I’m a logistics luva, and like to use my knowledge to make the lives of my friends and family easier when I can.  For my friends and family that read my blog – the above statement is also an apology for hijacking your plans with “a suggestion.”

A few weeks ago, I managed an event virgin excursion… my daughters Bat Mitzvah. Planning this milestone event was supposed to be easy, since I have had other professional (read: paid) experience working all year-round for one day. I planted the little event-planning seeds several months in advance so that they all bloom on event day. Most of the planning was fairly straight-forward, and I could use my past experiences for vendor negotiation and management.  The giant planning wild card was dealing with my client, who happened to be my 12-year-old pubescent daughter with lots of opinions (read: demands) and no checking account. Good times.

Luckily, my husband was very understanding (read: Ativan) and patient (read: traveled more) with the perfect storm of the perimenopausal mother and hormonal daughter working together (read: screaming shitshow).  My poor son spent the last six months in his room studying (read: playing Minecraft) to avoid the mother-daughter “collaboration.”

We all survived and are once again enjoying family dinners together.  I did learn a few things about the process, and thought my readers would appreciate the logistics lessons I learned with hopes they can help you on your walkathon.

Lesson #1

Service meal = mobile number

If I need to pay for a service meal for you….Then I get to have your mobile number. This allows me to confirm confirm confirm with you and let you know when we are on the way.  My DJ, Caterer, Site-Manager and Photographer may be sorry to have given me their digits, but they ate really well!

Lesson #2

Confirm Confirm Confirm

See #1 above.  I contacted my vendors several times the week, and day-of the event. Since the timing of this event was a 4-hour window,  I needed to make sure everyone had directions, contact information and had all questions answered before we arrived. They probably thought I was a gigantic hemorrhoid that would not go away, but I did not care. I was the customer and my name spelled backwards is ANAL. So there ya go.

Lesson #3

Don’t mess with Mother Nature

I say this because I live in New England, and things are always changing. When I signed the contract with the site a year in advance of my January event, I had them write-in a clause about snow removal. They said it would be taken care of, but I did not want to take chances. And I did not want to be shoveling in sequins and heels before the party. The forecast for the day was rain, but Mutha Nature gave us snow. This was perfect since the theme was snowflakes! The site had the shovels and salt out before my guests arrived.

Lesson #4

Seating cards suck

Like name tags, I am not a fan. Someone’s name is always misspelled or the tag is forgotten.  Seating cards were a must for this event.  Pfffftht. I thought I was ahead of the game by confirming the attendees a month ahead of time and churning these seating cards out.  I had to re-run these cards twice during the week before the event due to “changes in plans.”  In addition to the re-run, I had to re-glue the snowflakes on each seating card. @#$%!!!!!   The lesson learned is to NOT do these too far ahead of time.

Lesson #5

Thank the donors

I had the crack the whip on my beauty to write her thank-you notes ASAP.  She received some very generous monetary gifts and the guests (donors) needed to be thanked, quickly. Being a student of etiquette expert Letitia Baldridge (stop snickering), I wanted to make sure that the appropriate thank-you note window was being observed.  My daughter reminded me that we have not yet received thank-you notes from Bat Mitzvahs attended in November, but Momma don’t care!

Overall, the event went smooth and my daughter was happy and our guests had fun.  I’m glad to have three years until my son’s Bar Mitzvah!

What happens when your walkathon becomes so popular that it requires that the streets along your route to be closed for several MORE hours – limiting access to the residents that live there?   What happens if a neighborhood association along your route gets together and denies your event access?

This article in the Boston Business Journal shares that many popular road races in New England have been cancelled. Not because of logistical or monetary issues – but because the neighbors along the event route do not want the added disruption.    Many half, and full marathons can shut down street access anywhere from 3 to 12 hours.

I live near the Boston Marathon route, and know that there is NO WAY that I will be getting across Rt. 135 during the hours of 10am to 4pm on the third Monday every April. The po-po has it shut down and there are barricades in many places.  Depending on the side of the street they are located, many businesses along the marathon route know that they will either have a lucrative Monday or some simply do not bother and stay closed for the day.

Most walkathons are either 5K or 5 miles, and only require a 90 minute to 4 hour shutdown of some streets – if necessary.  Ideally, your event is making all right turns, which will minimize the traffic and residential disruption. If your walk route needs to be in a residential area, then you are hopefully placing flyers in the mailboxes of those affected to let them know the date/time and invite them to participate.

Perhaps your walk is on private property, or a state/city park and you only need to make nice-nice with the pavement or wildlife!

If you have more than 7,500 walkers, you will probably have a rolling start. Rolling starts allow participants to begin their walk anytime within a designated window. Rolling starts will reduce the large walking blob that spills into streets and require a shutdown.

I have not even touched upon the participant parking!  When you have more walkers, you will need more places for the participants and volunteers to park their cars during the event.  Will you bus them in?  That’s an expense.  Additional vehicles on residential streets will add to the irritation to the neighbors that live there.

How about this option?

Bottom line – if your route is in a residential area, think about the implications and inconvenience to the neighbors and try to keep your disruption to a minimum.  If you become too much of a nuisance, they may organize to shut you down.

‘Tis the season for many things inside and outside.  When we take the family to outside holiday events, one the of the first questions that my Princess daughter asks is “will there be bathrooms outside?”  I smile to myself that she is starting to think like me, and I also wonder that myself.

I came upon an article posted on the United Services website about potty-planning for outside events this winter.  United is a large potty company and they have a blog!  I wish they had a fun name like many other potty companies – but since they offer other services maybe they should keep it simple and boring.  Pfftttht.

From their site:

One of the most often overlooked aspects of event planning is assessing your portable sanitation needs well in advance of your event.   Can I get an AMEN?!

Here are some fun “who knew?!!” items from the article:

They use a special anti-freeze blend to keep the ‘solution’ from freezing in the potty.

They have a potty calculator to help you determine how many you need for your event. (I like that they ask if alcohol will be served as part of the calculation!)

Alcohol-based hand sanitizers are preferred over sinks so the water will not freeze.

See more at:  http://unitedsiteservices.com/blog/winter-event-planning-portable-toilet-rentals

We had some logistical excitement in my ‘hood this past week! Vince Vaughn is filming The Business Trip at a local house, and you know I had to be the nosy neighbor to check it out!

Be a logistics luva, I was intrigued by the amount of signage that was posted to direct the cast, crew, catering, etc… to the appropriate site.  Take a lookie at the signage that they had posted at most street signs around the area:

I like that the signs can be turned in the appropriate direction to direct the peeps, and I especially like the use of electrical ties (or as I like to call them – concert cuffs) to attach them to poles.

It appears that they used coroplast for the signs, and paid a lot extra to have the grommets put in the middle to accommodate the cable ties. Since I never had a Hollywood budget to work with, I always cut my own holes to feed the cable ties through.

See the sign that said Base Camp?  I wondered where it was so I followed the signs to a conference facility close by.  That is where they had all the cars, trailers, equipment vans and catering tents situated.  I think the production company is lucky to have this acreage so close to the residential shoot location.

Since I’m a WalkathonMaven, I want to make sure you have a similar Base Camp on your event radar.  Think about if your equipment vehicles will fit on-site or close-by.  Also, you need to think about where your staff is going to park their own cars.

There are still 5 tractor trailers parked on the residential street outside the home, and another 6 parked at the Base Camp. I’m guessing that the fancy trailers are for the stars.  I tried to get close enough for a photo but was asked to turn around. Hmph. This is some logistical production!  It amazes me that so many trucks and other vehicles are needed for a location shoot.

I look forward to finding out how much of the movie is actually going to take place at this location. They were also shooting at a local elementary school cafeteria.  Kids needed to eat lunch in their homerooms that day.

My kids want to stalk the location because they think the producers will ‘discover’ them and be magically recruited to be in the movie.  My son wanted to check out the food service trailer on-site to make sure they are fed well enough that he may consider acting as a career.

I’ll post more photos if I can, but I think they have a police detail assigned to keep me, my car and kids at a distance ; )

It’s a new, hyper-secure world for special events. Two articles this week on how new security measures are affecting outdoor events in the Boston area.

The first is kinda sad. A long-standing, 20-year annual celebration that was supposed to be held at the Esplanade in Boston (where the Boston Pops play on July 4th) had to move since they could not afford the new security measures.  The India Day celebration would have had to hire 27 State Police officers and a vendor to do bag checks at the entrance.  They have since moved to another location 25 miles north of Boston to hold the event.

According to David Procopio, the State Police Spokesperson:  “India Day’s security plan called for 27  troopers, including members of the bomb squad, K-9, and marine units, paid for 7½ hours. Because those are specialized units, troopers assigned to work the shift are paid an overtime rate of $73 an hour, rather than the $40 per hour paid for a detail assignment. Increased costs are passed on to event organizers.”

Yikes.  With a  4-hour minimum – these 27 troopers cost $7884.  If they work one minute over 4 hours, they can charge for 8 hours. You can do the math on that one.  If you read my previous post about the 3, budget-busting P’s – then you saw that police is one of the largest expenses you will have.  These new rules for the Esplanade may force many other events to move.

I talked to my pal, who runs the logistics for an event happening at the Esplanade in October, and she said regarding the new security measures: “Yes, definitely an increase. But for us, who use alot of police anyway the jump isn’t as obscene. I probably have to add another 6 troopers, and bomb dogs. Not sure of cost of dogs.. But the added police probably only about 3-4K more than I already pay.”

The second article I read in the Boston Globe is about how fans that want to attend any Patriots events at Gillette Stadium will have some new restrictions with what they can and cannot bring in.  “The only bags allowed in the stadium must be clear and must not exceed 12 inches by 12 inches by 6 inches, said Stacey James, Patriots spokesman. Women’s clutches do not have to be clear, but they must not be larger than 7 inches by 4 inches by 2 inches. One-gallon clear freezer bags are also allowed, as are cameras and binoculars, but not their cases. Blankets, jackets, and coats are subject to searches, James said.”

Here is a graphic on the new policy at Gillette Stadium.

Those two Boston Marathon bomber-JackHoles have really affected the non-profits that need these outdoor events to raise money for their missions.  I think that the lone, surviving bomber-brother should have to do clean-up on the Esplanade after every event as part of his punishment.  Give him a rake, a broom, some gloves and lots of garbage bags – oh, and a bright orange shirt that says “JackHole” on it.

The Susan G. Komen 3-Day came to the Boston area last weekend and raised $2.5 million for breast cancer research and programs.  Last month, they announced that the Boston location of the event was being discontinued for 2014 – so I had to swing by the start location and take some photos.  Unfortunately, Mutha Nature rained on most of the setup (thus the dark photos) but the weather got progressively better for their 60-mile trek around the Boston area.

I did a drive-by of the start area on Wednesday, and found a parking lot full of event vans, tractor-trailers, and trucks:

Parking lot full of vehicles for event

Lotsa vans

Lotsa trucks. I hope Budget was a transport sponsor!

The opening ceremony was located at a beautiful park overlooking the water. Sadly, the staging area for the start was being setup in the rain:

setting up the stage

I was surprised to see that they had a large trailer to serve as the command center.  I got out of my car to try and get close to see exactly what happens inside of a large, pink “Command Center” but my kids were afraid that they were going to call the police on me so I only got an exterior shot. As a parent, I feel proud that I have done my job teaching my children the definition of trespassing, and to respect boundaries (when they are with me!)

Command Center!

They even had some motor homes in a coned-off area!  I wonder who got to shack-up in those!!

Big Honkin’ motor homes

On Friday, the break-down began immediately after the walkers left the start area to begin their trek.  This was an efficient crew with forklifts and dozens of workers:

I loved the signage they had instructing folks where they can, and cannot park:

I tried to look for information about how many walkers participated in the event.  Nothing on the official 3-Day website.  I did find info on the City of Boston website that there was approximately 2,500 walkers.  The fundraising minimum for this event was $2,300.  If the 2,500 walkers raised the $2,300 minimum – that equals $5,750,000.  I noted above, based on information from the local CBS news, that they raised $2.5 million.

If the numbers are correct. I have questions. Here are a few:

1. Did they really have 2500 participants?  I hope not, for the numbers sake.

2. Was there really 56% expenses? ($5.7M minus $3.2M = $2.5M)

3. Did they spend more than they raised?

If you read my post last month about the 3-Day, then you know how I feel about the production costs and return on investment. I’m glad they they raised $2.5 million for a disease without a cure, but I think that the logistics may have made it to be less cost-effective to sustain.

Here a link to a good blog about the Boston 3-Day.

One final photo.  You know I cannot refuse a beautifully straight line of potties:

Ooooh La La!  I found a perfect place for a walkathon!  It’s the Vieux Port Marseilles, France!  C’est perfect! Hubby and I visited this gem during a trip to the Western Med last week. The Old Port of Marseilles has all the things needed for a great walk – check it out:

The Route:  Walking around a horseshoe path on the Quai du Port and Quai de Rive Neuve is one mile one way.   It is a beautiful walk around the perimeter of the port on wide sidewalks.  No need to close streets!  Tons of Cafe’s (including a Starbucks!) line both streets.

Parking:  See all the Blue P boxes on the map?  Tons of Parking!

Start/Finish:  Cruise ships dock at a place undergoing a transformation.  It is called Place de la Joliette. A 10 minute walk to the Vieux Port. They have built several museums and created a beautiful flat chunk of real estate that is perfect for putting your event oval with all the tents.  Marseilles has been designated the European Capital of Culture, and they have really built-up the port area to attract visitors. 

Fantastic event space is waiting for your Registration tent!

European Capital of Culture?  Says who?  The Potties! There is a logo that announces the designation!

Zoom into the bottom and you will see the logo for the designation!

Potties – Oh Yeah!  You know I started shaking with excitement when I saw these beautiful pieces of Po(o)p Art lined up and ready for customers!

Are these the most beautiful potties you have ever seen?

A lovely 5K route can be created when starting at the museums and then walking around the perimeter of the Vieux Port, then doubling back to the museum area.  So many modern and historic sites to see – including strange people doing yoga poses near artwork!

camel pose?

Seriously, it really is a perfect location with a perfect route and plenty of parking.  WalkathonMaven is at your service when you are ready! Call me!  Merci!

Lookie! You can walk 4-5 across on the route!

The Boston Pops Fireworks Spectacular is celebrating 40 years of playing for the Esplanade crowd on July 4th.  You may have seen this celebration on TV, as it used to be nationally televised.  It has been reported that the July 4th crowd exceeded several hundred thousand for the concert and fireworks show.  Aerial shots of the event shows wall-to-wall people.  Several Hundred Thousand! Whoosh!

The Esplanade (field) and the Hatch Shell (stage) is a popular site for many of the walkathons in Boston.  Once upon a time, I was the Walk Manager for an event at the same location that had 40,000 people. I thought THAT was crowded. Multiply THAT by 10 for the Pops concert – then add adult beverages, summer humidity, projectile bodily fluids and inevitable poor hygiene.  Pops Soup.  No thank you.

To claim a piece of Esplanade real estate on July 4, Pops Peeps gather up to a day before the concert to line up for the gate opening around 8am.  Then the initial mayhem begins as those in line are allowed onto the property to claim a piece of grass to babysit for the next 16 hours.  If you are a sponsor, then you are allowed to be civilized and sit in an actual chair in front of the stage.

Sixteen hours.  What to do before the concert starts?  Most people bring a tarp to sit on for sunning, eating, reading and other things outside.  And so, as a result of the Jackholes on Marathon Monday, there are many new security measures in place for the July 4th concert and fireworks.   Do not bother bringing the following:  coolers, glass containers, cans, pre-mixed beverages, and backpacks.  After 4pm, no items will be allowed to be brought in. Period.  Good news for the folks that have permits to sell food on-site.  Bad news for those who were hoping to bring sustenance with them.

Boston Magazine has a fun article every month called “by the numbers.”  This month, they focused on the 4th of July for the Pops Concert.  Since I’m a logistics luva, I found the following tidbits interesting:

4.7  Approximate amount of personal space, in square feet, each attendee will get if the Oval reaches full capacity.

400  Number of people per available portable restroom. 

I wonder if they will carry-over these security rules to all of the walkathons happening on the property.  Luckily, most of the participants are moving and not standing targets for Jackholes.

I prefer to watch the fireworks from an air-conditioned room, in a recliner with my adult beverage and 10 steps from a private potty 😉

Last week I shared some top ten lists from the NPQ site.  This week I will share a WalkathonMaven original Top Ten list!

Most walkathons usually happen in the Spring or in the Fall.  The weather is usually more cooperative and your constituents are not crazed trying to entertain their kids during school vacation. If you were lucky enough to have your event in the Spring – then congratulations – it’s Miller Time!  If your event is happening in the Fall, then I hope you find helpful the following 10 logistical items that you should have on your radar this Summer:

1.  Route –  I like all right turns.  That way my walkers are more safe and I can hopefully reduce the number of police needed if my streets need to be shut down. I also like to take a ride around the route on my bike to check for locations that I may need to place a cautionary orange cone.  I wrote about this a few months ago.

2. Registration – this is the most important area of the event because you are collecting donations and information from your walkers.  Locate and train the volunteers so that you have a smooth operation on event day.

3. Banking – you need to think about how you will locate this in a secure area and train your volunteers on accountability processes.

4. Water – a sponsor would be nice.  I prefer donations of gallon jugs and cups instead of bottles.  Determine your hydration locations around your route.

5. Snacks – donations of individually packaged snacks are preferred. Beware of the big, ugly precedent door.

6. Volunteers – you will need allotta peeps to donate their time and talent to keep the day safe and fun for everyone.  Think about contacting past volunteers and ask them to bring a pal.

7. Transportation – how will all of your supplies, signs, tables and chairs get to the site?  Who will be driving?

8. Emergency services – work with the owner of your event site to update your crisis plan.

9. Setup / breakdown – when can you load-in and what time do you need to be off the site?  What is your site plan?

10. Patient/survivor recognition/activity – keep your cause ‘top of mind’ for your participants by providing a memorable activity.

I think the most important item from above is to find your operation volunteers, train them for their task and make sure they have all the information and materials needed to do a great job.  Then ten items above are just a few(of dozens!) of items for your radar as you enter the final few months before your walk.  I have linked several past posts that drill down into the dizzy details.  Enjoy!

Here is Mr. Wonderful demonstrating his yoga position on a potty