CC - Item 3C - Proposed 2014 Rosemead 5KROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFFRY ALLRED, CITY MANAGER
DATE: September 10, 2013
SUBJECT: PROPOSED 2014 ROSEMEAD 5K
SUMMARY
As City Council is aware, more than 200 runners participated in this year's Rosemead
5K which was held in conjunction with our 4 th of July celebration. Given the success of
the event, representatives of Pasadena Running Company (aka Pasadena Marathon)
have submitted a letter requesting that the City of Rosemead, again, co-
sponsor the event in 2014. Pasadena Running Company representatives have already
begun working closely with staff to mitigate concerns related to the 2013 event
including improved traffic control measures, registration procedures, and community
notification. Additionally, they are confident that with expanded marketing participation
levels will significantly increase. Lastly, the event would be hosted at Pasadena
Running Company's expense.
Staff Recommendation
It is recommended that the City Council approve co- sponsorship, with Pasadena
Marathon, of the proposed 2014 Rosemead 5K Run, 1 -Mile Fun Walk, and Toddler
Run as part of our annual July 4 th Celebration.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
FISCAL IMPACT
As Pasadena Marathon has agreed to cover costs for Public Services and Public
Safety, Ci costs should be minimal. Parks and Recreation costs will be absorbed in
the existyr g fiscal year 2013 -14 budget.
Director
ITEM NUMBER:
Pasadena Running Company
31 July 2012
Jeff Allred
8838 East Valley Boulevard
Rosemead, CA 91770
Dear Mr. Allread
I am taking this opportunity to thank you and your staff for working with us on putting on the Inaugural Rosemead
5K. After speaking with your staff and listening to comments from our participants, I am delighted to say that
although small in participation the event was a huge success. Though with any event there are always issues that
need to be addressed or which come up after the event which were unforeseen, particularly for an inaugural
event, I believe that overwhelmingly all involved in the organization and logistics of the event did a superb job of
responding to the needs that arose.
I believe that the collaborative efforts this year have laid a great foundation on which we can build an event that in
time may become a signature event in the Los Angeles area.
I want to reassure you and the council that our first commitment is to having a safe event, and second to making
sure the event is a financial and commercial success. In both cases, however, it is necessary for us to have a
consistent date and course for the event. I am pleased that your staff has agreed to keep the date the same, and
that we were able to come up with some course changes now which will ensure the controlled growth of the event
in years to come.
Attached you will find a summary of some of what we are prepared to do in 2014, and some of what we would like
to do should we secure a title sponsor in time. We are eagerly awaiting the official approval of the date and course
from city council so we can begin working on next year's event.
If you have further questions or if I may be of any assistance, please feel free to call me at (626) 797 -7238, or you
may e-mail me at israel@rosemead5k.com. Thank you for your time.
Sincerely,
Israel Estrada
General Manager
Race Director
Address PO Box 90693, Pasadena, California 91109 Office (626( 797 -7238 Fax (626) 797 -8881 e-mail information ®rosemead5k.com
Pasadena Running Company
Vision —The Rosemead SK will be a high quality running and community event in the Los Angeles area.
In time, we seek to grow participation in the event to approximately 5,000 participants, and ensure
inclusion and participation from all in the Rosemead community and surrounding cities.
What we are committed to doing in 2014
What we would like to do in 2014 if resources are
available in addition to what's already planned
Marketing
Marketing
Advertisements
Advertisements
Local
Local
Place advertisements in Rosemead Reader
Develop, print, and distribute stand up banners to
be placed at city offices, and supporting retailers
Develop, print, and distribute fliers and
Place promotional banners at businesses
registration forms for local retailers, supporters,
throughout the city
and city offices
Develop, print, and deliver four street banners to
be placed over city streets as designated by city
staff
Work with city staff to ensure anyone is able to
register at city staff designated locations and
hours, and that information is made public
through our website
Running Industry
Running Industry
Place three, one -month advertisements in LA
Send two emails through LA Races.com
Races leading up to the event
distribution list for the LA Area
Send six emails to contacts in our own database
Send two emails through Active.com distribution
segmented for the LA Area, between August 2013
list for the LA Area
and June 2014
Develop, print, and distribute fliers to be
Place an ad on Facebook with a $10 per day
distributed at approximately 60 races throughout
spending limit for a period of six months
Southern California
Work with sponsors, if any, to ensure registration
is available at their facilities, and that information
is made public through our website
Operations & Logistics
Operations & Logistics
Course & Start/Finish Area
Course & Start /Finish Area
Establish new course with Start /Finish on Valley in
Have encouraging signage on course for
front of City Hall
participants
Have a course marshal volunteer meeting before
Place decorative mile markers along the course
the event to ensure a much safer course for
participants
Have a towing company on hand to clear the
Secure a running event photography company to
course ahead of the event starting
take�jpictures of participants
Develop and execute a notification plan to ensure
Have three cheer stations along the course to
all along the course are notified at least twice —
cheeI on participants
once five weeks out, and the second time two
weeks out from the event
Secure at more vendors for the Finish Line Festival
I Have course certified through USA Track and Field
Address PO Box 90693, Pasadena, California 91109 Office (626) 797 -7238 Fax (626) 797 -8881 e-mail information @rosemead5k.com
Pasadena Running Company
Start the event at 7:00 am to allow more time
If course is certified, invite high schools in the San
between the conclusion of the event, and the start
Gabriel Valley to be represented by their best
of other July 4`" festivities
female and male runners. All High School students
in this category will participate free of charge
Work with Rosemead Chamber of Commerce to
If course is certified, invite local colleges to be
send out at least one letter inviting members to
represented by their best female and male
participate as sponsors or runners
runners. All college students in this category will
participate free of charge.
Establish a command center and have
Have a raffle for volunteers to encourage
representatives of Race Staff, City Staff, Sheriff's
participation and reward their support
Department, Traffic Control Company, and
Medical Staff represented
Other
Other
Establish a registration cap at least two months in
Have a calligrapher or engraver at the Finish Line
advance, and communicate contingencies to staff
to create custom awards for the top finishers
and public should the cap be reached
Develop a parking plan to accommodate
Create four trophies —top male and top female in
the high school and college categories. The winner
will take the trophy home to their school, and will
receive an individual trophy to keep
Have top three female and top three male awards
Have age group awards
Secure a singer for the National Anthem
Secure an instructor to lead pre -race stretching
Secure a Color Guard to present the flag
Have a picture background banner created for post
event pictures for participants
Arrange for a flyover of military airplanes right
before the start of the event, and right at the
conclusion of the National Anthem
Address PO Box 90693, Pasadena, California 91109 Office (626) 797 -7238 Fax (626) 797 -8881 e-mail information@rosemead5k.com