This is a collaborative document for planning for The Werst Race 2009. It is a service learning project for PES494 class at Eastern Oregon University.

Event Name: The Werst Race
Location: La Grande, OR
Website: http://www.eastsidetrackclub.com/werstrace.htm
Nature of the race: Cyclists and runners compete head to head on the 2.35 mile VERY steep climb to Morgan Lake.
Course Map: http://www.lagranderide.com/maps/race/werst_r...
There is also a 1 mile or 5k walk/run focused on the EOU campus
http://www.facebook.com/home.php?#/event.php?...

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ROLES
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Fans-Jordyn,
Cameras/filmers-Jordyn,Manny,Iris
Promoter- Tim and Cole: Design a flyer and post them at different businesses around town and post them around the school as well.
Driver-Tim,Nick
Food and water crew-Katy
NEED-water station at halfpoint of 5K
NEED-volunteers along the course to point people inthe right direction, make sure there are no problems
Corner marshal- EOU track & field team members
Timers- Iris
Logistics-Drew: Got ahold of the Union County Public Works Director, made and hung up signs informing people of the race.

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PROMOTION
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Cole and Tim.. Posted 40 flyers all over town and at the school. COntact local newspaper and have them run a Ad promoting the race.
Angie- facebook page, flyers, booth at Spring Fling and Mountaineer Days. Contacted local newspaper, will have article on Jason Werst/Race.

Andrew Wise: Posted 20-30 flyers throughout campus and make a large promotion sign to put at the bottom up Morgan Lake road, promoting and warning drivers of the race day, time and location.

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EQUIPMENT
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[insert equipment needs other than video equipment, which is listed below]
Angie-Tent/tables & chairs ( BA will set up on the north side of football field for registration/food/drink)
NEED- restrooms opened
Pepsi is donating 5 cases of bottled water
Donation of 160 energy bars from Gorge Delights www.acaibars.com
Athletics is donating pizza
NEED-healthy food (fruit?)
Student Health is donating t-shirts for the first 50 students that complete the race. (1 mile or 5K only)
Participants must sign waiver of liability
NEED-cash box for sales of energy bars and race day registration
Angie- donation cans, raffle tickets, raffle ticket jar

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SCHEDULE
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[insert timeline for event activities, including before and after event]
7:30-8:30am- registration at Community Stadium
9am start
10am- food/drink
11am-prizes

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THE VENUE
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Morgan Lake Road Update by Cole: I went and took a look at the road today and found that it is starting to rut. It has been heavily traveled since we were up there on Thursday. Maybe we should see if week could get one of the logging companies to water it down before the race.

Morgan Lake Road Update by Andrew Wise: Three weeks before the day of the race I contacted Bob Kelly, Union Country Public Works Director to make sure the gravel road headed up to Morgan Lake was not graded prior to race day. This request came from some of the riders participating in the race.

[insert safety information]
Angie- Contacted La Grande police and Union County Road department.
Signs- A large poster is going up Tuesday before the race on a road sign near where the gravel starts. The Grande Ronde Road Runners are letting us use their "Runners on Roadway" signs for the day of the race. These will be placed at the finish, glass hill road, and Walnut & B Street intersection.

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VEHICLES
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Lead vehicle: Stays out front making sure oncoming traffic pulls over.

Lead camera crew: Camera vehicle that starts at Walnut & B Street at the top of the hill. Films race start and then begins moving, staying in front of leaders, occasionally dropping back to film the action from the front of the race.

Trail camera crew: Starts behind the race and slowing moves up through the back of the race taking video.

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PRIZES
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[insert content here]

Bike tune-up from Mountain Works
Benchwarmers gift certificate
Starbucks Coffee
Caitlin-asking for donations from the following; Safeway, Canned Food Store, Blue Mountain Ale House.

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VIDEO
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Camera locations for race
-first camera in the lead camera car
-second camera is in the trail car
-third camera is a still camera and it is set up closer to the end of the race with a wide long range to cover.
Manny- Camera's tri pod, exstra film batteries, Lots of Mosquito repelnet.

Video equipment list

-Extra batteries for Camera
-Tri pod, Extension cord
-Plastic bags as a cover in case of rain
-Making sure and double checking if camera has all equipment.
-Mosquito repilnet
-extra bags in case of rain to cover camera

Video edited using Corel VideoStudio. Music found under creative commons license at Jamendo.com

Final video is presented at http://www.unicommons.com/node/7235

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REFLECTION
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IMPROVEMENTS:
Cameras: need to have several still cameras posted at different strategic points of the race, and need to coordinate the camera's in the vehicles so that the lead vehicle gets the start and the finish of the race and make sure that the trail vehicle doesn't pass in front of the lead vehicle. Have a still camera at the finish line. Also make sure to get continuous footage of the entire race without turning off the camera.
Having radios for all of the cameras and cars involved will help improve the ability of the lead and trail vehicle along with the starter and finisher and any still cameras.

Back-up Plan: I case of emergency and people can't make it to the race to fill their posts, make sure that several people are filled in on different positions so that there will be a seemless transition.

Roads: Coordinate with police officers to block off the road for the entire race, or at least block it off for thirty minutes. Make sure to have a pilot vehicle actually blocking off the road having people pull off to the side until the racers come through, and have a trail vehicle not letting cars come up from behind. Also have enough signs informing people of the race before hand at all the driveways and at every street corner. Also have at least one person at every intersection that is being proactive in stopping traffic.
For at least 30 minutes before the race have people blocking off the road getting police to help block the road would help or having a police at the top stopping any traffic that is trying to come down along with a police escort at the end to stop any traffic from coming up the road. Getting the police involved should be done at least a month in advance.

Equipment: Have enough vehicle options so that the cars will not be an obstical for filming the race. Have more signs blocking to block off the roads on both the 5K and the Werst Race.
Also having cars that have soft suspension so that the video is not shaky and having smaller cars so that it is easier to pass other cars and runner/bikers.

Rolls: having a better understanding of the rolls for the different people will help such as knowing what the other cars are doing so we dont have a tail vehicle pass the lead vehicle or cars coming up through the race or down. Having the people that are blocking the roads STOP traffic will help make the race safer; if someone was to get hit it could be 30 minutes before anyone was notified that something has happened. So having more people along the road could help also.

People Involved:
Tim Frey
Iris Woodhead
Jordyn Jackson
Drew Wise
Andrew Perri
Manny Aguilar
Nick Toreson
Brain Sather
Katie Hubbard
Cole Clemens