| Project Title |
Chelsea 400th Anniversary Road Race
|
| Project Date |
2024-09-08
|
| Amount Requested Minimum |
$5,000.00
|
| Amount Requested Maximum |
$15,000.00
|
| Location of Project |
The Williams School: 180 Walnut St, Chelsea
|
| Time of Project |
9:00AM
|
| Is this a recurring project? |
No
|
| Expected number of attendees |
400
|
| If a recurring project, number of attendees in prior years |
0
|
| Will your project utilize volunteers? |
Yes
|
| If yes, please estimate the total number of volunteers and the number of hours donated |
20
|
| Briefly describe your audience(s) and mission as an artist or organization. |
Our audience is anyone from Chelsea or the surrounding areas who is interested in participating in a road race or community event
|
| Briefly describe the project that will take place. |
Our event will be a running road race with a post race gathering and celebration for the participants, their friends, and families. Our race plans on taking participants down major streets of Chelsea and by our major landmarks and parks in order to show off the beauty of Chelsea.
|
| Outline how you plan to market your project and the timeline you intend to follow. In addition, outline the audiences you intend to reach (be specific). You may attach an additional document if necessary. |
We plan on advertising our race on social media, email blast to runners, in print, on race search sites, through word of mouth, and possibly more.
Our audience is anyone from kids to adults interested in a run / walk.
|
| What benefit(s) will this project bring to Chelsea and its residents? How do you expect to engage the community? |
We want to promote Chelsea residents to get active and enjoy the sport of running. We're also excited to get people to experience and take in the city in a different way by being able to run down main streets and by major landmarks.
|
| Are you partnering and/or collaborating with other organizations? If so, name the organization(s) and their role(s) in the project. |
We are working with Chelsea Recreation and Cultural Affairs to help organize and provide guidance in our planning.
|
| Acknowledgement of the Chelsea Heritage Celebrations Grant by the CCC is mandatory on all advertisement and promotions. How do you plan to accomplish this? Be specific. |
The grant will be called out on any digital or printed ads for the race with a logo if provided: "This Race made possible by the Chelsea Heritage Celebrations Grant by the CCC"
|
| How will you measure the success/impact of this project? |
Success for us would be if we are able to fill our race (we plan on capping our participant count at 400 people) and have all those people gather, run, and celebrate in Chelsea.
|
| How will the project be modified if the entire amount is not awarded? Be specific. |
To make our race as inclusive as possible, we want to make the entry fee for the race very low ($10 is our target– similar races are priced at $40-$50). If we weren't awarded this grant, we wouldn't be able to keep the fee low.
We also would like to give a medal to all who participate in the race and not only the winners. We want to do this to celebrate everyone's accomplishment and not just a select few who win the race. Without the grant, we wouldn't be able to afford medals for all participants.
We also wouldn't be able to afford advertising for the race and as a result the race and celebration will be much smaller.
|
| 1. Total projected admissions/ticket sales |
$4,000.00
|
| Description |
Our race fee of $10 x 400 = $4000
|
| Per ticket cost for general admission (GA) |
$10.00
|
| Description |
Admission fee for each racer
|
| Projected number of GA ticket sales |
400
|
| Description |
Hoping to get 400 people signed up
|
| 2. Net concession sales |
$0.00
|
| Description |
None
|
| 3. Advertising sales |
$0.00
|
| Description |
None
|
| 4. Sponsorships |
$0.00
|
| Description |
None
|
| 5. Award from the Local Cultural Council Grant (not the projected Chelsea Heritage Celebration funds) |
$0.00
|
| Description |
None
|
| 6. Award from the Mass Cultural Council Festival Fund |
$0.00
|
| Description |
None
|
| 7. Exhibitor fees |
$0.00
|
| Description |
None
|
| 8. In-kind contributions (estimated value) |
$0.00
|
| Description |
None
|
| 9. Funding from |
$0.00
|
| Description |
None
|
| 10. Other income |
$0.00
|
| Description |
None
|
| Total income |
$4,000.00
|
| 1. Artists / Project Fees |
$0.00
|
| Description |
None
|
| 2. Food & Beverage |
$2,000.00
|
| Description |
We plan on buying a few items of food and drinks for runners for after the race: Bananas, granola bars, water, gatorade.
These items total about $5 / person. $5 * 400 runners = $2000
|
| 3. Advertising |
$650.00
|
| Description |
At the moment, this cost only includes the advertising package from our race vendor which will include listings on race websites, social media posts, and email blasts to runners.
We also plan on doing printouts, fliers, and word of mouth advertising.
|
| 4. Facility Rental Fees |
$0.00
|
| Description |
Our facility will be the street so this is covered by our police detail costs
|
| 5. Equipment Rental |
$2,500.00
|
| Description |
This expense includes the race timing equipment and team, finish line arch, runner registration, timing clock, racer photos, and other related expenses ($1500).
It also includes porta-potty rental during the event which is about $200 x 5 toilets = $1000.
|
| 6. Supplies / Decorations |
$0.00
|
| Description |
We may have some banners done but haven't decided on this yet
|
| 7. Royalties |
$0.00
|
| Description |
No royalties involved
|
| 8. Lodging |
$0.00
|
| Description |
No lodging involved
|
| 9. Transportation |
$0.00
|
| Description |
No transportation involved
|
| 10. Printing & Postage |
$0.00
|
| Description |
No printing or postage needed (beyond any advertising fliers)
|
| 11. Merchandise Expense |
$8,000.00
|
| Description |
We plan on getting a shirt and a medal for each runner
Medals will be about $5 each with a 500 count minimum = $2500
The shirts will run about $13.75 each at 400 count = $5500
|
| 12. Security / Police Detail |
$4,408.00
|
| Description |
We met with Chelsea Police to go over our race route. They said that it would require 2 supervisor officers and 12 regular officers to perform the detail to shut down the roads during the race
They require a 4 hour minimum per officer and their rates are $89/hr for supervisor officers and $77/hr for regular officers
|
| 13. Insurance Cost |
$0.00
|
| Description |
Unknown cost at this point– not sure if we need independent insurance for a race
|
| 14. Permit / Fees |
$0.00
|
| Description |
Unknown cost at this point
|
| 15. Translation Fees |
$0.00
|
| Description |
This won't be 0 as we plan on translating our materials but we shouldn't have too much translation to do so this shouldn't have too much impact
|
| 16. Other Expenses |
$280.00
|
| Description |
We plan on giving our volunteers safety vests to indicate them as volunteers and make sure they're seen by runners and cars
$7 each x 40 volunteers
|
| Total expenses |
$17,838.00
|
| CHECKLIST |
Projects are based in Chelsea, Massachusetts to: 1. support customs, practices, places, objects, artistic expression, and values that are passed on from generation to generation contributing to a vibrant community; 2. engage residents & visitors with activities that celebrate the arts & cultural experiences; 3. showcase Chelsea’s geographic, artistic, and cultural diversity, Project implementation by Dec. 31, 2024, Grant Application and Budget Form fields and questions are thoroughly completed and signed and dated by applicant or the authorized representative of the organization, Letter(s) from partnering organizations, independent contactors or City of Chelsea Departments are included with current date and official signature, Online or paper application must be received by Friday, March 15, 2024
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