BOARD OF DIRECTORS
MANUAL
MISSION STATEMENT
The Big Sur International Marathon is a non-profit organization that serves the
community by providing a world-class marathon and related fun events that raise
money to benefit local charities, while promoting health and fitness.
BOARD OF DIRECTORS MANUAL
TABLE OF CONTENTS
Welcome
The Events
Brief Event Descriptions
Race Demographics - 2008
Big Sur Marathon – a short history
Testimonials
Race Programs – BSIM and BSHM
JUST RUN brochure
Board & Staff
Board Roster
Board Member Roles (executive, voting, associate, committees)
Staff Job Descriptions
2009 Board Committees
Expiration of terms
Board Benefits
Communication Tools (“In the Know,” enewsletters, etc.)
Expectations of Board and Executive Director (from outside source)
Race Committees & Duties
Basic committee Descriptions (full & Half)
Organizational Chart
Annual Timeline – to come
Policies & Miscellaneous
General Policies
Expo Marketing
Charity Information
Sponsor Information & Materials
Documents
Bylaws
Articles of Incorporation
2009-2010 Budget
2009 Marketing Plan
Welcome to the Big Sur International Marathon Board of Directors!
You have been selected to join a very special group of people who are dedicated, hard working,
passionate, organized and accountable to help maintain and grow the reputation of the Big Sur
International Marathon events and organization.
Within this handbook we have assembled a few tools and resources to help make your transition
into board membership a smooth one. We welcome any questions you may have, and appreciate
any comments and feedback that will help make our organization more effective, efficient and
stronger.
Enclosed you will find:
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Description of marathon events
Board members roster
Role of board and staff
Board member and committee job descriptions
BSIM Bylaws
Sample materials
BSIM Policies
Additional information
Once again, welcome. Thank you for your time, treasure and talents in giving of yourself to the
Big Sur International Marathon. We’re glad you’re on the team.
Sincerely,
Hugo Ferlito
Board Chairman
Wally J. Kastner
Executive Director / Race Director
WHO WE ARE…
The Big Sur International Marathon is more than just a 26.2-mile foot race that takes place the
last Sunday each April. It is also a successful non-profit organization supported by thousands of
volunteers who coordinate a variety of running and health & fitness related events throughout
the year, while giving back to the community in the form of grants and charitable donations. To
date, more than $2.5 million has been awarded throughout Monterey County (in addition to the
millions raised for charities throughout the U.S.). Some of the biggest recipients are our local
school children who have benefited from Big Sur Marathon programs. A variety of sponsors,
both local and national, continue to support the events annually.
The following page highlights each of our individual events.
BIG SUR MARATHON EVENTS & ORGANIZATIONS
Big Sur International Marathon – From its inaugural year in 1986, the Big Sur International
Marathon has grown in popularity and today is considered one of the top marathons in the
country. Words like “world-class”, “professional” and “the gold standard” have all been used to
describe both the race and its meticulous organization. Best known for its beautiful scenery, challenging course and high standard of excellence, Big Sur has been deemed the “Best Destination
Marathon,” as well as a “must do” among marathons. In addition its signature 26.2-mile run,
marathon weekend events offer a marathon relay, three Walk/Run fitness events (the 21, 10.6,
and 9-Milers), a 5K run/walk, a 3K kids’ fun run and a two-day Health & Fitness Expo.
Big Sur Half Marathon on Monterey Bay – At its inception in 2003, the Big Sur Half Marathon was deemed an “immediate and overwhelming success” by the Monterey County Herald.
The tradition continues, and by its sixth year the Big Sur Half was drawing runners and walkers
both nationally and internationally to partake of the fast, scenic course that offers a running tour
of historic Monterey, famous Cannery Row and the breathtaking Pacific Grove shoreline. An
increased prize purse is now attracting nationally ranked elite athletes. Held annually in November, the Half Marathon is staged with the same attention to detail as the full marathon in April.
Offerings include a Health & Fitness Expo, a Half Marathon Run & Walk, a 10-Mile Walk, a 5K
family fun run, a 3K kids’ fun run and live course entertainment for the nearly 8,000 participants.
Big Sur’s Mud Run – In 2005 the Big Sur organization collaborated with U.S. Army Garrison –
Presidio of Monterey and California State University Monterey Bay to event manage a five mile
“mud run” held on the CSUMB campus (the former Ft. Ord military base). This fun but challenging event draws military personnel, civilians, students and anyone who is eager to get “down
and dirty” while racing a course that offers hills, water, obstacles, mud pits and Drill Sergeants.
The Mud Run is a quirky complement to the more traditional venues offered by the BSIM, and is
rife with great photo and media opportunities.
JUST RUN® –JUST RUN is a free, website-based program designed to assist schools and other
youth organizations in the promotion of fitness and healthy lifestyle choices while combating
childhood obesity and its related illnesses. During the 2007-2008 school year, nearly 7,000 children in 66 schools participated in the program, logging more than 218,000 miles and performing
25,000 good citizenship deeds (JUST DEEDS). In 2006, California Governor Schwarzenegger’s
Council on Physical Fitness and Sports awarded JUST RUN the Gold Medal for “positively
impacting the physical activity, fitness and well-being of California’s children and youth.” JUST
RUN also earned national recognition from the Running USA organization and is being adopted
by schools outside of Monterey County. Currently the program is being utilized in 11 states with
a major satellite program in San Francisco, CA.
JUST RUN! Kids Goal Races – In response to the increasing number of children participating
in the JUST RUN program, the Big Sur organization has initiated two new 3K fun runs. Held on
the same weekends as the Big Sur Marathon and Half Marathon, the new JUST RUN! Just Kids
3K races take place on Saturday morning in downtown Monterey with the start and finish lines in
close proximity to the Health & Fitness Expo. While serving primarily as “goal races” to JUST
RUN kids, the new events welcome any children, their friends and family members. The first
year’s events drew more than 2,700 participants
BIG SUR MARATHON, HALF MARATHON and MUD RUN DEMOGRAPHICS
Male
Female
15-19
20-29
30-39
40-49
50-59
60-69
70 +
Monterey Cty
Bay Area
Nor CA
Central CA
CA
Outside US
Top 10 states
2008 MARATHON
EVENTS
5218 (42%)
7346 (58%)
1359 (11%)
1958 (16%)
2903 (23%)
3011 (24%)
2281 (18%)
876 (7%)
153 (1%)
3321 (26%)
3067 (24%)
6716 (53%)
579 (5%)
2008 HALF
MARATHON EVENTS
2915 (37%)
4976 (63%)
721 (9%)
1460 (19%)
2149 (27%)
1947 (25%)
1144 (15%)
391 (4%)
56 (1%)
1826 (23%)
1150 (15%)
4519 (57%)
533 (7%)
9347 (74%)
Canada, Mexico,
Germany, UK,
Bermuda,Switzerland,
Brazil, France, Sweden,
Singapore, Venezuela,
Australia, Finland,
France, Hong Kong,
Austria,Japan, Korea,
Netherlands, New
Zealand, Spain
CA, TX, CO, AZ, WA, IL,
NY, FL, NV, OR
6894 (87%)
605 (98%)
Canada, German,
none
Austria, Finland, Japan,
Sweden, UK, Denmark,
Mexico, Slovenia
$20-39K - 11%
$40 - 74K - 21%
Household Income (optional
$75 - 149K 38%
question)
$150-299K - 22%
$300K + 8%
Military - 6%
Professional - 54%
Retired - 5%
Sales - 7%
Occupation (optional
Technical - 7%
question)
Managerial - 13%
Administrative - 7%
2008 MUD RUN
344 (55%)
279 (45%)
53 (9%)
272 (44%)
178 (29%)
87 (14%)
25 (4%)
0
0
326 (53%)
unknown
unknown
unknown
CA, NV, CO, WA, AZ,
OR, IL, FL, TX, NY
CA, AZ, AK, HI, NV,
KY, PA, TX, VA
$20 - 39K - 10%
$40 - 74K - 23%
$75K - 149K - 40%
$150K - 299K - 21%
$300K+ - 6%
Military - 5%
Professional - 39%
Retired - 3%
Sales - 6%
Technical - 5%
Managerial - 10%
Administrative - 7%
Other - 25%
$20-39K - 25%
$40 - 74K - 29%
$75 - 149K 30%
$150-299K - 12%
$300K + 4%
Military - 31%
Professional - 27%
Student - 11%
Sales - 6%
Technical - 4%
Managerial - 4%
Administrative - 3%
Other - 14%
Education (optional
question)
High School - 6%
College - 49%
Grad School - 42%
Other - 3%
High School - 7%
College - 50%
Grad School -39%
Other - 4%
High School - 13%
College - 53%
Grad School - 31%
Other - 4%
First race at this distance
2184 (17%)
1937 (30%)
27%
Active Military
345 (3%)
309 (4%)
152 (25%)
Big Sur History
Back in 1986 a simple road sign at Rio Road and Highway One inspired the creation of the Big Sur
International Marathon. Founder Bill Burleigh, a Big Sur resident and runner himself, was able to
assemble a small cadre of local runners and community members to successfully stage the 26.2 mile
footrace along one of the most gorgeous stretches of coastline in the world, embracing both mountains
and sea. Burleigh sought to attract runners from all over the world and the inaugural Big Sur drew of
crowd of 1,800. This first Big Sur lived up to its promise of rolling hills, strong coastal winds, and scenery
that made PR’s seem inconsequential. Over the course of the next 24 years, the Big Sur International
Marathon has evolved from a local footrace into a non-profit organization that offers seven events during
the last weekend each April as well as a half marathon in November, a mud run in March, and an award
winning youth fitness program.
Anyone who has ever run Big Sur knows that the big question each race day is what weather conditions
will prevail; participants can only cross their fingers and hope Mother Nature will be kind. Conditions
can range from gale force winds, hail and intense fog to mild temperatures, clear blue skies, and even
a gentle breeze from the south pushing runners to the finish in Carmel. In 1995 floods destroyed the
Carmel River Bridge, located 200 yards from the finish. In the eleventh hour, a single lane “Bailey Bridge”
was erected and the race went on. The event’s biggest challenge came in 1998, the year of El Niño.
Landslides on Highway One wiped out major sections of the course and isolated Big Sur. The temporary
out and back course, with a turnaround at Bixby Bridge, once more allowed the race to move forward.
Those who come to run Big Sur are undaunted by these vagaries of nature; the beauty of the course
remains intact whatever the weather conditions.
Never known as a PR producing course, Big Sur nonetheless boasts an impressive course record that
remains unbroken since 1987. Brad Hawthorne made his Big Sur debut that year and his time of 2:16:39
has only been threatened once. In 2002 Jonathan Ndambuki ran in impressive 2:18:05 which fell short
by less than two minutes. Hawthorne continued to dominate the men’s race until 1994 when he “retired” from Big Sur. The women’s course record was set in 1996 by Svetlana Vasilyeva who ran a 2:41:34
to take the title from previous record holder Ann Trason who won in 1993 with a time of 2:42:27. The
relentless and unending hills that give the Big Sur course its tough reputation are offset by the sheer
beauty of running along the “ragged edge of the western world.” Many of our winners can boast repeat
and back-to-back wins. Hawthorne won the race six times, Srba Nikolic, Arsenio Ortiz and Jonathan
Ndambuki twice each. Kim Marie Goff has won four times, Ann Trason and JulieAnne White twice. Big
Sur is a course like no other, and both elites and recreational runners return year after year to enjoy its
unique beauty.
Over the course of the past 24 years the Big Sur organization has grown and refined its focus. Bill Burleigh’s original vision has developed into a working board of 80 members, recognizable race weekend
by their “blue jackets.” Currently a paid staff of five manages the logistics of coordinating marathon and
half marathon events, as well as administrating the youth fitness program. In 1999, event registration
went online, allowing entrants the option of paperless entries. Today, over 95% of participants choose
this option when signing up for our events. In 2004 we offered chip timing to our marathon participants,
and currently all events are electronically timed.
2003 saw the creation of the Big Sur Half Marathon on Monterey Bay. This gentle “little sister” of the
full marathon is run each fall in historic downtown Monterey, along Steinbeck’s famous Cannery Row,
and then next to Pacific Grove’s scenic coastline. Deemed an “immediate, overwhelming success,” the
Half Marathon currently draws a field of over six thousand participants from all 50 states and 10 foreign
countries.
In 2004 the Big Sur Marathon tackled the issues of childhood obesity and related illnesses by the creation of a youth fitness program called JUST RUN®. JUST RUN is a free, website based program geared to
promoting fitness and healthy lifestyles in grades K through 8. The program’s success led to the Big Sur
Marathon being awarded a Gold Medal by Governor Schwarzenegger’s Council on Physical Fitness and
Sports in 2006 for “positively impacting the physical activity, fitness and well-being of California’s children and youth.”
In 2005 the Big Sur organization briefly funded the Big Sur Distance Project, an elite training center
based in Marina, CA. One of its members, Blake Russell of Pacific Grove, went on to represent the USA
in the women’s marathon in Beijing. Russell was the first American finisher in the event. In 2006 Big Sur
became the event manager for the U.S. Army Garrison - Presidio of Monterey Mud Run, currently enjoying its fourth year. In 2007 the inaugural JUST RUN! Just Kids 3K enjoyed its first year as one of our Half
Marathon’s weekend events, providing a fun run for children, their families and friends. Sponsored by
the Community Hospital of the Monterey Peninsula and city of Monterey, this kids’ fun run is also run in
April the day prior to the marathon.
Big Sur’s mission statement clearly states our intent to promote health and fitness and to give back to
the community for its support of our events. Future initiatives will continue to support our youth and to
make our events totally “green”.
WHAT’S BEING SAID ABOUT THE BIG SUR INTERNATIONAL MARATHON…
“Big Sur has it all – an amazing course, first-rate organization, exceptional entertainment and an unbeatable location for a getaway vacation.”
- Ultimate Guide to Marathons, 1996 (received a score of 100)
“If we were told that we could only run one marathon in our lifetime, Big Sur would have to be it.”
-Bart Yasso, Runner’s World
“Running the Big Sur Marathon was incredible, and personally, the best marathon experience I have ever
had. The enthusiasm generated by the local community and the marathon staff all came together and
made me feel part of something bigger than just a road race. You’ve created a world-class marathon on
one of the most beautiful courses in the world. If you are a marathon runner, Big Sur has to be on your
life list.”
- Andrew Hersam, VP & Publishing Director, Runner’s World and Running Times
“Stunning. Breathless. Triumphant.” – The Ultimate Guide to Marathons
Twice named the "Best Destination Marathon in North America" by the Ultimate Guide to Marathons
Ranked in the top five marathons in the world by the recent German edition of the International Guide
to Marathons (2005).
“Of course we know that perfection is impossible, but once you’ve experienced the Big Sur International
Marathon, you’ll agree that it comes pretty darn close…” Marathon & Beyond
“The Big Sur International Marathon is one of the jewels of American road racing”
- Basil Honikman, former CEO of Running USA
“I am happy to tell you that we just renewed our sponsorship of this race for another three years. From
the logistics that operate flawlessly (quite difficult when you consider it’s a point to point race), to simply
the beauty of the course; it truly is a first class event.”
- Bill Logee, ASICS America Marketing Manager
WHAT OUR MARATHON PARTICIPANTS HAVE TO SAY
“Everything I read about it indicated that it would be beautiful and challenging. I wanted to experience
the run along the Pacific Coast Highway, and I wanted the challenge of a difficult marathon to mark my
50th birthday. it completely met my expectations in every regard.”
“I must say that the marathon last weekend was one of the most memorable and enjoyable days of my
life. The preparation, organization and execution of the marathon and all that goes with it were of the
highest standard. For that I feel obliged to pass on my heartfelt thanks to you. As they say in the old
country – ‘hats off to you all’ or in my native tongue, ‘comhghairdeas’. All at the BSIM will have a place in
my heart forever.”
“By far and away the best race I've done. Perfect for runners who just want to enjoy an awesome run
without all distractions on the sidelines. Everything was organized perfectly and the volunteers were
awesome. Thank you for an incredible race!”
“I was so impressed the organization of this race particularly given the number of events that were going
on that weekend. The attention to detail by the race organizers was so impressive. From the set-up the
day before to the releasing of doves at the start, to the support along the course, everything was outstanding. I also commend you on a wonderful course. I can well appreciate the logistics in closing PCH1
for this marathon. I am from NY and came back raving about this race! Thanks!”
“Your board members (the folks in the navy jackets)...I was impressed to see them so involved. It's nice to
see people take events like this so seriously.”
“After +25yrs of attending sport events (running, cycling, swimming), Big Sur Marathon set a new standard. Every event organizing group should attend Big Sur for inspiration. Thank you very much.”
“It was one the best things I have ever done. It will forever be etched in my memory as one of the most
rewarding and fun times in my life. The course, the people, the organization surpassed my expectations.
I am almost worried that I am ruined now for future marathons because yours was so awesome! Thanks
for a great experience! By the way it was awesome to have Dean Karnazes there...what an extra treat.
WHAT OUR HALF MARATHON PARTICIPANTS HAVE TO SAY
“I LOVED this race! I've completed 7 half marathons (Palos Verdes, Rock and Roll Phoenix, City of Angels)
and this is BY FAR the best race. I loved the course, the weather and the organization. I will be back next
year! And will be bringing more friends to run with me!”
“I have been impressed with the interest and care for every participant unlike most other races”
“Can't say enough positive things about your event. Well-organized, great course, seamless event. Very
much liked the new course route, please keep it. At a certain point, would like to see the number of runners limited, but still okay at this point. THANKS FOR YOUR FANTASTIC RACE!!!”
“I am a PGA Professional at a very high-end private club & thought your event was well done. Most of
the negative feedback I have read from participants, in my opinion, falls into the "bitching" category. For
example, the traffic jam at the refreshment lines was due to participants not following instructions to
keep moving, not from a design flaw.”
“I love this event. Last year, I requested more bathrooms on the course, and I noticed more this year.
Thank you! This is a great event. It felt well-run and well-organized. The new timing chips are great. The
size of the event and the course are just wonderful. I look forward to many more. See ya next year!”
“I really enjoyed my first Half Marathon! I liked receiving e-mails about the event to come, it was encouraging me to train! I never felt lost or confused, from start to finish everything was well laid out. I had a
wonderful first Half Marathon, I will be back! Thank you, and hats off to all the planners and volunteers
for this event!”
“LOVE the event...you guys do a GREAT job. As mentioned, I managed a team of runners/walkers last year
and thought your staff handled us so efficiently and graciously. LOVE the course, scenery, shirts, expo... a
great scenario for a perfect race. Just missed my PR by 2 minutes...so I'm happy.”
“I do not know of anything you could do to make it run better. Your award ceremony was quick and not
taking forever, even for the 70+ finishers. I liked the new timing band instead of the chip we used to use.
With more 70+ finishers, you might want to add down to 5th place like all the other age brackets.”
“I had a great time! The beginning of the race with the military's involvement was very moving. I was
blown away by how many people came out to watch the race. The music along the course was excellent... very diverse. And you can't beat the scenery. I'd highly recommend this race to friends!”
WHAT OTHERS SAY ABOUT JUST RUN®
"I've been involved with children's running programs for over 40 years. I've not found any program that
does a better job of organizing the training, empowering children, and making exercise fun - as JUST
RUN. Out of many similar programs available, JUST RUN made the short list which I listed in my book FIT
KIDS - SMARTER KIDS."
~ Jeff Galloway, US Olympian, Author, Runners World columnist and coach
"In just a few years JUST RUN has moved impressively ahead of the pack and is our best example of a
thriving program by every measure - participants enjoy it, parents and teachers see the benefits, school
districts can afford it, and the impact on youth fitness can be measured. JUST RUN staff Mike Dove
and Susan Love received the Youth Programs Contributors of the Year at the 2007 annual conference of
Running USA, the trade association for the Running Industry. No one is more dedicated to finding ways
to improve the fitness and quality of life for America's youth than this team. The population they serve
is especially vulnerable to becoming obese with all of the potential accompanying medical problems.
JUST RUN staff has also been very generous with their ideas and time to mentor other groups who are
interested in providing similar programs. The running industry, state of California and physical education
programs around the country are lucky to have the energy and resources offered by the JUST RUN staff." ~ Basil Honikman, former CEO, Running USA
“This is clearly the best program of its kind in the U.S. and we are proud to introduce it in Portland. Our
goal is to involve our children in a positive way to understand the advantages of developing a healthy
lifestyle build around exercise.”
~ Les Smith, Director of Portland Marathon – one of first three satellite programs
We have had a great first year! The most impressive story is that we have a 2nd grader, 8 years old, who
had a total cholesterol of 230! His mom decided to get him tested after we started the run club and sure
enough, he was high! I was shocked! In March, he was retested and it was down to 170! His family became very proactive in their approach to health as they were all obese and unhealthy. Your program has
definitely made an impact in many lives here in Olathe, KS! We are very grateful!"
~ Lauren Bishop, KS
"I really want to thank you for the incredible weekend! The JUST RUN 3K event on Saturday was so much
fun, hearing the encouragement given to the kids by the parents and bystanders warmed my heart! Success was certainly felt by all who ran in that 3K! Thank you for the award given to Junipero Serra School,
that money will go toward equipment for our Physical Education program!
~ Shannon Dunne-Gamble, CA
To learn more about JUST RUN®, visit www.justrun.org
Board Member Information
Name: ____________________________________________________________________________
Title: _____________________________________________________________________________
Employment: ______________________________________________________________________
Address: __________________________________________________________________________
City, State, Zip: _____________________________________________________________________
Telephone: Day__________________________ Evening _________________________________
E-mail:________________________________FAX________________________________
Cell:___________________________
Special skills
 Fund-Raising
 Personnel/Human Resources
 Finances
 Business
Professional background
 For-profit business
 Government  Marketing/Public Relations
 Technology
 Legal
 Other: _______________________________
 Nonprofit organization
 Other: _______________________________
Education
 High school graduate
 Some college
 Undergraduate college degree
 Some graduate coursework
 Graduate degree or higher
 Other: _______________________________
Other affiliations: ______________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Other board service: ___________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Other pertinent information: _____________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area of interest: Marathon______ Half Marathon______ Mud Run______ Just Run______
What are your areas of interest in our events?________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
BOARD MEMBER ROLES
Congratulations on being a part of a vibrant, productive and rewarding board of directors. Whether
you’re classified as a full voting member, or one of our many associate board members, you’re all part of
a great team. We value your input, and the involvement and hard work to helps keep the Big Sur Marathon strong and our events among the most desirable in the country.
The hierarchy of the Big Sur Marathon board is as follows:
Executive Committee
The executive committee is comprised of the officers of the board including chair, vice-chair, treasurer,
race director, secretary and legal officer. Additional members include course, start, walk and clinic directors.
Voting Board Members
The voting board members are elected by a majority of the already seated board members. Our current
bylaws state that the number of elected voting board members should not exceed 21. To be eligible,
they must have volunteered in connection with activities on the Marathon for at least one year. Voting
board members serve for a three-year term. If replacing a board member-mid-term, the new member
will serve out the remaining time of the board member replaced.
Voting board members are required to attend all board and race committee meetings. The BSIM bylaws
state that any director who fails to attend three consecutive meetings of the Board, excluding excused
absences, may be removed by a simple majority vote of the remaining board members.
Each voting board member also has a critical role in the race operations of the Big Sur Marathon events,
and therefore has a great responsibility – both to the effective management of the 501(c) 3 organization
and to the specific operational role that he/she plays.
Associate Board Members
Associate board members are recommended by the board, race director or staff to assist the organization or race operations committee chairs in their respective duties in the day-to-day operation of marathon business. Associate board members shall have no power to vote at board meetings but shall have
such powers to vote in committee as provided for by the committee chair.
Standing/Race Committees
This includes all race committees (described in this section) and other designated committees. Members
of each committee, other than the Director, need not be members of the Marathon board.
STAFF MEMBERS AND THEIR ROLES
Wally Kastner, Race Director – [email protected] (since 1998)
Responsible for management and execution of all races, community events and programs organized by
BSIM. Serves as CEO for the organization and with the Board Chair and Executive Committee helps manage board activities. Oversees the overall administration of the business office with the support of four
direct-report staff members.
Chris Balog, Assistant Race Director – [email protected] (since 1986)
Provides day-to-day management of BSIM office related to races and other community events. Serves
as Operations Director and provides back-up management in the absence of the Race Director. For race
events serves as Volunteer Coordinator, Expo Coordinator, Hospitality and Merchandise liaison, and
assumes additional roles. In-house bookkeeper and financial officer. Assists with Board activities and
programs, as assigned.
Sally Smith, Creative & Website Director and Registrar – [email protected] (since 1999)
Provides overall management of event registration which includes heavy public interface and customer
service demands. Develops program materials, newsletters, advertisements, brochures and other media
materials as well as web site updates, changes and new materials. For race events supervises packet
pickup and the solutions desk and liaises with the timing company and photographers. Processes accounts receivable and invoices and manages office supplies.
Susan Love, JUST RUN® Program Administrator – [email protected] (since 2006)
Oversees and administers the JUST RUN youth fitness program. Duties include developing and growing
the program to reach more children, providing informational and instructional resources for the leaders,
training leaders and students on site, managing web entries and information, and keeping JUST RUN in
the forefront of youth running programs nationally. Also assists with BSIM race event support as assigned.
Julie Armstrong, Marketing Communications Director – [email protected] (since 2007)
Provides key marketing and communication services to promote the Big Sur International Marathon
events and organization, including media relations and publicity, community relations and outreach, and
various pro-active marketing programs. Also responsible for seeking out and acquiring new sponsors
and for servicing existing event sponsors.
BOARD MEMBER EXPIRING TERMS
Each director shall serve for a three year term and until his or her successor has been duly elected, or
until the earlier resignation, removal or disqualification of such director.
Below are the current years of expiration for the seated voting board members:
2009
Ben Balester
Sharon Gillette
Buzz Joseph
John Mutty
Wayne Richey
Kevin Smith
Tino Tangelbad
2010
Jay Cook
Andrew Creely
Dave Dixon
Catherine Hambley
Mike Klein
Jim Poulos
Vacancy (from Janet Lesniak, resigned 5/09)
2011
Mike Dove
Hugo Ferlito
Barbara Trask
Whit Rambach
Tom Rolander
Doug Stickler
Dave Terry
Should the position of a Director become vacant before the normal expiration of its term of office, his or
her successor shall be appointed only for the unexpired portion of the term of office. Such appointment
shall be made by the Chair of the Board and ratified by majority vote of the Board.
BOARD MEMBER BENEFITS
Board members are extremely valued – and rewarded -- for the work they accomplish each year. Among
the benefits given to both associate and voting board members are:
• One pair of ASICS running shoes for the April or November events if they are on a committee for that event
• One complimentary event entry to be used by the board member or associate or a family member. This entry must be used prior to an event selling out.
• Patch to be worn on blue blazer, and Robert Talbott tie for men and (optional) bow tie or scarf for women
• Pre-race dinners the Wednesday evening preceding both the full and half marathons
• Post race “High Five” party on race evening. Spouses or a personal guest are welcome here.
• Admittance to Hospitality Area on race day. (Time in this area should be limited and spent with sponsors or VIPs)
• Admittance to Volunteer Tent on race day
• Volunteer t-shirt, and other race apparel when available
• Sponsor gifts as available (such as the current $50 gift card to Pepe’s Little Napoli restaurant)
• December holiday gathering
BOARD & PARTICIPANT COMMUNICATIONS
We have a variety of communication methods for informing our specific audiences. These include:
E-mail – Watch for notices on board meetings or other information send from the office.
“In the Know” – a monthly e-newsletter for the BSIM board keeping you apprised of new developments,
staff projects, new contacts made, feedback from participants, sponsors and community members, and
more.
“On the Run” – a new quarterly e-newsletter with news and feature information about our organization
and events. The recipients of “On the Run” include board members, current race participants, sponsors,
community members, local politicians and other VIPs.
“Last Minute Instructions” -- this vital information for our two main races – the full and half marathon
– is produced in both printed and email forms, and mailed approximately 3-4 weeks before each event.
For participants needing to know specific information about the race, transportation issues, etc. this is a
not-to-be overlooked piece.
BSIM.org – a full and robust website, bsim.org contains all the information any runner or participant
needs to know about each of our events. This is also a great tool for board members to familiarize themselves with the course(s) and other aspects of the race. The “Spotlight” section on the top right of each
homepage includes ‘what’s new’ information and links to registration, results and anything especially
newsworthy. Directors can check minutes and view board information at: www.bsim.org/m_a
Many additional brochures and correspondence pieces are produced throughout the year including race
registration materials, promotional postcards.
EXPECTATIONS OF BOARD & EXECUTIVE DIRECTOR
A Board expects that its Executive Director will:
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Serve as Chief Operations Executive of the organization.
Serve as professional advisor to the Board.
Recommend appropriate policies for consideration.
Implement effectively all policies adopted by the Board.
Inform the Board fully and accurately regarding the organization.
Interpret the needs of the organization and present professional recommendations on all prob-
lems and issues considered by the Board.
Develop a budget (in conjunction with the executive committee) and keep the Board up-to-date on budget issues.
Recruit the best personnel and develop a competent staff and supervise it.
Devote time to improving the staff.
Assist the Board in developing and conduction community information programs.
An Executive Director Expects a Board Will:
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Counsel and advise – giving the benefit of its judgment, expertise and familiarity with the local setting.
Consult with the Executive Director on all matters the Board is considering.
Delegate responsibility for all executive functions.
Refrain from handling administrative details.
Make all the staff responsible to the Executive Director.
Share all communications with the Executive Director.
Provide support to the Executive Director and staff in carrying out their professional duties.
Support the Executive Director in all decisions and actions consistent with policies of the Board and the standards of the organization.
Hold the Executive Director accountable for the supervision of the organization.
Evaluate the work of the Executive Director.
RACE COMMITTEES – Full Marathon
Below are listed the various race committees with a brief description, listed in alphabetical order. Some
are sub-committees of a larger race committee (eg., Course includes Signs, Police/Safety, Traffic, Course
Marshalls and Aid Stations). Each committee chair should have an additional binder of notes, information and contacts specific to their particular area. This information should then be passed along to any
successive race committee chair. Current committee chairs and committee members are included in the
aforementioned pages; Half Marathon committee information follows.
AID STATIONS (Course)
Thirteen aid stations are located along the course approximately every two miles. Each distributes water,
then Gatorade product (sponsor) and then special fluids (by prior arrangement). GU (sponsor) is distributed at two stations, and fruit at the last 8 stations. In 2009, we will be offering water refills for the BYOB
program at selected stations. Aid stations are manned by volunteer groups of 25-30 persons.
AWARDS (Event Support)
Awards are presented at a ceremonies beginning at 9:00 AM for the 5K, at 11:30 AM for the Relay and at
noon for the Marathon. Awards are given to top five overall male and female finishers and the top three
masters (40 & over) male and female based on GUN time. Divisional awards will be based on CHIP time.
Winners will receive hand-crafted trophies and ASICS shoe certificates. (Prize money was eliminated
after the 2007 event.). All event finishers, except for 5Kers, receive a clay medallion. 5K participants
receive a finisher’s medal.
CONCESSIONS (Event Support)
A variety of Asics (sponsor) product is available in the booth along with BSIM logo’d apparel and other
items. Previous year’s merchandise is also sold. The Concessions committee is responsible for Expo set
up and tear down, inventory control, staffing of the concession areas (including overseeing volunteers),
management of discount sale booth and return of merchandise to the warehouse or to the finish area if
there is to be race day concessions sales.
COURSE
The Course committee includes a variety of elements. From liaising with Cal Trans and the California
Highway Patrol, to overseeing the communication system, timing, vehicle convoys, road signage and mile
markers, resident notification, ‘sag wagons’ and more, the course committee is the most crucial element
of the race production.
ELITES
Though the Big Sur Marathon no longer works to attract or provide prize money to elites, those that do
choose to come are overseen by the Elite Coordinator. Special privileges include hotel reservations, VIP
hospitality, complimentary entries, a special bus to the start and entrance to the VIP tent at the finish.
Elites are also invited to the Friday VIP reception and the Board’s High Five party on Sunday night.
EXPO (Event Support)
The two-day Big Sur Marathon Health & Fitness Expo draws nearly 20,000 attendees including race
participants, their families and friends, and the general public, both residents and tourists in the area. A
variety of expo booths feature the latest in running gear, apparel, footwear, other race events, charities,
visitor information and more. (Silver and bronze level sponsors receive a complimentary booth at the
Expo.) In addition, the Expos are used for:
EXPO CLINICS
Saturday’s Expo activities feature a variety of race clinics and meetings. Mandatory meetings for relay members and walkers are held twice during the day. Additional clinics are led by well
known guest speakers (Dean Karnazes, Bart Yasso, Jeff Galloway) and feature tips on running, the course, motivation and other timely topics.
EXPO PACKET & SHIRT PICK UP
All registration materials must be picked up during the expo – no race day pick up! Runners must bring ID to acquire their bib number, timing tag, goody bag and event shirt. Participants in the marathon, marathon relay, 21 and 10-6 Milers will also pick up their bus pass for transporta-
tion to the event start on Sunday morning. Pasta party tickets can also be picked up or pur-
chased at the Expo.
FINISH
The Marathon Finish area, aka “Marathon Village,” encompasses several elements pertaining to logistical set up: tents, fencing, grandstands, timing, PA system, beer and soup venues and others. Specific
areas that are located in the Finish ‘domain’ such as medical, hospitality, sweats, charity tents and others
are listed as separate committees within this document. Set up for the Finish area begins on Thursday
before the marathon and concludes Sunday afternoon.
FIVE KILOMETER RACE aka The 5K
The 5K competition is a loop course beginning and ending at the Marathon Finish Area, and occurs
simultaneously as the marathon and longer events are taking place on Highway One. It is periodically
included as a PA/USATF Grand Prix event which draws top runners from throughout California.
HOSPITALITY (Event Support)
This committee oversees the VIP tent in Marathon Village, the food in the Volunteer Tent and is also
involved in the soup distribution and food tent areas. The VIP tent includes a catered buffet for sponsors, sponsor guests, elites, and designated VIPs. A list of approved entrants controls flow into the tent.
Badges and/or wristbands are used to monitor this. Board members are allowed entrance into the food
tent, but should not linger or gather with other board members unless communicating with a sponsor.
The Volunteer Tent is open to all Board Members and individual volunteers wearing a Volunteer shirt.
JUST RUN!® Just Kids 3K
This event, held the day before the marathon, draws approximately 2,000 children and family members.
A “schools’ competition” is held which provides prize money to Monterey County schools that are part of
the JUST RUN program, based on the number and percentage of participants. The city of Monterey and
CHOMP are primary sponsors of the event. The JUST RUN! Just Kids 3K committee is responsible for all
aspects of the race including course design, race promotion, start and finish areas and announcing, oncourse traffic monitors and signage, medallions, post-race festivities and more.
MARKETING
Though marketing is a year-round effort of BSIM (see enclosed BSIM Marketing Plan), the race weekend
duties include handling press coverage and working with on-site media, as well as handling sponsor
requests, needs and hospitality.
COURSE MARSHALLS (Course)
Course marshals for the marathon ensure that runners stay on course and follow the established rules.
Course marshals travel along Highway One on bicycles and help determine medical and transportation
needs. Additional bicyclists carry defibrillator equipment to handle medical situations.
MASSAGE
Massage therapists are available at Marathon Village for the marathon participants and 21-Miler participants. Massages are complimentary and available on a first come-first served basis.
MEDICAL
Volunteers from Community Hospital of the Monterey Peninsula staff the medical tent, providing fluids,
oxygen, medication, first aid and more. RN’s from CHOMP are also available at each aid station on the
course. On course medical emergency situations are handled by the de-fib teams and, if necessary, by
ambulance.
MUSIC (Event Support)
The Big Sur Marathon introduced the concept of on-course entertainment at its inaugural race in 1986,
and music has been a key component of the race ambience since that time. Each year, approximately 20
musical groups – from school bands to rock n roll to samba, jazz, classical and Taiko drummers, and the
signature grand piano at the north end of Bixby Bridge – provide a memorable experience for the runners and walkers. The Music committee is responsible for contracting with each group and coordinating
timing and logistics of on course placement.
PASTA PARTY (Hospitality)
The annual pasta party is held at the Monterey Marriott the evening prior to the race. Two seatings are
offered at 4:30 PM and 5:30 PM. Tickets are sold in conjunction with registration and at the Expo. The
committee is responsible for selling tickets at the Expo on Friday and Saturday. Committee members
also are in charge of the two seatings, including decorations, entertainment, and coordinating with the
hotel.
PHOTOGRAPHY (Event Support)
Volunteer photographers are stationed throughout the course to capture iconic and memorable images.
These are used on the website and in the various publications and advertising that we produce throughout the year. The Photography Chair is responsible for securing the photographers and giving assignments and rules to each. Professional photographers from Marathon Foto (sponsor) also document the
event and sells individual photographs (finish line and others) to participants.
REGISTRATION (Event Support)
Registration is handled through the BSIM office. Marathon registration typically opens September 1 and
most events are sold out by March. Online registration is managed through Active.com, and captures
essential runner information as well as basic demographic and survey questions.
RELAY
The marathon relay draws 300 5-person teams. A separate loading area is set up at MPC for relayers,
and a separate food tent is available to relay team members in legs 1 through 4 to gather and get their
finishers’ food.
SIGNS (Course)
The Signs committee is responsible for placing all signage on the road including mile markers, aid station
signs, humorous signage and others. The signs are put in place throughout the night.
START
The Start Committee oversees the start logistics which include lineup of the field, sweats drop off, portapotties, water and refreshments, announcing, and the start program (color guard, national anthem,
releasing of doves, recycling and tear down).
SWEATS
Runners’ sweats and clothing (for the Marathon, 21-Miler and 10.6-Miler)is transferred by truck from
the event’s start to the finish area where the committee members organize the bags for pick up.
TRAFFIC (Course)
The traffic committee works with the Course chair to oversee road closures, convoys, and any issues
pertaining to vehicle traffic on the course.
TRANSPORTATION
The Transportation committee is responsible for all bus transportation during the event including transportation to the start of the marathon, marathon relay drop offs, 21-Miler and 10-6 Miler. Buses depart
from various spots on the Peninsula depending on the event: Marathon – Custom House Garage, Carmel
Middle School, Embassy Suites, Monterey Marriott, Carmel; 21-Miler – Barnyard & Monterey Marriott;
10.6 Milers – Fisherman’s Wharf lot & Barnyard; Relay – MPC. Following the event, buses are organized
to transport runners back to the various areas from which they were picked up. The Transportation
Committee staffs the bus ticket pick up area throughout the Expo and troubleshoots any problems or issues. The Committee Chair contracts with the various bus companies and school districts to ensure that
all transportation needs are cover, and secures responsible liaisons for each of the early morning bus
pick up areas.
VOLUNTEERS
The Volunteer Committee keeps track of the various volunteer groups and which areas they are overseeing. The committee is responsible for T-Shirt distribution to each group. The Volunteer Chair is also
responsible for communicating with each race committee chair to ensure that a grant request form is
submitted by the deadline.
WALKS/MILERS (Sponsored by Earthbound Farm)
10.6 AND 9-MILERS
The committee for these two events is responsible for registration material pick up at the Expo, and coordinates the start logistics for each event.
21-MILER
The committee for this event is responsible for registration material pick up at the Expo, and coordinates the start logistics for each event.
RECYCLING COMMITTEE (Event Support)
This is the newest BSIM committee which is working to ‘green’ our events. Recent ideas and executions
include BYOB (Bring your own bottle) stations, ‘virtual’ goody bags, solar powering the marathon village
area and more.
OTHER BSIM ASSIGNMENTS:
TREASURER
The treasurer is responsible for BSIM accounting and year-end taxes.
WEBMASTER
The webmaster assists the BSIM staff with advanced technical issues and deals with the Active.com host
site on special programming needs.
MUD RUN
The Mud Run is a joint effort between BSIM, the Presidio of Monterey and CSUMB. A separate race
committee comprised of individuals from all three entities organizes, promotes and executes the Mud
Run. Board members are strongly encouraged to participate in the Mud Run committee.
LEGAL
Legal advice is provided by Fenton & Keller and Andrew Creely.
BIG SUR LIAISON
Since its inception, the Big Sur Marathon has involved a liaison from the Big Sur area to oversee any community relations issues that may arise. The liaison also has input into how grant dollars are distributed in
the Big Sur area.
25TH ANNIVERSARY COMMITTEE
This committee will develop and carry out plans which highlight the marathon’s 25 year history.
RACE COMMITTEES – Half Marathon
Below are listed the various race committees with a brief description, listed in alphabetical order. Many
of these are similar to the committee descriptions for the full marathon. If handled by the same committee chair, detailed descriptions should be included in the binder of that chairperson, to be passed along
to any successive race committee chair.
AID STATIONS
Four aid stations, three of which do ‘double duty,’ are located along the course to provide aid at approximately miles 3, 4.5, 6, 8, 9.5, 10.75 and 12. Each distributes water and Gatorade product (sponsor). GU
(sponsor) is distributed at mile 8 and a BYOB stations is located here as well. Aid stations are manned by
volunteer groups of 25-30 persons.
AWARDS
$13,000 is offered in prize money for the Half Marathon, awarded to the top eight Open male and female runners, and top three male and female Masters runners. There is a $1,000 bonus for a new male
or female course record. Non cash prize awards go five deep in age divisions beginning at 12-15 years
and 16-19 years, and in five year increments following. All event finishers receive a clay medallion.
CONCESSIONS
A variety of Asics (sponsor) product is available in the booth along with BSIM logo’d apparel and other
items. Previous year’s merchandise is sold at a discounted rate. The Concessions committee is responsible for Expo set up and tear down, inventory control, staffing of the concession areas (including overseeing volunteers), management of discount sale booth and return of merchandise to the warehouse or
to the finish area if there is to be race day concessions sales.
COURSE
The Course committee includes a variety of elements including verifying the course, working with local
law enforcement jurisdictions, military, communications, timing, road signage and mile markers, resident notification, ‘sag wagons’ and more. The course committee works closely with the Race Director
and staff to ensure all areas are covered.
ELITES
Approximately 20-25 male and female elite racers compete in the Half Marathon. Elites are housed
together and shepherded by an Elite Coordinator. They receive local ground transportation, hotel accommodations, invitations to the VIP party, and are treated to an Elites dinner Saturday night before the
race.
EXPO
The two-day Big Sur Half Marathon Health & Fitness Expo draws nearly 12,000 attendees including race
participants, their families and friends, and the general public, both residents and tourists in the area. A
variety of expo booths feature the latest in running gear, apparel, footwear, other race events, charities,
visitor information and more. (Top level sponsors receive a complimentary booth at the Expo.) In addition, the Expos are used for Expo clinics and Expo packet and t-shirt pickup.
FINISH
The finish area at Fisherman’s Wharf and Custom House Plaza includes finish line food, volunteer tent,
medical and timing tents, hospitality (inside Maritime Museum lobby), beer and soup distribution and
miscellaneous sponsor tents. Medals and heat sheets (if necessary) are distributed at the finish line.
JUST RUN!® Just Kids 3K
This event, held the day before the marathon, draws approximately 800-1,000 children and family members. The JUST RUN! Just Kids 3K committee is responsible for all aspects of the race including course
design, race promotion, start and finish areas and announcing, on-course traffic monitors and signage,
medallions, post-race festivities and more.
MARKETING/PR
Race weekend duties include handling press coverage and working with on-site media, as well as handling sponsor requests, needs and hospitality.
MARSHALS
Course marshals travel by bicycle to ensure that runners stay on course and follow the established rules.
They are also present to help determine medical and transportation needs. Additional bicyclists/medical
personnel carry defibrillator equipment to handle medical situations.
MEDICAL
A medical tent staffed by volunteer doctors and nurses from CHOMP is available at the finish line. On
course bicyclists carry defibrillator equipment to handle emergency medical situations. 911 is always the
first line of medical emergency response.
MUSIC
Live music is situated along the Half Marathon course at 8 to 10 locations. The Music committee is responsible for contracting with each group and coordinating timing and logistics of on course placement.
PHOTOGRAPHY
Volunteer photographers are stationed throughout the course to capture iconic and memorable images.
These are used on the website and in the various publications and advertising that we produce throughout the year. The Photography Chair is responsible for securing the photographers and giving assignments and rules to each. Professional photographers from Marathon Foto (sponsor) also document the
event and sells individual photographs (finish line and others) to participants.
RECYCLING COMMITTEE
This is the newest BSIM committee which is working to ‘green’ our events. Recent ideas and executions
include BYOB (Bring your own bottle) stations, ‘virtual’ goody bags, and more.
REGISTRATION
Registration is handled through the BSIM office. Half marathon registration typically opens April 1.
Online registration is managed through Active.com, and captures essential runner information as well as
basic demographic and survey questions.
RUN FORREST RUN 5K
Bubba Gump Shrimp Company sponsors and organizes the 5K race associated with the Half Marathon.
In 2008, the 5K and 3K races were combined to be held on the same day. Bubba Gump provides the finish line food, some registration materials and assistance, start and finish line logistics and more. Awards
are given to the top finishers in the Run Forrest Run 5K.
START
The Start Committee oversees the start logistics which include lineup of the field, sweats drop off, portapotties, water and refreshments, announcing, and the start program (color guard, national anthem, etc.).
SWEATS
The Sweats Committee is responsible for gathering the runners’ sweats and clothing and assembling it at
the finish line to be picked up by the runners.
VOLUNTEERS
The Volunteer Committee keeps track of the various volunteer groups and which areas they are overseeing. The committee is responsible for T-Shirt distribution to each group. The Volunteer Chair is also
responsible for communicating with each race committee chair to ensure that a grant request form is
submitted by the deadline.
BSIM POLICIES
Below are listed various policies put in place over the years to ensure a smooth running of the organization.
OPERATIONS / LOGISTICS
Office Hours
The BSIM office, located in the Carmel Rancho Shopping Center, is generally open between 8 a.m. and 4
p.m. Monday through Friday. Staff hours vary, so it is likely that employees will be in the office as early
as 7 a.m. and often until 5 p.m. or later. However with meetings and off-site appointments occurring
from time to time, it is possible that the office will be closed at points during these hours. It is always
best to call ahead to make sure that the staff member you need to see will be in the office.
Uniform / Dress Code
Big Sur Marathon board members are expected to appear in uniform at most race functions, including the actual race. The “blue jackets” have received the highest marks from our participants for their
friendliness, helpfulness and availability. The uniform dress code is clean (new) Asics shoes, khaki pants,
white shirt, necktie for men (provided), optional bow tie or scarf for women, and blue blazer with the Big
Sur Marathon crest patch worn on the left breast pocket.
FINANCE
Budget and Reserve funds
The annual budget is presented to the board and voted upon in September of each year (BSIM fiscal year
runs October through September). A policy set forth by the board in 2007 deemed that the organization
should strive to set aside a minimum $25,000 annual cash reserve for the growth of the organization, or
to used in cases of emergency.
Open Policy
A board or race committee member is welcome at anytime to see what expenses have been allocated
to his/her area of race responsibility. Contact the Assistant Race Director to receive a detailed accounting. We applaud race committee initiative to improve their area of responsibility and encourage any
enhancements to be discussed with the Race Director. Substantial expense amounts must be approved
by Race Director and/or Executive Committee prior to execution.
Expense Reimbursement
Out-of-pocket expenses for supplies needed for a race committee will be reimbursed ONLY with a receipt. Expenses exceeding $250 need to first be cleared by the Asst. Race Director. Mileage fees (gas
charges) will not be reimbursed unless traveling to exhibit at an Expo or attending a meeting outside of
Monterey County on behalf of the BSIM board or staff.
Money to Charity
The board will vote upon the amount of money that is available to charity organizations that help stage
the race once the Race Director and the BSIM treasurer have ensured that all bills can be paid. Any grant
requests outside of those recommended by the Grant committee and approved by the board must be
brought before the Executive Committee for approval.
OPERATIONS / LOGISTICS
Office Hours
The BSIM office, located in the Carmel Rancho Shopping Center, is generally open between 8 a.m. and 4
p.m. Monday through Friday. Staff hours vary, so it is likely that employees will be in the office as early
as 7 a.m. and often until 5 p.m. or later. However with meetings and off-site appointments occurring
from time to time, it is possible that the office will be closed at points during these hours. It is always
best to call ahead to make sure that the staff member you need to see will be in the office.
Uniform / Dress Code
Big Sur Marathon board members are expected to appear in uniform at most race functions, including the actual race. The “blue jackets” have received the highest marks from our participants for their
friendliness, helpfulness and availability. The uniform dress code is clean (new) Asics shoes, khaki pants,
white shirt, necktie for men (provided), optional bow tie or scarf for women, and blue blazer with the Big
Sur Marathon crest patch worn on the left breast pocket.
FINANCE
Budget and Reserve funds
The annual budget is presented to the board and voted upon in September of each year (BSIM fiscal year
runs October through September). A policy set forth by the board in 2007 deemed that the organization
should strive to set aside a minimum $25,000 annual cash reserve for the growth of the organization, or
to used in cases of emergency.
Open Policy
A board or race committee member is welcome at anytime to see what expenses have been allocated
to his/her area of race responsibility. Contact the Assistant Race Director to receive a detailed accounting. We applaud race committee initiative to improve their area of responsibility and encourage any
enhancements to be discussed with the Race Director. Substantial expense amounts must be approved
by Race Director and/or Executive Committee prior to execution.
Expense Reimbursement
Out-of-pocket expenses for supplies needed for a race committee will be reimbursed ONLY with a receipt. Expenses exceeding $250 need to first be cleared by the Asst. Race Director. Mileage fees (gas
charges) will not be reimbursed unless traveling to exhibit at an Expo or attending a meeting outside of
Monterey County on behalf of the BSIM board or staff.
Money to Charity
The board will vote upon the amount of money that is available to charity organizations that help stage
the race once the Race Director and the BSIM treasurer have ensured that all bills can be paid. Any grant
requests outside of those recommended by the Grant committee and approved by the board must be
brought before the Executive Committee for approval.
MARKETING & COMMUNITY RELATIONS
Media Spokesperson
No member of the board shall speak to the media on behalf of the Big Sur Marathon without prior notification and approval of the Race Director or Marketing Communications Director. At race events, these
these two individuals shall serve as the spokespersons, or will assign the Board Chair or a board or staff
member to this role depending on the nature of the topic.
Sponsorship
Big Sur Marathon has a variety of local and national sponsors who contribute both cash and/or products
to our events. Each sponsor is greatly valued and is rewarded through various benefits and promotional
opportunities depending on their level of participation. Attached is a grid outlining the sponsorship
levels and commensurate benefits. This grid is for reference only as each prospective sponsor is approached in a personalized manner, tailoring the benefits package specifically to their needs.
Contacts for prospective sponsors are greatly appreciated and can be directed to the Marketing Communications Director. Since many sponsorships arise from personal relationships, we encourage board
members to stay involved and engaged in this process.
MISCELLANEOUS BOARD POLICIES
Board Communication
If a board member has an issue with the operations of the board, staff or events, it should be initially
addressed to the Board Chair and/or Race Director (ideally both) either in person, by phone, letter or
email. If the matter cannot be handled with direct communication, it will be brought before the Executive Committee.
Grant organizations
The charity recipients will be primarily those that provide volunteers to assist with the events AND who
turn in a grant application form. Occasionally, a special need or request (such as helping with a capital
campaign for a high school track) will be brought before the committee for review. These will be considered if funding is available. A separate grant fund shall be maintained for the full and half marathon
events.
Travel
Board members are encouraged to participate in Expos where the BSIM contracts for a booth. BSIM will
pay travel expenses (including airfare, hotel nights and meals during Expo travel) for a board member
(not spouse) and shipping expenses for the BSIM booth and supplies.
Complimentary Entries
All requests for complimentary entries to a race or social event for individuals other than BSIM sponsors,
board members, staff and associates must be approved by the Race Director.
MARATHON/HALF MARATHON EXPO MARKETING
We attend other race Expos to market our events and network. Which specific events we attend are
based on cost and a variety of other factors, including any trade of services with the sponsoring event,
as booths are expensive, frequently $2,000. Expos generally require traveling on a Thursday for a Friday/
Saturday Expo and hours at the Expo are long. Sample events include:
JANUARY
FEBRUARY
Disney World (FL)
PF Changs Rock’n’Roll Phoenex (AZ)
Carsbad (CA)
MARCH
Napa Valley Marathon (CA)
APRIL Boston Marathon (MA
MAY
Flying Pig Marathon (OH)
Los Angeles Marathon (CA)
JUNE Rock‘n’Roll San Diego (CA)
Rock ‘n’Roll Seattle (WA)
JULY
San Francisco Marathon (CA)
Running USA Conference (CA)
OCTOBER
Chicago Marathon (IL)
Long Beach Marathon (CA)
Rock ‘n’ Roll San Jose (CA)
Twin Cities Marathon (MN)
Marine Corps Marathon (DC)
NOVEMBER
New York City Marathon (NY)
DECEMBER
California Int’l Marathon (CA)
Orange County Marathon (CA)
Rock ‘n’ Roll Las Vegas Marathon (NV)
ASSISTANCE TO CHARITIES AND PHILANTHROPIC ORGANIZATIONS
The Big Sur International Marathon is a non-profit organization whose purpose is to serve the community by producing a world-class marathon and related fun events that raise funds for contribution to local
charities, while promoting health and fitness.
Charities that wish to align with the Big Sur International Marathon and its various events can benefit in
a variety of ways:
 If the charity is located in Monterey County and can provide a volunteer base of individuals to assist
with pre- and onsite race functions, grant funding may be available through submission of a grant application form.
 Charities that choose to use the Big Sur International Marathon (April) and/or the Big Sur Half Marathon on Monterey Bay (November) as a ‘goal race’ can receive the following benefits and assistance:
• Opportunity to use Big Sur Marathon logo on their promotional materials (brochures, ads,
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•
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•
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t-shirts, etc. -- graphic approval required)
Reserved spots for event registration
Race registration coordination and monitoring
Pre-assembled group packet pick up if desired (some limitations apply)
Travel assistance for hotel and restaurant suggestions and recommendations
Charity’s logo and link included on www.bsim.org
Potential promotion in BSIM publications
 The Big Sur International Marathon requests that charities register their group at least five months
prior to the designated race. Also, the charity must provide a reporting of the total amount of funds
raised within one month following the event.
If interested in partnering your charity with the Big Sur International Marathon, please contact 831-6256226 or [email protected].
SPONSOR INFORMATION
Big Sur Marathon has a variety of local and national sponsors who contribute both cash and/or products
to our events. Each sponsor is greatly valued and is rewarded through various benefits and promotional
opportunities depending on their level of participation. Attached is a grid outlining the sponsorship
levels and commensurate benefits. This grid is for reference only as each prospective sponsor is approached in a personalized manner, tailoring the benefits package specifically to their needs.
Contacts for prospective sponsors are greatly appreciated and can be directed to Julie Armstrong, Marketing Communications Director. Since many sponsorships arise from personal relationships, we encourage you to stay involved and engaged in this process.
Lower level marketing opportunities:
Many companies look to market their products through our event. For these we offer opportunities
through our goody bag program, exposure at our Health and Fitness Expos and through race program
advertising.
We also have “Supplier Level” categories for those businesses that donate products or services for the
administration or operations of our events.
A page listing all current opportunities follows.
BIG SUR INTERNATIONAL MARATHON SPONSORSHIP
The Big Sur International Marathon (BSIM) is regarded as one of most prominent event organizations
in both the international running community and in the local residential and business communities
throughout Monterey County and Northern California. Through this prestigious athletic event your company can reach the hearts of thousands of enthusiastic runners and their families. For many people, successfully finishing a challenging marathon like the Big Sur is the athletic highlight of their life – a memory
cherished and not soon to be forgotten! As a celebrated BSIM sponsor, your business will be a partner
in the achievement of personal success. Supporting the Big Sur International Marathon offers a tremendous opportunity to build brand loyalty and attract new customers. On a local level, sponsorship of the
Big Sur Marathon also benefits thousands of local Monterey County residents through BSIM’s non-profit
charitable donation program. We invite you to be a part of the winners’ circle and join in sponsoring the
Big Sur International Marathon.
 Sponsorship utilizes you advertising and promotional dollars to their fullest potential
 Sponsorship strengthens your corporate leadership and image
 Sponsorship can help capture a truly dedicated and targeted market
 Through sponsorship you can take advantage of a significant charitable, non-profit opportunity
 Sponsorship affords involvement with an international health-oriented event and organization.
 Sponsorship aligns your business with a first-class, internationally applauded event in one of the
world’s most enticing destinations – Big Sur and the Monterey Peninsula.
MARKETING OPPORTUNITIES
A variety of marketing opportunities – from product placement to exclusive category sponsorship – are available to businesses and organizations.
ENTRY LEVEL programs (under $1,000) to showcase your product include:
• Goody Bag inserts (virtual and on site)
Put your product or flyer in the hands or in front of race participants through our new online “Virtual Goody Bag” program and/or onsite “Goody Booth” display. In an effort to “go green” we are posting sponsors’ brochures and promotional material on our website and sending a dedicated email with these materials to ALL race participants (12,000 for the full marathon;
6,000 for the half marathon). For sponsors offering tangible items, we will make these readily available at our two-day Health & Fitness Expo for pick up by interested participants. This new program will better target your distribution and help you save on printing and shipping costs.
• Health & Fitness Expo booth
The Big Sur Health & Fitness Expo is a two day opportunity to maintain maximum exposure to an anticipated audience of 20,000 participants and fitness enthusiasts for our full marathon, 12,000 for our Half Marathon. The fun and festive atmosphere allows you to conduct product sampling and connect face-to-face with a key targeted audience.
• Race Program Advertising
Reach a highly focused audience by placing a black & white or color ad in our full and/or half marathon race programs. Print quantities are 6,000 for the half marathon and 12,000 for the full marathon, but readership exceeds these numbers threefold. Brand advertising or a coupon of-
fer is acceptable.
SUPPLIER LEVEL categories (up to $5,000 in product trade) offer another way to be involved with the Big Sur
Marathon organization and receive select sponsor benefits.
• Product & service trade opportunities
Help assist the marathon events by providing necessary products and/or services. These may include food & beverage products for runners and/or staff and volunteers.
• Operational suppliers
Assist in the logistics of the marathon/half marathon and/or kids’ races. Equipment rental, man
power needs, transportation donations and more are a few of the ways to be involved with the Big Sur Marathon organization.
MEDAL LEVEL categories
• Our Bronze, Silver and Gold medal categories offer a variety of sponsor benefits in return for a cash
donation or cash/trade opportunity. For details on these significant marketing opportunities, please
contact Julie Armstrong, Marketing Communications Director of the Big Sur International Marathon –
[email protected] / 831-625-6226
PRESENTING SPONSOR opportunities
• A Presenting Sponsor of the Big Sur International Marathon, the Big Sur Half Marathon on Monterey Bay,
the Big Sur Mud Run or the JUST RUN Youth Fitness Program receives the highest level of benefits possible,
including naming rights, national and international exposure, media opportunities, category exclusivity, VIP
benefits, full activation opportunities, race registrations and much more. For details contact Julie Arm
strong, Marketing Communications Director of the Big Sur International Marathon – [email protected] / 831625-6226
$20K
$7.5K
Major Sponsor
Minor Sponsor
BIG SUR HALF
MARATHON
Friend
$10K
Bronze
$1K
$20K
Silver
Contributor
$30K
Gold
Director’s Club $2K
$50K
Platinum
BIG SUR MARATHON
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CURRENT SPONSORSHIP OPPORTUNITIES
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