A key topic was the sponsorship from Memorial Healthcare Systems, expected to contribute $3,000 as a “fun zone” sponsor. The committee awaits a response by September 6. Discussions included the finalization of sponsorship packages, with a thorough debate on the value of different tiers, such as gold and silver categories. Members emphasized enhancing the value provided to sponsors to ensure robust financial support for the event.

The committee also focused on the pricing structure for race registration. Established fees included free registration for the first 200 students, with pre-registration set at $25 until September 30, an early bird fee of $30 throughout October, and a final registration period at $35 from November 1 until the event day. Concerns about the financial implications of giving away too many free registrations were raised, emphasizing the need to balance sponsorship income with complimentary entries.

Discussion of past registration data revealed that most of the 507 registrations last year occurred in the later months, raising approximately $10,000 in total fees. The committee reviewed the impact of 127 free student registrations and expressed confidence in maintaining a sustainable registration structure despite offering some complimentary spots.

In addition to sponsorship and registration, the committee explored establishing a new subcommittee focused on service animals and therapy programs for veterans. This initiative aimed at potential collaborations with local organizations and programs, including a VA-funded program to train service animals. The suggestion highlighted the committee’s intent to support veterans’ needs beyond the 5K event.

The promotional budget for the 5K was another focal point, with discussions around specific sponsorship packages and a goal of raising $3,000. Concerns about the cost of promotional items, such as $140 bags, led to a review of past event expenses, including over $3,300 for entertainment and activities at a previous 4th of July event. The idea of setting up a mini dash for children within the Fun Zone was proposed to boost participation and engagement.

The organization of children’s racing events sparked a debate on reintroducing a separate kids’ race and the logistics of integrating a mini dash into the Fun Zone. The committee also discussed the transportation logistics for a performing band, emphasizing the need to manage these costs effectively.

The award structure for the race participants was another significant topic. Opinions varied on the previous race format, with some members advocating for separate age group categories to enhance competitiveness and participant satisfaction. Proposals included age brackets like “29 and under,” “30 to 39,” and so forth, with a total of eight categories. The discussion included simplifying awards by using different straps instead of entirely new trophies to manage costs.

The debate on medal distribution focused on whether to include awards for second and third places. A suggestion to incorporate military motifs on the medal straps was made to enhance the design and align with the event’s military theme. Concerns about participants winning multiple medals led to discussions on logistical solutions to ensure fair recognition.

Volunteer coordination was also addressed, with plans for a dedicated area with refreshments for volunteers. The need to involve local youth organizations and students to assist with setup and cleanup was emphasized, given concerns about the physical demands on committee members.

Branding and sponsorship for the event were scrutinized, with a focus on maintaining the town’s branding and ensuring that individual bag sponsors’ names were not printed on the bags. Financial aspects, including funding for shirts and bags, were highlighted, along with the urgency to finalize decisions as the event date approached.

The timeline for the event, set for December 14th, underscored the need for adequate volunteer support and a clear plan for task allocation. Arrangements for participant food and collaboration among various committees for sponsorship were also discussed.