Author Topic: Bikecicle 2011 - February 12th - planning thread  (Read 10909 times)

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Offline Sal Atticum

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Bikecicle 2011 - February 12th - planning thread
« on: December 03, 2010, 09:18:54 am »
Volunteers:
1. Beek (but I will probably be all over the place)
2. Lauren                 (only for 1:30 race)           course marshal
3. Andrea                 (afternoon)                       registration and marshal first race
4. Michael                (only for 2:30 race)           course marshal
5. Yost                     (all day)                            prep, course marshal, teardown
6. New Logan           (all day)                            prep, course marshal, teardown
7. Karin                    (all but one race)              registration, course marshal,
8. James                  (all day?)                          course marshal
9. Aaron                   (all but one race)              course marshal         
10. Mrs. Aaron          (at least Aaron's race)      course marshal
11. Adam                 (if not working)                 prep, course marshal, teardown
12. Joe                     (all day)                            registration, course marshal, teardown
13. Jordan                (all day)                            prep, course marshal, teardown
14. Mills                    (all but one race)              course marshal

Volunteer assignments will probably change as time goes on; we'll try to make it so you don't have to stand out in the cold for the whole afternoon.
If you aren't volunteering, I'm assuming you're racing!


This is where planning will happen for our 2nd annual Bikecicle race.  A lot of this stuff may be obvious to me and to others, but I want to make "how this works" as understandable as possible to newer club members who want to help out with the organizing.  If you are interested in helping organize, let me know and we'll figure some stuff out together.

Old info:
Bikecicle 2010
Bikecicle 2009 (cancelled)

Winter schedule (so far):
January 30th: Fargo icebike race
January 31st - February 2nd: Arrowhead 135
February 6th: Winnipeg icebike race (unconfirmed for 2011)
February 12th: Bikecicle
February 26th: END-IT

Items:
- Saturday, February 12th 2011, during the Grand Forks Winterfest.

- First race at 1:30, registration for all races from 12:30 to 1:15.

- Course will be in approximately the same place as last year: north of the Blue Moose on the East Grand Forks Greenway.

- Course will involve snowy paved trail (which may or may not be icy at the time) and off-trail sections through deep snow.

- Division will be based on number of laps--probably three laps for advance and one lap for beginners, although a two lap option may be feasible this year.

- USAC or not is to be determined.
  - We should have insurance either way, under the Winterfest umbrella or through USAC.
  - A USAC race will be better-publicized to all USAC members in the area.
  - A USAC race will cost us more due to hiring an official (unless one of us gets an officiating license before then).
  - I am unsure still whether entry fees will cost more as a USAC race; I will contact people who know better.

- This race will require a number of volunteers, and this is one thing that people can begin lining up now.  There will be road crossings involved, so I'm serious when I say that if we don't have an excess of volunteers, club members will not be racing because they will have to work.

- We did registration and awards at The Blue Moose last year, who is now our title sponsor.  I need to make sure with them that it is okay for us to set up there again.  This is an important detail that needs to be worked out before we can get flyers out.

- Schwag was purchased at The Ski & Bike Shop last year as well as for our recent cyclocross series.  We will need to see if they are willing to give us a good discount again.  People seem to like it when we give stuff away.

- Need to determine whether we want to run races together or separate.  USAC will probably want to run things separately since it makes it easier to figure out who is in what race (well, obviously).  The issue we ran into with cx this fall is not making it clear that some racers may have to wait around for their race after registering.

- Budget will be up as soon as I figure out what we can do with USAC/non-USAC.

- The City Council meeting to give us money or not for this event (from the Urban Development office) is on December 6th, so hopefully we will know soon after that whether we are getting matching funds.  They are recommending that we get $600 for this event (we asked for $700 in our proposed budget). 
« Last Edit: February 06, 2011, 10:45:33 am by Sal Atticum »
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Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #1 on: December 16, 2010, 01:27:16 pm »
We have just received the contract from the Office of Urban Development.  We will get $600 of matching funds for this event.

What this means: We go halvsies on paying for the event with them, which means we will be reimbursed half of what we spend up to $600.  In their words:
Quote
...when submitting your request for funds, please provide documentation of the required dollar-for-dollar match (i.e., copies of check registers or copies of invoices, etc., for twice the amount of your grant.

This does not mean that we can spend $600 and then be completely reimbursed.  If we put down $600, they will give us $300.  If we put down $1200, they will give us $600, etc.
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Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #2 on: December 31, 2010, 10:37:43 am »
Wow, this crap is annoying.

We are pending on the USAC site as a "real" race.  Let's hope I didn't screw it up.
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Offline Plantains

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #3 on: January 02, 2011, 05:32:17 pm »
It will probably say pending for a while... I wouldn't wait on it.
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Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #4 on: January 02, 2011, 05:47:49 pm »
No worries, I've been in touch with Larry.
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #5 on: January 12, 2011, 11:50:26 am »
I need to get a map together as soon as possible to get added to the special events application for Winterfest.  Anyone have a specific route or set of obstacles in mind?  I may have to go out and do this on Thursday after the meeting (as my "long ride" for the week).
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline OUWxGuesser

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #6 on: January 12, 2011, 11:57:25 am »
Following the rough course of last year sounds like a good plan.  I was going to ask you guys at the meeting tomorrow about what "technical"  sections you want. For example, having sections through snow over grass, etc.

Do we want people to be able to ride the entire thing or should we make it like the cyclocross race where there are sections people might have to carry their bike through. 


Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #7 on: January 12, 2011, 12:18:53 pm »
There should be sections that are just too hard to ride (or only advanced riders can ride), either because of snow depth or slope.  Depending on the ice at the edges there's a gully I was thinking of using to drop people down to the river without getting near the snowmobile race.
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline sanders

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #8 on: January 12, 2011, 01:38:24 pm »
Beek I can go with you tomorrow, is after the meeting the only time you could/want to go?
Alone you are an athlete but on a bike you are a rocket

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #9 on: January 12, 2011, 02:20:52 pm »
I could go before the meeting, which might be easier but I don't know your schedule.  I just need to get up and focus a little better on the new semester.
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline sanders

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #10 on: January 12, 2011, 07:03:01 pm »
I could go anytime tomorrow other than 9:30 - 11. whatever is better for you
Alone you are an athlete but on a bike you are a rocket

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #11 on: January 12, 2011, 09:34:56 pm »
We could go at four and still have some light.  What say ye?
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Offline sanders

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #12 on: January 12, 2011, 09:56:06 pm »
i say ye, le do ehh ahh fo
Alone you are an athlete but on a bike you are a rocket

Offline Cycleguy

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #13 on: January 14, 2011, 03:19:06 pm »
I put a flyer advertising the event in Babcock.

Offline Plantains

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #14 on: January 15, 2011, 12:57:51 pm »
Remember to think MTB and not CX.
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Offline sanders

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #15 on: January 16, 2011, 04:56:14 pm »
you can most defiinitely put flyers up and help with advertising! You can download them and print them off/send the flyers to bike shops in winnipeg, fargo, minneapolis, sioux falls...I am not aware if anybody has sent them to anyplace yet so correct me if somebody has sent stuff to fargo, etc. We would appreciate any of your help!
Alone you are an athlete but on a bike you are a rocket

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #16 on: January 17, 2011, 03:19:41 pm »
I sent an email down to Jeremy in Fargo, but I've been waiting until we get the USAC online registration figured out to do more contacting.

I put together a map I'm sending to Kim and Dave to see what they think.
http://maps.google.com/maps/ms?ie=UTF8&hl=en&msa=0&msid=208329735238098844857.00049a113b07f21ad1164&ll=47.932921,-97.032495&spn=0.00335,0.007467&t=h&z=17
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline OUWxGuesser

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #17 on: January 17, 2011, 03:58:15 pm »
I'll hang some around Clifford/Odegard this week.

When should we try and finalize the course? 

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #18 on: January 17, 2011, 04:02:39 pm »
I just asked Kim Greendahl and Dave Aker (Winterfest planners and Greenway people in charge) if we could ride on the river and whether running through the park was going to cause any problems.  As soon as I hear back from them we can adjust things as necessary.

Aaron, if you have a different idea for the course you can make a map and we can see what people like.
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

Offline Sal Atticum

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Re: Bikecicle 2011 - February 12th - planning thread
« Reply #19 on: January 18, 2011, 01:44:24 pm »
If anyone wants to really help me out, you can call up Ink, Inc. and see what they charge for shirts (if we give them a one- or two- or three-color design) and what sort of lead time they need.
JUST EXTRA POLISH. I DO SOME WORK WITH EXCELL SO I KEEP THE CAPS LOCK ON :-P

 

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