AR Race Director Summit

AR Race Director Summit
1-Day Summit: 13, January 2018

Description
The AR summit provides a forum for race directors to collaborate, share ideas, discuss best practices, and provide networking opportunities within the adventure race community.

It is recommended that participants have directed an adventure race with the past 24 months.

Location
Two options are available to attend the summit: Onsite or virtually. Onsite registrations are limited to 15 people. Virtual capacity is limited to 20 registrations. Onsite participants get to interact more intimately with the group, have a two-way dialogue, and are treated to breakfast and lunch. Virtual participants can view and listen to sessions and can interact via posting questions and comments for feedback. Audio will be one way for virtual participants.

Onsite location
520A East 6th Street
Front Royal, VA 22630

Virtual
Instructions will be sent prior to the summit on how to connect. You will need a laptop and/or a phone line.

Lodging
If enough race directors are looking for lodging, we will work on a group rate at one of the local hotels.

Food
Breakfast and lunch will be served. An informal dinner will be held at one of the local restaurants.

Travel
Front Royal is located near the intersection of I-81 and I-66 about 60 miles west of Washington DC. The nearest airport is Washington Dulles.

Schedule
Saturday 13th January 2018
7:30-8:30 am – Light breakfast served as race directors assemble and arrive
8:30 am – Introductions and virtual sessions start

9:00 am – Session 1 - Logistics and Operations
What to bring and be ready to discuss:

• Any sample spreadsheets, documents, maps or other tools you use to plan and manage events.
• Success stories
• Pitfalls
•  Best practices for managing resources before, during and after an event.

10:30 am – Session 2 – Marketing
What to bring and be ready to discuss:

• Successful marketing materials you have used in the past to market events
• Marketing plans you have implemented
• Analytics and metrics you use to gauge successful marketing campaigns
• Marketing budgets

Noon – Lunch

1 pm – Session 3 - Mapping tools and race documents
What to bring and be ready to discuss:

• Sample maps and race documents you have used or used during other events
• Discuss products you use to develop maps

2:30 pm – Session 4 - Course design and setting
What to bring and be ready to discuss:

• Any sample spreadsheets, documents, maps or other tools you use to design courses
• Sample of checkpoints used if other than O-Flags
• Success stories
• Pitfalls

4:00 pm – Open discussion

Other topics include:
• Safety
• Participant management (pre/during and post)
• Timing and scoring
• Sourcing equipment, SWAG, and awards
Please bring any supporting materials to support any discussions of these topics.

6:00 pm – Informal dinner at Element

Sunday 14th, January 2018
If you are in town for the weekend enjoy a group ride, paddle, or trek depending on the weather and group’s preference.

Depending on the weather, the plan is to ride at Shenandoah River State Park for 2-3 hours and then trek up Veach Gap which is about a 4-mile round trip.

Registration Fee
$25 per person

Funds are used to cover overhead. Any remaining money will be used to promote an upcoming explainer video on Adventure Racing. We will also cover the registration processing fee on Run Sign Up.

Summit Topics
Summit topics open to discussion and instruction are:
• Logistics and operations
• Course design and setting
• Mapping tools and race documents
• Safety
• Marketing
• Participant management (pre/during and post)
• Timing and scoring
• Sourcing equipment, SWAG, and awards

During registration, you will be asked to select 4 topics that you would like to discuss. The summit will be adjusted to address the most requested topics.

Mandatory Gear for the Summit (What to bring)
• Pen and paper
• Thoughts on any of the topics you would like to discuss
• Good ideas
• Bike, running shoes, etc. if you want to join a group activity on Sunday.

Parking
We have limited parking in front of the building. You can park at the back of the building inside the fenced area. Access the rear parking is off Belair Ave.

Questions
Feel free to contact us at info@adventureenablers.com with any questions. We look forward to seeing you at the Race Director AR Summit.