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
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
Volunteer Hours: 500+
Emails, calls, messages to potential sponsors: 300
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
Porta Potties: 30
Pizzas ordered for Volunteers: 20
Beer consumed by volunteers (Rachel & Gina): 6 cases
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
Chocolate Ganache: 100lbs
Vanilla Glaze: 50lbs
Milk: 30 gallons
Eggs: 50lbs (that’s 360 eggs cracked!)
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
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
Saturday: 5 Mile Run followed by production of 8000 doughnuts = 16+ hours on my feet