Exceler8s II: Project Charter - University of Colorado...

Exceler8s II: Final Deliverable

Brian [email protected]

650-996-8803

Steve [email protected]

407-701-3097

Aaron [email protected]

720-641-8381

Sam [email protected]

970-618-8406

Joyce [email protected]

719-231-3246

Sarah [email protected]

303-881-4684

Leann [email protected]

303-589-4172

mailto:[email protected]







Contents

Deliverables not yet completed or works in progressProject Charter ChangesProject Charter……………………………………………………………………………………...……….….3Fall Roles & Responsibilities…………………………………………………………………………………..6Risk Management Plan…………………………………………………………………………………………7Schedule……………………………………………………………………………………………………….10Stakeholder Analysis…………………………………………………………………………………………..12Cost/Benefit Analysis……………………………………………………………………………………….....14Work Breakdown Structure…….……………………………………………………………….......................22Logistics DeliverablesMarketing DeliverablesSponsorship DeliverablesChange Management PlanQuality Assurance PlanStatus ReportsMeeting MinutesLessons LearnedColorado River Plan Executive Summary……………………………………………………………………..16Premise, Conflict, Tension, Turning Point and Resolution……………………………………………….…...26Similar Events Research……………………………………………………………………………….………24First Deliverable

Deliverables not yet completed or works in progressMany of our deliverables throughout the course of this project have been contingent upon on people outside of the Leeds group and thus many deliverables are still a work in progress or have been pushed to later in the development cycle.

The donation process specifics to be developed by Brian and Jon Hartman and will be processed through the website.

Publishing of further articles, distribution of further email blasts, production of a physical banner, devel-opment of a t-shirt concept, finalization of fliers for distribution, and production of further event calen-dars still needs to be done.

The Information Packet has not been produced at this point, as many key details are still in the air.

The operating budget deliverable is being handled by Brian and the donation tracking spreadsheet is to be integrated with the website donation process to be established by Jon Hartman.

Cost/Benefit Analysis not complete based on final event data still being unknown.

The itinerary deliverable moved to logistics deliverable section and is currently in a tentative state as portions of the event plan may change.

Determine personal expenses to the attendees (rental gear, transportation, food).

Contract with transportation companies and happy hour location.

Plan event competition and associated prizes.

List of signed on sponsors and donators to be handled in January.

Spring semester project schedule to be developed in January.

Jon is taking over the set up of the individual participant sponsor program on the website.

Create silent auction company list

Brian needs to sign the contract with Devil’s Thumb

Make a list of contests for the event

Organize dinner and silent auction logistics

Put together SWAG bags and check-in packets for hotels to hand out at check-in

Contact seminar speakers

Determine how registration table will workDeliverables not yet completed or works in progress continued

Get breakfast donated

Confirm happy hour location and logistics

Confirm transportation logistics

Project Charter Changes

Changed original contact list from 120 people to 250 people because we broadened our target audience from the previous year in order to meet higher participation.

Updated the project purpose to reflect our narrowing down of the CO River Project to the Priority Wa-ters Project.

Updated the project purpose to show the change from Berthoud Pass to Jones Pass.

Specified Marketing Submissions which include event calendars, articles, website content, save the date, and banners to clearly define our work.

Shifted the objective of reaching out to community for support from marketing to sponsorship as it be-came the focus of this team group.

Shifted the objective of organizing the participation of corporate sponsors in our event from logistics to sponsorship as the duty changed throughout the project process.

Shifted the donation process objective to the marketing team from logistics as the marketing team is working with the registration and donation processes through the web designer, Jon Hartman.

Removed technology applications as a project objective as it was removed from the overall plan by Brian.

Removed weather cooperation from project assumptions as it can not be assumed but can be planned for.

Added Project assumptions that participants are willing to pay for outside costs related to the event, and that we will be able to meet the capacity needs of the event at our chosen dinner venue.

Added specification to marketing deliverables and updated the deliverables with Communication, Risk Management, Cost Benefit, and quality assurance plans.

Added further detail to roles and responsibilities and updated responsibility changes

Added a section for outside help to the roles and responsibilities section.

Added details and new risks to the risk management plan to specify significant risks.

Removed Berthoud Pass Risk as we changed that portion of the event to Jones Pass.

Updated schedule as original schedule changed dramatically based on Winter Park Delays.

Added more stakeholders to Stakeholder Analysis

Updated the Cost/Benefit Analysis for known costs and benefits related to those costs.

Updated tentative itinerary with more specific details

Project Charter Changes Continued

Updated work break down structure for changes in roles and responsibilities and the new deliverables required of the project

Added 5 more similar event research

Project Charter

Project Purpose: The purpose of this year’s Exceler8s II event will be to bring the community

together in support of the Colorado Nature Conservancy’s Priority Waters Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.

Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.

Create an outlet for participants to develop team building skills. The Winter Park Experience will offer a relaxing and fun environment. The Jones Pass Experience will offer a challenging team-building experience.

Prioritized Measurable Objectives: The mission of the subsequent objectives is to create an effective business model for the Exceler8s event by developing relationships with individual donors as well as corporate sponsors to connect with attractive charities, in this case The Nature Conservancy’s PWP. This will be accomplished through the completion of the following: Marketing Plan:

Develop and implement a marketing and sponsor plan to explain Exceler8’s purpose and recruit 120 individual participants and multiple corporate sponsors

Develop and distribute information packet and fliers containing specific details of the event and donation processes to 250 potential participants

Develop all marketing submissions (Event Calendars, Articles, Website Content, Save-the-Date, Banners)

Develop a logo and other brand assets to create a sustainable identity for the event and increase awareness (t-shirts, banners)

Press release with corporate sponsor (news articles) Identify and implement appropriate organization structure and process for

collecting and distributing money donations (Exceler8s 501C3 and website)

Sponsorship: Set up the individual participant sponsor program Create solid relationships with a minimum of ten corporate sponsors to help fund

the event Develop marketing strategy to meet each corporate sponsors’ goals (incentives)-

Utilize base template and modify for individual companies Raise at least $30,000 in donations from individuals and corporate sponsors Drive attendance of no less than 120 people for each day and confirm no less than

75% of attendees in advance of the event (date to be determined) Reach out to community for support (businesses, CU, students, winter sports

enthusiasts, environmental organizations) Organize the participation of the corporate sponsors in the event based on

agreements of sponsorship

Logistics and Operations Plan: Use Webex as main communication tool for managing the project Develop and plan an itinerary for the 2 ½ day event, creating challenging team

building events along with technical instruction from the Winter Park and Jones Pass guides

Develop a budget and a management process for the two and a half day event Secure banquet room and catering services for Exceler8’s happy hour day 1,

dinner on Day 2 and breakfast each dayTechnology Plan:

Design and develop a simple website for promotion and communication purposes

Project Charter Continued

Approved by: Project Sponsor orally during meeting Date: 9/16/09Subsequent changes made throughout semester w/ client approval at meetings

Project Assumptions: Winter Park and Jones Pass will provide means necessary to accomplish this event

such a mountain guides, rental equipment, lift access, and mountain liability form. Sufficient funds will be raised to positively impact TNC Registration fees will help mitigate cost of event Majority of donations will come from corporate sponsors with increased emphasis

on a Silent Auction and incentives for individual donations through competitive processes

The raised funds will go towards the Colorado River Basin Project, more specifically the Priority Waters Project

The increased appeal of Winter Park to the Front Range should help drive participation

Participants will be willing to pay the registration costs, lodging costs, and other costs to attend the event.

We will be able to hold all of our participants in the dinner venue chosen.

Deliverables: A list of corporate and individual sponsors and committed donations Promotional and informational website Operating budget and donation tracking spreadsheet Cross functional program plan including critical success factors 2 1/2 day event itinerary Event T-shirt, banner, logo, wristbands (giveaways) Marketing plan including logo, website, advertising submissions (Event Calendar,

Articles, Press Releases, Fliers, Save-the-Date, and subsequent email blasts), and information packet

Final contact list for sponsors Meeting Notes and Status Reports Website Plan Sponsorship Plan Stakeholder Analysis Risk Management Plan Cost Benefit Analysis Quality Assurance Plan Logistics Management Plan Feedback from participants and sponsors on possible improvements for 2011

(Lessons Learned)

Fall Roles and Responsibilities

Steve and JoyceTeam Members Marketing

Meeting coordinator with Brian, TNC and team members

Plan group meetings Coordinate with external team

members Design/distribute t-shirt, fliers,

logo, information packet, email blasts, press release, Joint Marketing and save the date

Marketing Plan to intrigue participants

Promote using Social Networking Design donation process with Jon

and Brian Develop Website Content Update Email Contact List

Aaron and SamTeam MembersSponsorship

Recruit corporate sponsors Collect and facilitate donations Design sales pitch Determine Winter Park sponsor

restrictions Coordinate with Chad about

previous sponsorships Assist other groups as necessary Set up individual sponsor program

Leann and SarahTeam MembersLogistics

Coordinate lodging Coordinate banquet rooms Coordinate food/happy hour Coordinate transportation between

locations Coordinate

events/competitions/pricing Determine base camp/registration

location Plan event logistics Facilitate $30,000 participant

donation event

Outside Help: Jon, Chad, Kathryn and Brian

Kathryn and Brian: Budget management Provide WebEx access

Jon Website development Graphic designs

Chad Help develop website content –

history Sponsor support

Risk Management PlanRisk/Cause Likelihood Impact Minimize

CauseCurrent Status

Action Items Responsible Person

Weather

No Snow Low High No Control Unknown Alternate Activity Plan

Collective

Blizzard Medium Med-Low

No Control Unknown Judge severity and implement alternate activities

Winter Park & Jones Pass Guides

Avalanche for backcountry activities on Jones Pass

Low High No Control Unknown Delegate to Jones Pass

Winter Park & Jones Pass Guides

Road Closure Low-Med Medium No Control Unknown Suggest alternative routes and adjust schedule as needed

Collective

Ice / No Powder Medium Medium No Control Unknown Adjust Schedule as needed

Collective

Technology

Insufficient Electricity for Exceler8s Central

Low Low Use battery powered appliances

Functional Change location and utilize generators

Cisco Tech.

Risk Management Plan ContinuedRisk/Cause Likelihood Impact Minimize

CauseCurrent Status

Action Items Responsible Person

No Internet Connection

Low Low Eliminate Contest Tracking from program

Functional Proceed with dinner

Brian

Cisco Technology- WebEx- Not Available

Low Medium-High

Individual documentation backup

WebEx accessible

Eliminate from program

Cisco Tech.

Website Malfunction- Donation and Registration Process

Low High Consult technical support

Forwarding current website while waiting on domain transfer

Fix it Jon and Steve

Website Development Delayed

Med High Work with Jon to ensure timely development

Develop Website Work Plan

Live site, not completely functional

Donation and Registration processes need to be implemented, additional content development needed

Jon and Steve, and all Teams

Donation or Registration Process Error: incorrect information input, lack of information tracking

Low High Consult Brian and Jon and Application technical support

Donation Process under development

Registration Process under development

Repair Issue and track errors down

Brian and Jon

Risk Management Plan ContinuedIT Professionals don’t show up

Low Medium Confirmation N/A Improvise and set up available technology

Collective

Schedule, Logistics, Communication

Late Donation and Registration could limit our ability to plan

Medium High Reminders and confirmations: Email blasts and Early registration

Waiting on website application functionality

Assertively pursue previously guaranteed funds and promote event early

Collective

Unresponsive Contact for Joint Marketing, Sponsors, Stakeholders, Winter Park, and Jones Pass

Medium Medium Follow up emails and calls

Develop Communication Plan

N/A Assertively communicate to ensure participation

Collective

Deliverables and deadlines not met due to scheduling conflicts

Med High Time management

Regularly Scheduled Meetings with Client and Stakeholders

Many original deadlines were pushed back due to Winter Park hosting delay

Contribute as team and return deliverables promptly

Collective

Risk Management Plan ContinuedMarketing Plan Fails to reach potential participants and sponsors in a reasonable time

Med High Determine Media submission deadlines

Use news, radio, tv, internet, and other varied forms for advertisement

Advertising underway through email blasts, website, Calendars, magazine articles, and fliers

Continue to Advertise through different media and word of mouth

Marketing Team

Winter Park will not be a viable hosting option due to unresponsive contacts

Med High Contact Winter Park agent and their bosses if necessary to ensure timely interaction

Develop Contingency Plan

Moving forward with Winter Park Plan.

Develop Event Details and Finalize Itinerary

Brian and Logistics Team

Jones Pass will not be a viable option

Med High Maintain contact with Berthoud Pass backcountry guides

Cancelled for Jones Pass

None Logistics Team and Brian

Risk Management Plan ContinuedJones Pass guides will not be able to host backcountry skiing

Med High Maintain contact with Power Addiction guides

Provide them with business incentives

Agreed to work with Exceler8s event

Develop backcountry options

Brian and Logistics

Participants are unwilling to pay high registration costs

High High Promote early bird special, clarify what the registration costs covers

Registration not started Set up the registration process on website

Jon

Venue cannot hold all participants

Low Med Keep track of registered participants

Unknown Talk to Devils Thumb about different options to expand capacity

Sarah and Leanne

Sponsorship Risk

Sponsors are not interested

Med High Creating a good sales pitch

In progress Actively seek sponsorships, aggressive contact methods

Sam and Aaron

Lack of response from sponsors

High High Multiple contact mediums

In progress Follow up Sam and Aaron

Risk Management Plan ContinuedLack of title sponsor

Med Med Increase the number of interested sponsors

In progress Utilizing Tom Wright to facilitate communication

Sam and Aaron

Resources

Adequate facilities (base camp, banquet room, and ski area) not available

Low High Site Inspections and confirmation

N/A Backup plan and respond as needed with frequent communications

Winter Park

Lack of donations from sponsors and participants

Low-Medium

High Active marketing and follow up communications

N/A Implement donation process and proactively obtain sponsors

Collective

Suppliers do not deliver equipment or agreed items

Low High Confirmation and Communication

N/A Secure by scheduled date

Collective

Registration price will deter students from attending

Low-Medium

Medium Limit cost to participant. Appeal to students with environmental or winter sport interest.

Still determining registration price.

Focus on limiting costs to participant by finding deals in WP and JP.

Collective

Risk Management Plan ContinuedWeekday event will limit participant involvement

High High Hosting event closer to the front range.

Marketing to a diverse audience and raising awareness early enough for participants to plan

Continue raising awareness through marketing.

Collective

Completion of 5013C Status. (State and Federal Status, Bank Account active)

Medium High Timely Registration of 5013C.

Bank Account recently established. State status established

Confirm federal status.

Brian

ScheduleWeek Tasks

9/11/09 1. Meet with Brian and all group members2. Receive general information on project and start to discuss

individual duties3. Plan future meetings4. Meet with Hitachi consultants

9/16/2009 1. Meet Brian2. Stakeholder analysis and cost benefit analysis3. Meet with Brian to plan more specific sponsorship/participant

opportunities and some event logistics4. Define website requirements

9/23/2009 1. Meet with Brian 2. Sponsorship3. Event specifics4. Develop Risk Management Plan

9/30/2009 1. First Deliverable Due2. Develop presentation for client approval3. Meet with Brian4. Sponsors5. Event logistics6. Website teleconference with Jon7. Discuss marketing pitch and purpose

10/7/2009 1. Meet with Brian2. Status Report3. Begin formulating list of sponsors to approach4. Inform Chad about event and understand his approach from last year5. Develop marketing plan6. Develop marketing contact list7. Create initial list of sponsors to approach8. Inform Chad about event details and understand his approach from

last year9. Research lodging options10. Research possible rooms at WP for dinner and auction11. Research possible base camp options

10/14/2009 1. Meet with Brian2. Sponsorship progress3. Logistics4. Talk with Jon about website development5. Investigate sponsor restrictions6. Formulate Sponsor letter with Executive Summary7. Devise plan of attack for conference and other sponsors8. Develop initial event logo9. Investigate sponsor restrictions10. Formulate sponsor letter with Executive Summary11. Devise plan of attack for conference and other sponsors

Schedule Continued10/21/2009

1. Meet with Brian2. Update Risk Management Plan3. Prepare and attend R.A.C.E. Conference4. Updates from Chad/Aaron/Sam5. Chad Contact Suunto, BCA, Black Diamond, Mammot6. Generate a contact list for the newspaper and magazines7. Prepare and attend RACE Conference8. Chad contact Suunto, BCA, Black Diamon and Mammot

10/28/2009 1. Meet with Brian2. Sponsors3. Event Itinerary4. Fundraising5. Develop Quality Assurance Plan6. Update team on R.A.C.E Conference 7. Contact Wright Group, Outdoor Elevations, Headsweats, and CU8. Contact athletes for silent auction9. Breakdown of information needed for the website from team

members10. Contact newspapers and magazines

11/4/20091. Silent Auction2. Transportation3. Sponsorship Benefits completed4. Sponsorship Deadlines Discussion5. Finalize Big name sponsor list6. Determine ineligible companies based on hotel, resort and restaurant

selection7. Develop Save the Date8. Develop press release information to be sent

Schedule Continued11/11/2009 1. Contact/Follow up with Big name sponsorships

2. Finalize Sponsorship Proposal3. Finalize Event Details for pitch4. Updates from Chad/Aaron/Sam5. Follow up with Winter Park Sponsors6. Determine involvement from other group members7. Update materials with signed-on sponsors8. Saved the Date contact list developed9. Contact Meredith from Outdoor Elevations for a possible press re-

lease10. Develop initial calendar plan11. Research other options for dinner and auction12. Decide on Devil’s Thumb Ranch for venue for dinner/auction13. Get pricing for bracelets

11/18/2009 1. Draft Presentations for feedback2. Update event planning, marketing, website, and sponsorship3. Draft Sponsorship Presentation for feedback4. Finalize Silent Auction donation list5. Determine involvement from other group members6. Update materials with signed-on sponsors7. Meeting with TNC8. Website front page in place9. Send out Save the Date10. Design banner and send the banner to snowforecast11. Publish first online article with First Tracks Online Ski Magazine12. Send out detailed information to Meredith regarding the article13. Research possible transportation methods

11/25/2009 Fall Break

1. Finish and finalize Sponsor Packet as coached by Wright Group2. Check in with Snowforecast regarding the banner

12/2/2009 1. Develop lessons learned2. Develop plan for closing project3. Update on sponsorships and donation items4. Develop post-class plan5. Follow up with newspaper and magazines about event calendar and

article press release6. Decide on base camp7. Establish event itinerary8. Research happy hour locations and drink specials through

distributors

12/9/2009 1. Final deliverables2. Final Client Presentations3. Performance reviews4. Have a fully functional website in place

Initially Approved By: Project Sponsor on 9/23/09 and updated at weekly meetings as changes made throughout semester. The project dates have shifted dramatically as they have been contingent on external parties completed tasks.

Stakeholder Analysis

Name Organization Role Interest Influence

Expectations Ways to Manage Expectations

Brian Allison

Exceler8 II Project Manager/Project Sponsor

High High Weekly status meetings, budget/spending approval, part of the brainstorming process, successful and timely completion of project, complete deliverables

Attend weekly meetings, get approval for every piece of project, turn in deliverables, keep updated

TNC- Taylor Hawes

The Nature Conservancy

Project Beneficiary

High Low Funds raised to contribute to Priority Water Project and meet fundraising goal

Reach donation goal of $30,000 and attendees for awareness

Brad Winter Park Project Coordinator

Medium

Medium Added business for Winter Park resort, a successful event, PR

Work together to establish lodging, event location, logistics, etc.

Sponsors Sponsor Companies

Project Sponsors

Medium

High PR/advertising, recognition

Establish ways to give recognition and make sure they are well known at event

Student Group

University of Colorado Boulder Students

Project Team High High Successful and timely completion of project, high grade

Stay on task, don’t wait until the last minute, communication among team members

Stakeholder Analysis Continued

Jim Marlatt

CU Boulder Faculty

Project Grader Medium

Low Complete and timely deliverables

Complete work ahead of time, meet deadlines

Cisco Cisco Systems Project Sponsor Low Low Put on a successful event, meet Brian’s standards

None

Mentor Hitachi Project Supervisor

Medium

Medium Successful communication between all parties, problems/issues solved

Maintain communication channels, get help with issues that come up

Markus Beck

Alpine World Ascents

Director of Guides

High Medium Communication about guided trips, while staying within limits of business.

Maintain communication through email and phone and expectations for participating in the event.

Participants

n/a Funding source High High Have a good time for a good cause and establish a successful marketing campaign to show that their attendance is necessary for the event.

Timely communication. Experience meets expectations

Jen Triplett Devil’s Thumb Ranch

Event Coordinator

Low High Execute event at the location

Communicate in timely manner and establish details before signing the contract

Stakeholder Analysis ContinuedJoint Marketing- Local Press

Snowforecast, Elevations Outlook and other newspapers and magazines to be determined

Marketing assistance

Low Medium Reciprocal advertising and communicate efficiently at a timely manner

Have a successful event to prevent damage to their own reputation

Jamie Walter

PowderAddiction

Cat skiing tour guide

Low High Sign contracts Meet communication deadlines and sign contract

Cost/Benefit AnalysisThis is our planned cost benefit analysis for the Exceler8s II Event. Our project has not reached the point where we are able to produce meaningful numbers for each of these categories.The following considerations are currently guiding the parameters of our project:1) Holding the event in Winter Park and Jones Pass this year instead of Silverton Mountain will present the project team with the benefit of Winter Parks proximity to the Front Range, which is the community we are trying to appeal to and support; however, working with a new city with a separate set of rules will present new challenges.2) By dividing the location of our event we will be able to appeal to more participants, but we will also have to handle the logistics of coordinating the two parts of the event.Within the planned project we are dividing the experience across two locations:A) Winter Park: to provide a fun and relaxing experience that will bring the community together for a good causeB) Jones Pass: to provide a strenuous team environment through guided tours that will push participants to realize what they are capable of doing.We have developed this tentative chart to list our considerations for the cost benefits of the event.

2009-2010

BENEFITS

TANGIBLE

Donations to The Nature Conservancy

$30,000

Colorado River Project improvements

TBD

INTANGIBLE

Work towards a good cause NA

Exceler8 brand equity NA

Exceler8 public recognition NA

PR/advertising for Exceler8s, Winter Park, sponsors

NA

TOTAL BENEFITS

COSTS

DEVELOPMENT COSTS

Advertisement/promotion of event $500

Meeting costs 0

Communication costs 0

Cost/Benefit Analysis ContinuedInvitations, save the dates 0

Website set up ~$500

OPERATIONS/MAINTENANCE COSTS

0

T-shirt costs TBD

Covering sponsor costs for free attendance, etc.

TBD

Location rentals 0 (waived)

Cat Skiing $3000 (covered by participants)

Custom Group Wristbands $175

Food/drink ~$8000 (depends on number of participants and is covered by the participants)

Transportation costs TBD

TOTAL COSTS TBD

BENEFITS LESS COSTS TBD

Work Breakdown Structure

Work Breakdown Structure Continued

Logistics Deliverables

Tentative ItineraryEXCELER8S II ITINERARY

February 24-26, 2009Winter Park, CO

February 24 12 pm: Check in and registration begins at base camp

Check in to hotels and lodging1:30 pm: Seminar 1 (45 min- 1 hour)2:45 pm: Seminar 2 (45 min- 1 hour)5 pm: Happy hour and Brian/Katherine speech

Dinner independently afterFebruary 25 8 am: Breakfast at base camp9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass, I am just estimating)

Free ski beginsLunch independently

12 pm: Transportation back from Jones Pass (again, needs to be confirmed with Jones Pass people)5 pm: Cocktail hour at silent auction dinner (cash bar?)6 pm: Opening speaker

Dinner7:30 pm: Silent auction

February 26 8 am: Breakfast at base camp9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass)

Free ski beginsLunch independently

12 pm: Transportation back from Jones PassCheck out of hotels and lodging begins

Logistics Deliverables Continued

Event Management Plan:Winter Park: Contact: Brad Carothers [email protected]

Wednesday: Transportation from airport to Winter Park- Roger Headlund at Home James transportation company (970-726-5060)

Hotel Check-in at Winter Park Mountain Lodge or Devil Thumb RanchRegistration at Exceler8s Central (Either Tent at base of mountain or Level 6 at West Portal Station)Panel about Colorado River Project/ Guest Speaker TBA- Level 6 at West Portal StationHappy Hour at Cheeky Monk

Thursday:Breakfast at Exceler8’s central Free mountain skiing Buses to Cirque availableNastar racing allowed two runsTransportation to Devil thumbSilent Auction and Dinner at Devil Thumb Ranch – Contact: Jennifer Triplet [email protected] Transportation back to winter park

Friday: Breakfast at Exceler8’s central Free mountain skiing Nastar racing allowed 2 runsBus to Cirque availableCheck-out of hotels

Jones Pass:Contact: Jamie Walters [email protected]

Thursday:Transportation back and forth from Winter Park to Jones PassGuided Cat Skiing

Friday:



Logistics Deliverables Continued

Transportation back and forth from Winter Park to Jones PassGuided Cat Skiing

Expenses:Expenses to Exceler8’s:

1) T-Shirt2) Bracelets3) Exeler8’s central room or tent4) Seminar Room Level 6 at Winter Park rental fee5) Transportation to Devil’s Thumb 6) Transportation to Nastar Racing 7) Devil Thumb Ranch Room for dinner (waved with $1,500 worth of food)

Expenses for attendees:

1) Registration feea. Skiing for two days – lift ticketsb. Jones pass skiingc. Dinner at Devil Thumb Ranchd. Nastar two runs

2) Hotel fees (1 or 2 nights)3) Lunch on Thursday and Friday4) Donations and auction items 5) Transportation to and from airport6) Any extra drinks during happy hour7) Rental equipment for skiing and snowboarding

B O O K I N G C O N T R A C T / E V E N T O N L Y

ORGANIZATION:

Exceller8s TODAY’S DATE: 11.30.09

CONTACT: Leann Tatelmen SALES MANAGER:

Jennifer Triplet

ADDRESS: 1002 University Avenue MASTER FOLIO: 12529

CITY: Boulder STATE:

CO ZIP:

80302

Logistics Deliverables ContinuedPHONE: EMAIL:

[email protected]

FAX:

N/A

POST AS: S-EXCELLER

This Agreement is made and entered into by and between Devil’s Thumb Ranch (“DTR”) and Exceller8s (“Group” or “Contracting Party”), for your event on Thursday, February 25th, 2010 (“Event Date”).

O V E R N I G H T A C C O M M O D A T I O N S

Devil’s Thumb Ranch will not hold any lodging accommodations; however the group has been offered a discounted rate of $210.00 per room.

Please ask your attendees to call Guest Services at 970-726-5632 and ask for Group Code-S-EXCELLER to make these reservations with special rate.All room rates are subject to local sales and accommodations tax, currently 6.2% and a $5.00 per day per room for lodging

related gratuities including housekeeping, baggage wrangler and concierge services. It includes WIFI, complimentary access to

the fitness center and free parking. The group is solely and fully responsible for informing attendees of these charges and that

they are a separate from the room rate and taxes. It shall be the group’s sole responsibility to disclose clearly to attendees, in

advance of booking and making reservations for rooms supplied by Devil’s Thumb Ranch, any and all additional Devil’s Thumb

Ranch charges specified herein.

Check-in time is after 4:00pm. Checkout time is before 11:00am.

Devil’s Thumb Ranch reserves the right to substitute equal or better-appointed accommodations in the event that a portion of the rooms in a particular location is not available due to circumstances beyond control.

P A Y M E N T A R R A N G E M E N T S

Billing instructions:Incidentals: Individual Pays on Own except what group confirms in writing prior to the event. Planned Food and Beverage: Group Master AccountUnscheduled Recreation, Individual Pays on Own

ADVANCE DEPOSITS: The advance deposit indicated within this contract will be credited to the Group’s Master Account upon the Group’s check-in or, in the event of cancellation, applied towards the cancellation fees/liquidated damages set forth herein. Devil’s Thumb Ranch requires a non-refundable deposit equal to 50% of the Food & Beverage Minimum.

Upon return of signed of contract: 50% of Food & Beverage Minimum equaling $1750.0014 Days Prior to Event: Remaining Food & Beverage Minimum equaling $1750.007 Days after event with Authorized Credit Application: Any food & beverage amount over the minimum food & beverage estimate is due plus tax and service fee


Logistics Deliverables Continued Initial____ Date____

Please note that events booked within 90 days of the Event Date will require 100% deposit on food and beverage minimums. Site fee has been waived for this event.

Any and all charges, which are the direct responsibility of the individual attendee, must be paid in full upon departure either by cash or credit card. At least thirty (30) days prior to arrival, Devil’s Thumb Ranch must receive notification outlining any special billing arrangements, including name and address of the individual to whom the Master Account is to be charged, the names of those persons, if any, whose guest room accounts are to be charged to the Group’s Master Account, and the name of the person(s) who have the authority to post charges to the Master Account. Any unpaid balance(s) will be charged to the credit card on file within 7 days of departure.

Master Account: There will be a master account in conjunction with this event. Please fill out the provided credit card authorization form along with this signed agreement to your Sales/Catering representative. The credit card placed on file will serve as guarantee for all arrangements as outlined in this agreement.

S C H E D U L E O F E V E N T S

POLICIES: Due to licensing requirements and quality control issues, all food and beverage to be served on Devil’s Thumb Ranch property must be supplied and prepared by Devil’s Thumb Ranch. All food and beverage prices are subject to a 20% service charge and 3.9% sales tax (subject to change without notice).Please note, if you are including external entertainment for your event, please ensure details are provided to Devil’s Thumb Ranch. Any potential threat to life or property will require approval prior to the event

Food and Beverage:Based upon the number of guests and space reserved for this event, a $3500.00 food and beverage minimum will be required for your function. This minimum does not include service charges, taxes, labor charges, audio visual, room rental, parking or any other miscellaneous charges. If your final attendance drops below the approximate number of guests listed above, we will be happy to advise you on additional food and beverage selections to meet the required minimum. At the conclusion of the event, if the $3500.00 was not met, the balance will be assessed as a service charge.

Banquet event orders (‘BEO’) are due 30 days prior to the event. Final guarantees for meals must be specified no less than 30 days prior to the date of your function and is not subject to reduction. If no final guarantee is received, you will be charged the contracted attendance or the amount of guests present at the function, whichever is greater. Devil’s Thumb Ranch will prepare 5% over guarantee. If changes to BEO’s are made less than 14 days prior a 10% surcharge will apply to all BEO changes.

The following meeting and event space has been reserved in your name.

Date Start

Time

End Time

Function

Venue Setup Agr Site Fee

Thursday, February 25th,

2010

TBD

TBD Dinner Broad Axe Barn

Rounds

160-180 People

Waived for $3500.00 Food & Beverage Minimum

Starting Price: $45.00 Menu

Logistics Deliverables ContinuedThursday,

February 25th, 2010

TBD

TBD Silent Auction

Broad Axe Barn

Rounds

160-180 People

Waived for $5000.00 Food & Beverage Minimum

A U D I O V I S U A L

We offer a full selection of audio visual equipment for your meeting needs. A/V needs will be provided under a separate agreement.

S H I P P I N G A N D R E C E I V I N G

A shipping and receiving fee of $5.00 per package under 70 lbs. will be assessed to all packages received and/or shipped. For boxes 70 lbs. and greater, a fee of $0.25 per pound will be assessed. A group service manager will assist with arrangements. Shipments received more than one week in advance to date of arrival will be assessed a storage fee. Any charges incurred from shipping/receiving will be billed to the Group's Master Account. Any packages received more than 3 days prior to event will be assessed a handling fee of $10.00 per package. Devil’s Thumb Ranch will not assume responsibility for damage or loss of any merchandise or articles left at DTR prior to, during or following the function.

A L C O H O L I C B E V E R A G E S

The sale and service of all alcoholic beverages is regulated by the Colorado State Liquor Commission. Devil’s Thumb Ranch is responsible for administration of these regulations on our property. No alcoholic beverages may be brought on-site by the patron or any of the patron’s guests while attending an event on Devil’s Thumb Ranch property. Any alcohol brought on-site by event guests is subject to confiscation. Management reserves the right to refuse the sale or service to anyone considered being under age and/or intoxicated. Guests are not permitted to serve themselves alcohol. A bartender must be present if alcoholic beverages will be served at a DTR function.

L E F T O V E R F O O D S T O R A G E

It is DTR’s policy not to provide guests with leftover food or alcohol to take home. DTR does not provide storage space for wedding cakes, decorations, flowers, gifts, etc. DTR is not responsible for items left, lost, damaged, or stolen.

D A M A G E S

Excessive cleaning charges, or damages incurred during the event to any property on DTR will be added to the final bill. Damages do not include normal wear and tear. DTR is not responsible for items left behind that become damaged.

S P E C I A L E V E N T S S T A F F

You will be provided adequate time with our Special Event staff to discuss and organize your event. These services are provided to you as part of your contracted Site fee. If these services require attention that is above and beyond what we provide, you will be charged an hourly consulting fee. We will need you to designate one contact with your event to communicate with Devil’s Thumb Ranch any changes to your contract or BEO.

C A N C E L L A T I O N

CANCELLATION POLICYEither the Hotel or Group may cancel this contract without cause at any time prior to the event by paying the other party liquidated damages (agreed not to constitute a penalty) based on the following scale;

More than 6months from arrival date 25% food and beverage estimate

Less than 6 months to one month prior from arrival date

75 % of food and beverage estimate

Less than 1 month prior from arrival date 100% of food and beverage estimate.

Logistics Deliverables ContinuedCancellations made under this provision shall be made by canceling party to the non-canceling party by written notice and payment of the liquidated damages due at that time.

F O R C E M A J E U R E

Except for any payment obligations, neither party shall be deemed to be in default or liable for any or damages resulting from claims arising out of or resulting from the acts of omission of your Group or any of its members or participants delays in the event and to the extent that performance thereof is delayed or prevented by acts of God, public enemy, war, civil disorder, fire, flood, explosion, riot, labor disputes, work stoppage or strike, any act or order of any governmental authority, the curtailment of transportation or transportation facilities that prevent or unreasonably delay at least forty percent of the Group participants or any other cause beyond the parties' control making performance impossible. Lack of snow or poor quality snow is not valid cause for cancellation of this contract.

Initial____ Date____

I N D E M N I F I C A T I O N A N D H O L D H A R M L E S S

The Group hereby agrees to indemnify and hold harmless Devil’s Thumb Ranch from and against loss, liability, costs, , unless such claim has resulted, solely, from the gross negligence or willful misconduct of Devil’s Thumb Ranch or its employees acting within the scope of their employment.


M O D I F I C A T I O N

This contract shall be governed and interpreted in accordance with the laws of the state of Colorado. Jurisdiction and venue shall con-clusively be deemed proper in the Denver courts, state of Colorado. This contract shall be binding on and for the benefit of the parties and their successors and assigns. This contract contains the entire agreement of the parties with reference to the subject matter and provisions hereof, and may be altered, amended or modified only in writing by the parties. One or more waivers of any term or condi-tion of this contract by either party shall not be construed as a waiver of subsequent breach of the same term or condition. The consent or approval by either party to or of any act by the other party requiring such consent or approval shall not be deemed to waive or ren-der unnecessary consent to or approval of any subsequent act.


These arrangements are mutually agreed upon and create a contract between the Group and Devil’s Thumb Ranch for the reservation of rooms, meeting space and banquets as set forth herein and as may be supplemented by written agenda or Banquet Event Order.

Please sign (dating and initialing each page) and return it along with your deposit by Tuesday, December 15th or space will be released. The undersigned have the authority to bind their respective principals to these terms and conditions.

Date: Date:

Jennifer Triplet Leann Tatelman

Authorized to sign for Devil’s Thumb Ranch

Authorized to sign forExceller8s

3 5 3 0 C O U N T Y R O A D 8 3 T A B E R N A S H , C O L O R A D O 8 0 4 7 8W W W . D E V I L S T H U M B R A N C H . C O M

P H O N E : 8 0 0 . 9 3 3 . 4 3 3 9 F A X : 9 7 0 . 7 2 6 . 9 0 3 8

BUDGET

Budget

Revenue Number Registration cost Total CommentsDay 1 AM Cat Skiing 10 175 1750Day 1 PM Cat Skiing 10 175 1750Day 2 AM Cat Skiing 12 175 2100Day 2 PM Cat Skiing 12 175 2100Day 1 guided skiing 16 150 2400Day 2 Guided Skiing 16 150 24002-day Winter Park 120 140 16800

Dinner (included in regn) 200 60 12000

DonationsCorporate 1 5000Individual 200 100 20000

Silent AuctionItems 40 50 2000

In-kind donationsNew Belgium

Total Revenue 68300

ExpensesTent/Level 6 1000 $500/day

Wednesday Happy Hour

Dinner 200 45 9000

Thursday Breakfast

Thursday Lunch

Friday Breakfast

Friday Lunch

Nastar - Day 1 120 10 1200

Transport to Devil's Thumb 4 hourly rate; 2 hours each way

Winter Park 2-day pass 116 114 13224 1 comp for every 25 tickets

Jones Pass Cat 2 4000 8000

Jones Pass Guide 32 150 4800

Transportation to Cirque-Day1

Transportation to Cirque-Day2

T-shirts 200

Swag Bags

Credentials 200 0

Application fee 750

Leeds team fee 500

Merchant account fees 900

39374

Distribution to TNC 20000

Marketing DeliverablesI. Marketing Plan

II. Logos

III. Joint Marketing

IV. Save the Date

V. Website

VI. Website Plan

VII. Press Release

VIII. Marketing Contact Lists

IX. Event Calendar

Marketing Plan:The Exceler8s Marketing team planned an advertisement plan with the help of Brian Allison and Kathryn Zwack.The plan will focus on reaching out to the community for potential sponsors and participants to support TNC and the CO River Project by attending a 2 ½ day fundraising Festival.The plan is in place to make up for a lack of advertising for the 1st annual Exceler8s Festival in Silverton.Advertising should get the word out early enough to help drive the attendance numbers we are seeking for the event.Advertising Methods:

- Develop advertising based around the purpose of the 2010 Exceler8s Festival and defining the qualities of the Mission Statement:

o The purpose of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.

o Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.

- Website:o Develop a promotional website that will handle registration, donation, information, cross

promotion of sponsors and joint advertising partners, and direct sponsors and participants to the information they need to attend our event.

- Save-the-Date:o Email blast to let email list know about the event

- Other Email Blasts:

Marketing Deliverables Continuedo Update about Registration opening and bring attention to new details leading up to the event

- Fliers:o Develop fliers to distribute throughout the front range in stores, on campus, and at related events.

- Media:o Reach out to newspapers, TV stations, and magazines whether online or in print.o Develop Event Calendar material, and articles to be featured.o Focus on finding free methods of advertisingo $500 for feature advertising

- Joint Marketing:o Work out plans to market through related parties.o Advertise through TNC and its affiliates through website links and new letters.o Advertise through websites, word of mouth, and store fronts of related parties, including

sponsors, Winter Park, Jones Pass, CU Foundation, and any other organizations willing to distribute our event information.

- Contact Lists:o Develop contacts to add to the master list held by Brian and Kathryn for email blast distribution.

Logos:

Logos used for Sponsorships, Fliers, Email Blasts, and Save the Date

Marketing Deliverables ContinuedJoint Marketing:

Banners for Snowforecast.com and other Joint Marketing Efforts

Marketing Deliverables Continued

Save the Date:

The purpose of this document was to drive initial interest in the event by contacting parties on our email distri-bution list.

The actual Save-the-Date was sent out via an email blast which was developed by Kathryn Zwack, but the in-formation was based on this file. You should have received this document on Nov. 20th.


Website:

The website can be reached at www.exceler8s.com and is currently being forwarded via a redirect.

You will find that the Front Page, the About Page and its subsequent links are updated with content we have currently.

The remainder of the website is still a work in progress and will be mostly completed by the second week of December pending work outside the team’s hands.

Picture of our Website front page:

Website Plan:

o The website and all major additions requiring technical expertise will be completed by Jon Hart-man. The website content will be updated by Steve Bauer and to an extent the Sponsor Team for Sponsorship additions. The website will run off concrete 5 and is based on an original plan by Jon Hartman.

o The website plan consisted of a template originally developed by Jon Hartman and can be seen on the webpage as the core template. All pages will have pictures, sponsor advertisements, cross-promotional links, and other forms of advertisement.

http://www.exceler8s.com/


o You will find a website plan document that lays out how website work has been distributed and the content expected for each part of the site. The final work is what you see on the website at this point.

o Front Page: List the purpose of the event, event highlights, prizes, a link about TNC, sponsor banner, and Logo.

o About Page: Will list the mission statement and team profile

Winter Park & Jones Pass info: List travel, hotel, and area information.

Event Details: List the Itinerary and specific details of the event.

Last Year’s Event: Discuss the history of the event.

TNC and the CO River Project: List what TNC does and the purpose of the project, and provide links to TNC content.

o Sign Up: List the sign up process and have the registration program built into site.

o Donate: List the Donation Process and have the donation process built into the site.

o Results: List the results for highest donations and other event competitions.

o Sponsors: List how to become a sponsor and have sponsor incentives listed.

o FAQS: Put up questions regarding registration process, donation process, and the event.

o Contact: House contact information for the event.

Press releases:

First Track and Elevations Outdoor Magazine

First Tracks Online Ski Magazine: Article Published on Nov 19th 2009

o Boulder, CO - Brian Allison, a Boulder native who serves as Director of Business Development at Cisco Systems, used to make an annual pilgrimage to Silverton Mountain in southwestern Col-orado with his brother and close friends. Together they would share a long weekend of steep ski-ing and male bonding. Then one day, Allison had had the notion to use that experience to give back to the community.

Out of that grew Exceler8s, an organization dedicated to inspiring individuals to accomplish physical and mental achievements in a team and community environment while also giving back to their communities. The group aspires to raise awareness of global issues of concern and pro-vide funds for non-profit organizations to continue their work in those areas.


The group's first gathering was held this past April, when roughly 50 participants from Colorado, Texas, Massachusetts, and California gathered for two days of guided skiing and camaraderie at Silverton. Proceeds from a silent auction, private and corporate donations, totaling $13,000 were donated to The Nature Conservancy’s Colorado River Basin Project, which aims to restore native fish and streamside vegetation, control non-native vegetation improve flow patterns and protect river, spring and floodplain habitats. It also addresses issues such as water use and rights, climate change and ecosystem services valuation along the river's run from its headwaters to the Gulf of California.

This year’s annual Exceler8s Festival will be held Feb. 24-26, 2010 on Jones Pass and in Winter Park, Colo., near the river's headwaters. It will feature seminars on back-country/avalanche awareness, water sustainability issues in the Front Range and Grand County, and other related topics. Cat skiing will be offered for half days on Wednesday, and guided skiing for full days on Thursday and Friday through Powder Addition, a new backcountry skiing operation on Jones Pass. Participants with Exceler8s who elect to ski in more conventional surroundings can enjoy reserved terrain at Winter Park Resort at discounted prices.

A dinner with speaker and slide presentation (and footage of the day’s fun) will be hosted on Thursday night at Devil’s Thumb Ranch in Tabernash. A silent auction will be held during the dinner and participants will be encouraged to have friends and family donate to The Nature Con-servancy’s Colorado River Basin Project. Organizers hope to at least double, if not triple, or at-tendance at the event this year.

For more information, visit the group's website, www.exceler8s.com.

http://www.firsttracksonline.com/News/2009/11/19/Skiing-Fundraiser-to-Raise-Awareness-of-Colorado-River-Project/

Elevations Outdoor Magazine Article

o TBD - The article will be featured in their February issue

o This article will be featured along with an advertisement for the event.

Marketing Contact Lists:

o This is a list of the advertising groups we have been or plan to work with for the Exceler8s II Festival. We are contacting newspapers concerning feature articles and Calendars. We are con-tacting TV stations for announcement opportunities as well.

o There is a master list that is compiled by Kathryn Zwack for the project email list. Our current file is attached in our file.





o The actual lists and contact information will be attached with our files.

o Newspapers:

Colorado Daily, Daily Camera, Boulder Weekly, Denver post, Denver Daily News, West-ward, Summit Daily News, Independent, Gazette, and Sky Hi News

o Magazines:

Ski Tracks, First Tracks, Powder, Backcountry, Skinet, Ski Central, and Snow West

o TV News Station:

9 News, CBS 4, ABC 7 News, KKTV 11, FOX 31, News First 5

Event Calendar:

This is an example of an event calendar displayed online

Exceler8s Winter Festival II

WHEN Wednesday, February 24, 2010, 1:00 pm MST – Friday, February 26, 2010, 5:00 pm MST

WHERE Winter Park and Jones Pass

EVENT TYPE Festival/Fair

EVENT DESCRIPTION Join us on Feb. 24–26, 2010 at Winter Park Resort for the 2nd annual Exceler8s Festival! This event seeks to bring the community together in support of The Nature Conservancy's Colorado River Basin Project for a 2 ½-day charity ski event. While giving back to this organization, participants will have the option of having fun on the slopes of Winter Park Resort or experiencing the challenges of Jones Pass with guided back-country and Cat skiing.

CONTACT PHONE 719 231 3246

MORE www.exceler8s.com

https://culink.colorado.edu/wm/eml/www.exceler8s.com

http://www.trumba.com/calendars/gc?eventid=86656786

http://eventactions.com/ea.aspx?ea=Atmc&e32=g3xvpm4f6v291tpktej3rs3y6g

Sponsorship Deliverables

I. Big Sponsors ListII. Sponsorship Benefits

III. Sponsorship Letter

Big Sponsors ListWinter Sports Relatedspyder obermeyer BCA Mammot skins Vitamin Water Never Summer Crocs

Saloman Dynastar Warren Miller Productions Scott Columbia The North Face K2 Atomic Rossignol Volkl Nordica Marker Lange DNA Helly Hansen Marmot Oakley

PatagoniaArmadaTechnicaElanHeadBlizzardFischerPuma

Non-Winter Sports Related

Coca-ColaOmegaSamsungVisaIBMKing SoopersSustainable ColoradoChristy sportsSkiing magazine

Sponsorship BenefitsTier 1Website recognitionT-shirt spaceOpportunity to distribute pre-approved sample itemsAbility to use Exceler8s LogoRecognition at all event meetings and ceremonies Tier 2Preferential banner/advertising spaceAbility to have expo space (TBD)

Banner place at festival Sponsorship Deliverables Continued Tier 3Exclusive sponsorship of a related program activityOption to bring 1-2 representatives for freeTitle Sponsorship Sponsorship Letter

Friends,

Exceler8s, a 501 (c)(3) tax exempt organization, will be hosting a special fundraising event at Winter Park Resort from February 24 – 26, 2010. This three day event will include food/beverages, a silent auction, product giveaways and the use of the spectacular Winter Park Resort and Mountain. All proceeds raised from this event will be sent to Taylor Hawes, director of the Colorado River Program at the Nature Conservancy. (www.nature .org )

Running from the Rocky Mountains to northwest Mexico, the Colorado River and its many tributaries are defining features of fresh water biodiversity. But rapidly increasing threats demand that conservation actions be greatly amplified and directed towards the highest priorities. In response, The Nature Conservancy has developed a 10-year action plan to achieve basin-wide sustainability for all of the river’s constituents. This plan is meant to restore balance to the river, protect biodiversity, and keep the river and its water clean and healthy. 30 million people and 3.5 million acres of farmland are dependent on the Colorado River. The Colorado River Program is the first large-scale project of its kind and in order to be successful it must bring together existing projects, while developing new ones, and interacting with the people who are dependent on the river.

Exceler8s non-profit organization is looking for sponsorships and asking for donations for the silent auction and giveaways for our participants. We will be happy to accept items of any value as well as gift certificates for goods and services. Unless you indicate that you would prefer to remain anonymous, all donations will be publicly acknowledged in the program booklet. Donated items will be listed by category, and companies and individuals who contribute money or services for the event will also be mentioned.

Items, gift certificates and donations should be made payable to Exceler8s and sent to 3366 Opal Lane, Superior, Colorado 80027. If it is more convenient, we would be happy to arrange for a pickup of any donated item. Please feel free to call Aaron Bornstein at 720-641-8381 or Sam Houpt at 970-618-8406 for more information. On behalf of Exceler8s, the Nature Conservancy and anyone who has an interest in the Colorado River, we thank you for considering a donation to this worthy cause.

Sincerely,Aaron Bornstein Sam [email protected] [email protected]



http://www.nature.org/

Tax ID # 27-0678432 www.exceler8s.com


Change Management Plan

Change Request #1 Changing Berthoud Pass to JonesDate 10/28/09Change Description No longer providing back country guided tours and

we are providing cat skiing tours insteadReason for Change Could not obtain proper use permit Impact We had to contact a new entity to replace back

country guided tours Schedule set back, so unable to communicate

to the participants the details of the event We will positively impact the quality of the

event by working with reliable parties that can commit to deadlines and needs of the project (cat skiing and increased participant capacity)

It increased cost to the participant Increased team resources by reducing work

required in relation to Berthoud Pass

Status ApprovedApproved Date 10/28/09

Change Request #2 Changing Tent provider for the base campDate 10/7/09Change Description Instead of getting a tent for $15,000 from Winter

Park, we are looking into a tent from the Wright Group for $1000

Reason for Change Winter Park tent pricing is outside our budgetImpact Decreased cost by $14,000

Changed our base camp location Have more reliable person who can commit

and meet our needs to ensure quality Allowed members to further plan the details of

the event

Status ApprovedApproved Date 12/2/09

Change Request #3 Changing Winter Park event venue to Devils Thumb Ranch

Date 11/04/09Change Description Changed location of Exceler8s central and dinner

Change Management Plan ContinuedReason for Change Due to unresponsiveness from Winter Park, sponsors

and donation limitations, and costs, relocated event location

Impact Limited Sponsorship options due to location change

Increased logistical concern of transportation between Devils Thumb and Winter Park

Increase quality of menu Added experience to event with rustic

mountain lodge Ability to finalize registration cost

Status ApprovedApproved Date 11/05/2009Change Request #4 Change of venue from Winter Park to BreckenridgeReason for Change Increase level of responsiveness; increase of

participant accessibility; More available facilities to host event; Cheaper ski rates

Impact Decrease participant registration costs Increase number of participants Decrease event costs More response from venue –higher quality info

Status DeniedDate 10/21/2009

Quality Assurance PlanQuality assurance for 10/28/2009

Objective/ Deliverables

Verification Method

Defects/ Discrepancies

Methods for Addressing Defects/ Discrepancies

Status/ Due date

Event Itinerary Confirmation from venues; Approval from client

No cohesive flow; lack of response or disproval from venues; material necessary not permitted

Multiple run-throughs of logistics of event; confirmation and follow up with venues; confirm limitations and work around

10/28/2009underway

Website content

Group and client consensus

Unparallel information of event info and web info; irrelevant sponsor and mission info

Conference call and constant email with web developer; team member login in ability for edits

Constant update; Mostly functional by second week of December

Quality assurance for 11/4/2009

Contact potential sponsors and fundraisers

Confirm sponsor pitch and utilize decided upon communication methods

No response or negative response

Consistent and effective pitch; follow up on contacts; congruent info from event

Constant progress; five to seven companies contacted per week

Quality assurance for 11/4/2009

Objectives/ Deliverables

Verification Methods



Status/ Due Date

Gather silent auction donations

Confirm products donated with client and business

Refusal/lack of delivery

Confirm pick up date/ verify address of location for shipment; pick up items in person

Constant progress

Logistics: transportation

Confirm with client location of venue and in-scope means of participant transportation

Cost; lack of resources for transportation; lengthy travel distances; unknown number of participant transportation

Quotes from multiple business; pay attention to pre-event registration

11/30/2009

Sponsorship Benefits established

Sponsor team agreement; client confirmation

Inability for Exceler8s to complete; ineffective incentives

Confirm motivational incentives with Endurance Sports Marketing; agreement with client based on past experience

11/4/2009

Sponsor List Confirm client expectations for sought after sponsors; agreement with sponsor team over obtainable/ logical sponsors

Not congruent idea of obtainable and productive sponsors

Communicate and discover expectations from client

11/4/2009

Develop Save the Date

Develop logical layout with necessary info developed by team and client

Ability to send in mass email

Format template to have capability of html format

11/20/2009

Quality Assurance for 11/11/2009





Status/ Due Dates

Sponsorship Proposal

Utilize agreed upon sponsor benefits; utilize pitch; Get feedback from group/client

Less than adequate product for effectiveness

Utilize Wright Group as mentor for proposal material; Continuous updates and revisions

Being Finalized by Mentor; 12/3/2009

Itinerary/ Event Details

Client and group consensus; Agreements with venues

Conflicts with venues; lack of agreement with client/ team

Continual communication with venues; sign contracts; continual communication within team/ client

11/30/2009

Determine group member involvement with sponsors and silent auction

Individual member agreement of efforts for their possible contribution

Lack of time; lack of response

Budget time in schedule; clarify what efforts need attention; continual reminders

In progress; efforts continue to early February

Update sponsor info on website

Sponsor agreement of involvement; clarify agreed upon sponsor benefits

No login ID for website; difficulty determining sponsor involvement

Tireless communication with sponsors; specific questions to be responded to by sponsor

Continuous through January; in progress

Contact list for Save the Date

All team members collaborate to develop list

Unattainable contact info

Double check contact info

11/13/2009





Methods of Addressing Defects/ Discrepancies

Status/ Due Date

Draft of Presentation

Group collaboration and a consensus

Incongruent material as directed by client

Continual feedback from client

11/18/2009

Updates Run-through with client; upload to website

Miscommunication of expectations for sponsors and marketing efforts; lack of response from intended respondents

Discover client expectations and assumptions; follow up with other parties

Continuous through early February

Silent Auction List

Clear initial list of donors with client; get group input

Not congruent expectations for list between group and client; lack of time

Review expectations; budget time

End of December; continuous

Determine Group Involvement

Group agreement of support on all fronts

Lack of time/ availability

Keep up with group schedules; determine availability

Continuous; in progress

Meeting with The Nature Conservancy

Set meeting time with client and Taylor Hawes

Meeting material and time

Set time; agenda; clarification during meeting

11/18/2009






Status/ Due Dates

Finish draft of sponsor packet

Draft product; delivered to Wright Group

Incomplete content

Finalize with Wright Group 12/3/09

11/24/2009






Status/ Due Dates

Develop Lessons Learned

Consensus of group

Disagreement of lessons; time

Budget time; communication and agreement

12/3/2009

Develop Plan for Closing Project

Consensus of group; agreement with client

Shortcomings of final event

Hard work; communication of expectations from all stakeholders

12/6/2009

Updates Team collaboration and continued progress of event

Lack of response; lack of communication

Foster communication with team members and outside parties

Continuous; in progress

Develop post-semester plan

Team agreement with client

Break; time Manage time; work over break

1/11/2010

Status Reports

Status Report for the Period ending October 14, 2009I. Marketing TeamII. Logistics TeamIII. Sponsorship Team

I. Marketing Team

Work Completed Since Project Began:- Decided to base marketing around promoting a fun and challenging event that focuses on personal

growth in a team environment. Also, the environmental cause of the TNC’s CO River Project.- Added contacts for the contact list based on last year’s participants and organizations with similar

goals across the Front Range for the purposes of advertising.- Developed a Marketing Plan that focuses around the theme of the event and the TNC cause.- Developed a Joint Marketing Initiative to discuss with all parties involved in the event.- Developed a basic website plan centered on Jon Hartman’s original website plan.

Planned But Not Accomplished:- Populate the website with content as it is available- Activate Website- Activate the website- Save-the-Date- Develop Website content as it is available- Develop the event Information Packet- Finalize TNC use of donations- Contact news media advertisement opportunities- Develop T-shirt- Find new sources for advertising- Develop Fliers

Issues Requiring Assistance:- Website development and how to update content needed from Jon- Activate Website (Jon)- Put Donation Process and Registration Process into website (Jon)- Collect event specifics for deliverables and website as they come available from other sub-groups

(update: in progress)- Finalize 501C3 information for donation process on our website

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Continue to develop News Media contact list- Develop save-the-date ideas- Develop website content

II. Logistics Team

Status Reports Continued

Work Completed Since Project Began:- Talked to Brad at Winter Park to start finalizing details- Discussed dinner/auction options with Brian- Changed to Jones Pass instead of Berthoud Pass

Planned But Not Accomplished:- Finalize dinner location- Budget for dinner location -

Issues Requiring Assistance:- Jones Pass vs. Berthoud Pass (getting permit is not possible)-

Work To Be Done Next Period:- Figure out options for dinner/auction venue (WP vs. outside venue)- Finalize Jones Pass - Ask Brad about possible WP discounts for attendees

III. Sponsorship Team

Work Completed Since Project Began- Received sponsorship guidelines from Winter Park- Created sponsorship request letter- Touched base with Chad and compiled list of companies to contact- Received Certificate of Incorporation-

Planned But Not Accomplished:- Reach out to Winter Park to determine if company booths can be setup- Contact Cliff Bosley- Create thank you process for sponsors -

Issues Requiring Assistance:- Contacting certain sponsors that require Winter Park approval- Need EIN/501C3 from Brian before approaching certain companies for sponsorships/donations-

Work To Be Done Next Period:- Create one page summary of event to send to current Winter Park sponsors- Confirm updated event details to further create sponsorship pitch- Obtain EIN/501C3 number and update sponsorship letter- Plan TNC meeting to improve sponsorship pitch

Status Report for the Period ending October 21, 2009I. Marketing TeamII. Logistics Team



I. Marketing Team

Work Completed Since Last Period:- Populate the website with content as it is available- Develop website content plan- Develop News Media Contact list- Developed initial save-the-date ideas

Planned But Not Accomplished:- Populate the website with content as it is available- Activate the website- Save-the-Date- Develop Website content as it is available- Develop the event Information Packet- Finalize TNC use of donations- Contact news media advertisement opportunities- Develop T-shirt- Find new sources for advertising- Develop Fliers

Issues Requiring Assistance:- Website development and how to update content needed from Jon- Activate Website (Jon)- Put Donation Process and Registration Process into website (Jon)- Collect event specifics for deliverables and website as they come available from other sub-groups

(update: in progress)- Finalize 501C3 information for donation process on our website

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Develop Website Content- Finalize website content plan- Finish save-the-date material

II. Logistics Team

Work Completed Since Last Period:- Finalized with Winter Park- Researched hotels and restaurants for dinner and auction- Finalized Jones Pass as our option for “extreme” skiing- Figured out options for discount lift tickets (Students/Adults)

Planned But Not Accomplished: - Finalize dinner/auction location (Between Winter Park Mountain Lodge/Devil’s Thumb Ranch)- Finalize location and venue for support central (Level 6 Winter Park)

- Chose hotel options (2 optionsStatus Reports Continued

Issues Requiring Assistance:- -Getting Brians approval for dinner and auction location - -Budget constraints- -Dinner menus - -Breakfast donations -

Work to be Completed Next Period:- Have all detail of event planned for registration to begin:- -Includes locations of dinner, hotel, and support central - -Transportation options - -Research speakers at event - -Brainstorm competitions games throughout event


Work Completed Last Period:- Completed tentative first sponsorship list- Followed up with Starbucks in Winter Park about coffee donation- Got complimentary entrance for Race Conference for four members to meet potential sponsors- Presented sponsorship letters to Brian for approval- Established communication with New Belgium Brewery

Planned But Not Accomplished:- Continue establishing contact with potential sponsors- Setup meeting with TNC to improve pitch

Issues Requiring Assistance:- Setup bank account- Follow up with Chad regarding progress with Black Diamond, Mammot, and Sunto- Follow up with Winter Park regarding sponsorship approval- Follow up with Winter Park regarding sponsor exposure limitations on mountain- Further determine resort fees/regulations and its limitations on donations

Work To Be Done Next Period:- Establish more sponsor contact- Setup sponsor recognition program- Determine feasible time to meet at TNC with group and Brian- Follow up with Logistics team to determine sponsorship limitations based on happy hour/dinner lo-

cation


Status Report for the Period ending October 28, 2009I. Marketing TeamII. Logistics TeamIII. Sponsorship Team

I. Marketing Team

Work Completed Since Last Period:- Determined method of HTML Email Blasts/Advertising. - Divided website update responsibilities. - Developed short-term deliverable timeline for advertising- Developed preliminary Save-the-Date document- Phone conference with Web designer to divide responsibilities- Finalized website content plan- Contact News media

Planned But Not Accomplished:- Develop Website content as it is available- Develop the event Information Packet- Finalize TNC use of donations- Follow-up on radio stations advertisement opportunities- Develop T-shirt- Find new sources for advertising- Develop Fliers

Issues requiring assistance- Activate Website (Jon)- Put Donation Process and Registration Process into website (Jon)- Collect event specifics for deliverables and website as they come available from other sub-groups

(update: in progress)- Finalize 501C3 information for donation process on our website (update: nearing completion)

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Further develop website functionality- Populate website content and have ready for publishing- Establish meeting time with TNC

II. Logistics Team

Work to be Completed During the Next Period

- Discussed idea to have Exceler8s central in tent outside (per Sam and Aaron’s meeting with Tom Wright at R.A.C.E. conference)

- Contacted and got proposals from WP Mountain Lodge and Devil’s Thumb RanchStatus Reports Continued

- Discussed adding dinner fee into registration fee

Issues requiring assistance- Transportation options- Speakers- Competition games

Planned But Not Accomplished:- What the final budget is- seems to be unknown- What is included in registration costs

Work Completed Since Last Period:- Make final decision about dinner/silent auction location- Make contact with speakers- Decide on competitions


Work Completed Last Period:- Attended RACE conference and made several contacts with local companies- Determined potential partnerships but denied by Brian- Presented idea of using winter hats as product giveaway- Secured advertising space with Elevations Magazine

Planned But Not Accomplished:- Have more companies signed on as sponsors

Issues Requiring Assistance:- Bank account still not setup- Need a venue to pitch to potential sponsors

Work To Be Done Next Period:- follow up with RACE Conference contacts- Create big name sponsor list and send to Brian and Chad

Status Report for the Period ending November 4, 2009I. Marketing TeamII. Logistics TeamIII. Sponsorship Team

I. Marketing Team

Work Completed Since Last Period:- Developed short-term deliverable timeline for advertising


- Developed preliminary Save-the-Date document- Phone conference with Web designer to divide responsibilities- Develop Flier form of save-the-date to be used for future fliers- Developed Save-the-Date with Kathryn for initial marketing outreach- Finalized radio, tv, and newspaper contact information- Developed Advertising pitch and press release information

Planned But Not Accomplished:- Populate the website with content as it is available- Develop the event Information Packet- Finalize TNC use of donations- Follow-up on radio stations advertisement opportunities- Develop T-shirt- Find new sources for advertising- Send out save the date early Nov.- Distribute Joint Advertising to related parties

Issues requiring assistance- Put Donation Process and Registration Process into website (Jon)- Collect event specifics for deliverables and website as they come available from other sub-groups

(update: in progress)- Finalize 501C3 information for donation process on our website (update: nearing completion)- Waiting on Kathryn to finalize save-the-date material and distribute

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Further develop website functionality- Populate website content and have ready for publishing- Send out save-the-date- Establish meeting time with TNC

II. Logistics Team

Work Completed Last Period:- Decided on Devil’s Thumb Ranch for dinner and silent auction- Decided on a Panel from The Nature Conservancy for one seminar- Discussed what an adequate registration fee would be - Talked about registration packages different options and costs

Planned But Not Accomplished:

- Have contracts with transportation companies- Finalize menus for dinner- Get prices and quotes from both the budget and expensive hotels


Issues Requiring Assistance:- Contract signatures for Devils Thumb Ranch and Transportation company- Budget agreement from Brian- Registration package details and options

Work To Be Completed Next Period:- Sign contract with Devil Thumb Ranch- Make contact with speakers about content of speeches- Decide on competitions- Decide on logistics of silent auction


Work Completed Last Period:- Created big name sponsor list- Obtained and cataloged sponsor contact list- Created sponsorship benefits outline- Finalized and received approval on sponsorship deadlines- Split up companies to contact between Aaron, Sam and Chad

Planned But Not Accomplished:- Nothing

Issues Requiring Assistance:- Need bank account setup

Work To Be Done Next Period:- Follow up with Winter Park after 14 business day deadline for their corporate sponsors- Continue contacting companies on sponsorship list- Look into getting big name skiers and snowboarders- Follow up with snowforecast.com


I. Marketing Team

Work Completed Since Last Period:

- Developed Advertising pitch further- Established Meeting with TNC- Developed promotional relationships with snowforcast.com and Elevations Outdoor- Confirmed website front page content with stakeholders


- Planned the website launch with web designer

Planned But Not Accomplished:- Activate Website- Populate the website with content as it is available- Develop the event Information Packet- Finalize TNC use of donations- Follow-up on radio stations advertisement opportunities- Develop T-shirt- Find new sources for advertising- Send out save the date early Nov.- Distribute Joint Advertising to related parties- Finish contacting radio, tv, and newspaper sources- Meet with TNC- Develop joint advertising specifics to WP and Jones Pass- Develop press release information for news media and submit


(update: in progress)- Kathryn is sending out the Save-the-Date

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Further develop website functionality- Launch and Populate website content - Send out save-the-date- Continue to contact advertising sources and develop budgetary information for it- Develop press release information for news media- Develop joint advertising specifics to WP and Jones Pass- Develop press release information for news media- Send out banner to snowforecast- Have article published in First Tracks Online Magazine

II. Logistics Team

Work Completed Last Period:- Decided on Devil’s Thumb Ranch for dinner and silent auction- Decided on a Panel from the Nature Conservancy for one seminar- Discussed what an adequate registration fee would be


- Talked about registration packages different options and costs

Planned But Not Accomplished:- Have contracts with transportation companies- Finalize menus for dinner- Get prices and quotes from both the budget and expensive hotels

Issues Requiring Assistance:- Contract signatures for Devils Thumb Ranch and Transportation company- Budget agreement from Brian- Registration package details and options

Work To Be Completed Next Period:- Sign contract with Devil Thumb Ranch- Make contact with speakers about content of speeches- Decide on competitions- Decide on logistics of silent auction


Work Completed Last Period:- Followed up with Winter Park, still awaiting response- Continued contacting companies- Secured 1 X-games skier to donate used equipment- Followed up with snowforecast.com and provided necessary tax information- Finalized elevator pitch

Planned But Not Accomplished:- Setup meeting with TNC- Setup partnership with AIR Foundation and Wright Group

Issues Requiring Assistance:- bank account setup- Update from Chad regarding his sponsorship progress- Winter Park sponsor restrictions

Work To Be Done Next Period:- Establish more sponsorships- Setup sponsor recognition program

- Determine involvement from other group members- Finalize event details- Follow up with big name sponsors- Finalize silent auction reach-out list- Draft sponsorship part of final presentation



I. Marketing Team

Work Completed Since Last Period:- Developed Advertising pitch for Calendars- Met with TNC- Launched Website- Developed Website Front Page and About Sections- Developed press release information for news media- Design banner and send the banner to Snowforecast- Published first online article with First Tracks Online Ski Magazine- Sent out detailed information to Meredith regarding the article

Planned But Not Accomplished:- Develop the event Information Packet- Follow-up on radio, newspaper, and magazine advertisement opportunities- Develop T-shirt- Send out save the date- Distribute Joint Advertising to related parties- Develop joint advertising specifics to WP and Jones Pass- Develop press release information for news media and submit


(update: in progress)- Kathryn to send out save-the-date when website is redirected to www.exceler8s.com (Jon)- Develop press release information for news media and submit (Kathryn and Marketing Team)

Work to be Completed During the Next Period- Continue building contact list for advertising purposes


- Edit site content- Add content to site: Event Details: Itinerary- Continue contacting news media- Send out Save the Date- Jon to add Donation and Registration Processes to site

II. Logistics Team

Work Completed Last Period:Status Reports Continued

- Got menu quotes and ideas for dinner- Got list of distributors that Devil’s Thumb Ranch will allow donations from for sponsorship team to

contact

Planned But Not Accomplished:- Exceler8s central location and logistics finalization- Contract signature with Devil’s Thumb- Signature with Power Addiction for Jones Pass- Talk with speakers about content

Issues Requiring Assistance:- Lack of contact with Tom Wright regarding the tent for exceler8s central- Brain meeting with Jennifer Triplet from Devil’s Thumb Ranch to see hotel and dinner room - Brian meeting with Brad to talk about tent location and SWAG bags given out at hotel check-in

Work To Be Completed Next Period:- Rubber bracelets - Contact Cheeky Monk about happy hour and possible drink donations- Contact Home James bus services to ask about discounts- Contact Costco about getting breakfast donated- Get link for lodging landing page for website- T-Shirt design

III. Sponsorship Team.

Work Completed Last Period:- Draft sponsorship presentation for feedback- Followed up with big name sponsors- Established partnership with Wright Group- Updated event details for sponsorship pitch

Planned But Not Accomplished:- Finalize silent auction reach-out list- Determine involvement from other group members- setup sponsor recognition program

Issues Requiring Assistance:- Bank account setup - Website live with updated information

Work To Be Done Next Period:- Continue contacting companies for sponsorships- Contact silent auction list for donations- Meet with Tom Wright and TNC- Update sponsorship list


Status Report for the Period ending December 2, 2009I. Marketing TeamII. Logistics TeamIII. Sponsorship Team

I. Marketing Team

Work completed since last period:- Redirected the website (Jon)- Continued to update About Section of Website, Sponsor page, and contact page- Sent out Save-the-Date- Follow-up on radio stations advertisement opportunities: still waiting on some- Article appeared in First Tracks Online Magazine- Distributed Joint Advertising to SnowForecast.com- Determined that WP will put our event on their website- Meredith approved our article to be published in Feb/March issue

Planned But Not Accomplished:- Add Donation and Registration Processes to site- Develop the event Information Packet- Develop T-shirt- Find new sources for advertising- Distribute Joint Advertising to related parties- Develop joint advertising specifics to WP and Jones Pass- Develop press release for Elevations Outdoor Magazine


(update: in progress)- Develop joint advertising specifics to WP and Jones Pass (waiting on Brian to sign with Power Ad-

diction at Jones Pass)- Develop press release information for news media and submit (Kathryn and Marketing Team)

Work to be Completed During the Next Period- Continue building contact list for advertising purposes- Website to be mostly functional by the middle of December- Develop Spring Plan- Continue updating website- Put Donation and Registration Process in place- Follow up with newspaper and magazines about event calendar and article press release


II. Logistics Team

Work Completed Last Period:- Finalized Devil’s Thumb Ranch- Transportation and lodging info researched and put into website

Planned But Not Accomplished:- Exceler8s central finalization- Contract signature for Devil’s Thumb- Contract signature for Powder Addiction

Issues Requiring Assistance:- Lack of contact with Tom Wright regarding Exceler8s central tent- Exceler8s central location needs

to be decided- Powder Addiction contract needs to be signed before we can move forward

Work To Be Completed Next Period:- Rubber bracelets - Contact Cheeky Monk about happy hour and possible drink donations- Contact Home James bus services to ask about discounts- Contact Costco about getting breakfast donated- Get link for lodging landing page for website


Work Completed Last Period:- Continued contacting potential sponsors and silent auction list- Met with Tom Wright to discuss sponsorship options- Met with TNC to discuss Colorado River Project specifics- Updated sponsorship list

Planned But Not Accomplished:

- Have majority of sponsorships signed on

Issues Requiring Assistance:- Need to finalize Wright Group plan- Need updated budget from Brian to determine Wright Group feasibility

Work To Be Done Next Period:- Coordinate with Logistics regarding contact with Costco for breakfast donations- Receive Wright Group estimate and discuss with group- Finalize sponsorship proposal packet for Wright Group distribution- Continue contacting companies on sponsorship lists- Plan for spring semester after class portion of project complete- Create final deliverables


- -Create final client presentations- -Complete performance reviews- -Follow up with Chad

Project Meeting Notes

Project Meeting Notes – Taken by Aaron BornsteinDate: September 11, 2009 – 3:00pmAttendees:Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

Meeting Ground Rules: 1. Be on time 2. Stay focused on the topic discussions 3. Consider all ideas and be open to constructive feedback 4. Be proactive and fully participate in roles 5. Be prepared 6. Be organized 7. Be respectful 8. Be positive 9. Violations result in bringing snacks to next meeting

Meeting Agenda:1. New Team Member Introductions – (majors, hometowns, and interests), client introduction to new team

members The new team members were also introduced to Webex, which is a file sharing/communication

tool developed by Cisco. We will use this device to document most of our files and keep the group updated on the status of the project.

Remote Team members introduced by Brian2. Discuss Overall Goals of event and foundation for achieving them3. Background on last year’s event and changes for this year4. Group compiled Questions discussed5. Website

Jon Hartmann from last year's team is interested in designing and updating the event website6. Sponsorship Discussion

Suggestionso Get to sponsors earlier

Sponsors-o Banners/recognitiono Winter park restrictionso Place for Dinner- Lodge at Brian’s (near Sole Vista)o BRAD- Banquet room, space, happy hour, restrictions, early guiding service (logistics for

that- will you hold part of the mtn for us- possibility)o Get donations, and cash if they wanto What's in it for them: free admission, etco Get demo skis

PR- local news, restaurants, student organizations and Boulder FreerideProject Meeting Notes Continued

Co-Marketing with WP (TALK TO BRAD) Social Media- Facebook

7. Future Meetings From here we decided the group should meet every Wednesday at 4:30 or 5:00, and Brian would

usually be able to attend.

8. Proposed Schedule Priority- website, sponsors, reasonable idea of event details Break up the following

i. Charter and timelineii. Sponsors

iii. Website updated Date for ‘Save the Date’- Week of October 12 Talk to Chad about Corporate Sponsor section Majority of money came from

i. Friends/familyii. Cisco employees

iii. Silent Auction Confirm that Backcountry skiing guide is interest in doing avalanche awareness training for all

attendants Specify messaging

o Where/what the money is going towardso People want to feel good about ito Need to sit down with the Nature Conservancy for specificso Contact Grand Foundation Boardo See if Hitachi mentors can market the event to their clientso Market to water people and see if they are interested in speaking

Don’t have EIN # yet, Brian will update

Project Meeting Notes – Taken by Aaron BornsteinDate: September 15, 2009 – 5:00pmAttendees:Steve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Determine individual Roles and Responsibilities Logistics/planning

o (Sara / Leann)o Banquet roomo Lodging (2 types)o Catering

o EventsProject Meeting Notes Continued

o Base campo Team building eventso Competitionso Seminarso Budget and alternatives

Marketingo (Joyce and Steve)o Figure out from Taylor about specific projects (where money goes)o Email lists, flyers, t-shirtso Coordinating website (Jon)o Speakerso Contact TNCo Define approach (message, who's involved, where the money's going)o Design/Logo/Imageo Talk to Chad about sponsoringo Facebook

Sponsors/donationso (Aaron/Sam)o As many as possibleo Compile last year’s listo Sales pitcho Info on corporate sponsorso When to ask for $$/Producto **figure out from Brad who we cannot work with**o Limitations

2. Chose Team Lead- Steve3. Discussed Project Deliverables4. Discussed use of Hitachi Mentors5. Discussed donation process

Bank account in name of Exceler8s Receipt for donations

o Use Carbon copy sheets6. Questions to ask Brian

What time does the event end? Will we serve dinner on the last day? Is Berthoud taking place on one or both days? Did competitions take place before or after happy hour last year?

Project Meeting Notes ContinuedProject Meeting Notes – Taken by Aaron BornsteinDate: September 16, 2009 – 6:15pmAttendees:Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Discuss role and responsibilities from Tuesday, Sept. 15 meeting Reviewed each group and confirm bulleted points

2. Marketing Define website requirements Other Promo materials

o Fliers, ad in backcountry magazineo Article in Daily Camera / Colorado Daily

Check with WP about co-marketing Brian will resend Webex invites

3. Donations / Sponsorships Conflict is with on-mountain sponsorships

o Can they restrict?o Move forward if no response

Create generic sales pitch Get a sale

o Talk to people we know/relationships with Last years sponsors Anyone that chad knows Local companies Develop first draft list of companies to approach

Sponsorshipso Prioritizeo Use last years listo Watch companieso Check with Boulder Bolder Sponsors to see if any interest

Brian knows Director of BB- will provide contact infoo Look into possibility of having Warren Miller present?

Donation Processo Need 501C3 in place before we can accept donations

Need to obtain it soono Do the benefits of PayPal outweigh the costso Talk with Jon about processo Bank account will be set up by Brian shortlyo Need to determine if donations shipped to Winter Park or to us in Boulder

4. Logistics Need to set up central location

Project Meeting Notes Continued

Find bar to host happy hour Need to determine food/catering/prices Breakfast for 2 mornings (Thurs/Fri) ****NEED TO GET EXCELER8S BADGE**** 3x transportation to and from berthoud Need to tighten down registration

o Registration at "base camp"o What to include in reg price?

Tickets, food, lodging, etc Plan competitions Print itinerary

o Breakdowno Phone numbers, etc

Happy hour Brian wants to speak on dinner night Allow for Berthoud on both days, give option of 1 or both days

5. Milestones Save the Date

o Dependent on sponsors, website and event details nailed down Pick date that we want website final

o Need draft/requirements first- 2 weeks prior to deploymento Need an operational site 1 week before deployment

Create a full timeline Make an appointment to meet at TNC in early October Make an appointment to meet with Markus in Mid-October

6. To do for next week Start contacting sponsors Create timeline/milestones Determine if there is a way to do html, email blasts

Project Meeting Notes – Taken by Aaron BornsteinDate: September 23, 2009 – 6:15pmAttendees:Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Brian Updates Still need a meeting with TNC to understand where the money is going Due to lack of timely response from Brad, Brian has provided his boss’s contact info- Crystal-

who we should contact to speed things up

o Suggestion to schedule a standing meeting with Brad, every other week to reduce the chances of him ignoring us


Brad will be getting back to Joyce in a few weeks with joint promotion info Brian thinks we are fine with our 501C3- but have not received anything in writing

o Brian will provide when he receives Chad wants to take the lead of contacting last years’ sponsors

2. Website Update Steve spoke with Jon and he is willing to do all of the website Need a timeline for Jon to get website going

o High level catch so the site can be useful Group decides that the front page needs more grab

o Overview of Evento Overview of last years evento Clearly advertise our sponsors

Group suggests checking with TNC regarding a link to Exceler8s on their site Need a new logo with more edge and color- to capture the essence of the event Also need a call to action on the site- registration, donation, etc Jon will code the website with security to accept donations Need EIN # Will set up a section of the website so participants can compete in real time to see how much

money everyone can raiseo Incentivize using in-kind donationso Incentivize people to pay online

Suggest having discounts for early registration to get a better idea of numbers Registration Fee of $20-$30 will include Dinner, T-shirt, Breakfast, Transportation, and happy

hour o Doesn’t include lodging or lift passes

Create forum for early-bird registers only Set up individual accounts for each group member to update site as needed Need to follow up on desired dates for website open for business

3. Website Marketing Need our message from TNC, marketing package (what we are offering), and a general idea of

the events taking place Need to agree upon what we are trying to portray to our audience

o Spirit/experience of evento How many web pages will we have?o Needs to look more professional compared to last yearo Need to work through how to design it

o Does Jon want to interpret our wishes or does he want a pre-specified layout?4. Event Experience

Give back, stretch selves in team environment and learn about Colorado River Manifestation has changed

o Seminars appealing to multiple audienceso Updating participants on what the TNC used last years money foro Not just having fun, but gaining awarenesso Advertise what’s great about the organization

o Breakdown what the money can lead to


Project Meeting Notes – Taken by Aaron BornsteinDate: September 30, 2009 – 6:15pmAttendees:Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsJon Hartman, Remote

1. Project Deliverables Discussion of class deliverables for Brian’s knowledge Received an OK of our project purpose Discussed Themes of Event: Give back to community and provide a challenge

o From a mission standpoint- for the Colorado River Project to succeed, we need the com-munity to come together and have fun

o Also to provide awareness to make right choices2. TNC Update

Brian will schedule a meeting for 2 weeks out3. Chad Update

Needs EIN # from Brian4. Brad/WP Update

Needs Brian to sign contract in order to further negotiate termso Brian will contact Brad about getting together for contract signing

Will have bank account set up in 1 week Finishing up 501C3 application, have received non-profit legal status with state Contingency Plan for Location due to lack of WP response

o Plan B- Town of WPo Plan C- Sol Vistao Plan D- New locationo If the base changes, we need to have everything in one place

5. Advertising Radio

o Reach and priceo Assume free b/c charity

Placements from Markus and his supporters6. Website, Jon phone conference

How soon for a new look using mock design? By October 7 Jon will update website as we feed him information

o Also using content management system so the group can easily make changes without Jon’s help

Site will be setup as a brochure site

Main Pageo Main page

Brief descriptionProject Meeting Notes Continued

Top navigation TNC Info and link to Colorado River Project Site

o Want a single 'About' tab sub-tabs for Exceler8s, Project Team, About WP, and last years event

o Registration/Donate Competition for registration Explain how it works Individual registration

People can sponsor you Have separate section for results from competition

2-3 day turn around time for mailed in checks- Need to determine way to coordinate info and update site

Use In-kind donations to incentivize competition Possible options- free event, free skis, etc

Teams based on companies Business registration Registration/prices Advertise companies on side bar

Early Registration Sign up dates Pay in full Incentivize WP/B tickets and guide paid at base not on website

Will coordinate with WP for group discountso Payment System

Ecommerce store with direct deposit Security?

Secure payment process Kicks out receipt after purchase

What about credibility of the site? Will have a security certificate

Wells Fargo Bank Acct Brian needs to Setup merchant acct

Jon will inform Brian of specificso Sponsors

Should high donators have recognition with advertising/links to their site on the sidebar of every page?

Yes Don't need to do packages Setup exceler8s.com/sponsors page so potential sponsors can visit for

more informationo WP/B Information

Whatever we want about guides, town, etc can be added as createdo Event Details

Schedule of tentative events should be placed asap

Sara has mock schedule and will email it outo Contact

Phone/EmailProject Meeting Notes Continued

Place a contact form on the page with space for name, contact, and mes-sage

Suggest to send to only 1 central account to minimize multiple re-sponses

[email protected] still workso Questions Concerning Payments

Will it track payments for accounting purposes? Yes Let Jon set up the site and handle the databases to ensure it stays

clean and easy to use 1st save the date:

Estimated to be 2nd half of October Next Wednesday, October 7, will have the template/shell and desired

pages completed Need to get save-the-date email list from last year

Want to draw up mock save-the-date in due in 2 weeks Immediately:

Brian will email EIN # Need to email updated charter to Chad and Jon

Project Meeting Notes – Taken by Aaron BornsteinDate: October 7, 2009 – 5:00pmAttendees:Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Brian scheduled call with WP on Friday from 12:30 - 1:30pmo Things we want to cover

Contract Life tickets- group discounts Joint advertising with WP

o Have sara and leann get Brian a list before Friday's meeting**o Boulder center for sports med- getting in shape for ski season

Some kind of tieo Race conference-- who will attend besides me and sam?o Benefits of sponsorships

What it means to them? No more than 3 categories Willing to pay for berthoud (hold 10 spots for sponsored ppl) or lift tickets Free on mountain stuff

Depending on the types of marketing we pull together, we can provide preferred spots for larger/key sponsorships

Priority online sponsorshipsProject Meeting Notes Continued

Company provided Banner Extreme team building event

o ***Talk to Aaron Davidson about getting companies to put booths up/sell things****o Brian will send me a 1 page summary that he sent to Jim in July***o Boulder bolder Contact from Brian….Cliff Bosley- [email protected]

2. Marketing Plan (steve and joyce)o Looking at environmental, business, etc groups that would have interestso Email to tell what it is about and whether they would be willing to promote/cross-promote to

their members Give speech during meetings Would most likely cost to do 9news

***need to put together a press release****o Cross promote through KBCOo Snowforecast.como See if Sponsors will put link on their site and promo to their memberso Search engine tag

Sam will go to google o Hit up tvs in CU buildings with info about evento Environmental law office knows Steve and will put info out to all environmental groups around

town

o Look to New Belgium Brewery for sponsorships (joint marketing) Check on issues with Coors

o Student Organizations Have connections with Greek community through Sarah and Leann

o Snowforecast.com will put up a banner for free When ppl search for Boulder and all ski areas

o Talk to Denver Post, and state/local govto Ask local congress person to attend event-- maybe someone in Colorado River Region

Local gov't representatives to provide opinions

o Thank you process for sponsorso Ski Magazineo Warren Miller

Or less prominent film makers in the area

3. Brian

Taylor available- October 21, 5:30 - 6:30pm at TNC EIN given out Need to track down invite list Finishing 501c3 paperwork

EIN # should suffice for state/federal tax # Need re-invitation to WebEx Talk to Brad about join marketing restrictions

Project Meeting Notes Continuedo Ball roomso Foodo Transportation

Talk to REI for monthly memberships- do a class on Colorado River--****

4. Chad Conference Call, 6:00pmo Intro

Helped out last year and graduated last yr Live in jackson hole, WY CR Project important to him Wants to help lighten workload Provide advice from last year Was spiritual leader and rain maker on sponsor side

o Went round the tableo Brian's overview for event and how its different from last year

Agonized all summer whether to do at WP or Silver Want ppl to give back and challenging ones self and realizing what one's capable of Broadened mission (above) and bringing community together

WP provides unchallenging environmento Place to bring together

Meeting with Taylor about specific things we can do in context of CRP in context of grand county and front range

o Chad: Challenges

Still important to put challenge aspect into WP Will clarify with WP this Friday during call Not going to make it into something it is not Gain access to getting to the chutes- outside normal bounds Positive that we will do something for the 'cerc' Want to get areas cordoned off

Questions Focusing towards sponsors- way to approach is tell them what we can offer them-

what they get out of ito Levels of Exposure-exceler8s central is crucial point to get sponsors o If in MJ / super-gage lift- exposure to others skiing and not just ppl associ-

ated with event Wells Fargo has large tent outside

o Sponsors know they get exposure to everyone at WP that dayo Need sponsor list

Want to focus on major companies for key backers for $$ Short list for prioritized companies to go after asap (new

belgium) And focus on others for product donations

o Focus on what exactly we can get out of sponsors- PRIORITY Booths, demos, etc Using Markus's contacts Getting gear rentals, etc

Project Meeting Notes Continuedo Want to sell the feeling with specifics

Where they are going How they are getting there What's covered Create the idea in their head *some subject to conditions* Need to boil down specifics and talk to Markus

o **Send chad our tentative list and Chad will add to list and decide who he will o Registration Prices

Ball park of $30 - 50 1 registration, able to select either venue per day For Berthoud people, may want avalanche rental fee for those that want to bring own

Want sponsors to kick in as much as possible Berthoud participants will be paying additional --make sure to mention on site

Fees only cover dinner, t-shirt; wont cover riding Riding paid on daily basis, in person

o Chad able to help most with sponsorships In ski town and has connections Can use previous contacts Biggest to focus on is "what are we giving them"

o Are we doing shuttles for Bethoud Need to ask WP about

o For Berthoud portion- give difficulty rating to potential ppl that sign up Or a range As much details up front as possible about back country What are the range of possibilities to experience? --Check with Markus on specifics--

If Markus is willing/get commitment to go over valley and through the woods to top of panoramic

A way to introduce people, get feet wet and what they have to do back there

o Chad will follow up with Markus on direct sponsors thru Emailo Focus on Bethoud sponsorso Pick his brain from last year

5. Logistics Sent to Sarah- Email Info about meeting to Sara and Leann

o Forest service Contact Hymie Olivera

o Touch base with Markus- that he will have liability coverage for pplo Whether Markus willing to take from Berthoud to WPo Brian will email with info about comm callo 2nd half of November to send out full specs

Ski area fever

If too long, do btwn mid-November -- Feb.

Brian will go to more corporate people for matching challenge Want some avvy sponsors for first information to say that we have ___, and ___ covered already For the 2nd day, start at Berthoud and end at WP

Project Meeting Notes Continued New challenge- Trek Very cool 3 ridges to cross- dependent on conditions End at top of panoramic Need to figure out route Would we be boot packing or skinning Would Thomas be able to demo gear for Berthoud people- Black diamond we need Commercial forest service permits?? Markus gave sponsor contacts for product demo donations

o Chad will see if Markus will contact or if Chad will 1st day is a lot of riding

October 14, 2009

October 16, 2009Steve Bauer, LeedsAaron Bornstein, Leeds Sam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Group update prior to meeting with Brian Aaron discussed RFP details from Breckenridge with group based on lack of involvement from Winter

Park Group agrees to problems discussed and think Breckenridge would be a better option in terms of

cost, driving feasibility, student interest and willingness to work with our event. Brian uncomfortable with spending $10,000 on the event, more comfortable with $3000-$5000

WP tent at base of mountain is heated, fits 200 people and costs $15,000 Dining Room

Need more detail w/ plan b b/c of costs Sol Vista lodge can accommodate large numbers with nice accommodations and costs less

Downside: 25 minute drive Brian proposed having beer on the bus – potential legal issues

Transportation- looking to contract out WP contract

Won’t ask for guarantees on numbers Room rates subject to availability

Jones Pass v. Berthoud Capacity? Follow up with Jones Pass people

Need to know logistics Get contact information from Aaron Davidson

Call reservation line More vertical feet on Jones Pass Need capacity and availability

TNC meeting again delayed.- Sam and Aaron will consider having own separate meeting to update sponsorship pitch


October 21, 2009Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, Leeds Sam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

4:30pm1. Based on lack of response/progress from Winter Park, group decided to pitch alternative option based on research performed by Aaron

Breckenridge was contacted with an RFP- responded in 1 business day with full details of offerings. Pitched offerings to Brian

Brian responded that he would call Brad himself to check their status2. Activity Review:

Marketing – Web Site, Save the Date, Partners, Flyero Save the Date:

Date to send out Update contact list Need to know when website will be ready

o Ops – Jones Pass, Transport, Tent, Budget, Permit, Sol Vista…other Need to create a budget based on Brian’s #’s Want to know what we need to charge to cover Jones Pass

o Sponsors – intro letters, non-profit state letter3. Decision Review –

o How to position Jones Pass Activity?o Other?

4. Milestone Review o Milestones Schedule and dependencieso Website – pages, to include registration; save the date; invite list

Want a list of content we are providing Steve- Learn how to use site to put up contents

o Ops – Exceler8s central, budgeto Sponsors: short term priority list

Check in with Chad Do some marketing work with Steve and Joyce Start talking with people and groups Smartwool and Scott goggles Want to get tangible equipment for giveaways

5. Brian Update Willing to spend more up front, but only willing to have net loss of less than $5000

Project Meeting Notes ContinuedOctober 28, 2009-Brian Allison, ClientSteve Bauer, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Sponsorships Sponsorship team needs to contact snowforecast.com Brian feedback from RACE Conference

o Closed to partnering up with AIR foundationo Have to go for big sponsor nameso Bca's of the world, spider, big nameso Get contact info

10 - 20 big name sponsorso Need to talk with Chad

Has great appreciation of what sponsors are looking foro Update to webexo Individual contact lists to current contact lists from march 10tho Hat Idea

No feedback Talk of Promo Items, but no reaction

o **Brian stoked on Wright Group**o Liked Outdoor Elevations but pass off to Steve and Joyce

2. Logistics Berthoud nixed, going with Powder Addiction at Jones Pass

o Need to include ticket prices with registration costso $120 for two days per person ($60/day)

Leann and Sarah did more scouting No bank account setup Brian doesn’t understand that we need something to pitch to get sponsors

4. To Do Send out email asking group to meet w/out Brian s Follow up with contacts from weekend Come up with big name sponsor list and send out

Project Meeting Notes ContinuedNovember 3, 2009- 5:30pmSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Sponsorship update Re-contact Wright Group

RV Heated Tent to hold 100 ppl standing Base of mountain- options for staking Can put in parking lot, have to walk Booths Cheaper or donated Tables for Expo space

Follow up with snow forecast General

Create Sponsor Benefits Create deadlines Split up companies to contact Follow up with Aaron Davidson about WP sponsors- WP corp sponsors HAVE TILL NEXT WEEK Create sponsorship proposal Look into getting big name skiers/snowboarders Upload to webex

2. Website Up by Friday Cant move until Brian creates bank account

3. Logistics Determining dining during Wednesday Meeting

Need Brian's approval Determine speakers (avalanche person, governor, Mark Udall, TNC)

Have booths for our sponsors Need expo w/ more going on

Logo Less flashy, 2010 Exceler8s Festival

4. Marketing Advertising not appealing to Students b/c not the right incentive

What's the Draw?

Silent Auction makes the $$ Appeal- Corporate Sponsors Need to contact faculty

Faculty buff bulletin Contact departments

Contact Boulder Freeride and environmental groupsProject Meeting Notes ContinuedNovember 4, 2009 - 5:00pmBrian Allison, ClientSteve Bauer, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, LeedsKathryne Zwack, Client

November 11, 2009- 5:00pmBrian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, LeedsKathryne Zwack, Client

1. Sponsorships Follow up with Chad Katherine will write to pro teams for silent auction Contact Buff Club for tickets As website comes up- get familiar with it

Find out the different places to add logos/advertisements Snowforecast will place a banner on their site

Brian and Kathryn will fine-tune budget and keep seats available for cat adventure Brian and Kathryn will contact Grand County companies/organizations

Spa certificate for DT

2. Logistics Article: keep theme to backcountry and nature conservancy

Consult TNC for marketing/PR help Brad- emailed about getting on calendar, no response yet. Magazines

Competition Magazine- Competitor Mag. Mountain Parks Electrics- Events Page Katherine will get us contacts

What is the message? Website up by Thursday Nov. 12

Jon doesn’t want ‘Under Construction’ listed on the site b/c it doesn’t set expectations

Jon says its too much work to change title bar from results to event details Also cannot change spacing so need to edit some paragraph Put up what we have and add as we get it Goal: Registration up in early December

Multiple options for Registration per day Options determined by Brian and Kathryn

Project Meeting Notes Continued Save the Date email list is complete- Katherine has it

Brian will send out the format to us to add our own contacts by Nov. 12 morning

3. Marketing Devils Thumb

$45/person incl. beverage, no alcohol $35 for BBQ

Drinks not included Can get alcohol donated to lower cost Once reach food cost of $4000-4500, room rental is waived

20% gratuity, service fee waived Check to see if we are sales tax exempt with non-profit status

Dinner will be rolled into registration Fee Devils thumb shuttle does not run late Thursday Night

Questions to ask DT staff? Need to see if willing to accommodate our needs Can people not staying at Devil Thumbs use the shuttle? What are the AV Equipment charges? Would DT be willing to donate dinner for 2 for silent auction How do we get on the event page on their website?

Look at Alternate Bus company What is the size of the shuttle and how many are there?

$210/night for expensive hotel Is Devils Thumb considered a sponsor?

Economy Hotel $80/night

Demos : Will Winter Park allow this? If so, who should we consider contacting?

Flow Snowboards, step-in Binding. Check on split boards?

Would want K2 and Burton for Split Board

November 18, 2009, TNC – 5:00pmBrian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsTaylow Hawes, TNCSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

Kathryne Zwack, Client

1. Program Overview 7 states, 2 countries Problems:

30 million people rely on Colorado RiverProject Meeting Notes Continued

4 million acres of farmland 12-15 million more people over next 10 years 5-30% decrease in precipitation Supply and Demand for water equaled in 2005

Sustainable funding Reallocate hydro Create fee structure

Native species at risk Integrated water management

Water reform in the west New opportunities

Climate change Federal level

Shortages in San Diego First Desalinization 27 million acre reservoir not filling back up

Largest in USA Priority waters w/ Denver Water Board and Trust

Need specific rights to water In stream flow rights in Colorado

4 endangered fish in Colorado. Want to ensure protection for inhabitant rivers Get water there Buy in with others (integrated management) to sell to customers Environmental values

Goal: Create more flexibility within river

As flooding is expected to increase Stop extinction Keep biodiversity

2. TNC Overview Market driven Work with stakeholders Different from other environmental groups in that there is no litigation Rely on scientists to provide best information to make their case

Utilize government resources for action3. Connection with Exceler8s

Many critical rivers in Grand County New approach to ensure water in the necessary places Focus on western slope

Political will

Tourism economy Skiing

Sustainability of state Water for people, nature and economy

PWP- TNC Project Model for future planning Initiatives

Project Meeting Notes Continued Headwater communities

Grand County in the middle of it Denver Water: Biggest diverter

Have 1.2 million people to educate What the money raised will benefit

Grand County is a beneficiary of largest west slope rivers Steams don’t have adequate flows Want to improve through PWP

Goal: Map river segments Buy water rights to fill river and others (2 sides of PWP) If Denver Water charged each customer $2, PWP would raise $2 million

Conserve to Enhance: Tucson, AZ pilot project: Pay same on bill, but savings spent on environment water rights

November 18, 7:00pmAaron Bornstein, Leeds Sam Houpt, LeedsTom Wright, Wright Group

1. Overview of Event for Tom2. What Tom can offer

Can offer their own tents and various event services Can help create the events environment Can pitch event to Jim Bean International and Budweiser to see if we can use their tents Can pitch event to other companies to get additional sponsors

3. Tom’s Suggestions for improving event Need title sponsor

Possible options: Vitamin Water, Coors, Coca Cola

Need to prove Return on Investment Need to deliver message the right way with the right companies to push it

Paint the image: Huge cause, effects all- in and out of Colorado, benefit to title sponsor Grown firm, grassroots Don’t want trendy words = BS Backing of huge production company- Wright Group

Ways to Deliver Title, Event, Daily Sponsors

Can have sponsorships of certain activities, events, transportation, etc Be sure to not have any conflicts with the title sponsor

Additional suggestions: Is it possible to leverage the TNC partners to gain exposure?

Do they know someone with deeper pockets? How does the Cisco matching work?

If can communicate to companies that Cisco believes in the event, it will make the issue more believable to big companies, because Exceler8s is not established and well known

Project Meeting Notes Continued4. To Do:

Tom will provide template for sponsorship proposal Fill out with event information and Tom will pitch it to his contacts

December 2, 2009 – 5:00pm Brian Allison, ClientSteve Bauer, LeedsAaron Bornstein, LeedsTaylow Hawes, TNCSam Houpt, LeedsJoyce Jung, LeedsSara Nasser, LeedsLeann Tatelman, Leeds

1. Sponsorship: Finalize Wright group plan

Will send quote to Brian asap Sponsors update, to include Powerbar, Vitamin Water, equipment providers (Smartwool, Scott, Flylow, etc)

Still awaiting responses from contacts made Have not received response from Chad in almost 2 weeks

2. Marketing: Plan review December 17 meeting at TNC (Noon). Everyone is welcome to attend Website – go live with registration and donations in the coming week. Pending information from Wells Fargo Contact Aaron at Winter Park for more joint marketing $500 Ad – let’s review with Sponsorship team

Comes out end of January for feb/march issue Can be ad for event, put key sponsors as part of it (wouldn't charge advertisers for it)

Get ready for “registration open” email blast

Steve to take a crack at the content

Due first half of next week Early bird specials Include more event details/highlights

Flyer to distribute in Grand County and over the holiday

Brian and Katherine will doProject Meeting Notes Continued 3. Ops: Nancy is great contact, in addition to Brad Mtn Ops: plan is to go with Cirque transportation and Nastar. Brad to confirm costs

Talk to Brad about Transportation to The CirqueNastar will be held for Exceler8s

2 free runs into registration b/c $10-20 a pop There to be used

Volume Rate for buses to Devils Thumb

Website plan, to include tie in to WP reservations landing page Landing for lodging w/ our rates Get Jon a link

Plan for Wednesday Happy Hour (Cheeky Monk), Thursday – Friday breakfast, lunch? Contact restaurants (Back Bowl, Lime, Starbucks) in the Village

Lunch at base Lunch Rock - located at top Have ppl pay for own lunch 3 events- happy hour (cheeky monk bar), Starbucks in Village, The Back Bowl (new restaurant- for

breakfast) WP will give ppl credentials for on mtn, off mtn (no cost)

will help w/ registration for a room (no cost)

WP will get quotes for transportation to DTR – follow up with Nancy Coordinate with WP for: credentials, registration Will close contract with DTR – main room capacity is 140 people Transportation from Airport. Home James. Roger “Headlund” is owner and big river supporter. 970-726-5060. Let’s go for their sponsorship and discounted rates

Sara will talk to RogerSilent auction planning – note TNC donation of cabin

Room at Devils Thumb great for that

Panelists (Wednesday Afternoon- 1 hour. Panel showing different Views) 2-3 or none

Probably want to rent another room 1,2,or 3 Seminars

1 for river specifically Sam to get it rolling Jamie will do backcountry awareness Brian's Coach can do something on leadership


4. Housekeeping: Winter Break Team Next Semester Want Registration up by Dec. 10 Second email blast = registration open

Highlights as well More about event/agenda

Brian- needs additional info from Wells Fargo for registration, holding Jon up Joyce- follow up with Brad about posting our event on the WP events page

Contact Aaron Davidson Also recontacted newspapers about event calendars on their sites Contacted magazines before break

First tracks- got reply Presentation:Bridging self interest of stakeholders to reach common goal of sustainability of Colorado River- the Festival is a vehicle to obtain this.

Brian wants soft copy TNC Meeting on Dec. 17 Plan for Spring Semester due when we return on January Brian will talk to Katherine about creating a flier and posting around Grand County Trout Unlimited- to become part of Panel

Sam's parents know the owners

Lessons Learned

Venue research and relationship established/confirmed. A major roadblock occurred with the assump-tion that the venue was informed and ready to work with the group. This assumption was proven to be false as we found that Winter Park was not able or willing to contribute key elements for hosting an event. They were not prepared to work with us at the fast paced level we needed. This created tension within the team as well as limited our abilities for the development of the event. We also needed to know the limitations created by the venues to tailor our efforts in a corresponding direction.

Make sure to be open to contingency plans. By developing and assessing options for venues and logis-tics the team would be able to play the game of pricing to get better quotes as well as find the best option for what the event wants to offer. Logistically it becomes difficult in terms of transportation and cost for venues to be spread out and out of the way.

Communication is key for addressing below the surface problems that could end up being detrimental to the project. There have been many instances where assumptions have been made by the team, or within the team, that has caused conflict. All expectations should be addressed up front and clearly in order to promote understanding for all stakeholders. This will help the development of the project as well as more clearly communicating our purpose to participants.

Create deadlines. By developing deadlines, team members will be able to more accurately manage time to lock down important details to the event. This would also help the team synergize when the work load is divided to build a timely event.

Need to align project with class requirements. The project deviates from the typical class projects deal-ing with consulting. This created problems with documentation, management changes, and developing the scope of our event. The event is very large to only have five months to work through every detail from start to finish.

Establish Budget. We have had an ambiguous budget that has been monitored by discretion. Without the funds available being determined it is difficult to delegate capital to necessary areas without the idea if there will be enough money for other elements needing attention.

Colorado River Plan Executive Summary

DRAFT

EXECUTIVE SUMMARYThe Nature ConservancyColorado River Program

Contact: Taylor Hawes 303-541-0322 [email protected] Colorado River is one of the iconic symbols of conservation in the American West, if not the world. It has shaped the human history of the southwestern region from the earliest Native American inhabitants to the explorations of John Wesley Powell to modern day. The river is a source of life in an otherwise arid region. The Colorado and its tributaries are globally significant for the vast assortment of life it supports.

Historically, the Colorado River drainage contained 49 native fish species, including 42 endemic species found in no other river system. The river basin encompasses a variety of freshwater ecosystem types, from mountain peaks to desert rivers and a great delta. It supports an astonishing array of plant and animal species that depend on a healthy, sustainable Colorado River basin, including the Colorado pikeminnow; Chiricahua leopard frog; Zuni Bluehead Sucker, alcove bog orchid; Southwestern willow flycatcher and hundreds of other species of migrating songbirds.

It is also a critical source of water for human needs. It sustains 30 million people and their economies in both the United States and Mexico, irrigating more than 3 million acres of farmland. Hydropower, coal-fired electricity, and oil and gas development also depend on the river. World-class recreation, such as boating, fishing and nature tourism, is a significant economic engine in the region. Population growth in the basin is expected to increase by approximately 39% by 2035 – 12 million more people depending on this river. Yet, climate change studies vary, but predict a range of 5-20% decrease in water supplies by 2050.

Due to long-term and intensifying human use of this river system, the natural diversity of animals and plants that depend on it is at grave risk. Of the endemic species, four are extinct and 95% of the remaining species are endangered or threatened. In the Lower Colorado River Basin, less than 2% of the native riparian areas are natural. Conservation success in the basin is constrained by many factors: growing municipal water use, spreading invasive plants and non-native animals, land conversion, energy development and poor grazing practices. In the past, federal and state agencies and many conservation organizations focused on smaller-scale planning and projects to tackle localized problems. However, the lack of a basin-wide vision and strategy for conservation has hindered the Conservancy and other organizations from capitalizing on land and water initiatives taking place at a larger scale.

In response to these concerns, the Conservancy undertook an assessment of freshwater plants and animals in the entire basin to determine its priorities and as a foundation for a conservation action plan at the basin-wide scale. The assessment helped the Conservancy identify potential cross-cutting strategies and a suite of site specific places where we can get the greatest return on our conservation investment. Building on that assessment, the Conservancy is developing a more detailed action plan that aims to protect globally threatened freshwater

species and natural communities while recognizing the needs of people. This includes three major

Executive Summary Continued

strategies and sixteen phase I priority river segments.

The Colorado River supports some of the fastest growing municipal areas in the country: Las Vegas, Phoenix, Tucson, Los Angeles, San Diego and Denver. A growing demand for water, coupled with natural variability and the potential for decreased water availability due to climate change, increases the urgency of developing long-term solutions for both economic interests and conservation. To be successful, the Conservancy must work closely with other conservation organizations. No other organization is working in as many places in the basin as TNC or across the entire basin, but each one is a critical partner for the implementation of important aspects of the plan. We must develop and work toward a common vision for the basin.

The West is on the cusp of the next generation of critical water management decisions. With several decades of water conservation experience, the Conservancy is poised to apply its scientific expertise and collaborative approach to ensure the future of water for people and nature. The Conservancy believes that human needs can be met without sacrificing the health of the freshwater systems upon which all life depends. Our basin-wide approach will provide a template for the protection of working rivers, particularly with growing demand and increasingly arid conditions—one of the most vexing global problems.

The Nature Conservancy’s Vision

The Conservancy’s vision is that streams and rivers of the Colorado River Basin will be managed to conserve the native species, natural communities, and ecosystems found in and along the river system. We recognize that this vision of sustainable biodiversity must incorporate the human dimension, including rural communities, vibrant cities, viable agricultural economies, and adequate water and hydropower supplies. Ultimately, TNC hopes to create a new paradigm that will allow it, and its conservation partners, to be more efficient and effective in freshwater conservation efforts of this magnitude. The Nature Conservancy’s Colorado River program is driven by the belief that conservation efforts in the Colorado River basin can balance environmental needs with human use.

A Basin-wide Plan for the Colorado River

This strategic plan describes how we might achieve many of the goals associated with a sustainable river system in the short-run, while creating a framework for sustainability in the future. TNC does not expect that it will perform all the elements and actions in this plan, but it will work with stakeholders and partners to identify means by which required actions can be taken and objectives can be accomplished. TNC also recognizes that ultimately any strategic plan must be an organic document and must provide a flexible framework that can adapt changing circumstances and opportunities.

This plan describes a multitude of strategies to achieve conservation objectives in the Basin. All strategies must be considered within the context of local circumstances, including geography, politics and stakeholders; however, the plan also includes strategies at both basin-wide and site-specific scales. Cross-cutting strategies will support efforts in the priority segments by creating additional tools and mechanisms. River specific activities will help us meet our conservation goals for the basin. Working at the basin-wide and sub-basin scale

is necessary to achieve long-term sustainability in the basin, together with the willingness to measure


outcomes and adapt our strategies if we are not meeting our goals. Most importantly, the plan must remain focused on the fundamental organizing principles and goals that inform our vision for the basin. Major strategies

Cross-cutting strategies are those that go beyond specific places and create a long-term framework for success and new tools to achieve the Conservancy’s bio-diversity goals while also fulfilling our guiding principles. The strategies identified in this section can be divided into the following ten major categories:

1. Imperiled Species Conservation.2. Sustainable Funding for Freshwater Conservation.3. Water Management Reform.


Sixteen Phase I River Segments

The Nature Conservancy has selected 16 Phase I on-the-ground projects throughout the Colorado River basin. These are river related projects from the headwaters to the sea in the United States and Mexico to restore native fish and streamside vegetation, to control non-native vegetation, to improve flow patterns, and to protect floodplain habitats. The projects were selected as Phase I sites for two main reasons: 1) TNC believes it will get the biggest return on investment working in these places first, 2) TNC is already working on these rivers or has some capacity to work here in the near future.

These Phase I rivers include:1. Bill Williams River (Arizona)2. Dolores and San Miguel Rivers (Colorado & Utah)3. Escalante River (Utah)4. Gunnison River (Colorado)5. Lower Colorado River & Delta (Arizona, California, & Mexico)6. Lower Green Colorado (Colorado & Utah)7. Muddy River (Nevada)8. San Juan River (Colorado, New Mexico, & Utah)9. San Pedro River (Arizona)10. Upper Colorado River (Colorado & Utah)11. Upper Gila River (New Mexico & Arizona)12. Upper Green (Wyoming)13. Verde River (Arizona)14. Virgin River (Utah, Nevada, & Arizona)15. Yampa, White and Little Snake Rivers (Colorado, Wyoming, & Utah)16. Zuni Headwaters (New Mexico)

Premise, Conflict, Tension, Turning Point, and ResolutionPremise: The premise of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will fo-cus on creating awareness of the project over the span of a two and a half day fundraiser event that will encom-pass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.

Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.

Conflict: The core conflict revolves around bridging the self-interests of stakeholders and the community with a per-ceived common goal as bridging these interests is crucial for the success of the event, which is to host a suc-cessful 2 ½ day fundraising event for The Nature Conservancy.

Tension:

The stakeholders of the Exceler8s II Festival have their own self-interests which must be bridged to our per-ceived common goal of giving back to The Nature Conservancy’s Colorado River Project.

Companies are struggling to bring in business and stay afloat, so their available resources for sponsorship are limited. Participants have to use money sparingly in these rough economic times and our event requires money. Winter Park and Jones Pass require specific numbers of participants to meet revenue goals. The Nature Conser-vancy expects our event to meet specific fundraising goals and awareness.

Turning Point: The Exceler8s II team will successfully bridge the self-interests of the stakeholders to the perceived common goal of supporting TNC and therefore the CO River or their self-interests will not be met and the event will be unsuccessful leading to lack of financial support and awareness for the CO River Basin Project, and damage to reputation.

Resolution: If people attend the event and we reach our donation goals, then we are able to bridge the gap by increasing awareness for the Colorado River Project among all parties and by increasing marketing opportunities for spon-sors, Winter Park and Exceler8s.

Similar Event Research

1. University of Colorado Miss Greek Pageant:

http://www.cumissgreek.com

Every year, the CU chapter of Sigma Pi fraternity hosts a pageant where the contestants are sorority members. Donations are made to support one of the contestants and the amount of donations each contestant receives fits into her overall score. All money raised is donated to Clinica Family Health Services, which is a community health center for low-income and underprivileged families in and around the Boulder area, and the Tennyson center, which is a center for treatment and education of abused, neglected, and at-risk youth. The Miss Greek pageant made over $120,000 in the two years it has been put on. This event can help us to establish some type of competitive registration or donation process with prizes at the end to give sponsors further incentive to raise more money or donate more goods/services to our event.

2. Relay for Life:

http://www.relayforlife.orgEvery year, teams of people sign up around the country to participate in an overnight event to raise much-needed funds to fight cancer and to raise awareness of cancer prevention and treatment. The team members take turns walking or running around a track or a path all night long. Each participant sets a goal of how much money they want to raise. This event is a way to bring people affected by cancer together to share their experiences and to support one another. It has become a signature event that people are aware of around the country and that has return participants every year. This could be a model we could use to bring return participants to the Exceler8 festival every year. By telling a compelling story that brings the tension of the Colorado River Project to peoples’ attention, they will be more willing and excited to help out, donate, and attend the event every year, helping our attendance grow year by year.

3. Swing Into Life Golf Tournament:

http://www.swingintolife.orgThis tournament is very similar to the Exceler8 ski festival in that it is only in its second year and they are still trying to encourage more attendance and awareness for their event. The Lily Foundation puts on a golf tournament and donates proceeds from the tournament to the implementation of suicide prevention programs, support for people who have attempted suicide, and those who have lost loved ones to suicide. Their website also advertises sponsorship opportunities and donation opportunities for participants. We can use their website as an example of how to improve ours, as well as take a look at their brochure and donation process to perhaps use their ideas to implement our process in a simpler and easier-to-read format.

Similar Event Research Continued

4. San Diego Fire Run:

http://www.stayclassy.org/firerun/

This event entails a 4 mile walk/run from La Jolla to Pacific Beach to raise money for the San Diego Fire Rescue Foundation, which supports local firefighters and paramedics. They had attendance of over 2,000 runners in this event. This event was set up extremely similarly to ours- they had an active event, a dinner afterwards, happy hour to celebrate, awards for highest donators and fastest running times, pre-registration, etc. This event can incentivize us in getting more participants because this was a local event, much like the Exceler8 festival and the number of participants they got was well over our goal of 120. With advertising and promotion of the event, we can reach our goal easily.

5. Base Camp Bash:

http://www.cottonwoodinstitute.org/upcoming-events-2/base-camp-bash/

Base Camp Bash is an event put on in Downtown Denver to help fund the Community Adventure Pro-gram. This is a program for environmentally aware high school students designed to help them practice outdoor skills, discuss and debate local environmental issues, and make a positive impact on their com-munities. It teaches them camping and wilderness survival skills and provides them with resources so that they can tackle important environmental issues affecting their own communities. This event was held at the Wynkoop Brewing Company and they offered appetizers, cash bar, and live entertainment. There was a raffle held, a silent auction, information about the program, and an Environmental Steward-ship Award given out. This event is also very similar to ours and includes many of the same elements as our event will.

6. Tall Stories Charity Challenge

http://www.tallstories.co.uk

This is a company in Europe that puts on challenging events to sponsor charities. Any organization can go to them and they will put on an event in support of the charity of choice. These events are challeng-ing physical activities done in a group setting, either guided or not guided. There are two popular skiing challenges that are similar in nature to our festival—they are weekend long challenging courses de-signed to push participants physically while also giving back to a charitable cause. These have proven to be a huge success, and this is an encouraging organization to look at, as this could mean that our event could also become a big hit in Colorado this year and in future years.

http://www.tallstories.co.uk/

http://www.cottonwoodinstitute.org/upcoming-events-2/base-camp-bash/


7. Eskimo Escapades

http://www.eskimoescapades.com

This is an event much like Exceler8s that combines challenging physical activity with having a good time. This event has been going on for 15 years, and it is a winter water ski event held in Tennessee. Their event benefits The Dream Connection, which helps sponsor dreams for terminally ill patients and the Patricia Neal IRC, which specializes in recreational activities for disabled persons. Their website is set up much like ours, and has many of the same tabs. They have continually raised more money each year as the event went on and have also had more participants, even with road blocks such as freezing cold water temperatures and changes in venue. This can alleviate some of the stress we have about weather risks and changing the event to Winter Park.

8. Shred It Challenge

http://coolermag.com/news/-/events/nspcc-ski-and-snowboard-charity-challenge.html

This is an event in England held to benefit the NSPCC, which is an organization that works against child abuse. It is a 12 hour event that features on and off slope events, time trials, and freestyle skiing with slaloms, moguls, and many other challenges. Their goal is to push participants with many different skiing options. We could not find any information about whether this event was a success, although we did find information that this event has morphed into a 25 mile walk instead of a ski event, so it probably was not a huge success. This is probably because skiing may not be as popular of an activity or because they did not advertise enough.

9. K2 Pink Chase

http://k2skis.com/pinkchase

This event is a women-only ski event to raise money for breast cancer research. Teams of three women will compete against each other to see who can ski the most vertical feet. The teams are encouraged to dress up. They also offer prizes much as we will for competitions that we set up. These prizes include cat skiing, ski apparel, and much more. Their registration cost is far lower than ours, however theirs is a one day event while ours is 2 ½ and their registration fee does not include lift tickets. We may want to consider letting peo-ple buy lift tickets on their own, because it makes the registration fee much lower and much more appealing, and then we wouldn’t have to deal with people who already have passes, etc. They are doing an awards cere-mony and an after party, so their event contains many of the same elements as ours does, but it just consoli-dates them into one day. This is something to think about for next year because we could cut costs by short-ening the event.

http://k2skis.com/pinkchase

http://coolermag.com/news/-/events/nspcc-ski-and-snowboard-charity-challenge.html


10. Summit For Life

http://www.summitforlife.org

This is an event taking place in Aspen with a purpose of educating people on organ and tissue donation. It is a night time uphill race with dinner, awards, and a live musical performance. The event is a challenging way to have fun and have donations pledged on your behalf. When you pay the registration fee, you are committing yourself to raising a certain amount of money pledged for you. This is the third year this event has been going on, and they have received a lot of media coverage all over the web, as well as print, TV and radio.

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