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WELLABRATION™ STARTER GUIDE
WELLABRATION™ STARTER GUIDE
What’s a Wellabration™? It’s what we call the post
race party to celebrate workplace savings programs,
financial literacy, and the initiatives that help kids build stronger foundations for their future.
The Wellabration™ is the most fun part of the race and we encourage you to allocate more time, effort and dollars to this portion of the event.
Not sure how to begin planning your Wellabration™?
No worries, we have you covered!
Our partners at Wellington, a live experience and marketing agency, have created a series of step-by-step guides and tools your team can use throughout the planning process. From creating a list of all
signage needs to developing and implementing your social media strategy, they outline the best practices and strategies to make your Wellabration™ a success.
Your team can engage Wellington too! For a quote to consult, contact Wellington at:
P: 913.980.1881 x258
7340 W 130th St. #370
Overland Park, KC 66213
Keep reading for high level tips on planning and organizing a successful Wellabration™.
ON YOUR MARK.... GET SET... GO!
WHAT’S A WELLABRATION™?
LOCATION, LOCATION, LOCATION
The Wellabration™ can be held at a local restaurant located near the race site or at a beer garden in the park with an array of food trucks, depending on local rules and regulations. If possible, securing a location at least six months in advance and conducting an initial site visit with your established Wellabration™ planning team, will ensure everyone is on the same
page. From there, you can begin to solidify your theme, reach out to vendors, and determine whether or not you’ll need any permitting. If possible, invite the city to your site visit to determine next steps and ensure a smooth process. Afterward, create a visual map or layout of the site.
Food and Beverage
Once the food and beverage vendors have been finalized, the fun begins! Be mindful of a variety of preferences and possible food allergies. Ask if your vendors will provide utensils and plan accordingly.
You may be surprised to find that after the event, attendees love a cheat meal rather than healthier options. Skip the powerballs and opt for a local favorite. Just be sure it’s something quick and easy to eat on the go, like tacos!
Vendors may be willing to donate their goods and services. Propose sponsorship opportunities that are mutually beneficial, don’t leave money on the table!
Remember: This is a family friendly event but there’s no need to shy away from adult beverages. In the past, beer gardens and margarita stations have been a hit!
ATTENDEE ENGAGEMENT
Keep racers entertained by providing activities that allow them to engage with the 4.01k brand and sponsors. Map out a designated activity zone that keeps families and their children engaged. Inflatables, mobile arcade games, carnival style games, and more, the options are endless!
The activity zone can be utilized as an additional revenue opportunity. Attendees can purchase game tokens, or you can request that companies sponsor games or activities. This is a great way to secure additional funds and cover Wellabration™ costs.
IT TAKES A VILLAGE!
There are many vendors involved in your Wellabration™. Remember to consider trash removal, an event photographer, an upbeat DJ, AV provider and security, to name a few. The Wellington checklist will walk you through the timing and necessary steps to work with each individual party and provide the peace of mind you’ll need for a successful event!
BUDGET
Wellington recommends outlining potential Wellabration™ needs and ideas along with their associated costs to help develop a master budget. The checklist includes many items to consider. As you secure various event elements along the way, you are
encouraged to update as you see fit. It’s important to determine your payment methods early on. Whether you’ll be utilizing a credit or checking account, it’s crucial to establish this process upfront to avoid confusion down the road.
SPREAD THE WORDYou’ve planned an amazing event—now it’s time to share the news with your community! You’re encouraged to create content to advertise the race and Wellabration™ as long as it falls within the brand guidelines. The checklist covers details like creating a communication plan, social media content calendar and posting schedule.
Reach out to local colleges and universities, focusing on degree programs that align with the 4.01k initiatives. Think health and physical education, or finance majors. Contact the school to find out how you can get in front of their students. Bonus: They may also want to sponsor the event!
SPONSORSHIPS
Remember, all national race sponsors must be on
all advertisements, including but not limited to, race t-shirts, bags, flyers, and other race swag. National content will be provided to assist in your communication efforts and provide a reference for the look, feel, and tone associated with the 4.01k brand.
One of the biggest challenges cities face in their first year is securing the funds needed for a successful event. Wellington has created local sponsorship tiers for your city to utilize when reaching out to potential sponsors. We can’t stress enough the importance of early outreach. Be sure to get a head start on race planning by making sponsorship a top priority, early
on.
You may run into an obstacle that prevents
companies from writing a check directly your charity. In this circumstance they can write the check to your
vendors such as merchandise, food, or beverage.
Try targeting companies and organizations who value teamwork, culture and community. Companies with wellness initiatives who are willing to include the race as part of their wellness initiative and encourage employees to attend, are ideal!
PATRONS PARTYWe encourage each city to plan a Patrons Party. This kid-free pre race party creates a networking space for representatives from local and national sponsors organizations to mix and mingle. Use this opportunity as a value prop to help entice your local level
presenting sponsor.
PUT A BOW ON IT
After the event, thank your race attendees by giving them something to remember, literally! Wellington makes gifting easy by providing an online order form that allows you to place your event orders with ease—your one-stop shop for all things race and Wellabration™. Choose from 4.01k branded cups, sunglasses, hats, and more, to create goody bags for your guests.
You can also order t-shirts, race signage, mile markers, posters, and more!
Pro tip:
Look up your cities healthiest and most charitable organizations for companies to target.
GOOD LUCK AND HAPPY PLANNING!
Check out this sample sponsorship thank you letter to help finalize and secure your commitments!
EVENT ROLES
Below you’ll find a list of suggested event planning roles.
Depending on the size of your team, these roles can be
combined or broken down further to accommodate your
specific needs.
EVENT MANAGEMENT:
GREETERS / CHECK-IN
• Welcome attendees to the race
• Direct attendees to the post race
Wellabration™
PARKING MANAGEMENT
• Direct attendees to designated parking area and assist parking vendor (where applicable)
with duties
VENDOR ASSISTANT
• Assist vendor relations manager
with ‘day of duties’
INFORMATION BOOTH
• Answer questions and provide direction to racers
AID BOOTH
• Oversee designated first aid station
• Ideal role for CPR certified volunteers
SUGGESTED VOLUNTEER ROLES:
WE’VE ALSO INCLUDED A LIST OF SUGGESTED VOLUNTEER ROLES TO HELP MANAGE YOUR ‘DAY-OF’ NEEDS.
Pro tip:
Set up an event GroupMe to facilitate communication prior to and on the day of the event.
PROJECT MANAGER
• Oversee
Wellabration™
planning from start to finish
• Collect updates from managers regularly
• Monthly 6-12 months out,
bi-weekly 6-1 month out
• Create and track event budget
• Develop site map and event logistics
• Submit and manage race product orders: shirts, cups, sunglasses, etc.
SPONSORSHIP MANAGER
• Develops and oversees sponsorship
outreach team
• Assists team members with
individual sponsorship outreach
as needed• Distributes
sponsorship invoices
• Manages collection of payment, sponsorship logos,
and additional sponsorship
information
PR, MARKETING AND SOCIAL MEDIA MANAGER
• Creates social media calendar
• Organizes team of race ambassadors to help spread the word
• Schedules email and text blasts
• Seeks PR opportunities
• Distribute posters
and promotional race materials to
local businesses and organizations (digital or print)
VENDOR RELATIONS MANAGER
• Source and manage all vendors
• Negotiate and manage vendor contracts
• Establish and review vendor expectations
• Solicit and manage vendor donation services
• Consider adding an assistant manager
role to help
manage vendor communications
WELLABRATION™ CHECKLIST Event Date: Event Location: Event Time: Ticket Price: Estimated Attendance:
Overall Event Elements
Checklist Estimated Date Assigned To Due Date Status Notes
Form Internal Event Planning Team 6-12 months out
- Assign roles for each team member- Determine cadence of meetings (weekly, bi-weekly, etc.)- Assign note taker for meeting minutes to provide a recap following each meeting - Determine cadence of progress updates (weekly, bi-weekly, etc.)
Determine Wellabration™ Location
6-12 months out (ideally finalize directly after the current year's event in the feedback phase)
- Ensure location is rain or shine or identify rain plan-Outline rain plan if applicable- Ensure Wellabration™ is near the race site. Within eyesight of the race- Work with location contact to finalize contract and confirm payment details
Outline overall event plan: desired vendors, activities, etc 6-12 months out
- Food and beverage
-Photography
- Games/Activities
- AV
- Trash
- Restroom rentals
- Permitting
- DJ
- Signage
- Seating/furniture
- Security, if needed- Fans, cooling agents, if needed
Event Flow/Details Discussion
6 months out - then ongoing
-Recommend meeting monthly months 1-3
- Meet bi-weekly months 4-5 - Meet weekly the month of event
Site Visit - Location 6 months out-Begin 'day of' mapping to determine onsite needs- Food and beverage options and vendor placement at location- Determine seating areas for attendees- Outline Games/Activities options and brainstorm-Determine emergency evacuation plan- AV: Possible vendors and preliminary needs. Determine how and where they'll set up
- DJ/Presenter - Determine ideal
location for entertainment? *
- Permitting - Does location require permitting through the city for access, road closures or noise?- Trash and Recycling Plan: reach out to city or venue regarding disposal needs
- Map restroom placement? Where are the closest restrooms? Are there enough restrooms to accommodate your expected number of guests
Finalize weather contingencies and tented seating options (rain coverage, cancelation plan)- Signage: Determine signage placement?- Outline first-aid and security needs- Furniture/seating options and needs- Map volunteer and check-in stations
Determine Permitting Needs, if any 6 months out
- Initial outreach to appropriate contacts with the city to begin permitting process- Review permitting paperwork and contracts- Determine deadlines and create deadline checklist- Contact law enforcement to manage site closure if applicable
Determine Parking - for both attendees, staff and volunteers 6 months out
- Determine parking fees and factor into budget (if applicable)- Include parking information in layout-Determine number of parking spots needed
-Source labor to manage parking
Secure event photographer 5 months out
- Determine contract specifics (shoot time, expectations, etc.)- Finalize contract and factor pricing into budget- Provide shot list of specific photos needed
Secure F&B Vendor 5 months out- Finalize contract and factor pricing into budget
Secure DJ 5 months out- Finalize contract and factor pricing into budget-Recommended to book entertainment for the duration of the event
Secure AV Vendor 4 months out- Finalize contract and factor pricing into budget-Determine access to power, generator, mobile wifi needed?-Additonal options to consider: video screen, audio, lighting
Secure Furniture/Seating Vendor 3 months out
- Finalize contract and factor pricing into budget-Provide seating for at least 30% of expected event attendees- Obtain specs on pieces and add to visual map/layout
Finalize AV needs list and send to vendor 2 months out
- Update budget if neededFinalize Permitting, if applicable 1 month out
Secure all Games and Activities vendors 2 months out
- Finalize contract and factor pricing into budget (inflatables, arcade games, etc.)
Create visual map for flow of space 2 months out
- Submit to all internal team members- Submit to vendors and communicate event day placement
- Update as needed Food and Beverage - Select menus 2 months out
- Submit final food and beverage selections to vendor- Confirm plan for disposables, cutlery, and condiments 1 month out- Ensure menus have variety for food allergies. Also consider vegetarian, vegan, gluten free, etc.- Directional signage for food zone-Include individual signage for each food vendor
- Update budget if needed
Second site visit 1 month out- Invite AV and walk through show flow/announcements/transitions- Confirm visuals and logos for screens, if necessary-Invite all vendors to second site visit -Event chairs hold meetings with assigned vendors and volunteer leads
Update visual map and layout post site visit 1 month outSecure Plan for trash disposal 1 month out
- Confirm trash receptacle location- Confirm counts for trash receptacles- Confirm drop date and time for receptacles- Confirm pick up date and time for receptacles
- Update budget as neededCreate Onsite Agenda/Run of Show
Ongoing - Finalize 2 weeks out for review
- Submit to internal team members
- Review as a team
Order Race Product 6 weeks out-Determine where race store product will be stored-Create product distribution plan
Send Information to Vendors and Communicate 'Day of' Expectations 2 weeks out
- Send expected arrival time, attire expectations, set up location
Create "Key Contacts" Document 2 weeks out
- Include day of contact information for all vendors, team members and location/venue contacts
Individual conference calls with each vendor 1 week out
- Confirm arrival time and reiterate expectations- Confirm vendor's role and details per their contract or agreement
- Confirm onsite contact
Race-Kit Packaging 1 week out
-Create event attendee goody bags -Collect and print sponsor literature for race bags
Site walkthrough 1 day out
Dry Run/Run of Show
1 day out
Budget Checklist Estimated Date Assigned To Due Date Status NotesDetermine Funds for Event
12 months out
-Create sponsorship team 12 months out
-Outline potential sponsors 11 months out
-Begin sponsorship outreach
10 months out
Determine Means for Payments
6-12 months out
ie, event credit card/wire/check
Create Budget 6-12 months out- Food and beverage
- Games/Activities
- AV and lighting
- Trash
- Restroom rentals- Permitting fees, if applicable
- DJ
- Signage
- Factor in sponsorships revenue/in-kind donations- Giveaways
- Rental fee for location, if applicable- Items for volunteers, if applicable- Day of Supplies
- Food for staff
- Photographer
- Security
- Furniture/seating/tenting
- Website/communication plan items
Budget UpdatesOngoing, as needed
Budget Reconciliation/Closeout
30 days post event
Volunteers Checklist Estimated Date Assigned To Due Date Status NotesDetermine volunteer roles 5 months out
-Determine number of volunteers needed-Determine number of volunteer shirts and sizing needed
- Create list of all needs
Determine methods of engagement
- ie, social media, email, flyers
First Request for Volunteers 5 months outSecond Request for Volunteers 4 months out
-Continue requests as needed on monthly or bi-monthly basis
Gather interested volunteers into database 3 months outAssign Volunteer Roles 1 month out
- Send confirmation to volunteers and volunteer leads
Send 'day of' information to volunteers 2 weeks out
- Send arrival time, attire, roles, expected end time
Send 'Day of' Reminder Eblast to all necessary parties 1 week out
Host Volunteer Meeting
Day Of: in the morning prior to the race
- Walk through role and flow
Communication/PR Estimated Date Assigned To Due Date Status NotesCreate Communication Plan - cadence and communication methods for attendees and event prospects 6-12 months out
- Social media plan: Cadence of Posts and content calendar- Email Blasts -Gather contact lists and create cadence of blasts- Text message plan, if applicable-Collect and save all contact information gathered for upcoming events
Create Email Blast Calendar
Ongoing, starting 6-12 months out
- Determine recipient list using past participants (if applicable), and subscription from the website- Send eblasts once a month until 1 month out- Send eblasts twice in last month; 4 weeks out and 1 week out
Create Social Media Content Calendar
Ongoing, starting 6-12 months out
- Develop content ongoing for future posts, typically one month at a time
Social Media Posts - Consult Calendar
Ongoing, starting 6-12 months out
- Post once a week until 2 months out- Post twice a week until 1 month out- Post daily last month
Update Social Media Content Calendar
5 months out
Update Social Media Content Calendar
4 months out
Update Social Media Content Calendar
3 months out
Update Social Media Content Calendar
2 months out
Update Social Media Content Calendar
1 month out
Update Social Media Content Calendar
Weekly until event
Signage Estimated Date Assigned To Due Date Status NotesList of all Potential Signage Needs - bathroom, sponsors, etc. 4 months outGather logos - Give sponsors a deadline to submit 2 months out
Finalize artwork 2 months outFinalize list of all potential signage - submit artwork to vendor and place signage order 2 months outDetermine signage installation plan
