the plan of action:
Forty-five high schoool student leaders throughout the greater Cincinnati Area have banded together to create twelve different committees to plan and execute our Amazing Race. We have been working collectively for 5 months on the planning and have included several area businesses and high schools in the process.
Below is a list of all of the committees and their descriptions:
Registration and Check In
Before the event, this team is in charge of making sure that all chapters have access to the registrations and processing the registrations as we receive them, On the day of the event, this team will work the front tables to sign in all of our participants, give each participant and index card with their name and a classroom number on it, and make sure that everyone gets a shirt and a bandanna.
Environment Committee
We are starting and ending our event at Moeller High School, and the last time I looked, it wasn’t the most aesthetically pleasing building ever made!! We need to set the tone!! This team requires both creative people, techies, and furniture movers! No need to decorate the gym, but we need welcoming stuff at the front entrance of the school, welcoming posters/banners in the front lobby at check in, posters and pictures in the classroom hallway, and pictures and posters in the classrooms. We are going to take pictures of each team as they finish the race and we need a backdrop for these pics. Connie has tons of poster and large prints that you can use, but new ones need to be created specifically for this event. Then we also need to deck out the AC. Think iDance décor… in this space it is go big or go home… the Environment team is also responsible for making sure that all of the AV equipment is in place in the gym and in the AC, and that all necessary tables and chairs are in the AC for the mixer/concert.
Introduction and Education
Once student check in and get their t-shirts and bandannas, they will be directed to the gym. While in the gym, they will watch a video that welcomes them to the event. After that, they will head to classrooms for education. We will be using 12 classrooms with 3 AR teams in each classroom. On 12 tables in the classroom will be a blank sheet of paper and a pencil, but the participants will not be told what to do with it. Committee members will be the teachers in these rooms, educating the kids in the race about who we are (U4U), about our mission, our initiatives, how many kids we support, why the kids are in the situation they are in, and a few culture things, like language, handshakes. This is a 20 – 25 minute lesson. Over the PA everyone will be given a 5 minute warning when time is almost up. In the last 5 minutes, participants will receive an index card with their name, a color and a number and not told what it is for (this will lead them to their vehicle later) Then when 25 minutes is up, an announcement will come on over the PA telling everyone to go back to the gym.
Amazing Race Stops
Let the race begin!! At 5pm everyone heads out the door. There will be four stops on the race. Teams are to travel to each stop, perform the task up to a certain standard, and make it back to Moeller High School first to win the prize. At each stop, teams will watch a video shot and edited in Uganda that will teach them a little about the topic of the stop, how this activity affects the children that we support, and what they need to do to complete the task….all explained to them by kids in our program!!! Each stop needs 13 stations set up ready to go. Each stop should take the participants about 20 – 30 minutes to complete. Keep those two things in mind as you are planning.
Photography
These two people are exclusively at Moeller to take pix at the concert and during the educational piece. As teams cross the finish line, the photographers will stand them in front of the AR backdrop and take a team picture. They are responsible for getting their own digital pics as well as the pics that are brought in at the last minute from the AR Stops downloaded onto the computers in the AC to be projected as a rolling slide show during the mixer/concert.
Business Committee
To be on this committee, you need to have a good business sense, be comfortable working with adults and company managers, be able to write a business letter and make follow up phone calls for donations, and want to learn how to write a grant. This is the committee that will be:
• calling our insurance company and getting event insurance quotes
• Writing the Mayerson Grant, Moeller’s YPC Grant, and the Do Something grant to pay for the expenses of the event
• Talking to Skyline, Graeter’s, Dewey’s Pizza, etc to get venders/food to sell at the concert/mixer
• Talking with local gas stations to get gas cards for the drivers.
• Talking with all sorts of local fun places (movie theatres, malls, restaurants, best buy, etc) to get gift cards for the winning teams.
• Making sure that the registrations are processed, that we have signed waivers for each participant, that we have all of the information that we need on the registration forms, and sending follow up emails to participants to…
o Let them know that they are registered (this happens as registrations come in)
o Let them know that the event is coming and they need to bring… (this happens about 5 days before the event)
• collecting mailing addresses for anyone who helps with a YES! including all businesses, chaperones, and teachers.
• Meeting with our attorney to write up a waiver for the drivers, get the drivers to sign the waiver and make sure that we have all signed waivers on file.
Transportation Commmittee
This committee is in charge of recruiting our drivers (we need 36), training them, get them funding for gas, decorating their cars, making sure that the first clue, the rules, and 5 bottles of water are in each car, and making sure that the drivers receive a liability waiver so that they don’t try to sue anyone if they wreck. Regarding the route, drivers will be fully aware of what is supposed to happen, but they are not allowed to help in any way. They will be given directions, both on a map and in writing about the path from stop to stop, but if the team wants them to go somewhere that is not on the map, the driver must do that.
Branding
When putting on a city wide event, branding is super important! We need to have a logo for the event and everything we put out regarding the race must have the logo on it. That includes all of the clues, the registration, the website page, the facebook page, the tee shirts, the advertising posters, the legal paper work and waivers, and any other papers described in this monster committee description document.
- Amazing race posters are being created by a marketing class at Moeller. We may get our logo from them…
- We must have a logo AS SOON AS POSSIBLE but definitely before the end of October!!!
- Four different race routes means four different colors for the clues. This team decides on the colors of the logo as well as the colors of the 4 different races.
- T-shirts are one color combo for the participants and the reverse colors for the planning team.
- Logo and colors for the event must be designed and pick out before the end of this month.