography Restrooms Review survey to determine needed changes Send thank-you letters, shadow boxes, and postevent data to partners Shirts, Medals, Review survey to deterSwag mine runner preference Lock in all contracts for coming year Vendors & Sponsors Transportation Volunteers Send thank-you letters and shadow boxes to groups. Attempt to lock in Ongoing soliccontract for coming itation efforts year and benefit fulfillment Attempt to lock Ongoing recruitin agreement for ment effort & coming year public outreach activities 12 Additional References Agency Type Name Paul Brenneman Agency Law Enf. Lt Douglas Hanna Law Enf. Chief Don Hutson Law Enf. Teresa Wilson Law Enf. Sgt Jason Rich Law Enf. Sgt Darren Reimer Cottonwood Heights Police Dept Pima County Sheriff’s Dept Unified PD of Greater Salt Lake Pima County Sheriff’s Dept Las Vegas Metro Police Dept Nevada Highway Patrol Law Enf. Captain Ron Prater Dept of Trans. Phone 801-944-7100 Email 520-351-6124 pbrenneman@cottonwoodheights.utah. gov Douglas.hanna@sheriff.pima.gov 801-891-5878 dhutson@updsl.org 520-351-6240 teresa.wilson@sheriff.pima.gov 702-828-3442 J9052R@lvmpd.com 702 395-0532 dreimer@dps.state.nv.us Colorado State Patrol 303-273-1842 ron.prater@state.co.us Christian Snuffin Clackamas County DOT 503-742-4716 csnuffin@co.clackamas.or.us Dept of Trans. Angela Parsons Nevada DOT 702-385-6508 aparsons@dot.state.nv.us Dept of Trans. Nazee Treweek Utah DOT 801-887-8763 ntreweek@utah.gov Dept of Trans. Ricardo Martinez Pima County DOT 520-724-2612 ricardo.martinez@pima.gov Federal Shelby Johnson 702-515-5356 sajohnson@blm.gov Federal Nathan Fletcher Bureau of Land Management Mt Hood National Forest 503-668-1640 nathanfletcher@fs.fed.us Fire Dept Chief David Martin Mt Charleston VFD 702-327-0297 demeritmartin@gmail.com Fire Dept Chief John Ingrao Hoodland Fire 503-622-3256 johningrao@hoodlandfire.org Fire Dept Matt MacFarland Unified Fire Authority 801-556-5063 mmcfarland@ufa-slco.org Fire Dept Chief Joe Gunia Mt Lemmon Fire 520-576-1201 jgunia@mlfdaz.org Venue Owner Nate Thompson 801-858-0600 nate@nuterrapartners.com Venue Owner Ricky Hower Nuterra Property Management Timberline Lodge 503-272-3184 rhower@timberlinelodge.com City John Park 801-944-7010 jpark@cottonwoodheights.utah.gov City Esther Reincke Cottonwood Heights City Manager City of Las Vegas Events 702-229-6672 ereincke@lasvegasnevada.gov City Mayor Mike Peterson Cottonwood Heights 801-718-1421 mpeterson@cottonwoodheights.utah.gov Community Meggan Holzer 702-455-0341 meggan@clarkcountynv.gov Community Barbara Cameron 801-694-9045 barbaracameron@hotmail.com Community Michael Stanley 520-576-1538 lemmonh2o@aol.com Community Ben Hill Clark County NV Community Liaison Big Cottonwood Community Council Summerhaven Community HOA CH Recreation Foundation 801-943-3190 bhill@cottonwoodheights.com Travel/Tourism Josie Ratnayake Travel Portland 503-548-0970 josie@travelportland.com Travel/Tourism Cindi Lee Santa Fe Hotel 702-636-2438 Travel/Tourism Kerstin Middleton Sheraton Hotel 720-963-2059 kmiddleton@sheratondenverwest.com Travel/Tourism Clay Partain Visit Salt Lake 801-534-4923 Cpartain@visitsaltlake.com Law Enf. 13 To the City of Portland, I am writing to express my profound appreciation for Brooksee, the producers of the REVEL Big Cottonwood Marathon & Half. Our city has hosted this premiere event for the past 6 years, drawing thousands of runners, families and spectators to the finish line in our downtown area. With all the logistics of traffic, safety and environmental concerns at play, Brooksee and its officials always perform admirably. In fact, we have never had a single problem or major incident associated with the race over the past 6 years, and I believe this is due to the skill and care given by the Brooksee team. As anyone who is familiar with event production can attest, hosting such a large race can cause headaches with respect to traffic, commerce, and weekend scheduling. Brooksee has been fantastic to work with in alleviating these problems and has proven more than capable in adjusting their operations to address such concerns. Their team does an outstanding job of communicating directly with local stakeholders and provides complementary marketing benefits to dozens of businesses located on the marathon route. More importantly, the Brooksee team has been diligent in mitigating the impact of the race on the local environment, cleaning all areas of debris and refuse during and after the event. I dare say that there is no visible evidence that thousands of runners and spectators were even on the route only a few days after the race. Brooksee’s event has benefited a number of community groups and non-profit organizations in our city. The event gives back in a way that encourages the community to volunteer and become involved in the exciting race atmosphere. I can speak from experience and assure you that the Brooksee team is more than capable of producing the world-class event that your city is looking for. I recommend their services without hesitation. Sincerely, Mayor Mike Peterson Cottonwood Heights mpeterson@cottonwoodheights.utah.gov 14 To the City of Portland Marathon Review Committee, To my counterparts in Portland, I wholeheartedly support Brooksee’s bid to produce the new marathon for the City of Portland and give them my highest recommendation as event service providers. The City of Las Vegas is entering its fourth year in partnership with the Brooksee team and the REVEL Mt Charleston Marathon & Half. I encourage you in the strongest language possible to select Brooksee to produce your city’s marathon. The American Fork Canyon Run Against Cancer, owned by Intermountain Healthcare, is one of the largest charitable races in the United States. As Director of the event, I am responsible for overseeing all aspects of event management including race timing, registration, photography, course mapping, email communication and more for thousands of participants each year. I utilize Brooksee’s event management services to execute these operations and am now entering my fourth year as an extremely satisfied customer. Brooksee’s system has streamlined multiple platforms into one management tool for me and my team. When email marketing, volunteer management, customer service, registration, CMS, photography, results and more all work together it significantly impacts the team’s workload and efficiency. Prior to Brooksee I had used multiple platforms that required working with several customer support individuals and managing dozens of tabs to complete projects. Since implementing Brooksee’s system I am able to streamline my workload and cater to the participant. My runners have benefitted enormously from Brooksee’s streamlined system. The ease created by the integration timing, registration, and photography services gives runners a wholistic event experience that protects them from ever dealing with third parties or competing brands. I am confident that no other event service provider could offer an equal experience for my runners. Brooksee’s system improves all aspects of my event and participants rave about the organization and professionalism of the race which is in large-part because of Brooksee’s tools. As business partners, the Brooksee team has been wonderful to work with. They are incredibly attentive to my needs and respond to my emails and phone calls afterhours, over weekends, and even when they are on vacation. They have fulfilled every contractual agreement we have entered in to, and regularly go above and beyond our expectations to over-deliver on their obligations. Additionally, I have been a participant of the REVEL Race Series and have experienced first-hand the unmatched quality of their events. As a satisfied client and customer, I have no hesitation in guaranteeing you that Brooksee will perform better than any competitor you are considering for the production of your city’s marathon. Sincerely, Holly Hardy Director – American Fork Canyon Run Against Cancer holly.hardy@hotmail.com 801-602-0017 Our city depends on travel and tourism. Special events are a vital piece of our economy and we therefore take event permitting very seriously. It is vital that we work with competent and responsible event producers to keep our commerce running. My department works with some of the most prominent events and producers in the world and I do not hesitate to say that there is no other organization that surpasses the quality, integrity, and communication of the Brooksee team. Brooksee brought thousands of runners and spectators to our City last month. A remarkably high percentage of their marathon runners—87%– traveled here from outside the state of Nevada. The race brought participants from all 50 states and over a dozen countries. Brooksee did an outstanding job of working with our hotels to put heads in beds and ensure that their runners fed into the local economy. They also balanced the sensitive needs of residential areas so well that we did not receive any complaints regarding the event. One of Brooksee’s most impressive skills is their ability to bring together stakeholders from several different agencies to form a cohesive group dedicated to supporting their event. Not only do they work well with our Events, Public Works, Parks, Fire, and Police Departments, but they also orchestrate a combined effort with Clark County Community Liaisons, State DOT, US Forest Service, BLM, private land owners, schools, and community boards. They have the rare ability to work with and across multiple jurisdictions to execute a highly complex operations plan. As a business, I have found Brooksee to be a highly trustworthy and dependable firm. They have always fulfilled their financial and other obligations to the City. They are in constant communication with us via email, phone, and in-person. They quickly complete deliverables and are more than thorough in their applications and supporting documents. They have met all requirements of their permits with ease. As a runner myself, I decided to participate in the REVEL Mt Charleston half marathon last month so that I could experience the event first-hand. As impressed as I am with their professionalism in the permitting process and behind-the-scenes execution, I am equally as impressed with the forward-facing quality of their race. I enjoyed the experience so much that I am considering traveling to Tucson later this year to participate in another Brooksee event. I am confident that you will not be able to find a better partner to produce your city’s marathon. They will exceed your expectations and deliver an event that will be an incredible benefit to your community. Sincerely, Esther Reincke Special Events Administrator City of Las Vegas ereincke@lasvegasnevada.gov 702-229-6672 15 BRIMJKSEE 11908 Ithica Dr, Highland, UT 8?1003 80? $300024 To: Allison Madsen From: Capstone Event Group, LLC Re: RFI Number 00000932 The City of Portland Marathon Dear Ms. Madsen, Capstone Event Group (CEG) is a sports marketing and event management company based in Raleigh, North Carolina. CEG was founded in 2011 based on two core beliefs: 1. Races are community events – that must be reflected their character and beneficiaries. 2. Participants deserve quality, convenience, great service, and our best - without exception. We have grown from a single half marathon in June of 2012 to nearly 20 marathon and half marathon events across the country. Today, we operate events under the following brands: City of Oaks Marathon, Myrtle Beach Marathon, Charleston Marathon, Hamptons Marathon, Race 13.1 Half Marathon Series, and the Resort Races Collection. In addition to starting and building new events, CEG has an expertise and distinct focus in rejuvenating and revitalizing legacy races. We understand how important a generational event can be to a community, as civic and economic impact are felt far beyond race weekends. We also recognize the challenges that face such events as they attempt to maintain their identity while adapting to a competitive and rapidly maturing marketplace. Since our inception, CEG has produced over 75 events, attended by more than 90,000 people – 96% of whom report that they would recommend a CEG event to a friend. Mission Statement To produce best in class events that create capstone experiences for our customers and deliver value for our partners. Foundational Principles Be Relentless - never fail due to lack of effort Serve Our customers, partners, and each other with positivity and professionalism Learn In order to improve, innovate, and compete Share Our knowledge, ideas, reflections, feedback, successes, and challenges Engage Fully own and lead our projects and take responsibility for results Do the right thing. We appreciate the opportunity to be considered to help revitalize a running event that has the potential to be a premier U.S. event that makes the City of Portland and its community proud. Sincerely, John Kane Founder & CEO Charlie Mercer President & COO (d) 919-578-9080 (c) 919-720-3980 (e) john@capstoneraces.com (d) 919-578-9089 (c) 919-803-9596 (e) charlie@capstoneraces.com 3803-B Computer Dr., Suite 205, Raleigh, NC 27609 We produce best in class events that create capstone experiences for our customers and deliver value for our partners. EXECUTIVE SUMMARY Background The City of Portland values its running community and recognizes what a well produced, successful running event can do for so many of its stakeholders. There have been many successful running events in the City’s history due to its sports friendly environment and desirability as a weekend destination. Due to the gap left by the previous Portland Marathon, the city is in the process of identifying an organization that has the experience, resources and ability to build a new premier marathon event that will benefit the City of Portland and attract runners near and far. CEG is aware of the history of the previous Portland Marathon, both the good and the bad. Regrettably, we have relevant experience navigating similar situations. In January, 2016 CEG stepped in to a situation with similar allegations, albeit less widely reported, related to the City of Oaks Marathon in Raleigh, NC (additional detail: https://goo.gl/266g1z). Despite a situation we would have preferred not exist, CEG successfully restored respect for the race in the community, increased race participation, and restored annual charitable donations to historical levels. We believe there is opportunity to create a revitalized City of Portland Marathon event given the participation levels seen in the previous Portland Marathon, the attractiveness of the city for tourists and the City of Portland’s commitment to partner selection and the event itself. We also understand the potential headwinds that may exist in rebuilding trust within the running community and that it may take time for the event to reach its potential. Our experience, perseverance and unique approach make us uniquely qualified to build this event into one of the most sought after running events in the Northwest. Qualifications We have successfully incorporated three long standing, reputable events into our operation: City of Oaks Marathon, Myrtle Beach Marathon and Charleston Marathon. We are in the process of integrating Hamptons Marathon which we will operate for the first time in 2018. In an industry where many events have experienced declining participation trends, CEG has been successful in halting, or reversing, registration trends in our first year after taking over an event. The graphs below show registrations for each event. 6,000 5,000 8,000 5,010 5,168 4,996 7,000 6,858 6,000 3,881 4,000 7,484 6,239 6,040 5,000 3,000 4,000 3,000 2,000 When CEG took over MBM, the 2017 event was projecting 5,550. Promotional efforts over the last three months were able to limit the year over year decline 2,000 1,000 0 1,000 2013 2014 2015 2016 0 2014 2015 2016 2017 CEG first year of operation *CEG grew registration for Charleston Marathon in our first year operating the event. Our goal is to build events that have long term viability as well as a long term, positive impact on local communities. When we take over events, we do not rebrand them and make them “corporate”, but rather embrace the people, organizations and local elements that make those events unique. We spend a great deal of time developing an understanding of the history of an event, a city’s running community and stakeholder expectations. Those expectations, along with our understanding of how to cultivate and operate events, forms the foundation of our approach which is unique in every market we serve. Qualifications (continued) We combine the expertise of an established company, whose purpose is to produce best in class running experiences, with an approach that not only embraces, but emphasizes, the unique local elements of each event. We do this by: • Hiring passionate, highly qualified people with similar core values • Utilizing a powerful project management system and other technologies that allow for efficient organization and management of tasks that are replicable across races, allowing us to devote more energy to making each event unique • Prioritizing the development of strong relationships with City agencies, local charity partners, sponsors and the running community, as well as using local vendors whenever possible • Conducting surveys and focus groups to help make the best decisions on how to positively impact the runner experience each year Number of CEG Events 2016 2017 2018 2019 20 23 15 18 *After 2017, we decided to reduce the number of events in our Race 13.1 half marathon series in order to focus on revitalizing legacy events. We expect to take over operations of 2 – 3 more large scale, existing events in 2019. A few additional statistics about CEG events # of events produced 76 in over 30 different cities throughout the U.S. Total participation >91,000 States in which we have operated events 15: FL, GA, SC, NC, VA, MD, WV, TN, MO, OH, AR, TX, MI, AZ, CA Runner satisfaction Avg score (Jan, 2017 – present): 4.2 on a 1-5 scale (5 being highest) Our Team / Integration of the event into operation Our team has experience leading large scale running events, and our operating model allows us to sustain them while honoring unique local traditions. Should we operate the Portland Marathon, Cory Michel would be the lead staff member from CEG. Prior to joining CEG, Cory worked with Rock N Roll Marathon for 3.5 years and led operations for many of their premier events including Vancouver, Seattle, San Francisco and San Diego. CEG has the same number of staff in 2018, operating 15 events, that we had in 2017 when we successfully operated 23 events. Our current growth plan calls for two additional full time hires before 2019 when we plan to add 23 events to our portfolio. Our marketing, communication and customer service team, made up of 9 full time and part time staff as well as a marketing agency, serves all of our events. Leadership Team John Kane – Chairman & CEO John has been the CEO of Capstone from its inception in 2011. He was Director of Investor Relations and an Operating Partner at Lookout Capital for over 4 years; prior to that, he served as President & COO of YF Atlantic, LLC where he was responsible for the development and operation of 12 frozen yogurt franchises over the course of 2 years. A North Carolina native, John graduated from North Carolina State University where he was a letterman on the football team. Charlie Mercer – President & COO Charlie joined Capstone in his current role in January, 2014. Prior to that, he had over eight years of consulting experience. Most recently, he served as a Manager in Deloitte’s Strategy and Operations consulting practice where he focused on mergers and acquisitions, strategic planning and performance improvement. He received an MBA From UNC-Chapel Hill‘s Kenan-Flagler Business School and earned an undergraduate degree from Duke University. Full Time Staff Abbey Temple VP of Marketing & Communications Harrison Schenck Senior Operations Manager Cory Michel Senior Operations Manager Part Time Staff Ron Wahula City of Oaks race director for 7 years Dawn White Experienced event operator and running store operator in Myrtle Beach Brian Malak Experienced event operator in Charleston Blake Shelton Operations Manager 3 part time customer service staff Jill Caputi Operations Associate 1 part time marketing staff Kara Zoellner Communications Associate 3 operations interns and 1 marketing intern Kaitlin Heck Marketing Associate 1 Marketing Consultant Select Capstone Partners “BCBSNC’s partnership with Capstone has proven to be one of the most cost efficient partnerships we have entered. Our consumer engagement ratio is highest of all onsite events we’ve participated in and 69% higher than that of our NASCAR race activation. ” – Eric Quimby Manager of Sports & Experiential Marketing "We activate numerous races, festivals and events each year, and I’m thrilled to say that the City of Oaks Marathon was up there with the best of them. The event was professionally organized and managed with exceptional onsite customer service throughout. – Lauri Moore Sr. Marketing Manager APPROACH and CAPABILITIES Framework and Milestones For the 2019 event, CEG recommends offering a marathon, half marathon and 5k based on what we currently know about the objectives for the event. CEG takes a similar approach when starting a new event and taking over operations of an existing event. We believe all events mean different things to different people, and that an event cannot be executed effectively without first defining an event’s values and objectives. We focus on three primary activities during the first year of operating a new event and revisit all of these things in subsequent years as we continuously seek to improve. Evaluate Integrate Execute First, we spend time understanding the history of an event, the running community of the city and gathering feedback from stakeholders in order to define the event’s unique ‘brand values’ and strategy for building a sustainable future Next, we assign a CEG event lead, establish goals and budgets, and build the website, communications materials and project management system. We spend a great deal of time building local relationships and have hired at least one part time staff member in every market where we’ve taken over operations of a major event. With the goals and strategy defined and key resources assembled, we optimize marketing efforts, sell key sponsorships, and develop all detailed plans for race weekend (e.g., course, expo, finish line party, etc.) while coordinating the resources necessary to produce a high quality event. Key Milestones Prior to Fall, 2018 event • Invest time speaking with stakeholders and gathering information from past Portland running events to define the new event’s brand values • Obtain permit for 2019 event • Go live with new event website and registration system • Open registration on race weekend if possible • Begin to establish goals and budgets 12 months – 6 months prior to the Fall, 2019 event • Finalize goals and budgets • Define 3 – 5 biggest areas for improvement (for repeat events) and make plans to address those • Finalize key partnerships, including charity beneficiary • Design course or make course and traffic control plan adjustments if needed • Set up volunteer recruitment system • Sell sponsorships • Optimize marketing • Set up project management system 6 months leading up to the Fall, 2019 event • Continue to sell sponsorships, optimize marketing and create new local partnerships • Volunteer recruitment • Vendor identification • Weekend execution planning Proven Capabilities CEG has experience starting races or taking over race operations for events in 30 cities. We understand how to work with city agencies, develop local community partnerships and operate great running events. A few stats highlight our ability to contribute locally, sell sponsorships and recruit race resources for large scale running events in several different markets. Charleston Marathon City of Oaks Marathon Myrtle Beach Marathon Annual donations to local charity (Avg) $70,000 $40,000 $15,000 # of sponsors 13 15 10 # of expo exhibitors 26 54 45 # of volunteers 434 638 499 # of local, part time staff 1 1 2 Customer service scores 4.12 4.39 4.68 (scale of 1 – 5, 5 being highest) To address our approach in a few additional areas: • We have a strong working relationship with all city agencies and individuals, and we coordinate all vendors required to produce our events • We utilize industry leading project management systems and customer service technologies • We manage our own websites and have a very close partnership with our registration provider • We utilize in house, consulting and agency resources for marketing which is an emphasis for CEG • We work with reputable, proven timing providers for every event • We have a dedicated full time staff member who focuses on course design and traffic control plans • We create finish line experiences that provide consistent enjoyment across events but which incorporate unique local flare Risks and Mitigation Execution of running events is challenging given the vast number of resources that need to be coordinated and steps that must be executed within a specified timeframe. Combined with the need to effectively promote, sell sponsorships, provide customer service and manage websites and communications, it is no wonder that few organizations can execute all elements of event production well. Injecting new life into an event during a time when running participation is trending downward and even highly reputable and capable organizations like Rock N Roll Marathon are discontinuing events, is even more difficult. CEG has been able to successfully do this, even with an event that had similar challenges to the previous Portland Marathon. There are certainly risks, and a few are listed below, but we do not foresee any material challenges that we have not previously experienced and successfully navigated before. Risk Mitigation Overcoming negative perceptions about the previous Portland Marathon We believe the City is smart to recruit a new event operator with its current approach. A new look and feel for the event will be critical to highlight the great things a marathon event in Portland can offer. We would leverage our experience as well as the expertise of our Marketing Consultant, who spent much of his career in brand management at Johnson and Johnson, to effectively launch the new brand and messaging. CEG proximity to Portland It can be challenging to truly understand a community from afar, and we believe a good running event must represent its host city well. Our team is committed to being in market as much as needed – we have driven 6 hours to attend a 15 minute city meeting before when we could have called in. In addition, we will hire and partner with local resources who feel ‘ownership’ for the event. We are committed to the longevity of the races with which we are involved and we understand that local knowledge and presence is critical to an event’s longevity. City support regarding course design and traffic control A running event cannot sustain as a premier destination event without a race course that highlights some of the best a host city has to offer. Designing a great course can occasionally be in conflict with other city priorities and we understand that. We consistently work closely with city representatives to creatively design routes that fit each party’s criteria as much as possible. References We completed the ‘respondent reference form’ in the RFI materials. However, we have listed those references as well as two additional references below should the City of Portland be interested in additional perspectives. Each reference has worked closely with us on one of the legacy events we’ve taken over, and each can provide a unique perspective on CEG. Jerry Beckman can offer insight as to how we handled the issues with City of Oaks Marathon, which are similar to the issues encountered with the Portland Marathon. Name Title Location Event Contact Jerry Beckman Chairman, City of Oaks Marathon Raleigh, NC City of Oaks Marathon 919-931-8621 beckman262@gmail.com Robin Berlinsky Executive Director, Engaging Creative Minds Charleston, SC Charleston Marathon 843-442-6242 robin@engagingcreativeminds.org Tim Huber Director, Sports Tourism Dept Myrtle Beach Myrtle Beach, SC Myrtle Beach Marathon 843-918-2278 thuber@cityofmyrtlebeach.com Joey Crosby Captain, Myrtle Beach Police Dept Myrtle Beach, SC Myrtle Beach Marathon 843-450-0131 jcrosby@cityofmyrtlebeach.com Scott Dupree Executive Director, Greater Raleigh Sports Alliance Raleigh, NC City of Oaks Marathon 919-645-2657 sdupree@raleighsports.com ® You Can. You Will. Contact Information John Kane Founder & CEO 3803-B Computer Dr., Suite 205, Raleigh, NC 27609 (d) 919-578-9080 (c) 919-720-3980 (e) john@capstoneraces.com Charlie Mercer President & COO 3803-B Computer Dr., Suite 205, Raleigh, NC 27609 (d) 919-578-9089 (c) 919-803-9596 (e) charlie@capstoneraces.com Respondent References – RFI 00000932 Reference 1 Name of firm City of Oaks Marathon Street Address PO Box 12063, Raleigh, NC, 27605 City Contact Person Jerry Beckman, Chairman State beckman262@gmail.com Dates of Service 1/1/16 – present Zip Code Telephone Number 919-931-8621 Value or cost of service N/A Description of service provided Jerry was chairman of the City of Oaks Marathon Board when Capstone Event Group acquired the event. The event was having similar challenges to those experienced by the Portland Marathon, and he can speak to our ability to navigate those challenges and revitalize an event that had been around for 9 years prior to our taking over. Reference 2 Name of firm Engaging Creative Minds Street Address City 7301 Rivers Avenue, Suite 270, North Charleston, SC, 29406 Contact Person Robin Berlinsky, Executive Director State robin@engagingcreativeminds.org Dates of Service 7/1/2017 – present Zip Code Telephone Number 843-277-2016 Value or cost of service N/A Description of service provided Engaging Creative Minds (ECM) is the nonprofit that owns Charleston Marathon. Capstone Event Group operates the event under a license arrangement and guarantees a minimum donation amount to ECM each year. Reference 3 Name of firm Myrtle Beach Sports Tourism Department Street Address 1003 Crabtree Lane, Myrtle Beach, SC 29577 Contact Person Tim Huber Dates of Service 10/1/2016 - present City State THuber@cityofmyrtlebeach.com Zip Code Telephone Number 843-918-2278 Value or cost of service Description of service provided Capstone Event Group acquired the Myrtle Beach Marathon in Fall, 2016. Tim is our primary City of Myrtle Beach contact and has seen us interact with the Myrtle Beach police, City Services and other Myrtle Beach departments during the course of event planning and execution. He has attended our event and is responsible for reporting economic impact each year. DCB EXTREME ADVENTURES dba Events, LLC 519 Adams Ave, Louisville, CO 80027 602.312.4499 david@eventsllc.org Dat e: 15 May 2018 RFI Num b er: 00000932 Requ es t f or Inf orm ati on f or th e C ity of Portl and M ara thon City of Portland PBOT Attn: Allison Madsen 1120 SW 5th Ave. Room 800 Portland, OR 97201 Dear Ci ty of P ortl and: DCB Extreme Adventures, Inc. (dba Events, LLC) is an Arizona S-Corporation with 17 years of excellent business standing as an event operator and event manager organization. The organization is transitioning to a limited liability company in the State of Colorado. It is the intent of this organization to provide the City of Portland information regarding our event experience and approach to managing the City of Portland Marathon. Our response will outline; • Our teams’ specific endurance event expertise over the past 18 years • This teams’ opinion of the endurance event space and how we would approach the design and planning of the City of Portland Marathon • A list of our teams’ capabilities • A list of references within the endurance space that will help the City of Portland truly vet our teams’ experience The Events, LLC team looks forward to becoming a trusted resource to the City of Portland in creating a new Marathon image that truly represents the City of Portland. Sincerely, Davi d B enj es , Lu cy Dia z & N ick Lynch Events , L LC DCB Extreme Adventures Executive Summa ry Having an eye on the market for over the last 20 years, it’s clear that special events, in specific running events, have become a key part of a community’s identity. Cheryl Scully, the City Manager for the City of San Antonio went through the same exercise that the City of Portland is going through at the moment. Mrs. Scully was previously the City Manager of Phoenix and recognized what value the Rock N Roll Marathon provided to that City and wanted to recreate it in San Antonio. She opened a request for proposal and set expectations of the respondents. The outcome was increased activity for the community, new visitors to her City and the economic benefit. Our understanding is that the City would like to continue the long-standing tradition of a Fall marathon and the benefits it brings to the community. It’s also our belief that the City requires collaboration and adherence to specific limitations in order for the event producer to be successful. Our team has worked with the City of Portland and will respect the criteria set forth in producing this event. Our expectations from this event are realistic. We won’t promise that there will be 10,000 runners in the first year, but we will promise that all the necessary permits and event planning milestones will be met. Our plan is to try and create an endurance event that the community can get behind. We will do that by developing relationships with businesses, groups and the neighborhoods in and around the downtown area. We will spend a great deal of time building the database and network to support this event. Understanding that the registrations may not cover the expenses of this event, we will work with local businesses to sponsor and invest in the success of the City of Portland Marathon. Our team has specific experience planning and promoting large scale running events across the country. We are well trained in project and budget management. If chosen, we will provide the City and the stakeholders the project schedule as well as the budget so that we can provide transparency with the events’ expenses. At this time, our team’s commitments to outside events is limited. The City of Portland Marathon will be given a great deal of attention to build the relationship with the community and businesses in order for the event to be successful. David Benjes an 18 year veteran owned and operated events in Arizona for 16 years as well as managed the Portland Rock N Roll Half Marathon from 2012 through it departure in 2015. He’s been involved with the Shamrock Run helping plan and budget that event with its sale to Motiv in 2016. He has worked with the City, the County and the community and brings that experience to the team. Lucy Diaz is an industry expert with over 15 years in the endurance event and marketing space. For 10 years at the Competitor Group, she managed large scale running events (including leading the launch of the largest inaugural Marathon and Half Marathon in San Antonio in 2008), engaged with event partners, and lead marketing, media and design teams. Nick Lynch has over 15 years at the three largest endurance sports companies globally. He has served in many different roles at hundreds of outdoor mass participatory events over the course of his career. His experience includes Managing Director of the world’s largest triathlon in Chicago, VP of Triathlon for TriRock series, as well as the Regional Operations Director for some of the largest running events in the country. Nick is experienced in Operations Management and Planning. He has managed countless event operations teams across the US and he is skilled in staff management of both in house and contracted personnel. As well as managing operations teams, he has extensive experience in the forecasting and development of budgets. He also is skilled in vendor relations, proposal negotiations and fulfillment of contracted duties. As you can see, our team is very qualified to produce this event. It would be our pleasure to work with the City of Portland on the 2019 and beyond City of Portland Marathon. DCB EXTREME ADVENTURES dba Events, LLC 519 Adams Ave, Louisville, CO 80027 602.312.4499 david@eventsllc.org Date: 1 5 May 2 0 18 RFI Nu mbe r: 00 00 0 93 2 Reque st for Infor mat ion fo r the Cit y of Por t land Mara thon City of Portland PBOT Attn: Allison Madsen 1120 SW 5th Ave. Room 800 Portland, OR 97201 Dear City of Portland, DCB Extreme Adventures, Inc. (dba Events, LLC) is an Arizona S-Corporation with 17 years of excellent business standing as an event operator and event manager organization. The organization is transitioning to a limited liability company in the State of Colorado. It is the intent of this organization to provide the City of Portland information regarding our event experience and approach to managing the City of Portland Marathon. Our response will outline; • Our teams’ specific endurance event expertise over the past 18 years • This teams’ opinion of the endurance event space and how we would approach the design and planning of the City of Portland Marathon • A list of our teams’ capabilities • A list of references within the endurance space that will help the City of Portland truly vet our teams’ experience The Events, LLC team looks forward to becoming a trusted resource to the City of Portland in creating a new Marathon image that truly represents the City of Portland. Sincerely, David Benj es, Luc y Dia z & N i ck Lynch Event s, LLC Pro ject Appr oach and Unders tanding/W ork P lan Our Team will divide up responsibilities for event planning. Lucy will be responsible for sales and marketing, Nick will be responsible for event logistics and David will be responsible for permitting and project management for the event. The Team has a detailed task list it’s built over the years of managing large scale events. The task list will be an attachment to this document. In essence, the team will begin with meeting with the City of Portland and applying for a permit to host this endurance event on Sunday October 6th, 2019. We will have a course maps, diagrams, traffic control plan, event timeline and elements, road closures and no parking grid. Our marketing plan will detail who we will directly and indirectly reach and in what markets we will focus our efforts. We have an extensive emergency operation plan as well as a medical plan that we will work with the City and local EMS providers to customize to the local needs. We will set regular meetings with the event stakeholders and once a quarter bring all stakeholders together for an update meeting. This frequency will increase as the event draws near (ie. 90day, 60 day and 30 day out meetings). These meetings will address the following: Introd ucti ons t o stak eh olders CITY : a. City O ffi cial/Key decisi on mak er f or t he ev ent b. City P ermitting/Planning c. Traffi c C ontr ol d. Poli ce/C ounty/State e. Fire/ EMS f. Pu blic Transp ortation g. Pu blic W or ks/Street Maintenanc e/Const ru ction h. Waste Managem ent/Street Sweepers Ev ents , LLC . T eam: a. Operati ons L ead b. Ev ent (Sal es & Mar keting) Lead c. Com m unity R elations Lead Ev ent Updates a. Registrations b. Marketing mil eston es c. Sales updates (w ho’s onb oard) d. EX PO updates e. Com m unity R elations Update Operati onal Tasks : Cours e d ev elop ment logisti cs : · Li mitations to c ours e d esign by City · Traffi c c ounts (what ar e t he art erial r oads) · Hist ori cal det our plans f or the sugg est ed r oute · Si milar larg e l ocal rac es ( feedba ck on thos e events) · S ensiti ve publics on c ours e ( c hurc hes, sc hools , multi -famil y dw ellings) · Cit y hig hlights · Capital imp rov em ent plan f or v en ue/ c ou rse f or the n ext 5 -10 yea rs · C ours e repairs (pot holes , planned c on struction and impr ovem ents) Venu e devel opm ent l ogistic s: · Start v enue o Ad eq uate a vailable spac e o P r oxi mity to ac comm odations o Ing ress * Parking * V ehicl e * Pu blic transportation * Ped estrian o S ound r estri ction s · Finis h v enue o Ad eq uate a vailable spac e o P r oxi mity to ac comm odations o Egr ess * V ehicl e * Pu blic transportation * Ped estrian o S ound r estri ction s o Li qu or lic ens e rest ricti ons Our team has developed event planning together over many years working large events and requiring teamwork and good communication to succeed with the number of events we managed together. The City of Portland’s special events officer, Bret Barnum, and Special Events Coordinator, Allison Madsen have had first had experience with our teams planning and event management performance. We would look to them to provide an accurate estimation of our abilities. We would like to request that this event offer a half marathon as well as a 5K in order to provide options for runners of all abilities. We have found that marathon and half marathon participants will travel for an event however if we want to create a community supported event, a shorter distance should be offered to attract local runners that may not be interested in the longer distance commitment. It would be ideal to hold the 5K route on a separate course in order to avoid overcrowding and impact to the marquee event distances. The solicitation asks the respondent if we envision any major complications or delays at any stage of performance to describe those complications or delays and include a proposed strategy for overcoming those issues. We would be remiss to say that there would be no complication in the planning of this event, however we shall set realistic expectations of ourselves and allow adequate time to react and plan this event. 2 City of Portland Project Task List Permitting 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Operations 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 3 City of Portland Special Event Application City of Portland Parks & Recration Special Event Permit - Waterfront Park City of Portland Road Closure Permit City of Portland Noise Variance Application City of Portland Liquor License City of Portland Fire Bureau City of Portland Hydrant Permit Multnomah County Bridge Special Event Application Oregon Department of Transportation Steel Bridge Application Oregon Department of Transportation I-5 Water off-ramp closure Multnomah County Health Permit (food) Union Pacific Safe Crossing Permit Downtown EXPO permitting Band locations Barricade company RFP certify course cheer locations course elements Course layout Course maps detour plan EXPO layout Finish layout Finish Maps Medical locations race day passes Registration open road closure plan Security company RFP Security company scope of work Security company selection Start layout Start Maps Tiered pricing structure Traffic control plans turn-by-turn VIP layout volunteer directions 2 2 2 2 Marketing 3 3 3 3 3 Product/food - staff Product/food - participants Wave start plan Water station scope of work Advertising 3 3 3 3 3 3 3 Staffing 2 2 2 2 2 2 2 2 2 Sales 3 3 public relations 1 3 Collateral distribution Email blasts giveaways (medals) giveaways (shirts) social media virtual advertising Website details 1 - David Benjes 2 - Nick Lynch 3 - Lucy Diaz 4 CVB marketing Grassroots events Grassroots lead Kick-off Party Sponsorship activation Band recruitment Cheer recruitment Course officer positions Course team Medical team volunteer garnering volunteer needs water station lead assignment retail sales collateral Sponsorship - Local Sponsorship - National community relations press release schedule Respondents Capabiliti es Our team has owned and operated events for close to two decades. There is no aspect of an endurance special event, specifically marathon running events that this team has not been responsible for managing. References to vet the teams experience and performance: Alex Bennett Phil Haller Chris Scranton Chad Holmes Tim Bulson Mike McComb Wayne Mennetti Harry Gant Tangee’ R. Johnson Rob Sikora Terrance Hopkins Erin Atkinson Marek Rybkowski Tim Pulford Ted Newsome Gina Callahan Venessa Valadez Cmdr. Andrew Palumbo Lt. Sabrina Richardson Sgt. Walter Powers Sgt. Chris Avist Joseph Wheeler Mark Jernigan Bret Barnum Allison Madsen Matt Studer Jack Flanders Katie Meyers Tonya Baum Officer Jeff McLaughlin Lt. Billy Biesenbach Lt. Hector Lopez Delia Garcia Brian Leto Orlando Gonzalez Ironman Event VP City of Phoenix PD City of Phoenix PD City of Tempe Special Events City of Tempe PD Course City of Tempe Fire ADOT City of Cleveland PD City of Cleveland Special Events Rock n Roll Hall of Fame, Cleveland City of Dallas PD City of Denver Special Events City of Denver PD City of Denver PD City of Denver PD Denver RTD Superintendent State of Colorado New Orleans PD New Orleans PD New Orleans PD New Orleans PD New Orleans Fire Department New Orleans Director of Public Works City of Portland PD City of Portland Special Events Multnomah County Bridge Portland Water Bureau Block Party Barricade San Antonio Special Events SAPD coordinator SAPD Lt. SAPD Lt. San Antonio Convention Center Cadence Sports (fence) Volunteer coordinator San Antonio 858-500-6427 480-254-2164 602-206-7399 480-204-0292 602-810-4788 602-448-6658 602 377-7007 216-854-0165 216-664-2012 216-515-1233 469-271-1927 586-489-8396 720-641-2909 720-641-1967 720-641-2074 303-668-0956 303-866-2368 504-312-1983 504-418-3152 504-250-4527 504-224-1982 504-258-9607 504-230-4256 503-823-5024 503-419-8385 503-708-0740 503-823-8961 503-583-8531 210-867-7282 210-218-6532 210-413-1308 210-632-8724 210-323-9324 512-563-3111 210-313-1455 • • • • • • • • • David Benjes Project Management Operations Emergency Management David began his career in events as a triathlete, the founder of the Xterra off-road triathlon brand, Tom Kiely convinced David to host his own Xterra event in Arizona. In 2001, the Arizona Xtreme Desert Triathlon started a new career path for David and the development of several new events in the Phoenix market. Some of the events created under the direction of David and his event management company, DCB Extreme Adventures include: • Dust Devil Mountain Bike Series – Fall cross-country MTB event • Fat Tire Triathlon Series – Sprint off-road triathlon event • Arizona Open Water Swim Series – distance swimming event • Dawn to Dusk – an endurance MTB event • Prescott 6’er – an endurance MTB event • Tempe Formula one triathlon – the most spectator friendly triathlon you’ll ever witness • Tour de Scottsdale – Scottsdale Grand Fondo • Dirty 6 Mud Run –, the Dirty 6 pioneered obstacle events • Oktoberfest, Turkey Trot, Shamrock 5K runs in Tempe • Lake Pleasant Triathlon – Sprint & Olympic distance triathlons • Louisville Turkey Trot – a 15,000 person event that raises over 10 tons of food for the local food bank. Hosting events opened the door for event contract management opportunities. Some of the events include: • Mountain Bike Association of Arizona cross-country MTB series • Rock ‘N’ Roll Marathon Series (14 years with RnR brand) • TriRock triathlon series • Muddy Buddy • Woman’s ½ Marathon Series • Hot Chocolate 5K/15K • Many other events across the country and in Canada In David’s prior career was in analytical chemistry and environmental permitting, however his event management experience has grown in breadth over the last 17 years to include the following expertise: Budget management • Event emcee • Medical plans Catering coordination • Event operations • Municipal services management coordination (police, fire, Communication plans homeland security, public • Event structure, Community relations transportation) organization, roles & Contract negotiation responsibility • Parking and Transportation Course development and plans • Event recruitment and management staffing • Site selection services Economic impact estimates • Full event design/build • Sound management Emergency Operations • Grassroots management plans Standard operating procedures for various aspects of event management • Traffic control management • Trash and restroom management • Training • Vendor negotiation and management • Venue development and management • VIP coordination • Volunteer coordination and management • Water safety plans • Water station management David would like to think his work in events provides inspiration to thousands throughout the community participating in fitness events and develop healthy lifestyles as a result. He has built reputation as a valuable resource throughout the health and fitness industry with wellknown national governing organizations such as USA Triathlon, US Masters Swimming, USA Cycling, USA Track & Field and local government agencies across the US. Nick Lynch Operations Logistics Budget Management Nick Lynch is the founder of 10xEM, an endurance event management company. Before branching off to start his own event consulting business, Nicks 15 year career included employment at the three largest endurance sports companies globally. He has served in many different roles at hundreds of outdoor mass participatory events over the course of his career. His experience includes Managing Director of the world’s largest triathlon in Chicago, VP of Triathlon for TriRock series, as well as the Regional Operations Director for some of the largest running events in the country. During the course of his career he has had many opportunities to develop and plan new events. This has allowed him to gain many valuable skills such as site selection, route development, and community outreach. He also has extensive experience in city and local government relations, permitting, leading agency meetings and city council presentations. Nick is experienced in Operations Management and Planning. He has managed countless event operations teams across the US and he is skilled in staff management of both in house and contracted personnel. As well as managing operations teams, he has extensive experience in the forecasting and development of budgets. He also is skilled in vendor relations, proposal negotiations and fulfillment of contracted duties. When it comes to race day operations, Nick is able to think critically, assess problem situations and adjust accordingly. His years of experience make him extremely qualified to oversee and execute a variety of race day operations. Lucy Diaz Strategy Marketing Sales Lucy is an industry expert with over 15 years in the endurance event and marketing space. For 10 years at the Competitor Group, she managed large scale running events (including leading the launch of the largest inaugural Marathon and Half Marathon in San Antonio in 2008), engaged with event partners, and lead marketing, media and design teams. Beyond event management and marketing, she has experience in brand and retail marketing. While serving as the VP of marketing at a national running specialty retail store group, she led the marketing strategy and execution for 70+ retail locations around the country while managing vendor relationships and activation. Most currently, she serves as the SVP of Client Services and Activation for the Colorado Classic, a professional cycling race in Colorado; actively securing sponsorships and managing client relationships. A former Division 1 Collegiate All-American athlete, she continues to pursue an active lifestyle to serve as a positive role model for her 2 young kids. Our Team will divide up responsibilities for event planning. Lucy will be responsible for sales and marketing, Nick will be responsible for event logistics and David will be responsible for permitting and project management for the event. The Team has a detailed task list it’s built over the years of managing large scale events. The task list will be an attachment to this document. In essence, the team will begin with meeting with the City of Portland and applying for a permit to host this endurance event on Sunday October 6th, 2019. We will have a course maps, diagrams, traffic control plan, event timeline and elements, road closures and no parking grid. Our marketing plan will detail who we will directly and indirectly reach and in what markets we will focus our efforts. We have an extensive emergency operation plan as well as a medical plan that we will work with the City and local EMS providers to customize to the local needs. Describe the experience of your organization to undertake this project, including names of agencies for similar work that has been performed. Include a work plan section to include a brief explanation of your overall approach to accomplish the Scope of Work. Include a performance timeline for each major task and activity. Briefly describe any experience that demonstrates your organization’s ability to establish and maintain effective working relationships with government entities, local community-based organizations, and private nonprofit organizations. Identify three client references that your organization has serviced in the past five years that can confirm if your organization provided timely and effective services or deliverables. Use the Respondent References form (Attac hm ent) fo r t his purpos e. MARATHON and 1/2 MARATHON CITY OF PORTLAND MARATHON PROPOSAL SUNDAY, OCTOBER I3, 20 9 TABLE OF CONTENTS !EXECUTIVE SUMMARY ----------------------------------------- 01 !PROJECT APPROACH & WORK PLAN ------------------------- 05 !RESPONDENT’S CAPABILITIES ------------------------------------ 11 !RESPONDENT REFERENCES ------------------------------------ 13 COVER LETTER City of Portland PBOT Attn: Allison Madsen 1120 SW 5th Ave. Room 800 Portland, OR 97201 Request For Information For City of Portland Marathon RFI #: 00000932 Dear Allison: Jared Loranger, Joel Griesbach and Zoe Griesbach are submitting this package to demonstrate our intention and desire to produce a new major marathon and half marathon for the City of Portland that we propose to call the Rose City Marathon and Half Marathon (RCM). This new marathon and half marathon will be produced under a new for-profit corporation called Rose City Marathon, Inc. which has yet to be incorporated. Jared Loranger (Fizz Events) partnered with Joel and Zoe Griesbach will serve as equal partners in this exciting new venture that will bring a new vitality to the Portland running community and in particular to its central event, The Marathon. Any partner will be able to represent the organization in discussions with the City of Portland. No redactions are requested from this document. It is our intention to create a premier marathon experience that will become renowned across the country, and one that will always put the runner first and foremost. This event will be the central focus of our group as we move forward in the production of the event. To this end, we propose the first event date(s) of the RCM weekend to be October 12-13, 2019, allowing for ample marketing time. Additionally, we propose that 10% of net profits go to a yet-to-be named major charity partner with roots in the Portland Community. While this will be a for-profit venture, we believe strongly in a robust charity presence that is fully transparent and disclosed to the public from their first contact with the event. We also plan to aggressively pursue additional charity partners at both a local and national level that can similarly profit from a well-organized charity team program. Further on in this proposal we will outline why Jared, Joel and Zoe are as eminently qualified as anyone in the country to produce this event. The team will be balanced with different skill sets, and we have incredible intellectual resources at our fingertips through 40+ combined years of event production. Most importantly, all have a reputation for extremely high ethical standards and sterling reputations in event production within the industry with colleagues, clients and city agencies, as you will see in the further pages of this proposal. We are incredibly excited to partner with the City of Portland in making the Rose City Marathon and Half Marathon a truly world-class event and believe that our large scale event production skills paired with an extremely hands on, personal touch make us the perfect partners. Sincerely, Jared Loranger 3213 W Wheeler St. #184 Seattle, WA 98199 (360) 220-4548 jared@fizzeventsnw.com Joel Griesbach 2254 Shadyridge Avenue Escondido, CA 92029 (619) 917-9581 joelgriesbach@hotmail.com Zoe Griesbach 2254 Shadyridge Avenue Escondido, CA 92029 (858) 531-4128 britbutterfly@yahoo.com EXECUTIVE SUMMARY Meet Our Team The Rose City Marathon team consists of three hard-working individuals that all got their start in different ways. Jared, starting at the Seafair organization in Seattle as an intern, was always willing to say “yes” to new projects and tasks, quickly resulting in a full-time position, and becoming the Sports & Entertainment Director. He then began learning the PR, advertising and sponsorship side of events. His thirst for knowledge and understanding of all aspects of the business ultimately led to him forming his own production company, Fizz Events, LLC. Joel and Zoe Griesbach both got started in different ways, but ultimately led to the same location and same goals, professionally and personally. Joel started with a smaller triathlon production company before learning the trade and working closely as an understudy to some of the most-well known race directors in the industry. This ultimately led to Joel working as the Operations Director for two of the biggest event production companies in the USA managing large scale races for the Rock ’n’ Roll Marathon Series and Hot Chocolate 15K Series, with events of 20,000+ participants across the nation. Zoe started at the Rock ’n’ Roll Marathon Series where she became an expert in the management field. She quickly became the “go-to” person at RNR when developing events in new cities. Zoe’s ability to oversee all departments within an organization while managing relationships within new locations helped the RNR Series grow to multiple cities while she was there. This husband and wife team has since chosen to bet on themselves and their family. With over 30 years combined large-scale event production experience and complementary skills, they’ve been able to carve out a successful management/consulting business while keeping what’s most important in their lives top of mind, their family. We are three individuals highly motivated to succeed. As race participants as well as event producers, we feel rewarded seeing a major undertaking come together, and feel honored to witness participants’ accomplishments as they cross their own personal finish lines. Because we’re a small group, we understand that our reputation is critical to the production of a successful event, and we’re excited at this opportunity to showcase our stellar reputation, industry expertise, and drive to produce something great, in conjunction with the City of Portland. JARED LORANGER OWNER FIZZ EVENTS, LLC Jared has worked in the event production field since 2004. At the Seafair Organization, Jared was the Sports & Entertainment Director, directly responsible for The Seafair Marathon (5,000+ participants), Seafair Triathlon (2,000 participants) and the Seafair Torchlight Run (6,000+ participants). He also produced Seafair Weekend, hosting over 300,000 attendees annually at the boat race and airshow. JARED More recently, Jared was the Operations Director at another Seattle based event production company where he managed over 25 events yearly ranging from running races, cycling rides, outdoor concerts, beer festivals and even a winter-time ice skating rink. While there, he simultaneously started Fizz Events NW. As founder of Fizz Events NW, he owns four unique running events, the only triathlon in the City of Seattle and a craft beer tasting festival in four different cities. He also manages another eight events from Bellingham to Vancouver, WA including events for the Special Olympics USA Games, Washington Beer Commission, ESPN and the Whidbey Island Marathon, which is owned by the City of Oak Harbor. Between busy workdays, Jared enjoys the outdoors. He is a course certifier, avid runner/cyclist and has finished 5 marathons, 25+ half marathons and the STP Bike Ride in one day. 1 EXECUTIVE SUMMARY CONT. Meet Our Team Cont. JOEL GRIESBACH LEAD RACE DIRECTOR EVENT LOGISTICS Joel has been in the endurance sports world for 20 years, producing events for industry leaders MESP (Malibu Triathlon), Competitor Group (Rock ‘n’ Roll Marathon Series), and RAM Racing (Hot Chocolate 15k/ 5k Series). He has held positions from customer service/receptionist all the way up to Race Director for the national Hot Chocolate Series, and everything else along the way. Customer service, registration, site design, course design, managing a team, governmental relations - he has done just about everything on the race management journey. Joel was the Operations Director for the Rock ‘n’ Roll Marathon Series, with races ranging from 8,000 – 35,000 participants. During his tenure as Operations Director, there were 15 events under his management and the series was growing rapidly. His latest opportunity has been as the West Region Race Director for the Hot Chocolate 15k/5k series, where he has been responsible for creating 7 brand-new Western region events from the ground up, with sizes ranging from 7,000 – 15,000 participants. JOEL Joel’s philosophy is simple: Communication, Clarity, Commitment, Cooperation – with these four event building blocks in place, any event can be a spectacular success. Joel has finished 6 marathons and approximately 20 half marathons (but none as fast as Jared). ZOE GRIESBACH EVENT MANAGER MARKETING CUSTOMER SERVICE Zoe has 10 years event management experience, with a specific focus in marathon event production. She has been the Event Director for 4 major marathon events ranging from 10,000 – 26,000 participants: Rock ‘n’ Roll Marathons in Seattle, Los Angeles, Portland and Arizona. Of those four events, 3 were completely new events managed and developed by her (all except Arizona). ZOE She has been the overall project manager responsible for overseeing every department working on the marathon, including event operations, marketing, customer service, participant communication, branding and much more. Zoe enjoys focusing on making the numerous details of event planning and production fit together within the bigger picture of the event. In addition to sports marketing and management, Zoe has also managed highend corporate events for a women-owned, San Diego destination management company. Zoe has finished 2 marathons and 15 half marathons (two as fast as Joel). 2 EXECUTIVE SUMMARY CONT. Portland’s Needs and Expected Tangible Results We understand the City of Portland is looking for a change in leadership and a fresh outlook for their local marathon. A change in leadership that can provide professionalism, experience, stability, transparency and creativity in creating a new world-class marathon experience that will showcase the best of Portland. We expect that, with a proper marketing timeline within the correct channels, a fresh look and feel, and the addition of new elements, this event can be at least 10,000 runners, with a bright future to grow further after word of mouth spreads in regards to the overall experience of the race and the city. We expect this race to be a destination event, and believe the quality of the event production will create a world-class reputation. In future years, it should be expected that this race will bring at least $10 - $15 million in economic impact per year to Portland. Professionalism and Experience Our team has a wide range of skills. Jared has a great history of producing successful events with Fizz Events NW, organizing every facet of each. Joel has a wealth of knowledge in large-scale running event production, with a focus on event operations with the Hot Chocolate 15k/5k and the Rock ‘n’ Roll Marathon Series. Zoe’s event management and marketing skills are second to none. This was no more apparent than when she was the lead event manager for the inaugural Rock ’n’ Roll Portland, where she worked directly with city agencies, event staff, volunteers and contract employees. Our team has a sound history of completing projects on-time and on on-budget, all while cooperating fully with local governments, and communicating clearly with sponsors, vendors and participants. We are eager to prove this throughout the RFI process and beyond. Commitment to Charity Our group is committed to philanthropy. We know there are many reasons to participate in a marathon, but one major reason is cause driven. Our team plans to donate 10% of the net profits from the event to a major charity partner with roots in the Portland Community. Our goal is to re-create an event the rebuilds the trust of the community and reputation as a “must-do” marathon in the USA. But, to us, success isn’t built on reputation alone, it is built on action. We expect success to be measured not only by participation but by making the community around us better than when we started. Additionally, we would like to create a platform for many other charities to fundraise through the event. At minimum, we would like to have 50 charities involved, with teams ranging from large to small, that are focused on raising money for their cause. We plan to create an infrastructure that will support this. As part of the finish line festivities, we will create a charity village and support system for each charity. One of the benefits of working for some of the largest event production companies in the country are the relationships we’ve made in different areas. We anticipate bringing on another employee with expertise in the charity relations field to focus solely on making this component of the race as visible as possible for potential participants. Sustainability It is our goal to reach the Evergreen Level of sustainability by the Council for Responsible Sport. At this time, only 11 events worldwide have achieved this designation, and only one of them a full marathon. While this is will be challenging to achieve, we believe a sustainable future is so vitally important that it is our duty to reach high and think green. To reach Evergreen level of certification, the RCM will have to fulfill some of the following requirements (among many others): Divert 90% of event waste from the landfill or incinerator, replacing water bottles with tap water, composting organic waste, tracking and reducing volume of professionally printed materials. It is our intention to meet these requirements to make Portland an industry leader in sustainability in sports/ outdoor events. Local Focus with National Profile Jared is from the Portland area, and Joel is from just up the road in Washington State. We live and breathe the Northwest, from the sports teams we root for to the mountains we climb, the NW is considered home no matter where we live. We do not want to create a gimmicky event that can be brought in by truck, and leaves when the event ends. Instead, we will create an event for the Portland Community to call their own, inviting the world to come see what makes Portland and the Pacific Northwest so great. We will keep Portland Portland but will do this in a way that will be viewed as a destination for people all over the country – marketing Portland and the running race nationally with digital ads to runners and adventure seekers, email databases throughout the country, and we will be in front of potential participants at major running events all over the country (New York Marathon, Boston Marathon, Chicago Marathon, etc.). 3 EXECUTIVE SUMMARY CONT. Our Focus - The Rose City Marathon While Jared, in Fizz Events NW, has created a successful event production company producing 12 events per year, this will certainly be the largest and most recognizable event in his portfolio. Fizz Events currently has a participant database of over 40,000 unique emails and very strong working relationships with races up and down the I-5 corridor, meaning our team will have a jump start on marketing and promotional efforts for the new Rose City Marathon. Joel and Zoe are currently transitioning to an event management/consulting that will suit their work/ family life balance and are searching for only a handful of events that can be their sole focus moving forward. As a group, we are not a huge company and this event will not just be “another race” in our portfolio. The Rose City Marathon will be our sole focus and will be what is top of mind every single day as we think of unique ways to capture more participants while keeping The Rose City Marathon unique and one of a kind for participants, partners and the community we share. The Rose City Marathon will be our team’s livelihood; if the event succeeds, we succeed, which will fully motivate each of us beyond just “doing a job.” Portland deserves this kind of hands-on approach that larger companies may not be able to provide. Security and Medical and Emergency Management Security and safety are now of the highest priority. By nature, a marathon is very spread out with many moving parts, which makes safety of utmost importance. Joel, in particular, has worked with many local, state and federal agencies in helping to create the safest possible environment, including hosting a finish line on an active military base (Marine Corps Recruit Depot in San Diego for the Rock ‘n’ Roll Marathon), where every spectator coming on to the base was screened and checked. He has been in incident command posts at numerous events over the years, and has also taken courses on incident command structure and fundamentals of emergency management. This topic is of the utmost importance to us and our participants, and we plan to work closely with Portland PD and appropriate agencies to come up with action plans to keep attendees safe, while allowing for smooth, quick action should an incident occur. We also believe in an extremely robust medical plan that peppers the course with medical personnel. Response time is of the essence, and resources need to be spread out along the course, so response time can be as short as possible. Joel has personally been involved in several medical incidents where a life has been saved during an event because of the robust infrastructure in place in advance. Transparency Our team will work closely with the City of Portland in every decision made, and will share all planning elements with the city. This includes course design, city services, event timelines and more. It also means that we are 100% willing to share our execution plans, how the event is promoted, and the financial health of the event. Our books will be open from day one, where we plan to present a full budget with the city and a plan of how to accomplish the goals of the event as stated in this executive summary (including salaries). It will continue to include status reports throughout the year, and at any time requested so The City of Portland understands our decision making process and is part of the overall creation of the world-class event Portland deserves. Why us? As disclosed in this executive summary, our group: • Has the experience to deliver Portland a world-class event. • Has a strong history of being efficient and timely in everything we do. • Will commit to full transparency with the city. • Has the bandwidth to make this event our main focus • We plan to turn this event into a world class running experience that showcases the beauty and hospitality Portland offers. 4 PROJECT APPROACH & WORK PLAN Experience in Event Production Jared • 8 years with the Seafair Organization, producing: The Seafair Marathon (5,000+ participants), the Seafair Triathlon (2,000 participants), Seafair Torchlight Run (6,000+ participants) and production of Seafair Weekend, featuring over 300,000 annually for the air show and hydroplane races • 5 years as Operations Director at Orswell Events, managing a mix of events for corporations, non-profits and as contractors on large-scale running events such as the Rock ‘n’ Roll Seattle Marathon (20,000+ participants) and the Hot Chocolate 15k/5k (12,000+ participants). Other events included: cycling rides, outdoor concerts, beer festivals and even a winter-time ice rink. • 6 years as Owner of Fizz Events, LLC, events including: Fiesta 5k Ole & Food Truck Festival, Oktoberfest’s Stein Dash, Cosmo 7K Seattle & Vancouver, Upper Left Beerfest, Seafair Triathlon and is also the producer of a handful of events including the Seafair Torchlight Run, Special Olympics USA Games ESPN Unified Challenge and event director of the Whidbey Island Marathon, which is owned by the city of Oak Harbor. Joel • 3 years with MESP, producing the Nautica Malibu Triathlon (2,000 participants) and a series of mountain bike races and adventure races • 10 years with Elite Racing / Competitor Group in positions from Operations Manager to Director of Operations for the entire series of 15 Rock ‘n’ Roll Marathon events across the country, with a budget which he helped create and maintain of over $6 million. Events ranged in size from 10,000 participants to 35,000 participants. • 6 years with RAM Racing as West Region Race Director for the Hot Chocolate 15k/5k in 7 markets across the Western U.S. Races ranged in size from 5,000 to 18,000 in cities such as Seattle, San Francisco, San Diego, Denver, Scottsdale, Dallas and Houston. Zoe • 10 years with Elite Racing / Competitor Group: Event Manager for the inaugural Rock ‘n’ Roll Portland event, as well as the inaugural Seattle and Los Angeles events. The events ranged from 10,000 – 26,000 participants in size • 3 years managing high-end corporate events for Destination Concepts, a San Diego-based Destination Management Company General Event Coordination and Organization Overall Approach Our philosophy for the Rose City Marathon is simple. THE RUNNER IS ALWAYS FIRST. We plan to roll out the PDX carpet and give participants an experience they’ll never forget, in a city they will never forget. We will accomplish thinking of them first, provide them a green, sustainable, world-class event that is creative and unique to Portland. After this, success will follow in the form of participation, charity dollars raised and successful event partnerships with sponsors, volunteers and the community. Rose City Marathon and Half Marathon Proposed Events • Friday & Saturday, October 11 & 12: Two-Day Pre-Race Expo • Saturday, October 12: 10K & 5K Events • Sunday, October 13: Marathon & Half Marathon Events 5 PROJECT APPROACH & WORK PLAN CONT. Team Building No world-class marathon can be organized and produced without an experienced, passionate, and robust team behind it. To that end, one of our critical initial tasks will be to develop the rest of our team. We will contract several groups and individuals, using our national connections of companies and former colleagues (the best and brightest in the industry) to help produce the event. This, along with a great deal of local support and partnerships, will make the RCM a world-class event, and thanks to our experience and relationships, it won’t take long to put together an incredible team of exceptional individuals. Our Roles Our core group is small but we are used to wearing multiple hats in the production world. Primary responsibilities will include: Jared: Development (The Idea Person), Marketing Strategy and Implementation, Northwest and Portland Partnerships, Event Operations Joel: Event Operations (The How You Do It Person), City Relations, Community Relations, Medical and Emergency Planning Zoe: Event Management (The Put It All Together Person), Marketing Strategy and Implementation, Customer Service and Registration Positive Community Relationships Joel and Jared both have significant history in creating positive community relationships. There are two sides to this: • Positive relationships with municipalities and governmental agencies. Joel in particular has 20 years of experience filing permits and has fantastic relationships with all city agencies he has worked with. Communication and clarity and transparency have always been the key to these successes. • Additionally, relationships with the local community members and stakeholders are key. Both Jared and Joel have a great deal of experience in these sometimes difficult situations. It is impossible to make everyone happy when roads are being closed and getting to a home or place of business becomes more difficult than usual. However, with a listening ear and a calming presence, these situations can be diffused, and even turned to a positive. This is our approach. Coordinate Vendors, Suppliers • Every member of the group has a great deal of experience in this realm. • Our team will take a methodical and analytical approach to choosing vendors. We will have an established process for every category, from portable restrooms to fencing, tenting, medals, t-shirts and so on. We will never choose them by default, and we won’t necessarily choose the least expensive bidder. They need to be the best we can find, and have great reputations in the event industry. We strive to select partners who follow instructions and provide a stellar product. We expect a world-class RCM, and that starts with the vendors and suppliers and their ability to always perform at a high level. Customer Service • Zoe will lead this team. She is a master of diplomacy. • Initially this will be handled by our internal team, but we will expand as we get closer and need more support. • We are committed to responding to every request in every type of media (e-mail, facebook, phone, etc.) within 24 hours with clear, respectful and professional answers. City Updates • Communication, and a true, lasting partnership with the city and its chosen producer are essential in creating a world-class event. • We are committed to scheduling a monthly in-person meeting or conference call with the city to keep them up to speed on the current status of the event, including the participant levels, marketing plans, financial status, and event production timelines and goals. 6 PROJECT APPROACH & WORK PLAN CONT. Benefit to the City of Portland Marathons bring a spirit of camaraderie to the participants, spectators, and the entire city. They promote a healthy lifestyle which is so important to the ultimate success of a city and its residents. Portland is a tight-knit community that has, and will continue to, support a major marathon. We can take this to the next level. With our marketing plan in place, the race can become a national brand bringing in millions of dollars to the local community. The Portland Marathon did this in its prime, and the new Rose City Marathon can accomplish this with a higher level of success. We will take the marketing nationally, and plan to be a destination event that is on every runner’s bucket list. As mentioned earlier, our stated goal is $10 - $15 million dollars in economic impact. Cultivation and Delivery of Marathon Sponsors • Every member of our team will be responsible for cultivating sponsors. In particular, Jared has many phenomenal Northwest contacts. • Most importantly, we have access to many industry sales persons who will sell major local and national sponsorships for the event. Joel has worked with many, particularly at the Rock ‘n’ Roll Marathon, and has the ability to put together a first-class sales team. • Registration is the number one determining factor in a healthy event, but sponsorship is certainly number two. This will be a major focus of our team as we develop the RCM. Finding the right sponsors will be paramount. • Finally, once a sponsor is signed, the work will just begin. Every member of our team has had to take a contract and execute it precisely with the utmost professionalism. Jared, as a sponsorship account manager with Seafair and daily with Fizz Events. Joel, as a Race Director and Operations Director, making sure that all promises were delivered. And Zoe, as an Event Manager, has often supported a sales team with activations of contracts and delivered tangible measurements of success. Effective Promotion and Marketing to Build the Rose City Marathon • One of our first contractors will be a national marketing expert (we already have several people in mind) to help finalize the national and local marketing strategy. • We propose to start marketing the RCM exactly one year prior to the execution of the event. This immediate media blitz will include, but will not be limited to: • A press conference with local and national media • Launch of a 12-month digital marketing campaign • Launch of website and registration platform • Launch of national expo tour promoting the event • E-mails to existing and acquired databases • In the time from acquiring the rights to hold the event and the one-year mark, we will develop the following: • User-friendly website • Branding look and standards for the event • Digital marketing plan • National expo tour schedule and creation of a promotional trade show booth • Acquisition of databases (particularly in the Northwest) • With this sort of approach, we will create: • A multi-tiered approach that utilizes all means of promotion. It can’t be all digital, or all e-mail, or all free media. It has to be all of the above, and it has to be coordinated and thoughtful. Having lead-up time before an October launch is vital to the community’s first impressions of the new event. • Time to convey the event philosophy to the general public over the initial year: • Brand “NEW” Marathon in Portland • “Runner First” mindset offering participants the best SWAG and experience in the market • Charity driven, inviting atmosphere for all participants • Fresh, creative approach offering a unique, Portland destination experience 7 PROJECT APPROACH & WORK PLAN CONT. Race Expo Organization and Implementation • All partners will work on the macro-level expo organization and implementation, and will put in place an expert expo manager for the nitty gritty details. • We envision a two-day expo at the Oregon Convention Center or hotel partner (depending on the Convention Center’s schedule) • Our contractor will be responsible for selling booth space and filling the expo with exciting, interactive exhibitors and exhibits • Expo will take place on October 11-12, 2019 Registration and Timing • We will use our existing relationships to secure the best registration platform for the RCM. • Similarly, we will use our existing relationships to source a high-quality timing company for the RCM. We hope to use the latest technology, with timing done from participants’ bibs. • There will be a thorough vetting process for both registration and timing vendors, the selected vendor(s) will offer the best service, as well as be the best fit for the RCM. Race Course Planning and Coordination • Joel and Jared both have extensive experience in designing race courses all over the country. Joel will work most heavily on the final design (with a great deal of input from Jared) and Jared will be the USATF course certifier. RCM will be a Boston Qualifier. • The final course design will fit within the parameters of the City of Portland (33 police officers). • We plan to showcase the best of the city within those parameters including water, parks and the city skyline. • Joel and Jared both have extensive professional experience (as shown earlier) in working with city agencies and have great history of building quality relationships with all cities they do business in. We will bring this experience and professionalism in coordinating with all agencies as outlined in the RFI. Finish Line Management and Award Ceremony • Zoe will be the finish line management lead. We will also contract out additional help for the set-up and implementation on race weekend to one of our many former colleagues that specializes in finish line management. • We understand the necessity of accurate timelines which are strictly, and safely, adhered to. • We will select a vendor for medals and awards very early in the planning process. Our team will work together on the final design and ordering. We would like the city to have input/approval on the final design. Volunteer Recruitment and Management • Ultimately, this will be under Joel’s guidance, but will be another contracted position from a trusted volunteer recruitment expert. Our team has worked with several volunteer coordinators in the past that have a great history of recruiting and retaining volunteers and will supplement their work with a strong local presence. • It is incredibly important to treat volunteers well, with amenities such as sweatshirts, but also a designated resting place on race day with food, coffee, and a system to give them breaks as needed. Without happy and motivated volunteers, an event of this magnitude cannot be successful. VOLUNTEERS MAKE THE WORLD GO ROUND 8 PROJECT APPROACH & WORK PLAN CONT. Timeline of Major Production Benchmarks - 2018 June – October 2018 • Set Overall Event Budget • Hire Key Contractors • Marketing • Public Relations • Branding Design, Web Design, Sponsorship Sales • Create Logo / Finalize Branding for the event • Vet and contract with a registration partner • Work in partnership with city agencies to design a final course • Permit applications begun • Create Website • Create and prepare booth tour supplies • Acquire databases • Finalize expo location • Design medals (to promote on event website, use in marketing promotions) • Design sponsorship sales materials October 12, 2018 (One Year and One Day to Rose City Marathon, a Friday) • • • • • • Coordinated Marketing Blitz Press Conference announcing the new event, the event name, course and team producing it Opening of registration for all events Website launch with as much information as can be coordinated in the preceding months (it should be in a near-final state) E-mail blasts Digital marketing begins (will continue until the race in various ways TBD) October 26-27, 2018 • First Expo Promotion, Marine Corps Marathon November 1-3, 2018 • New York Marathon Expo November – December, 2018 • • • • • • Hire Expo Manager Hire Volunteer Manager Hire Finish Area Manager Hire Start Area Manager Hire Local Support Contractors (for course, community relations help) Contract Room Blocks for Hotels 9 PROJECT APPROACH & WORK PLAN CONT. Timeline of Major Production Benchmarks - 2019 January – February, 2019 • Hire Timing Contractor • Design Shirts • Design Bibs February – July, 2019 • • • • • • • • • • Create medical and emergency action plans in coordination with The City Decide on locations for aid stations and entertainment sites as agreed with The City Hire fencing contractor Hire power contractor Hire portable toilet contractor Hire equipment rental contractor Hire tent contractor Hire traffic management company Hire announcer Hire security company July – September, 2019 • Hire event labor • Hire maintenance company September 15 – October 9, 2019 • Coordination of every movement of every contractor. Make sure they understand EVERYTHING they need to do, and WHERE they need to be at each moment throughout race day. October 10, 2019 • Final Operational Traffic Control and City Coordination Meeting. • Online Registration closes (unless already sold out) October 11, 2019 • Pre-Race Expo Opens • Press Conference • Accept Registrations for 2020 October 12, 2019 • 10K & 5K Events • 2nd Day of Pre-Race Expo October 13, 2019 • Rose City Marathon and Half Marathon • Early Bird Online Registration opens for 2020 Events October 21, 2019 • Post-Race debrief meeting with The City • Celebrate Successes • Discuss and implement improvements for 2020 10 RESPONDENT’S CAPABILITIES Experience of the Rose City Marathon Team Jared, Joel and Zoe have 40+ years of event production experience across multiple states. On previous pages we have shown an outline of our work plan in which we will implement to accomplish our goals of turning the Rose City Marathon into a world-class event. We have also included a timeline in which we plan to follow to ensure the successful production of the Rose City Marathon. As mentioned previously, we each have worked extensively with city and state jurisdictions including: • Washington State Dept. of Transportation • City of Seattle Special Events Dept. (including SDOT, Metro, Fire, Police, Parks Dept., Harbor Patrol) • City of Oak Harbor City Hall (including City Council, Mayor’s Office, City Manager, Finance dept.,) • Oak Harbor Public Works (including DOT, Fire, Police, Parks) • United States Navy • • • • • • • • City of Bellevue City of Chicago Clark County, NV City of Clyde Hill City of Dallas City of Denver City of Everett City of Houston • City of Kirkland • City of Las Vegas • City of Los Angeles • City of Medina • City of Nashville • City of Phoenix • City of Portland • City of Redmond • • • • • • • City of San Antonio City of San Diego City of San Francisco City of Scottsdale City of Tempe City of Vancouver, WA City of Virginia Beach Working Relationships with Government Entities Though the list of cities our team has a strong working relationship with is extensive, four cities stand out as locations that our team has maintained relationships with for multiple years. Those cities include the City of Portland, City of Oak Harbor, City of Seattle and City of San Diego. For more detailed information on our relationship with each city, please see the following paragraphs. When the Rock ’n’ Roll Marathon series started to expand, Portland became a prime destination for their event. Because of Portland’s ties to music, fitness community and general destination location, the Rock ’n’ Roll series approached Portland. Soon after, Zoe was the lead event manager tasked with building a strong working relationship with the City of Portland. Not only did Zoe manage all aspects of city relationships, she also oversaw all departments within the organization that had input on the race. Zoe always met the timelines and expectations of the city and maintains a good relationship with city agencies to this day. For over five years, Fizz Events NW has been the hired production company of the Whidbey Island Marathon. In this unique ownership model, the City of Oak Harbor is the race owner, then hires an event production company to produce the event. Prior to Fizz Events being a part of the event, the city lost upwards of $40,000 per year on the event and was considering cancelling it. Since Fizz Events has been involved, the race has been profitable each year, filled area hotels to nearly 98% capacity on race weekend, provided restaurants with full tables and area businesses with busy storefronts, thus accomplishing the goals of Oak Harbor - to promote travel and tourism to their island town during the off-season months. Please see the attached letter of recommendation, on the next page, from the Mayor of Oak Harbor, Bob Severns, recommending Fizz Events for event production (The Mayor is also listed as a reference on the Respondents Reference Form and we urge you to reach out to him). In addition to Oak Harbor, Fizz Events and Joel have both maintained an extremely strong working relationship with the City of Seattle and Special Events Dept. Both Jared and Joel have worked with the city for over 15 years, producing the largest events in Seattle, including the Rock ’n’ Roll Seattle Marathon, Hot Chocolate 15K, Seafair Festival, St. Patty’s Day Dash and more. Please see the corresponding respondent reference page to contact Chris Swenson, Seattle Special Event Chair, to comment on Jared & Joel’s hard work and extremely well respected reputations for event production in the City of Seattle. Lastly, Joel has maintained a strong working relationship with the City of San Diego. As the race director of the Rock ’n’ Roll San Diego and Hot Chocolate 15K, Joel has been tasked with designing unique running courses that fit within the city’s instructions. He has also been tasked with permit filing, city presentations and general, reoccurring updates with the city to ensure the event was on schedule. Joel has worked directly with the city to ensure the safety of all race personnel, volunteers and participants through his extensive run of show timelines, safety plans and operating procedures. Additional references for the City of San Diego available upon request. 11 RESPONDENT’S CAPABILITIES CONT. Financial Stability Fizz Events NW has been operational for six years. In that time, Fizz Events has owned and produced multiple events each year. Each event, Fizz Events has been financially stable and continually paid all operating expenses on time or early. It is extremely important to pay vendors on time as we work with the same vendors multiple times throughout the year. Every year, Fizz Events has netted a profit at the end of the financial year. We are on pace in 2018 to have our most successful year with an increase of owned events and events managed for clients. Financial Guarantee Fizz Events and Rose City Marathon, Inc will continue to be financially stable and will have adequate cash on hand at all times to meet all financial obligations that may arise including city permitting and police costs, vendor costs, travel expenses, refunds and more. Financial Statements We certify that we are financially stable and are willing to provide necessary documents upon request including a financial statement listing assets and values. Recommendation Letter from the Mayor of Oak Harbor, Bob Severns Owners of the Whidbey Island Marathon 12 RESPONDENT REFERENCES RFI #: 00000932 ! ! "#$#%#&'#!(! *+,#!-$!$.%,!!N!0.12!-$!>+V![+%G-%! ! 31%##1!ABB%#::!/!`JQ!38!T+%%.&<1-&!R%!!!!!!!0.12!/!>+V![+%G-%! 31+1#!N!YA! C.7!0-B#!N!O`)LL! ! 0-&1+'1!;#%:-&!/!?+2-%!"-G#%1!3#9#%&:!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!F#4#7D-&#!*@,G#%!/!HMJIK!)LONPQII! ! R+1#:!-$!3#%9.'#!/!Pi))i)I(`!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!S+4@#!-%!'-:1!-$!:#%9.'#!N!b)II=III!%#9#&@#!+&&@+442! !! R#:'%.71.-&!-$!:#%9.'#!7%-9.B#B!/!5.dd!89#&1:=!XX0!.:!1D#!D.%#B!#9#&1!7%-B@'1.-&!'-,7+&2!1D+1!7%-B@'#:!1D#! YD.BG#2!j:4+&B!?+%+1D-&!+&&@+442W!5.dd!89#&1:!.:!%#:7-&:.G4#!$-%!+44!+:7#'1:!-$!1D#!,+%+1D-&!.&'4@B.&$$.'#!-$!5.4,!6!?@:.'! ! 31%##1!ABB%#::! 0.12! 31+1#! C.7!0-B#! ! 0-&1+'1!;#%:-&!/!0D%.:!3E#&:-&=!3#+114#!37#'.+4!89#&1:!0D+.%! F#4#7D-&#!*@,G#%!H)IJK!LMMNO)PQ! R+1#:!-$!3#%9.'#!/!?@41.74#!R+1#:!A&&@+442! S+4@#!-%!'-:1!-$!:#%9.'#!N!S+%.#:! ! ! R#:'%.71.-&!-$!:#%9.'#!7%-9.B#B!/!T-1D!U+%#B!+&B!U-#4!E-%V!E.1D!1D#!0.12!-$!3#+114#!37#'.+4!89#&1:!-$$.'#!+&&@+442W! 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R#:'%.71.-&!-$!:#%9.'#!7%-9.B#B!/!5.dd!89#&1:!E+:!D.%#B!1-!7%-B@'#!+!,+B#!$-%!19!$@&B%+.:.&:=!#,74-2##:=!37#'.+4!>42,7.'!+1D4#1#:!+&B!'#4#G%.1.#:=!E.44!'-,7#1#!.&!G+'V2+%B!e<+,#:f!.&!+&! #9#&1!1D+1!E.44!1D#&!G#!G%-+B'+:1!-&!83;*!+:!7+%1!-$!1D#.%!'-9#%+<#!-$!1D#!E##V!4-&3!1.,#4.&#!1-!$.1!E.1D.&!1D#!FS!E.&B-EW!0-,7+&.#:!.&9-49#B!.&!1D#!$@&B%+.:#%!+&B!'-,7#1.1.-&!.&'4@B#h! ?.'%-:-$1=!A,+d-&=!]&.9#%:.12!-$!Y+:D.&<1-&=!Y-%4B!Y%#:1.& II.US _i;SSNAM 1-1-.MILTON 'E'oEi a.us $ LLC, AL ss ACTMTY EVENTS MlAI ' NG ADiDRESS 3900eu IOOAvEST£1~ CIEHV'EA 00 ~ HI USA 1YP ~OREIGN LMTI:D LWlaJTY COMPANY P MARY PU.CE. Of IIUSI ES 3900 e MEXIOOAIII; $Tl; 1~ OIDM:M 001102 0 USA JURISOtC'TlOIN DEi.AWARE RECilSTE!RED AG! ~ • A ~ FIEGIST'EI\ 0 loGEMl'S, 7'°COMMERCIALSTSE STe 100 SALEM OR 9130 USA Wlht ~-"111"' '-Chlingild, lht"- _ , i t , a - l O l h t ~ 3$00 E t.l IOO AVE t:JSO Entity Details 08NER 00~ 0 U$A file Number 5673180 J.w;w'poraUon Date 1 111212015 formaUon Date· (mm/dd/yyyy) USA SPORTS AND ENTERTAINMENT LLC Residency.;. Limited Llablllty Company EnlilY-1Y.fl8.;. Domestic State: Good Standing Status Date: General State: 1/12/2015 REGISTERED AGENT lNFORMAIIQN Name: NATIONAL REGISTERED AGENTS , INC. Address: 160 GREENTREE DR STE 101 City: DOVER State: DE Phone: 302-674-4089 County: Postal Code: Kent 19904 19 CORPORATE RESPONSIBILITY MOTIV FINANCIALS Motiv Balance Sheet Motiv Profit and Loss Confidential & Unaudted Confidential & Unaudted Year Ending 12/31/2017 Year Ending 12/31/2017 Assets Revenue Online Registration Processing Race Registrations, net Sponsorships Timing Fees Other Total Revenue Current Assets Cash and Cash Equivalents Accounts Receivable, Net Prepaid Expenses Total Current Assets Fixed Assets, Net Fixed Assets Total Fixed Assets, Net Operating Expenses Promotion & Advertising Runners' Entitlements Race & Timing Operations Timing Chips & Equipment Other Operating Total Operating Expenses Intangible Assets, Net Goodwill & Intangible Assets Total Intangible Assets, Net Other Assets Other Assets Total Other Assets Gross Profit Total Assets Overhead Expenses Salaries & Benefits Legal & Professional Services Brand Development Other Total Overhead Expenses Liabilities and Equity Current Liabilities Accounts Payable Accrued Liabilities Deferred Revenue Total Current Liabilities Other Income (Expense) Interest Expense & Depreciation Stockholders Equity Partners Equity Retained Earnings Retained Earnings Total Retained Earnings Net Income (Loss) Total Stockholders Equity Net Income (Loss) ( Total Liabilities and Equity @moTIV 20 ?Mirna.- HWLUH =1 5.1 3-in-3: inf?! -Tl-?lfl k-?iyL-?l4 thin .: I12: {fr'lkl?h' ?r'lrl 1:54;: F511 Hz?: 1r Ir:rl? - 5" I- .- I. ?lth" . l' _r APPENDIX lit?? Q. 1yL'. fJrRespondent References – RFI 00000932 Reference 1 Name of firm: City of Huntington Beach Street Address: 2000 Main Street City: Huntington Beach Contact Person: Chris Cole, Special Events Supervisor Dates of Service: February 2-4, 2018 State: CA Zip Code: 92648 Telephone Number: 714.374.5312 Value or cost of service Description of service provided: Special event permits, city services for Surf City Marathon, held annually in February. Reference 2 Name of firm: City of Long Beach Street Address: 333 W. Ocean Blvd City: Long Beach State: CA Zip Code: 90802 Contact Person: Tasha Day, Dir of Special Events & Filming Telephone Number: 562.570.5333 Dates of Service: October 6-8,2017 Value or cost of service Description of service provided Special event permits, city services for Long Beach Marathon, held annually in October. Reference 3 Name of firm: City of Long Beach Street Address: 333 W. Ocean Blvd City: Long Beach State: CA Zip Code: 90802 Contact Person: Pat West, City Manager Telephone Number: 562.570.6916 Dates of Service: October 6-8, 2017 Value or cost of service Description of service provided Special event permits, city services for Long Beach Marathon, held annually in October. CITY OF HUNTINGTON BEACH 2000 MAIN STREET CALIFORNIA 92648 COMMUNITY SERVICES DEPARTMENT (714) 536-5486 HUNTINGTON BEACH May21,2018 To Whom It May Concern: The City of Huntington Beach has been partnering with Surf City Marathon and Motiv Sports and Entertainment for the past 2 years and we have been more than pleased with the production, level of professionalism and true partnership we have experienced with group involved. The team takes care in addressing the many areas of importance when producing an event of this size everything from safety to neighborhood communication to participant experience. I would recommend Motiv Sports as a partner to other cities. Regards, ~ _.. ~ , - c : : : :_ , __ _ Chris Cole Specific Events Supervisor City of Huntington Beach Community Services Department 2000 Main Street Huntington Beach, CA 92648 (714) 374-5312 - Office (714) 374-1654 - Fax I. -- ALLSTATE CHICAGO HOT CHOCOLATE 15k/5k (owned / operated by RAM Racing, 40,000 participants) 2 ENM}~}:TIVE THE oN'ii-°ii8i,.souRcE Dear City of Portland, Running Away Enterprises, LLC (RAM Racing/EnMotive), is committed to partnering with the City of Portland in making the Portland Marathon a world class event. The services and plan outlined in this presentation will accomplish this endeavor. RAM Racing is the premier endurance racing company offering all services necessary to produce over 30 of our own events, while providing production, equipment, registration, timing, photography and marketing for hundreds of customers’ events annually across the United States, including the Chicago Allstate Hot Chocolate 15k/5k, the 5th largest race in the U.S. We at RAM Racing & EnMotive offer the most complete solution for producing and servicing events at world major marathon quality levels. Our experience in all aspects of event production and marketing are unsurpassed. We have produced 1,000 to 48,000-person events almost every week for over 15 years, as well as having built EnMotive, our technology platform, the only one in existence which provides Registration, Timing, Photography and Marketing, all under one “roof.” With regards to our marketing capabilities, along with having the largest running database in the U.S., we have the technology to develop a cutting-edge marketing program that will connect and engage the Portland Marathon with the running community in Portland, the Pacific Northwest, and nationally from coast to coast. This marketing program grew the Allstate Hot Chocolate 15k/5k race series every year while the running industry as a whole lost 30% on average from 2014-2016. EnMotive’s Portland timing/production office that works with hundreds of races in the Pacific Northwest, along with our Executive Race Director (who oversaw all aspects of the Chicago Marathon) and our Midwest Race Director (who has produced possibly the greatest range of events of any race director alive), gives us unparalleled experience to deliver a world class event the Portland running community deserves. An important aspect of our plan is to mimic the Chicago Marathon in their use of local race producers and running specialty stores who utilized fun runs and training programs to involve the entire Chicago running community in this World Marathon Major event. We have the relationships with these same types of organizations in Portland and plan to do the same. Our team is passionate about helping support and growing “our” running community and couldn’t be more excited about the opportunity to work with you and this iconic race. We look forward to partnering with the city, local business and the Portland running community in producing the Portland Marathon. Steve Ginsburg CEO RAM Racing / EnMotive 951 Corporate Grove Drive Buffalo Grove, IL 60089 RFI #: ()().'.)()()932 Project Title : City of Portland Marat hon Full legal busi ness name: Running Away Ent erprises, LLC., dba En Mot ive and RAM Racing Structure/Type of business entity: limit ed li ability corporat ion Authorized persons to represent RAM in discussions: • • • • • Mark Colpoys - Race Director RA..IVI Productions - mcolpoys@ramracing.org. 312-296-9068 Brandon Presem - Execl!ltive Race Director - bpresem@ramracin.org, 312-259-2496 Steve Ginsburg - CEO -RA.i\.1 Racing1Eru\.1otive, steveralramracing.org. 847-804-4467 Jon Atherton - EnMotive Portland jatherton@enmotive.com. 503-804-4737 Richard Jessup-Eru\.1otive P ortland, r jessup@enmotive.com, 360-241-8037 TABLE OF CONTENTS Executive Summary……………………………….1 Project Approach, Understanding, Work Plan…3 - 9 RAM Racing Capabilities………………………...11 - 13 Supporting Information…………………………..15 - 18 ENM•'ON"E·STdP' m S•T IVE OUI THE CE Executive Summary For 47 years the Rose City has played host to the Portland Marathon, growing it from a regional race to a nationally renowned event. While the race has fallen on difficult times recently, it is the goal of RAM Racing to execute a professionally produced world class event that highlights the beautiful City of Portland, delivers a memorable experience for participants and spectators, and partner with the city in carrying on the proud tradition of the Portland Marathon. RAM Racing will leverage our resources and experience in making the Portland Marathon a conduit for economic vitality, a vehicle for charitable fundraising, and a critical tool in creating brand equity for the city on a national scale. We recognize the importance and necessity of dedicating resources to this endeavor year-round and are excited at the opportunity to be a partner in growing the race. We strive to make it a source of civic pride, a vehicle for improved fitness for all, and embraced by the city’s runners and non-runners alike. Producing the Portland Marathon at the level RAM is aiming for is a serious commitment requiring a substantial scope of work. Our EnMotive-Portland office (formally known as AA Sports) will play an integral role throughout the year in planning. RAM’s relationships in the Portland running community will be a platform to enhance the race’s brand regionally and nationally. Indeed, established relationships we have will be tapped for the marketing campaign, including Brad Nelson at Axiom Event Productions, Sean Rivers at Foot Traffic, Tim & Jessica Murphy at BibRave, as well as Terrapin Events. RAM has also brought back a marathon to Vancouver after it folded in 2017, feeling that it was important to support the community and not let this important event disappear, not to mention that we envision it to be a “feeder” for the Portland Marathon. Lastly, RAM will assign staff specifically dedicated to execution and management of every aspect leading up to and including race weekend. RAM Racing has vast experience scaling larger to accommodate our growth. Since 2008, the Allstate Hot Chocolate 15k/5k has grown from one race to 17 across the country. EnMotive has also grown to work with nearly 1,000 third party races providing timing, photography, marketing, and registration services as the largest timing company in the world. As the chosen partner of the Portland Marathon, RAM will assign and/or hire additional staff, as needed, to be prioritized to the race. Finally, RAM will designate a Race Director for the event to oversee all planning and management and will have no other significant commitments during the key planning period for the marathon. RAM Racing is the only true event company in the country that can deliver literally every race service under one roof. It is this unsurpassed service that has enabled RAM Racing to continue to grow in the Portland market, both in our EnMotive-Portland office and the number of events we work with in the city and the Pacific Northwest region. Our team has all the necessary knowledge, experience, skills and resources to deliver a world class event for the City of Portland. These are the reasons we feel RAM Racing is best equipped to be the selected partner to produce the Portland Marathon. 1 2018 Race to Wrigley, 8,524 participants. RAM client, the Chicago Cubs, utilized RAM Productions for event Execution, Timing, Registration, and Photography. 2 E N M·{urT I V E THE oN·E·STdP.souRCE Approach and Plan Section RAM Racing/EnMotive will approach The City of Portland much like we approach the races of our national Allstate Hot Chocolate 15k/5k series. That is to say that we will utilize the full breath of our organization in which we have unique departments that handle the different tasks that are needed to be accomplished and then we come together to produce a world class event. Those areas include: EnMotive Services The EnMotive suite of services provides RAM Racing events with a turn-key registration platform, proprietary instant runner photography technology, unparalleled timing services, digital marketing strategy, and top-of-class production. Registration Event Registration: Our propriety registration platform makes the process as seamless as possible for those managing the race and for participants. The system is turn-key, intuitive, and will be branded in such a way as to highlight the City of Portland while conveying all the necessary details for participants and providing tangible opportunities for sponsors of the event. . Analytics/Reporting: Important data and reports are available to help understand where participants are coming from. This information will be very useful in developing programs to maximize the economic impart to local businesses and the Portland tourism. Administrative login opportunities are available so that registration information is transparent and available to event partners and charities. 100% Customization: The City of Portland Marathon will not have to stick to one specific race template. There will be complete access to out of the box, white labeled, participant registration, fundraising, volunteer registration/ management, corral management, and packet pickup management with a custom tenant URL. Charity/Fundraising: Fundraising pages are auto-created for every participant, alleviating a complicated setup and making it easier for them to fundraise for their charity. Corporate/Group Registration: We have the ability to manage groups on a one-by-one basis. Incorporate any corporate subsidizing of event registration or fundraising Corral Assignment Management: We will utilize the corral management functions of EnMotive giving us flexibility in how the race is seeded and started. By doing this we will be able to more effectively manage the efficient floe of runners on the course. The result is that roads that were previously deemed unable to be used (to narrow or that have pinch points) no longer are an issue. Volunteer Registration/Management: Our platform saves 75% of the hours spent with the check-in process, job details, and all email communication. We give volunteers an experience that’s personalized to them and their shifts, using a highly efficient automated module that can also print name tags for all volunteers. Packet Pickup: The EnMotive packet pickup is the fastest in the industry. We have the only fully dynamic bib pickup system that includes customized bib labels so everyone has a personalized bib. This system enables us to utilize expo/packet pickup space efficiently – making more room for other expo, sponsor and participant activities. 3 E N M·{urT I V E THE oN·E·STdP.souRCE Medical: EnMotive uses the first of its kind stoplight system to monitor all medical cases. Shopping Cart: The platform has a full retail component that can be utilized for the sale of event merchandise as well as other “add-ons” to drive commerce for local business entities on the event weekend. Customer Support: By using the EnMotive system, our account managers will be able to provide 24/7/365 customer service and support to best represent the event and in turn the City of Portland. Timing Services EnMotive is the largest timing company in the world. Headquartered in Chicago, we have six offices throughout the country that can serve timing needs for races anywhere. EnMotive times 600 races and 900,000 athletes annually. ChronoTrack “Preferred Vendor”: As the largest user of ChronoTrack technology in the nation, ChronoTrack has named EnMotive as their “Preferred Partner.” This is great news for you. The Preferred Partner status enables EnMotive to exclusively deliver substantial value and cost savings to races and timers via optimal efficiency, so that you can focus on other important event details. The HUB EnMotive has a built-in runner engagement platform called The HUB, the source for everything moving. What is it? The HUB provides events their very own one stop landing page, with unrivaled marketing capabilities, the easiest navigation for registration, results and photos; coupled with articles on training, nutrition, gear, human interest stories and more as well as searchable events across the country. The goal of The HUB is to increase and enhance brand engagement for runners, race directors, and event sponsors. Sponsor and Runner Engagement Includes: • Newsletter • Training tips • Calendar of events • Advertising banners for your sponsors • Blog postings Photography EnPhoto, EnMotive’s proprietary photography technology, is changing the way people see photos and video of the event. And all photos are FREE to the participants. Our photo system operates independently from chip technology & seamlessly integrates with The HUB & Facebook. We offer the fastest, most-accurate system available on the market. Photos are delivered on race-day, many before a participant crosses the finish line! Fast photos with high engagement and sharing leads to substantial value to the race, the City (as it will be highlighted in many photo locations) sponsors, and most importantly, the participants. 4 EN MloN·E·STdP.sou, trTI VE THE CE Advantages of EnPhoto: • It’s Turn-Key: We’ll utilize local photographers to work with our team in delivering photos to runners. • Value for Sponsors: The platform provides multiple advertising opportunities to sponsors on the results/photo page - having both in one place means higher traffic, retention, brand value. • Participants: EnPhoto allows the event to deliver special race moments directly to participants for FREE. • Event Photos for the Future: The event owns the photos we take. There is full access to view and retrieve these photos for future marketing and promotional use. Photography sponsorship Participants’ photos are provided to them free of charge. Photos are housed on each participants’ race results webpage on EnMotive’s HUB website and updated in real time on race day. Photos are 100% free to participants to download, email, and/or share to social media. Portland Marathon sponsor(s) may be featured in the photography solution. Sponsor and event branding will be included on: 1. The photo overlay of all participants’ photos. 2. The Portland Marathon’s results and photos landing webpage where participants visit to see their race results and download and share their free photos. 3. The emails sent to participants notifying them of their free photos (on average, 2-3 photography emails sent per participant). • • • (IIRt,111 < 11\K: Christie Clinic Illinois Marathon Champaign, IL Photography example Avenue of the Giants Marathon, Half, 10K Weott, CA Photography example Marketing Alongside producing some of the country’s largest running events, RAM Racing and EnMotive has mastered the art of race marketing. We will utilize these same proven marketing strategies for The City of Portland Marathon that have grown our events. We use a proven combination of marketing automation and grassroots techniques to communicate the event mission and create stunning conversions. 5 E N M·{urT I V E THE oN·E·STdP.souRCE Benefits of Utilizing EnMotive’s Marketing: EnMotive’s digital marketing has proven to work for major races such as the Hot Chocolate 15k/5k series (250,000 runners, 18 cities). Because EnMotive spends so much on digital marketing annually, we can pass our economies of scale on to individual events. The marketing spend with EnMotive on digital will go much further than what is typically spent by an individual event or with an agency. This leaves additional dollars to use for additional event/city branding campaigns to reaffirm a runner’s decision to participate in this event. By connecting with interested visitors, EnMotive creates profiles about each of them to understand what is important to them. Data compilations from social media outlets, search engines, and Internet browsing history will enable EnMotive to target visitors with advertising about the event. Paid Marketing Benefits: EnMotive’s HUB employs a Lookalike Audience to reach new people who are likely to be interested in your event because of similar attributes to your current customers. Course Design The RAM Racing method for determining an optimal race route for an existing or pre-existing event is: Review previous race routes of the event. • Determine the success and challenges of the route and why it may or may not be in use now. • Speak with City officials to gain understand any issues that may have been present. • Examine any reviews of the course that may be posted on social media by past participants. • Look at business and residents that were impacted by the course. Determine the ideal new route for the event based on. • Understand the permitting laws of the City. • Review the support that is available from local police and DOT so that the course will be able to best utilize those resources. • Work with the City DOT and Special Events in a transparent manner with suggested routes with the goal of having the best course that satisfies all their concerns. • Engage local event producers who have institution knowledge of ideal race routes in the area. • Examine route of other events that may use similar or similar portions of the intended route. • Meet with local business and Business Advocacy Groups so that route impact will be minimized and may in fact help to drive commerce. • Be proactive with local residents, HOAs and apartment/condo buildings so that any impacted buildings have an egress route as needed. Once a route is determined follow a carefully crafted plan of execution. • Make public as far in advance as possible. • Provide detailed close/open times of streets so that the public can plan accordingly. • Customer service portal so that any specific concerns can be addressed one-on-one with the public. • Plan accordingly to ensure that the course has the proper number of monitors, opens and closes at the published times or sooner. • Determine alternate parking locations for residents that may be impacted. • Perform appropriate community outreach - course postings, signs, emails, newsletters, flyers, etc. 6 E N M·{urT I V E THE • • oN·E·STdP.souRCE Work with local business and residents to ensure understanding of all closures. Be respectful of those who may be impacted by the closures. In the end the course route is one of the most important aspects of a race. With that we understand that it is a delicate dance of trying to satisfy all of the needs of the community, the event and the participants. Having a route that does all of these items helps to set it apart from other events and helps to ensure the event showcases the City and all of its supportive residents and businesses. Medical Since RAM Racing produces events all over the country, the needs and local municipal requirements can vary significantly. To handle these needs effectively and efficiently we employ the services of Dr. Lawrence Iteld, MD as our Medical Director. Dr. Iteld has coordinated emergency response plans for locales which request municipal first responders are contracted, for events where independent, third party EMS is brought in, and hybrid systems. We work closely with local hospitals and medical organizations to recruit skilled medical volunteers to supplement contracted EMS. Dr. Iteld has been with RAM Racing since 2008 and has completed extensive ICS training for large scale events. As Medical Director, Dr Iteld’s responsibilities involve planning and day-of-event coordination of medical and emergency response procedures for the event, participants, spectators, volunteers, and staff. Dr. Iteld has developed and successfully actioned response plans in weather conditions ranging from extreme cold to extreme heat, and for races up to 50,000 participants. Race Site At RAM Racing we employ the same methodology in terms of Race Site development as we do with determining the Race Course. That is to say that we examine all aspects and their impact on the community, residents (where applicable) and local business. Other factors include: • Effective use of space. • Safety and Security concerns. • Proper screening of participants, spectators and bags (gear check) as applicable with local law enforcement • Egress for participants, spectators, and medical. • Impact to general public and their use of the public way. • Parking. • Branding – featuring the City as the backdrop for a world class event. • Post-race party • Feasibility for additional race distances and activations to engage those not participating in running the marathon distance. • Note: We intend to add the following distances to the event. If not in the first year, within the next 3 years: Half Marathon, 5K and Kids Dash Volunteer Recruitment and Management RAM Racing enjoys a very high success rate with our volunteer recruitment, management and most importantly retention year over year. We accomplish this in several ways: • Treating each volunteer with respect for their time and efforts. 7 E N M·{urT I V E THE • • • • oN·E·STdP.souRCE Utilizing our EnMotive Volunteer Module which enable turnkey registration, confirmation and then communication of tasks, timelines and event details. Providing award winning swag and gear for volunteers. Engaging local groups and non-profits to provide donations and grants to their organizations in return for their efforts. Rewarding key volunteers with contracted (paid) positions at future events. Running events cannot happen without volunteers and at RAM Racing/EnMotive we treat them like family. Race Expo RAM Racing has become known for our expos for two main reasons. It is where participants pick up their award winning goodie bag and it is also the fastest packet pick-up in the industry. • Goodie Bag – We utilize our relationships with long time apparel suppliers to deliver a goodie bag (wearable) that has consistently been voted best in class by all of the major running industry media and event review outlets. Not only are our goodie bags much sought after, but they have a very extended life and it is often that you will see former participants helping to extend an events brand by wearing their jacket/hoodie/shirt for many years after an event. • Packet Pick-Up – By way of the EnMotive system in which bib numbers are dynamically assigned we can print a customized bib number with the participants name on it in a matter of a few seconds and send participants on their way to enjoy the rest of the expo. Regarding the overall expo we look to leverage appropriate space in the City’s hub that best represents the City, is easy to get to and delivers a world class experience. Expos provide a platform for participant interaction with sponsors, opportunities for local vendors to sell their goods and provides revenue for local businesses. Event Sponsorship The RAM approach to sponsorship is one of creating the “magical triangle” of a partnership between the race, the participant and the sponsor. In looking to achieve this goal we foster long term relationships in which a story can be told rather than just logo placement or a flyer in a race packet. By taking this approach we have been able to work with both local, regional and national sponsors such as Providence Health and Services, Allstate, Nuun Hydration, RxBar as well as local running stores in each market that we are in. In doing so the benefits to the participant are an improved event experience, access to new and exciting goods and services, as well as the feel of a world class event. The benefits to the sponsors are measured by creating brand loyalty, increased sale and revenue and once again the brand association with a world class event. Our team of sponsorship sales and activation professionals work tirelessly to provide these opportunities to all that want to be a part of our events regardless if that are a potential title sponsor or a local business with a limited budget. There will be a place for all who want to be a part of the City of Portland Marathon. 8 E N M·{urT I V E THE oN·E·STdP.souRCE Race Day / Finish Line / Awards When it comes to race day, there is no better organization to have in charge of a running event than RAM Racing. This is when all the months of training, planning, meetings, communication and expectations come together! With all our staff, contractors, vendors, key volunteers, volunteers in place it is time to deliver on the promise that we made to the participants and the City of Portland! This is accomplished with all the key areas of the event having a seasoned event professional from RAM in place: Start Line, Site, Volunteer, Media, Participant Experience, Customer Service, Post-Race Party, Merchandise, Operations, Catering & Hospitality, Medical, Command and Finish Line. Our Finish Line is where all the celebrating starts! Runners received their reward of a much-deserved medal (RAM also designs, sources and produces award winning medals) as they make their way to the post-race party. Our parties include an award ceremony, engagement with local and national celebrities, great local entertainment, food, beverages and fun. We are the best at putting on a safe, fun, world class event and party! Official timeline Ideally RAM operates on a timeline of opening registration for the following year’s event the day after the actual event concludes. In doing this we are able to have the event capitalize on the excitement and accomplishment of the event they just completed. Understanding that this is not always possible we do have the ability to produce a full scale, world class in a shorter time window. For the 2019 event we would look to meet the following key benchmarks: • June/July – meet with City and Community officials to discuss course of action for 2019 event • July/August – determine expo location as well as tourism opportunities • August 2018 – start pre-registration marketing, sponsor solicitation • October 2018 – launch registration and marketing plan o Have goodie bag design determined o Have medal design determined o Have charity program in place o Have volunteer program in place • December 2018 – host community Holiday event in Portland • January 2019 – release course (sooner if possible) • January/February 2019 – start marketing for training program • May/June 2019 – start of training program • September 2019 – branding campaign for event and City of Portland • October 2019 – City of Portland Marathon and open registration for 2020 event. 9 EnMotive photography example for client Terrapin Events<70) E N M·{urT I V E THE oN·E·STdP.souRCE RAM Racing Capabilities RAM Racing has owned and operated the Hot Chocolate 15k/5k since 2008. What started as one, 3,500 participant race, which grew to 50,000 participants in its 5th year – becoming the fastest growing race in the world and has since turned into 18-city national tour drawing 250,000 participants annually. In 2018, the series also garnered it’s first naming rights partner in Allstate Insurance. Additionally, the Hot Chocolate 15k/5k series is going international for the first time with races in Mexico City, China, and Australia. Over the 11-year history of RAM Racing, the organization’s staff and resources has scaled to not only accommodate the growing number of races, but the races’ participation and brand has also grown. In addition to the Allstate Hot Chocolate 15k/5k series, RAM Racing also owns and operates nine other races in Chicago, one in Vancouver, WA (Vancouver USA Marathon) and one in Portland, OR (Heart Breaker Half Marathon). RAM Racing has the vast experience required to produce and grow an event anywhere in the country. The foundation of our success is rooted in many factors, including: our ability to cultivate relationships with municipalities and be a true partner with them; design courses that are attractive to participants and showcase the cities while having minimal impact on residents; develop trusted partnerships with the local running communities including specialty running retail stores; and being economically viable to the host city that includes charitable giving to community-based organizations. While there are many examples to attest to this, noteworthy cases to illustrate RAM’s capabilities include: • 18-city Allstate Hot Chocolate 15k/5K: RAM has established relationships with government agencies in all 18 cities that include Departments of Transportation, police, medical, sanitation, and more. • Terrapin Events: Portland’s premier running event company, Terrapin Events, has partnered with RAM Racing on their 10 Portland-area events. RAM Racing and EnMotive provides each Terrapin event with timing, registration, photography, marketing, and merchandise (i.e. medals, participant shirts, race giveaways). • Chicago Cubs Baseball: The Chicago Cubs partnered with RAM Racing to produce their annual Race to Wrigley, benefiting Cubs Charities. RAM provided full race management, timing, photography, and registration. • Major League Baseball: EnMotive is an official preferred partner of MLB, as our registration platform underwent a three-month vetting process by Major League Baseball Advanced Media to earn the “official partner” status and the right to work with any MLB team. EnMotive is currently the only Online Event Registration Official Preferred Partner of MLB. • Make-A-Wish: The official charity of the Allstate Hot Chocolate 15k/5k is Make-A-Wish. In every Hot Chocolate city participants can donate to Make-A-Wish during their registration process and can initiate their own fundraising program via an online platform we provide them. The ultimate goal is to generate a million dollars raised annually for Make-A-Wish through the partnership. Our mission is not only to raise funds to support Make-A-Wish but also to promote, raise awareness and support the mission of their organization. 11 ENM-:it!..l-:TIVE 0 THE ON°E-;TdP SOURCE • Community-based organizations: RAM Racing has established community roots in every city we operate. Our goal is to grow local running communities, and to do so we take an organic grassroots approach. Whether it is informal “fun runs” with running groups, hosting meet and greets with local running community leaders, or activating promotions with our local specialty running retail partners, we strive to be ingrained in the local running community with the intent to help it grow and get more people involved in a healthy lifestyle. • Charitable giving: While Make-A-Wish is the official benefactor of the Allstate Hot Chocolate 15k/5k series on a national scale, other local non-profit groups in every city has the opportunity to use our race as a fundraising platform. Volunteer groups that assist with a Hot Chocolate race earn a monetary donation back to the charity of their choice from RAM Racing. In the 2017-18 Hot Chocolate season, RAM Racing welcomed 18,000 volunteers in our 17 markets and provided nearly $75,000 in total donations to non-profit charities in our host markets. RAM Racing supports the Make-A-Wish fundraising effort at every race. 12 Respondent References RFI 00000932 13 RAM Racing is a trusted partner with hundreds of events across the country, including: ~~ ,.,,.... ATLANTA TRACK CLUB RAM Racing is preferred vendor for: & Major League Baseball 14 I Supporting Information Sample Race Budget ill" II'll' Ill I ll: 15 -m Supporting Information Letter of Integrity CITY OF CHICAGO OFFICE OF THE CHAIRMAN COMMITTEE ON FINANCE ROOM 302 CITY HALL AL D ER MA N EDWARD M. BURKE CHAIRMAN T ELE PHONE 7 44-3380 May 18, 2018 Re: Running Away Enterprises, LLC. dba RAM Racing / EnMotive Letter of recommendation To Whom it May Concern: I am writing to you today to express my support and provide a recommendation for Running Away Enterprises (RAM Racing/EnMotive). RAM Racing has been an important component of Chicago's running community and to the City. Over the past seventeen years this organization has continually delivered on the following key points: • Worked with all City of Chicago agencies during the permitting process; • Anticipated potential challenges with regard to event routes and community impact and approached the city in a pro-active manner with well thought out solutions; • Worked closely with community leaders on the potential impact event routes, street closures and detours on local businesses and organizations; o RAM Racing has helped the City of Chicago in developing best practices that have now been adopted by other event sponsors and are now part ofthe required permitting process. • Inclusion of local non-profit organizations, and in many cases providing donations and grants to these entities; • Making best use of City of Chicago resources without placing an undue burden on any one city agency with regard to manpower, equipment or financial assets; 17 • RAM events provide a positive, real, economic impact to the City by driving tourism, commerce and engagement of local service vendors; o RAM Racing's economic impact to the City of Chicago is estimated to be $50,000 annually for the past several years. • Spotlighting the City of Chicago, and its many attractions in a positive and glowing manner to participants locally, national and worldwide. • Delivering on their promise to manage and produce world class events. RAM Racing is a City of Chicago's gem. I am pleased to provide this recommendation, knowing that the organization will achieve positive results . They have my full endorsement. ,roM ~ L.,_ Chairman 18 rntorda'sfop SOURLE ?Buffalo Grove, IL 60089 RAMRACING.ORG . ENMOTIVECOM ?951 Coorporat; Groie DrivResponse to Portland Marathon RFI Number 0000932 Portland Pulse Racing, LLC May 24th, 2018 Authorized Company Representatives John P. Webb CEO, Portland Pulse Racing 9736 NW Kaylee Street, Portland, Oregon 97229 858.344.0218 (mobile) Vanessa van Staden CMO, Portland Pulse Racing 9736 NW Kaylee Street, Portland, Oregon 97229 503.858.8985 (mobile) Please Redaction Sections 3 and 4 before making this document public. These sections cover personal information and differentiation ideas that give our RFI a competitive advantage. Section Redacted Information Request Reason Cover letter Redact personal information as highlighted in yellow Section 3 Redact personal Information and background as highlighted in yellow Section 4 Redact the whole section on technology, IP, methods and contacts as highlighted in yellow This keeps the RFI respondent personal background information private This keeps the RFI respondent personal background information private These are our intellectual priority and methods unique to our company. PORTLAND PULSE RACING, LLC 1 1. Executive Summary As passionate athletes who have loved over 10 years of Portland running and cycling events including multiple Portland Marathons and with Boston qualifying times, our goal is to deliver a high-quality yearover-year sustainable event that showcases the spirit of Portland (let’s keep Portland Weird!), establishes Portland as the premier running center of the world and provides a runner and community world class event. We will use our 30+ years of experience influencing industries and bringing major technologies to market as well as our expertise opening large and stunningly beautiful new restaurants, to bring an amazing Portland Marathon to life throughout the year. We want people locally and who travel to the event to have an experience that they will continue to talk about for months after the event. The community will be proud of the event and runners will return year over year to enjoy Portland’s culture and hospitality. It is important that we reestablish the trust of The City and participants with the finest event possible. We invite you to enjoy our perspective on the event in the pages that follow. Now is the time. We believe that the Portland Marathon should positioned as “The Future of Running” and bring together Portland’s leading sporting and technology companies, community restaurants, medical services and universities to create an amazing event and cultural experience and showcase new capabilities and technologies. The marathon will welcome all; it will be diverse and inclusive inviting all people no matter of race, nationality, sexual orientation, religion or ability. We can all be proud. Table 1: Ten-year Goals Year Race Registration Goal Race Distances Hosted Oct’19 5000 Full marathon Oct’20 5000 80%/15%/5%/0% Oct 21-23 10000 Full and ½ marathon Full and ½ marathon Oct 24-25 15000 Full and ½ marathon, 5K and 10K 60%/20%/15%/5% Oct 26-29 20000 Full and ½ marathon, 5K and 10K 50%/25%/20%/5% PORTLAND PULSE RACING, LLC Local, Regional, North America, International Registration Mix 80%/15%/5%/0% 70%/15%/13%/2% Goals Show the excellences of the event bringing together key sponsors and add new levels of community involvement. Big community event to celebrate The 50th Anniversary of the Portland Marathon! Introduce an improved marathon route optimized for sustainability and supportability. Bring in more North America and international participants. This brings in significant revenue and economic benefit to The City and community. Bring in more North America and international participants. This brings in significant revenue and economic benefit to The City and community. Ensure the Portland Marathon is one of the top five and most demanded professional races. 2 We will evaluate and have checkpoints during event recruitment to accelerate the number of runners we can host in any year. However, we don’t want to sacrifice the event quality in order to add more runners quickly or just to have a large marathon. We will also explore adding other event distances (5K, ½ marathon, fun run for families/children) as becomes feasible and demanded by the engaged Portland community. Our organization will consist of local community leaders, employees and volunteers who love Portland and have a commitment to the community and seeing Portland thrive. The dedication and passion for Portland as well as our own personal creditability is our driver to deliver and motivation to deliver in an efficient, timely and cost effective manner. The organization structure will consist of a board of advisors, full time employees and volunteers willing to put in hours throughout the week, weekends and nights to ensure the success of this event. Our LLC, Portland Pulse Racing, will be fully dedicated to this cause. We aim to show our commitment to this proposal and be pointed to hit the ground running as we fulfill the obligations and commitments we’re making. We will utilize the years of senior experience we bring to make this event amazing and establish The Future of the Portland marathon. We recommend our team because we’re bringing together local industry leaders with not only a passion for running and cycling, but also a love for Portland and our City’s spirit or “weirdness”. 2. Project Approach and Understanding/Work Plan 2.1. The Leadership Team The success of delivering the Oct 2019 Marathon will require the dedication of a set of team leaders with vision, passion and ability to execute to make this a high quality event. The structure of the team will be crucial in delivering this event. The organization is structured to efficiently manage and execute the elements of delivering the Marathon and community support. Key organizational focus areas and structure are in Table 2. The BOA and leaders will formally meet on a weekly basis and adhoc as needed. The project will be actively program managed and tracked to ensure success as well as to avoid roadblocks or setbacks. Table 2: Key Team Positions Board of Advisors City Liaison Course Design and Management Digital Marketing and Assets PORTLAND PULSE RACING, LLC Responsibilities Set vision and direction for the marathon and removes roadblocks Partners with City leaders on overall execution including permitting, licensing and approvals Gains approval for the course designs and manages course logistics include race day and event timing. Website, shirts, award, logo, etc development Contact Three member to be mutually decided upon. To be recruited, with City guidance To be recruited, with City guidance Local agency 3 Press, Story and Social Media Management Catering Community Outreach Sponsorships, business development and sales Finance and accounting Sport Marketing and Athlete Management Drive the story of Port and the Marathon via press releases, event update, online forums, speaking activities, etc. Active social media engagement. Delivers food and personnel for event and other activities. Works to ensure the community involved and informed about the event. Brings area business into the events and ensure sponsorship and meets sales goals. Manages finances and accounting Local agency Manages Sports Marketing and Hosting Professional Athletes. To be recruited Vanessa van Staden To be recruited To be recruited To be recruited 2.2. Planning The Work We expect to have a regular monthly (or more) reviews and dialog with The City on the execution stages of the marathon. We expect to consult with The City on marketing and creative elements of the marathon. The high-level event milestones are listed in Table 2. A full detail project plan will be reviewed with the The City. Table 2: Marathon High-Level Milestones. Activity Description Date (m/y) Meeting with previous Portland Marathon producers City Grants rights to use Portland Marathon name and information Board of Advisors and Key Positions Recruited Marathon Execution Plan Review #1 Meeting with previous Portland Marathon producers to learn from their previous experiences. 7/19 The City Grants right per Table 3 to use exclusively use the name Portland Marathon and give access to previous data collected. 7/19 All board and key personnel recruited 7/19 Detailed marathon execution plan reviewed with The City. Afterwards we’ll plan for monthly or as needed plan reviews and updates with The City. City issues special event permit 8/19 Marathon marketing and outreach campaign completed 9/18 City Approves Marathon Marathon Marketing Campaign Finalized PORTLAND PULSE RACING, LLC 9/19 4 Marathon Announced and Registration Opens Major Marathon Sponsors Announced Registration checkpoint 1 Race Route Published Registration checkpoint 2 Course volunteer plan finalized. Course safety and disaster plan finalized. Registration checkpoint 3 Finalize race timing company Finalize event start, finish and on course details Race packet pick up and expo Route setup starts Race Day and Results Race teardown 2020 Marathon Recruitment 2019 Marathon Post-mortem review with The City The Portland Marathon is announced, digital and social marketing start 10/18 Goal to announce with marathon Announcement 10/18 Goal 1000 people registered 12/18 Race Route Published. Runners want to be back on the traditional (or an improved) marathon route. Publishing the route increases registration as many runners wanting to see the excitement of the route. Goal 2000 people registered. If beating registration goal discuss with The City increasing registration limit. The course volunteer plan is finalized including recruitment plan and volunteer incentives (shirts and discounts) The course safety and disaster plan is finalized including emergency support, police support, and disaster and safety contingency plans. Goal 4000 people registered. If beating registration goal discuss with The City increasing registration limit. Race timing company selected 2/19 All the event start, finish and on course details are finalized including, but no limited to: the start/finish look and feel and ceremony, the aide station support, emergency support, catering details, Race packet pick up and expo the two days preceding race day. 5000 registered. Route set up start two days preceding the race 7/19 Day of the Portland Marathon, Publish Results and have an exciting ceremony. The route is cleaned up and back to normal City use within 24hr of race finish. Start recruitment for 2020 Portland Marathon 10/19 Perform and review 2019 Portland Marathon post-mortem review with The City. 11/19 2/19 4/19 5/19 6/19 6/19 10/19 10/19 2.3. Marketing the Event Creation and marketing of the Portland Marathon is a year round activity. It is generally considered that the Portland Marathon is the final event of the Portland Running season. With that in mind, we’ll develop an integrated marketing plan for the Portland Marathon. We’ll partner with other events throughout the year or perhaps long-term have our own intermediate events similar to Cycle PORTLAND PULSE RACING, LLC 5 Oregon. The year round integrated event marketing not only benefits the community and The City, but also sponsors investments. The year round marketing also creates excitement for the runners leading up to the event. To help with this year-round integrated marketing, we expect The City to grant us exclusive rights to the Portland Marathon name and information associated with the previous Portland Marathon to our production company. Table 3: Rights Granted To Us The right to exclusively use the name “Portland Marathon” The right to exclusively use the PortlandMarathon.com URL The right to all previous Portland Marathon registration and email databases The right to all previous Portland Marathon vendor, volunteer and City contact lists. 2.4. Contingency Planning and Smart Approaches The approach we’re taking to ensure success is to proactivity have alternative (backup) plans for each phase of the program. As an experienced teams, we’ll proactively plan to minimize the risk to The City through proactive contingency planning as well as consulting those with previous event planning. Detail contingency plans provided once RFI accepted. PORTLAND PULSE RACING, LLC 6 3. Respondent’s Capabilities The team has over 70 years of experience in sports, high tech and restaurant marketing as well as a large and robust networks of industry leaders to tap into. The experience of the team includes: John Webb: John has lived in Portland for 13 years and has completed numerous running and cycling events in The City and USA including three Portland Marathons. John is a running and cycling enthusiast. John is the father of three teenagers who are all enrolled in Portland Public Schools. John is a 20 year Intel Corporation employee where he’s the Director of Marketing for Intel Graphics products. He manages and influences large teams and marketing budgets. He’s able to motivate and inspire people. He’s additionally enjoyed leading roles driving the creation and markets of new technologies like Bluetooth and WiFi. John has an engineering degree from the University of Florida and an MBA from the Massachusetts Institute of Technology. Vanessa: Vanessa van Staden: Vanessa has been a run since a very young age; participating in her primary school’s Track & Field running, cross country and eventually marathons. Portland has been Vanessa’s home since 2007, and she’s ran many races, including two Portland Marathons and qualified for the Boston Marathon. Vanessa is a 15 year employee of Bon Appetit Management Company (BAMCO), the Industry’s leader in Food Service for a Sustainable Future®. Vanessa is a Merchandising and Brand Manager of Image and Style. She manages multiple BAMCO accounts to uphold the integrity of her company’s brand and standards. She does project management, design, and team management for both new and existing accounts. To work with our City government, local community and non-profit organization we’ll bring onboard a key community leader that fits with the team and we’ll look for the City to help provide recommendations. Portland Pulse Racing, LLC will execute this event and can supply personal information related to current employment that speaks to our capabilities. 4. Supporting Information – Trade Secrets, IP and Methods 4.1. Bringing new innovation to The Marathon! The goal of our team is to being new innovation and excitement to the marathon throughout the year. We’ve detailed here some of the ideas we’ll explore to make this a community and world class event. 4.1.1. On Course Improvements Activity Community Sponsored Aid and Refueling Tables Improved race day runner engagement PORTLAND PULSE RACING, LLC Description We’ll offer local restaurant and food carts the opportunity to sponsor on-course and start/finish line aid and refueling tables. We’ll add more interactive activities in addition to bands along the race route to keep runners engaged. A model for this is the Disney World Marathons that has characters each ¼ mile of the 7 More Bathrooms On-course photo booths and real time social media Race route improvements Easy multi race point viewing Create synergy with other City events Marathon Village race for runners to take pictures with and motivate them along the course. Yes, we’ll offer more portable bathrooms for low wait times. This is a high ask from participants. We’ll explore on course “photo booths” with real-time sharing on social media. We’d like to explore for future marathons now to improve the race route and bring runners along the east esplanade and across the Tillicum crossing allowing more of The City and community to enjoy the event. We will make it easy for supporters to view and watch the race from multiple locations. This will be a new and unique offering for Portland. We’ll facilitate supporters using TriMet MAX or Buses to watch the event start then move to the ½ marathon point and back to the finish line to cheer and support their runner during the event. We’ll work to create synergy with other city events throughout the year. We’ll work to add a fee-based Saturday and Sunday Marathon Village at the Tom McCall Waterfront Park to future celebrate the Marathon race day and community. 4.1.2. New Technologies Experience Activity Stream the marathon online Stream the event in real-time VR Better real-time running dynamics and tracking Create synergy with other City events Marathon Village Description Add live streaming points along the course from friends and family to watch We’ll explore enabling the first Marathon VR experience an In addition to the normal marathon race tracking, we’ll explore adding per a race, real-time running dynamics and tracking like via Snapchat or Strava. We’ll work to create synergy with other city events throughout the year. We’ll work to add a fee-based Saturday and Sunday Marathon Village at the Tom McCall Waterfront Park to future celebrate the Marathon race day and community. 4.1.3. New year-round activities Activity Create synergy with other City events Marathon Village PORTLAND PULSE RACING, LLC Description We’ll work to create synergy with other city events throughout the year. We’ll work to add a fee-based Saturday and Sunday Marathon Village at the Tom McCall Waterfront Park to future celebrate the Marathon race day and community. 8 Fun office location Profession Athlete Sponsors Office location in downtown Portland that hosts local training activities, features a count-down counter and year round photo opportunities. Bring on professional athletes as event advocates and speakers. 4.2. Fellow Traveler Organizations The success of the marathon is working closely with fellow traveler organizations as well bringing in top sponsors. The marathon is a year round activities and sponsorship activity. We will work with existing and new fellow travelers and volunteers within the community. Fellow Traveler Organizations City Government Police, Fire and Medical Services Chamber of Commerce Portland Public Schools Running Groups (Red Lizard) Portland Marathon Training Clinic Road Runner Sports 4.3. Target Sponsors Portland has a rich environment of local sporting, high tech, medical, financial services and food service companies that we’ll target as year-round event sponsors. Additionally, we’ll bring local restaurants into the event. Target Sponsors Local Restaurants Hotels (ie, Hilton, Marriott) Banks (ie, Wells Fargo, Chase Brands: Nike, Addis, Under Armor High-tech Intel, Google, Amazon Medical: Provident Medical Group And other sponsors PORTLAND PULSE RACING, LLC 9 5. Financial Overview As the producers of the future Portland Marathons, the event production will be managed as a forprofit organization bringing in sponsorship, registration and other revenue to fund the activities of producing the Portland Marathon as well as covering City fees. We anticipate bringing in multimillions of dollars of revenue through registration fees and significant sports. We ask The City in year-one to hold off collecting City fees and dues until the Marathon is completed and Portland Pulse Racing is through its startup phase with major sponsors onboard. 6. Conclusion Coordinating and planning the Future Portland Marathons is a “marathon” itself. Coordinating, executing and delivering the finest of marathons is a year round activity requiring dedication and discipline. It is like athlete’s who take months of hard training and management to run their best on race day. Our goal is to deliver a marathon with the Portland spirit and not just an off-the-shelf multi-city branded event. When you select our team, you’re selecting a team of local, committed and passionate industry leaders committed to the success of Future Portland Marathons and a close collaboration with The City. Thank you for consideration Portland Pulse Racing May 24th, 2018 PORTLAND PULSE RACING, LLC 10