Fun Run & Festival Event Manager
Budget: £10,000 – £20,000 GBP
Event Overview
Now in its 31st year the YMCA London CAN Fun Run and Festival has become an iconic annual event in North London. The event sees around 5,000-7,000 people take part annually (2,000-3,000 runners plus spectators). It’s an inclusive event for all ages and abilities with 5k and 10k adult races as well as 1mile children’s runs for toddlers through to teens.
The 2022 event will be held on 8 May in Priory Park in Crouch End. The event starts in Priory Park and involves a road race out of the park, through Alexandra Palace and ends back at Priory Park where runners and spectators can join a free festival complete with live music, food stalls and a fun fair.
The objective of the event is to both raise money for YMCA LACN’s youth work, to raise the profile of the charity and to engage the local community in sport.
Event Manager Brief
We are looking for a dynamic, experienced events manager that can oversee the 2022 YMCA Fun Run and Festival. You will be working remotely within flexible hours with the help of an inhouse marketing officer/designer, a freelance outreach worker, experienced agencies and a lot of local volunteers.
As an event with a 30-year history we have a lot of documentation on this event including detailed budgeting, planning documents and suppliers lists. Agencies are used to manage online booking, pack and chip timing fulfilment, road closures and some race marshals. The appointed event manager will have access to all of this information, but we are equally open to new ways of managing the event and welcome suggestions for improvements to both event logistics and income generation.
You will bring to the table your experience in managing such events alongside an ability to lift the profitability of the event through increased take up by runners and increased efficiency of planning reducing costs incurred.
Deliverables
• Liaise with Haringey Council over park permissions and road closures
• Manage agencies providing online sign up, chip timings and pack/goodie bags
• Book and manage on the day suppliers including stages, portaloos, road closure and marshals, medical teams, tables, gazebos, race arch, feather flags, race tape baggage marquee and skips
• Conduct risk assessments
• Runners’ stewardship journeys including training tips and fundraising support
• Recruit volunteers
• Brief in house marketing manager and designer to create marketing collateral
• Brief outreach worker to manage local promotion
• Liaise with music stage manager volunteer on music stage line up
• Manage event sponsors
• Book stall holders and provide guidance and supervise set up on the day
• Manage the event on the day including set up, timings, direction and pack away
• Arrange for staffing on the day, supplemented by YMCA volunteers. This includes providing briefings in advance and on the day
• Conduct post event evaluation and recommendations
Key Timings
We anticipate this is on average a 20 hour commitment per week for 8 months (from November 2021 – June 2022)
• October 2021: Park Bookings and Licences (obtained by YMCA)
• October 2021: Event Manager recruitment
• November 2021: Event Manager appointed
• November 2021: January 2022: Event suppliers confirmed
• December 2021: Event Live for Booking
• January 2022 – May 2022: Event Marketing and stewardship
• February - May 2022: Event stall holders, musicians, volunteers and staffing confirmed and regularly pre-event communication with suppliers
• April – May 2022: Pack Fulfilment
• Saturday 7 May 2022: Site Set-up
• Sunday 8 May 2022: Fun Run & Festival
• Sunday 8 May 2022: Site clearance and into storage
• June 2022: Post event evaluation report
Now in its 31st year the YMCA London CAN Fun Run and Festival has become an iconic annual event in North London. The event sees around 5,000-7,000 people take part annually (2,000-3,000 runners plus spectators). It’s an inclusive event for all ages and abilities with 5k and 10k adult races as well as 1mile children’s runs for toddlers through to teens.
The 2022 event will be held on 8 May in Priory Park in Crouch End. The event starts in Priory Park and involves a road race out of the park, through Alexandra Palace and ends back at Priory Park where runners and spectators can join a free festival complete with live music, food stalls and a fun fair.
The objective of the event is to both raise money for YMCA LACN’s youth work, to raise the profile of the charity and to engage the local community in sport.
Event Manager Brief
We are looking for a dynamic, experienced events manager that can oversee the 2022 YMCA Fun Run and Festival. You will be working remotely within flexible hours with the help of an inhouse marketing officer/designer, a freelance outreach worker, experienced agencies and a lot of local volunteers.
As an event with a 30-year history we have a lot of documentation on this event including detailed budgeting, planning documents and suppliers lists. Agencies are used to manage online booking, pack and chip timing fulfilment, road closures and some race marshals. The appointed event manager will have access to all of this information, but we are equally open to new ways of managing the event and welcome suggestions for improvements to both event logistics and income generation.
You will bring to the table your experience in managing such events alongside an ability to lift the profitability of the event through increased take up by runners and increased efficiency of planning reducing costs incurred.
Deliverables
• Liaise with Haringey Council over park permissions and road closures
• Manage agencies providing online sign up, chip timings and pack/goodie bags
• Book and manage on the day suppliers including stages, portaloos, road closure and marshals, medical teams, tables, gazebos, race arch, feather flags, race tape baggage marquee and skips
• Conduct risk assessments
• Runners’ stewardship journeys including training tips and fundraising support
• Recruit volunteers
• Brief in house marketing manager and designer to create marketing collateral
• Brief outreach worker to manage local promotion
• Liaise with music stage manager volunteer on music stage line up
• Manage event sponsors
• Book stall holders and provide guidance and supervise set up on the day
• Manage the event on the day including set up, timings, direction and pack away
• Arrange for staffing on the day, supplemented by YMCA volunteers. This includes providing briefings in advance and on the day
• Conduct post event evaluation and recommendations
Key Timings
We anticipate this is on average a 20 hour commitment per week for 8 months (from November 2021 – June 2022)
• October 2021: Park Bookings and Licences (obtained by YMCA)
• October 2021: Event Manager recruitment
• November 2021: Event Manager appointed
• November 2021: January 2022: Event suppliers confirmed
• December 2021: Event Live for Booking
• January 2022 – May 2022: Event Marketing and stewardship
• February - May 2022: Event stall holders, musicians, volunteers and staffing confirmed and regularly pre-event communication with suppliers
• April – May 2022: Pack Fulfilment
• Saturday 7 May 2022: Site Set-up
• Sunday 8 May 2022: Fun Run & Festival
• Sunday 8 May 2022: Site clearance and into storage
• June 2022: Post event evaluation report