1.

Executive Summary

Project Title: Run for Change: Annual Charity Marathon

1.1Overview: The Run for Change charity marathon aims to promote health, community spirit, and raise
funds for [Charity Name], which supports [specific cause or population, e.g., underprivileged children,
cancer research, etc.]. Scheduled for [date], the event will feature a full marathon, half-marathon, and 5K
run, attracting participants from all over [location]. Our goal is to engage at least [number] participants
and raise [financial target] to further our mission of [specific goal of the charity].

1.2Objectives/Requirements:

 Raise Funds: Secure at least [financial target] to support [specific programs or services].

 Community Engagement: Foster a sense of community by bringing together participants,

volunteers, and local businesses.

 Promote Health and Wellness: Encourage physical fitness and healthy lifestyles through running
and fitness activities.

Target Audience: Our primary audience includes local residents, fitness enthusiasts, and families
interested in supporting a noble cause. We also aim to involve local businesses and sponsors to enhance
community participation and outreach.

Marketing Strategy: We will implement a multi-faceted marketing strategy, including:

 Social Media Campaigns: Utilize platforms like Facebook, Instagram, and Twitter to reach a
wider audience.

 Local Partnerships: Collaborate with gyms, running clubs, and schools to promote the event.

 Media Outreach: Engage local newspapers, radio stations, and influencers to cover the event
and increase visibility.

Sponsorship and Funding: We plan to secure sponsorships from local businesses, which will provide
financial support and in-kind donations, such as food, water, and race supplies. Additionally, registration
fees from participants will contribute to our fundraising goals.

Event Logistics: The marathon will take place at [location], ensuring a scenic and accessible route. We
will implement a comprehensive safety plan, including first aid stations, hydration points, and traffic
management. Volunteers will be recruited to assist with registration, course management, and post-race
activities.

Impact Measurement: Success will be evaluated through participant feedback, funds raised, and
community engagement metrics. We will conduct surveys post-event and track social media engagement
to assess our outreach and impact.

Conclusion: The Run for Change charity marathon presents a unique opportunity to unite the
community, promote health and wellness, and support [Charity Name] in making a difference. We invite
you to partner with us in this impactful initiative, as we strive to achieve our fundraising goals and
enhance community spirit through this exciting event.
2.Background

The need for community engagement and health promotion has never been more critical. As urban
environments grow and lifestyles become increasingly sedentary, public health issues such as obesity,
heart disease, and mental health disorders are on the rise. Additionally, many charitable organizations
continue to face significant funding challenges, which hinders their ability to deliver vital services to
those in need.

About [Charity Name]

Founded in [year], [Charity Name] is dedicated to [brief description of the charity’s mission, such as
providing support for underprivileged youth, funding medical research, or offering resources for mental
health awareness]. Over the years, we have made significant strides in [mention specific achievements,
such as helping thousands of individuals, funding research initiatives, etc.], but our work is far from
complete. The demand for our services continues to grow, underscoring the need for sustainable funding
sources and community involvement.

The Importance of Physical Activity

Research shows that regular physical activity can improve overall health and well-being, reduce the risk
of chronic diseases, and enhance mental health. Events like charity marathons not only encourage a
more active lifestyle but also foster camaraderie and teamwork among participants. They create
opportunities for individuals to engage in healthy competition while supporting a meaningful cause.

Previous Events and Successes

In previous years, [Charity Name] has successfully organized various fundraising events, including
[mention types of events, e.g., fun runs, bake sales, gala dinners]. For example, our last event raised
[amount] and attracted [number] participants, significantly contributing to our programs and outreach
efforts. The overwhelming support from the community highlighted a strong interest in athletic events
and a desire to contribute to charitable causes.

The Proposed Charity Marathon

To further our mission and address the growing need for community engagement, we propose the
inaugural Run for Change charity marathon. This event will not only raise essential funds for [specific
programs or services provided by the charity] but also promote health and wellness within our
community. By offering multiple race distances (full marathon, half-marathon, and 5K), we aim to cater
to a diverse range of participants, encouraging families, friends, and fitness enthusiasts of all skill levels
to join in.

We envision the Run for Change charity marathon as an annual event that brings together the
community, raises awareness for our cause, and promotes healthy lifestyles. By leveraging our previous
experiences and community connections, we are confident that this event will be a resounding success
and a step forward in fulfilling our mission.

3.Proposal
3.1 Vision and goals

Vision:

Our vision for the Run for Change charity marathon is to create an annual event that unites our
community in support of [Charity Name] while promoting health, wellness, and positive social change.
We aspire to foster an environment where individuals come together not only to achieve personal fitness
goals but also to contribute to a cause that uplifts and supports those in need. Through this marathon,
we envision a community empowered by collective action, awareness, and compassion.

Goals:

1. Fundraising Objectives:

o Raise [specific financial target] for [Charity Name] to directly support [specific programs
or initiatives, e.g., after-school programs, cancer research, mental health services].

o Secure sponsorships from local businesses and organizations to cover event costs and
maximize funds raised for our cause.

2. Community Engagement:

o Engage at least [number] participants in the marathon across all race categories (full
marathon, half-marathon, and 5K) to build community spirit and encourage widespread
participation.

o Involve [number] volunteers from local organizations and schools to assist with event
logistics, promoting volunteerism and community pride.

3. Health and Wellness Promotion:

o Encourage physical activity by offering training sessions, workshops, and resources

leading up to the marathon, targeting both novice and experienced runners.

o Increase awareness of health issues related to [specific focus areas, e.g., obesity, mental
health, etc.] through educational materials distributed at the event and during training
sessions.

4. Awareness and Advocacy:

o Raise awareness of [Charity Name] and its mission through pre-event marketing, social
media campaigns, and event-day activities, aiming to reach at least [number] people in
our community.

o Create a platform for sharing stories of individuals impacted by [Charity Name],

highlighting the importance of support and community involvement in driving change.

5. Sustainability and Growth:

o Establish the Run for Change charity marathon as an annual event, laying the
groundwork for long-term community engagement and support for [Charity Name].
 o Gather feedback from participants and stakeholders post-event to assess success and
identify areas for improvement, ensuring that future marathons continue to meet the
needs of the community and the charity.

By setting these goals, we aim to not only enhance the visibility and impact of [Charity Name] but also
foster a culture of health and support within our community, inspiring individuals to take part in both
fitness and philanthropy.

3.2 Deliverables

The successful execution of the Run for Change charity marathon will involve the completion of several
key deliverables to ensure a well-organized event and the achievement of our fundraising and
community engagement goals. The following deliverables are critical to the project's success:

1. Event Planning and Logistics:

o Detailed Event Plan: A comprehensive plan outlining the marathon's structure, including
the full marathon, half-marathon, and 5K routes, start/finish line locations, and aid
stations.

o Permits and Insurance: Obtain all necessary permits and insurance coverage for the
event, including city permits for road closures and liability insurance.

2. Marketing and Promotion:

o Branding Materials: Development of branding materials, including a logo, event

banners, flyers, and promotional graphics for social media and print.

o Social Media Campaign: Implementation of a marketing strategy across platforms like

Facebook, Instagram, and Twitter to promote the marathon and engage potential
participants.

o Press Release: Creation and distribution of a press release to local media outlets to
generate coverage and awareness about the event.

3. Participant Registration:

o Online Registration System: Set up an online registration platform to facilitate

participant sign-ups, including options for individual and team registrations.

o Registration Packages: Design and distribute registration packages that include race
bibs, participant shirts, and informational materials about the marathon and [Charity
Name].

4. Volunteer Coordination:

o Volunteer Recruitment Plan: Develop a strategy to recruit and train volunteers,

including roles and responsibilities, and conduct a volunteer orientation session prior to
the event.
 o Volunteer Management System: Create a system for tracking volunteer sign-ups and
assignments, ensuring adequate coverage for all event areas.

5. Race Day Execution:

o Race Day Schedule: Establish a detailed schedule of activities for race day, including start
times, award ceremonies, and post-race festivities.

o Safety and Medical Support: Coordinate with local emergency services and establish
medical stations along the race routes to ensure participant safety.

6. Post-Event Activities:

o Finances and Reporting: Compile a financial report detailing funds raised, expenses
incurred, and a breakdown of sponsorship contributions within two weeks of the event.

o Participant Feedback Survey: Develop and distribute a feedback survey to participants

and volunteers to gather insights for future improvements.

o Thank You Campaign: Implement a thank-you campaign for participants, sponsors, and
volunteers, including personalized messages and recognition in our newsletter and social
media channels.

7. Impact Assessment:

o Impact Report: Create a comprehensive report detailing the event's outcomes, including
funds raised, participant numbers, community engagement metrics, and testimonials
highlighting the event’s impact on [Charity Name].

By delivering on these key components, we aim to ensure that the Run for Change charity marathon is a
successful, impactful event that strengthens our community and supports the mission of [Charity Name].

3.3 Timeframe

The planning and execution of the Run for Change charity marathon will occur over a 6-month period,
with specific milestones and deadlines to ensure a successful event. The timeline is structured as follows:

Project Timeline Overview

Phase Tasks Timeline

- Establish project team and roles

Phase 1: Initial Planning - Define event objectives and goals Month 1 (Week 1-4)
- Set budget and fundraising targets

- Select race routes and locations

Phase 2: Logistics and
- Obtain necessary permits and insurance Month 2 (Week 1-4)
Permits
- Finalize event date and time

Phase 3: Marketing and - Develop branding materials (logo, flyers, Month 3 (Week 1-4)
Promotion social media graphics)
Phase Tasks Timeline

- Launch social media campaign

- Distribute press release to local media

- Set up online registration platform

Phase 4: Participant - Open registration for participants Month 3 (Week 2) to Month
Registration - Prepare registration packages (race bibs, 5 (Week 1)
shirts, etc.)

- Recruit volunteers and assign roles

Phase 5: Volunteer
- Conduct volunteer training sessions Month 4 (Week 1-4)
Coordination
- Finalize volunteer schedule for race day

- Confirm logistics for race day (equipment,

supplies, aid stations)
Phase 6: Race Day
- Finalize race day schedule Month 5 (Week 2-4)
Preparation
- Ensure safety and medical support
arrangements

- Conduct the charity marathon

Phase 7: Race Day - Manage event operations and participant
Month 6 (Week 1)
Execution experience
- Provide post-race refreshments and awards

- Compile financial report and impact

assessment
Phase 8: Post-Event
- Distribute participant feedback surveys Month 6 (Week 2-4)
Activities
- Implement thank you campaign for sponsors
and volunteers

Detailed Timeline Breakdown

 Month 1: Initial Planning

o Week 1: Form project team and assign roles.

o Week 2: Define event objectives and fundraising targets.

o Week 3: Set preliminary budget.

o Week 4: Schedule regular team meetings for ongoing coordination.

 Month 2: Logistics and Permits

o Week 1: Identify potential race routes and venue.

o Week 2: Apply for necessary permits with local authorities.

o Week 3: Secure insurance coverage for the event.

 o Week 4: Finalize event date and time.

 Month 3: Marketing and Promotion

o Week 1: Develop branding materials, including logo and promotional items.

o Week 2: Launch social media campaign to promote registration.

o Week 3: Create and distribute a press release to local media outlets.

o Week 4: Monitor and engage with participants on social media platforms.

 Month 4: Participant Registration

o Week 1: Set up and test the online registration system.

o Week 2: Open registration for participants and promote through marketing channels.

o Week 3: Prepare and order registration packages.

o Week 4: Monitor registration numbers and promote early bird registration.

 Month 5: Volunteer Coordination

o Week 1: Recruit volunteers through outreach efforts and local organizations.

o Week 2: Conduct volunteer orientation and training sessions.

o Week 3: Finalize volunteer roles and responsibilities for race day.

o Week 4: Confirm volunteer schedule and assignments.

 Month 6: Race Day Execution

o Week 1: Final preparations, confirming all logistics, equipment, and supplies.

o Race Day: Execute the marathon, ensuring smooth operations, participant safety, and
enjoyment.

o Post-Race: Manage awards ceremony and post-race activities.

 Post-Event:

o Week 2: Compile and analyze data for financial reporting and impact assessment.

o Week 3: Distribute participant feedback surveys and compile results.

o Week 4: Implement thank you campaign to acknowledge sponsors, volunteers, and

participants.

3.4 Resources

N/A

3.5 Budget
The budget for the Run for Change charity marathon is designed to ensure financial sustainability while
maximizing funds raised for [Charity Name]. Below is a detailed breakdown of the projected expenses
and anticipated revenues associated with the event.

1. Estimated Expenses

Category Item Estimated Cost

Event Logistics Race permits and insurance $1,500

Venue rental for start/finish area $1,000

Timing and scoring equipment rental $800

Course signage and mile markers $400

Medical support (first aid, personnel) $600

Hydration stations (water and supplies) $500

Marketing and Promotion Branding materials (banners, flyers) $600

Social media advertising $300

Press release and media outreach $200

Participant Materials Race bibs and timing chips $700

Finisher medals and T-shirts $1,500

Registration packages (envelopes, info) $250

Staffing and Volunteers Volunteer training and appreciation gifts $400

Event planning team (stipends if applicable) $1,000

Post-Event Costs Cleanup and waste management $300

Financial reporting and impact assessment $200

Miscellaneous Contingency fund (10% of total expenses) $600

Total Estimated Expenses $12,000

2. Estimated Revenues

Source Description Estimated Revenue

Participant Registration Fees Full marathon ($75 x [number of participants]) $[Total]

Half-marathon ($50 x [number of participants]) $[Total]

5K Run ($25 x [number of participants]) $[Total]

Source Description Estimated Revenue

Sponsorship Contributions Corporate sponsors (local businesses) $5,000

Donations Individual donations and fundraising efforts $2,000

Merchandise Sales Sale of event merchandise (T-shirts, etc.) $1,000

Total Estimated Revenues $[Total Revenue]

3. Budget Summary

 Total Estimated Expenses: $12,000

 Total Estimated Revenues: $[Total Revenue]

 Projected Profit/Loss: $[Total Revenue - Total Expenses]

Notes:

 Assumptions: The budget estimates are based on previous similar events and market research.
Adjustments will be made as more precise figures become available through contracts and
agreements.

 Contingency Fund: A 10% contingency fund is included in the budget to accommodate

unexpected expenses, ensuring the event remains financially viable.

 Sponsorship Strategy: A dedicated team will actively pursue sponsorships from local businesses,
aiming to secure funding well in advance of the event date.

This budget serves as a roadmap for managing the financial aspects of the Run for Change charity
marathon, with a commitment to transparency and effective resource allocation to achieve our
fundraising goals for [Charity Name].

3.7 Reporting

3.8 Risk and issues

3.9 Implications

3.10 Success criteria

4. Conclusion

4.1 Supporting documentation - references