2018 5K Doughnut Run

For the last four years, Gina Imperato and I have organized this annual race. Neither of us had any experience hosting a 5K prior to the Doughnut Run. Typically, Gina works with companies like Bloomberg and IAB to manage award shows, conferences, and other major events that require attention to detail and careful logistical planning but do not equate to shutting down 3.1 miles of Montclair’s streets. In the past, I have organized several large scale events like the Walnut Street Fair and I’ve worked to cater meals for thousands of people. Together, Gina and I thought we could create a 5K that was really something special. We wanted to extract all of favorite pieces from every race we’d run and put them all in one event. Who had the best medal? Who had the best shirt? Who had the best amenities? Our race is not cheap but neither is the experience we offer. Here are a few highlights from this year’s preparations

Mac entertaining himself during packet stuffing

This week has been a test of my physical ability from 18 hour days on my feet to cutting 800 lbs of doughnut dough out of the mixing bowl. I can’t say I got one full night of sleep. In addition to the race preparations, the kids schedules were crazy with three consecutive half days of school and 3 parent teacher conferences. As of Saturday night, I am barely holding on. I can’t be in three places at one time which is making life difficult. I feel like I’m letting everyone down and dropping too many balls. I can’t get it all done. I am grateful for everyone who offered to lend a hand.

Behind the Scenes

Daily emails to the Race Director: 20

Daily emails to the Race Director that can be answered by reading the info provided on the race site: 20

Daily requests for personal favors from people I don’t know: 7

Hours per day spent on the phone with vendors: 2

People trying to sell bibs in public forums after the transfer deadline: 25

Bibs Hillary flagged to request photo ID: 25

Volunteers: 200+

Volunteer Hours: 500+

Sponsors: 30

Emails, calls, messages to potential sponsors: 300

Supplies

Gallons of Hot Chocolate: 80

Gallons of Coffee: 80

Gallons of Water: 125

Bottles of Water: 2500

Top Finisher Mugs: 98

No Parking Signs: 70

Number of Cars parked on Walnut Street where there were 20 No Parking Signs: 30

Barricades: 70

Porta Potties: 30

Pizzas ordered for Volunteers: 20

Beer consumed by volunteers (Rachel & Gina): 6 cases

Doughnuts

Doughnuts for Runners: 8000

Doughnuts for MBCo retail: 2000

Doughnut Holes for Water Stations: 5000

Boxes Assembled for Doughnuts: 2600

Stickers Placed on Boxes: 5200

Sprinkles: 25lbs

Jelly: 90lbs

Sugar: 25lbs

Chocolate Ganache: 100lbs

Vanilla Glaze: 50lbs

Milk: 30 gallons

Butter: 70lbs

Eggs: 50lbs (that’s 360 eggs cracked!)

Flour: 400lbs

Dough for Race: 865 lbs

Mixing dough: 6 hours

Rolling & cutting dough for the race: 11 hours

Frying dough: 7 hours

Glazing, sprinkling, filling & powdering: 7 hours

Boxing Doughnuts: 7 hours

Preparation Timeline

12 Months Out: Post-Mortem - What went well, what can we improve next year? Before the last runner crosses the finish line this year, we will know what doughnuts we’re making at next year’s race.

6 Months Out: Shirt design complete, medal design complete, promo material complete. Start reaching out to sponsors. Start promoting registration opening day.

4 Months Out: Confirm sponsors prior to registration launch. Organize social media blitz to promote registration. Try our best to warn people about a sell out race.

3 Months & 1 Week Out: Open registration for Fueled by Doughnuts Members

3 Months Out: Open registration. We typically organize a 6am mimosa party to watch the registrations come in. As soon as the race sells out, we submit numbers to shirt vendor & medal vendor, order finisher mugs, order beanies, stickers for doughnut boxes, race bibs & other branded race swag.

2 Months Out: Social Media blitz to announce volunteer opportunities.

30 Days Out: Secure permit from town. Meet with MPD to discuss route & any changes from prior year. Order rental supplies - tables, porta potties, barricades. Order chips from timing company

14 Days Out: Start folding doughnut boxes, order non-perishable supplies for doughnut making

9 Days Out: Bib transfer deadline, print labels for bibs

5 Days Out: Stick chips & labels on bibs, stuff race packets. Social Media blitz to announce road closures. Order milk, butter & eggs for doughnuts. Complete walk through of finish line area

48 Hours Out: Post No-Parking signs, organize supplies. Accept deliveries of rentals. Transport, unload and set up race shirts (25 cases), merch (10 cases) & packets to expo

24 Hours Out: Prep expo, make doughnuts, box doughnuts, hand out bibs & race shirts, deliver barricades to intersections, fill van with water stop supplies.

Race Day: Hold on tight.

Weekly Training Log

Sunday: Off (unless you count running around the bakery all day, setting up for the Fueled by Doughnuts pizza party)

Monday: PT - focus on dynamic, cardio-heavy, explosive movements in preparation for speed work on the track next week

Tuesday: 5 mile easy run with Fueled by Doughnuts

Wednesday: Architect Studios - 45 minute interval class with Adrienne

Thursday: 5 mile easy run, PT focus on core strength and stability

Friday: OFF

Saturday: 5 Mile Run followed by production of 8000 doughnuts = 16+ hours on my feet

Week 16

Week 17

Week 15