Introduction | Responsibility | Budget | Timeline

6 MONTHS OUT - EVENT ASSESSMENT & PRE- PROMOTION  
Race site & date confirmation    
Review Racer Pack components  
Describe Event Mgmt Program with ancillary materials  
Introduce Event Mgmt Team   
SUPPORT MATERIALS: FOI,P-3 Manual, Promotional Idea Guide
QuackTrack
Prior year race review - current goals & objectives  
Review key elements   
RPEA review - copy included in Racer Pack                      
Review lease price, payment schedule                                        
Mandatory Adoptions Papers                                    
Mandatory $1000 Purchase                                           
Branding compliance                            
Assess Promo product materials surplus & modify, etc.
Permit and State Law Review

5.5  MONTHS OUT - EVENT PROMOTION
INITIAL CALL:
Identify potential media & corporate sponsors
Provide promotional materials/products for media/sponsors
Identify race promotions
Balloon & Costume reservations
Identify sales campaign & AP distribution
Confirm & receive media/corporate sponsor info
Identify sales promotional opportunities
Present printing & merchandise packages/options
Kintera package/options
Review AP Process
Present additional promotional programs (promo idea guide/CTD)
Discussion to maximize adoptions through our promotional products/tools
Follow up letter with rental brochure
Prepare racer/schedule QuackTrack training

3.5 MONTHS OUT - TRANSPORTATION
FAX  Transportation Packet  
Follow up on Transportation questionairre

3 MONTHS OUT - EVENT PROMOTION & PREPARATION
Discuss camera ready artwork
Prepare racer for sales/adoption paper/promos call

2.5 MONTHS OUT - EVENT PREP/MANAGEMENT
Software Training

2 MONTHS OUT - EVENT PROMO/PREP
Review adoption paper distribution
Confirm Balloon/Costume reservation
Order additional merchandise/promo products
Display Packs ordered
Prepare racer for racer day production call
AP distribution
Follow up on Transportation Questionaires

1 MONTH OUT - RACE DAY PRODUCTION
Permit confirmation- state, local, municipal & water way agencies
Transportation & Balloon/Costume arrangments confirmed
Review sponsorship commitments with Sponsorship Chair
Review volunteer & vendor schedule
Site plan reviewed

COUNTDOWN - 15 DAYS OUT

15 DAYS    Minimum # of racing characters confirmed
15 DAYS   Send shipping quotes
15 DAYS   Authorized shipping of tags
15 DAYS   Shipping of tags
15 DAYS   Shipping Quotes - signed & returned?
15 DAYS   Notification of equipment delivery date
15 DAYS   Duck tags increase, notify bookkeeping
15 DAYS   QuackTrack review
15 DAYS   Sales status  

10 DAYS   Racer request of character increase  

1 DAY         Verify receipt of Inventory Notice    
1 DAY         Arrange equipment pick-up (client and carrier)  
1 DAY         Fax Bill of Lading and shipping instructions to racer      

POST RACE

Post race follow-up call & forward of race day info, photos, etc. 
Administer Post-Race Questionnaire  
Discuss packing requirements & prep for return shipping   
Post race inventory   
Invoice for lost/damaged characters   
Invoice for character cleaning