Event proposal mayor’s fitness challenge


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Table of Contents:

  • Mission Statement ………………………………………….3

  • Vision for the Event…………………………………………3

  • Recourses and Budget…..…………………………………...4

  • Planning Committee/Business Partners/Volunteers.…….….5

  • Sponsorship Opportunities…………………………………..6

  • Mayor’s Fitness Challenges…………………………………7

  • Mayor’s Fitness Challenge Support Programs……………..13

  • Basic Outline/Timeline of the Fitness Challenges…………18

  • Event Calendar……………………………………………..19

  • Timeline/checklist………………………………………….24

  • Logistics…………………………………………………….

  • Publicity & Marketing……………………………………...

  • Support Materials………………………………….……….28

  • Registration Forms…………………………………………

Mission for the Mayor’s Fitness Challenge


The Mayor’s Fitness Challenge has a purpose, to help and support all individuals who want to improve their health and fitness. The challenge is also designed to raise awareness of fitness, improve participant’s self-confidence and overall health.

Mission Statement

  • To provide motivation and support for all individuals who want to improve their health and wellness.

  • To produce an event that highlights the local community and provides a way to impact the community.

  • To give charities an opportunity to benefit financially from the event.

The members of the community should get the following from this event:

  • Healthier eating habits

  • Improved cardiovascular health

  • Improved muscular strength

  • This is also an effort to bring our community together to become a stronger, healthier city.

Target Audience

Our program is for anyone 17 and up, and wanting to improve or be involved in improving their health.


The Mayor’s Fitness Challenge will accomplish its mission of improving the health and wellness of the individual community members through the three pillars of total fitness, which are healthy eating, strength training, and cardiovascular exercise. Each of these pillars of fitness will have its own support programs.

The fitness challenge

  • The Mayor’s “Losing to Win” Contest which includes a weekly boot camp class and a weekly run/walk training program.

  • Teams will be assigned their own weight management coach.

  • Health fair with fitness assessment to kickoff the “Losing to Win” contest

The support programs

  • Transitions Lifestyle System - A weekly weight management program that includes healthy eating and exercise recommendations. Participants will be accountable to a weight management coach.

  • Personal Fitness Training



Entry fees

    • $99 for the Mayor’s Losing to Win Contest – Individual

    • $495 (+$100 for each additional individual) for a team entry into the Losing to Win Contest

    • $25 for the Mayor’s Obstacle Course

    • $25 for the Mayor’s 5K

Support Programs

    • $99-$199 per month for Transitions

    • Fitness personal training to be determined by the trainer

Health Fair Sponsorship

    • $100 (early registration and payment receives a $25 discount)

Major Contest Sponsors

  • $1000


Entry fees

    • Losing to Win Contest – Individual ($99)

      • $5 T-shirt

      • $10 to the NSB Parks and Recreation Department

      • $10 to NSB High School’s Marketing Class

      • $10 to NSB High School’s Cross Country Team

      • $25 for Prizes

      • $25 to boot camp instructor

      • $14 support materials – marketing and supplies

    • Losing to Win Contest – Team ($495)

      • $20 T-shirt

      • $40 to the NSB Parks and Recreation Department
      • $40 to NSB High School’s Marketing Class

      • $40 to NSB High School’s Cross Country Team

      • $100 for Prizes

      • $195 to weight management coach

      • $60 support materials – marketing and supplies

      • Note- each additional team member will be broken down as individual contestant.

Support Programs (Transitions and Personal Training)

    • Money collected by support program

Health Fair Sponsorship

Major Contest Sponsors

    • Money used for marketing, local charities and prizes

Planning Committee

  • Mayor Adam Barringer

  • Julie Pendry

  • Liz Yancey

  • Jill Geddy

  • Aaron Ritger

  • Gail Hall-Smith

  • Daniel Hargrave

  • Missi Mitchell

  • Marlena Dates

  • Vicki Whited

  • Mr. Tager

  • Ms. Heffner

Potential Partnering/Sponsoring Organizations:

  • Subway

  • YMCA

  • Publix

  • Chick-fil-a

  • GNC

  • Blockbuster

  • Heath’s Whole Foods

  • Heartland

  • Mango Tango

  • Heartland Rehab

  • Athletic Club


Volunteers include marketing volunteers, leadership committee, trainers, health fair volunteers, program leaders etc.

Sponsorship Opportunities for the Mayor’s Fitness Challenge

Types of Sponsorships:
Corporate Sponsors - $1500 Health Fair Sponsors: $100

Sponsorship Benefits Corporate Health FairLogo in all print, electronic and outdoor advertising • Name in all print advertising •• Logo on homepage with link • Logo on sponsors page with link • •Logo in email communications • Logo in main Health Fair banner • Logo on official t-shirts • Logo on volunteer t-shirts • Finish line banners for 5K• Recognition by announcer for 5K race • Logo on registration entry forms (if timely) • Booth at Health Fair • • Sign in booth recognizing sponsorship level • • Insert in Health Fair “goodie bag” • • Announcer recognition when Winning to Lose winner announced • Voucher for corporate team entry • Right to use contest name and logo in advertising • Category exclusivity • Company coupon on website coupon page •


nformation used from the Rite Aid Cleveland Marathon

Mayor’s Fitness Challenges

Losing to Win Policies, Guidelines and Instructions

Fee: $99

Age Requirements - 17 years or older

All contestants should consult a doctor prior to beginning any weight-management program.


- In Person at the New Smyrna Recreation Department

- In Person at the New Smyrna Beach High School

- Online at www.MayorsFitnessChallenge.com

- By mail to 1015 Tenth Street, New Smyrna Beach, FL, 32618


Contestants can form their own teams (minimum of 4 maximum of 8) with additional $99 team fee

- Everyone on a team will also be entered into the individual competition.

- Team members will receive all the support programs as individuals.

- Teams will also be assigned a weight management coach to help them with the challenge.

Contestants will have the option to let contest organizers publish their photos on the website/literature.

Duration: 12 Weeks

Contest Begins: January 15, 2011

Registration/Health Fair Kickoff/Initial Fitness Assessment:

10:00 am-3:00 pm January 14 at New Smyrna Beach Gym

- Weigh-in

- Fitness Assessment (must pass medical evaluation)

- Possible tests include - Blood Pressure, Cholesterol, Diabetes Screening, BMI & Measurements

- Body Fat Analysis

- Before Pictures

- Rules Review
Contest Ends: April 9, 2011

- Final Fitness Assessment at Brandon Center beginning at 10:00am

- Final Weigh-in and measurements

- Body Fat Analysis

- After Pictures

- Turn in Personal Success Story

Required Attire for Fitness Assessments: T-Shirt, Athletic Shorts, and athletic shoes

Contestant’s weights or body fat percentage will not be published or distributed.

Leader board

The competition will be tracked online on Facebook and www.MayorsFitnessChallenge.com

Contestants weight will not be listed, just the team and individual rankings

Winners and Prizes announced at the Balloon Fest on April 16, 2011

Contestants are eligible to win any and all prizes.

Team Prize: based on percentage of weight lost

Individual Prizes:

- One prize for most percentage of body fat lost

- One prize for the most weight lost

- Prize for the Healthiest Lifestyle Change - Prize to be determined by the Personal Success Story

Winners will be issued a 1099 and are responsible for taxes on prize money.

Mayor’s Losing to Win Contest FAQs

Congratulations on making the commitment to making a lifestyle change and living a healthier life. We have provided several support programs to maximize your results during this challenge and we hope you do everything you can to be successful over the next 12-weeks. Please know we are here to help support you and if you have any questions please call or text us at 386-690-2409 or e-mail us at ____________________.

What it is all about?

It’s about trying to get motivated, to get you excited and require you to set goals and put pressure on yourself. We achieve our greatest accomplishments when we are under the greatest amounts of pressure especially when we set highly motivating goals. It is important to be focused, to have a goal and to go after something with everything you’ve got. Only when you truly give something your all will you be satisfied with the results.

How do I enter the contest?

Sign-up at the New Smyrna Beach Parks and Recreation Department and fill out an entry form between January 1 through Saturday January 15, 1011. The fitness assessment to start the contest will take place on Saturday January 15 at the City of New Smyrna Gym. There is an entry fee of $99 for all entrants, which includes a t-shirt, a weight management seminar, three fitness assessments, 12 boot camp classes, and 12 group run/walk sessions. The total value of these items is over $500! Signing up will signify that you are making a commitment to yourself to become healthy and fit.

How does the competition work…what do I have to do?

This is a “self-improvement” contest. Although you will be competing against other people, your body does not have to look better than everyone you’re competing with to win. The contest is based upon how much you improve your body, starting where you are now.

The first things you will need to do are sign up at the New Smyrna Beach Parks and Recreation Department and schedule your initial fitness assessment. During the appointment your physical condition will be recorded. The assessment includes body composition, measurements, blood pressure, and resting heart rate (cholesterol). For the appointment, please wear workout attire, drink plenty of water, do not drink caffeine 2 hours prior and do not exercise 2 hours prior. Before pictures will also be taken to show your figure at your starting point. Your clothes should be tight fitting enough to see your figure. The challenge will last 12-weeks which is long enough to see some incredible changes.

After you have finished the 12 weeks, you will need to go through another fitness assessment to determine your changes. Appointments need to be made for April 9, 2011. At this final assessment, you will need to turn in a personal success story about your lifestyle changes and how they have made a difference in your life. Explain how being motivated helped you make incredible gains as well as anything else that could help others experience the same level of success.

How do I enter the Team Competition?

Teams must be made up of four to eight individuals. Contestants are encouraged to do the team and individual competitions. Teams will need a team captain and a team name. By being on a team you will have a support system and be accountable to others. In additional to everything individual contestants receive, teams will have their own weight management coach to assist them. The encouragement and energy from the team and coach will help you overcome many of the obstacles you will face during this challenge.

How will the judging be done?

Contestants will be judged on their levels of improvement and on their personal success story. The levels of improvement will include percentage of weight loss, total weight loss, inches lost and body fat lost. For the team competition, the averages for the team will be used and not the combined weight or body fat lost.

How will the prizes be determined?

Prize to the winning team (based on percentage of weight lost)

Prize to top individual for total amount of weight lost

Prize to top individual for most percentage of body fat lost

Prize for the Healthiest Lifestyle Changes with the success story being a major part of the judging
Note – rules and prizes are subject to change to better meet the needs of the contestants.

Entry fees are non refundable even if you enter and do not complete the program.

Mayor’s Fitness Boot Camp
Price – Included with Losing to Win entry fee

Location – Police department’s obstacle course

Meetings: once a week for 12 weeks

A fitness boot camp is type of outdoor group exercise class that mixes traditional callisthenic and body weight exercises with interval training and strength training. This fitness boot camp is designed in a way that pushes the participants harder than they'd push themselves and, in that way, resemble a military boot camp.

During the 12-week class, a participant will run sprints, perform body weight exercises and various forms of plyometric and interval training with little rest between exercises. This support program offers a low-cost, efficient and challenging workout. This fitness classes get fast results and create a supportive and motivational community.
Fitness Boot Camp Outline

This boot camp will include the following:

  1. A group environment (5-20 people) in an open public outdoor space such as a park.

  2. Orientation - First session will include time for completing paperwork, reviewing the class rules and safety guidelines and how to perform the exercises.

  3. Warm Up - Each session will start with a 5-10 minute warm up.

  4. Workout - The 30 minute workout will typically include pushups, plyometrics, interval training, squats, lunges, sprints, body weight strength exercises, core strength exercises, team competitions and partner exercises. Each boot camp class will end with a run through the obstacle course.

  5. Cool down - The session will end with some gentle stretching and possibly some education and homework.

One underlying component of a good boot camp fitness class is creating a spirit of teamwork and group support and cohesion. Fitness boot camp instructors will offer encouragement rather than intimidation.

Mayor’s Weekly Group Run

Price – Included with Losing to Win entry fee

Location – New Smyrna Beach High School or New Smyrna Beach Parks and Recreation

Meetings: once a week for 12 weeks

Participants will meet with group leaders once a week to train for a 5K or to just improve one’s cardiovascular fitness and burn calories.

Mayor’s Obstacle Course Fitness Challenge

Fee: $20 in advance and $25 the day of the competition

Location: New Smyrna Beach Police Department Obstacle Course

Date: April 16, 2011
Section 1 Competitors

1) A competitor is any athlete entered in the challenge. The competitor becomes an entry at the time the

challenge committee has established as the deadline for accepting entries.

2) Competitors officially become competitors when they register at the selected time of registration.

3) Competitors who fail to report prior to the end of registration shall not be allowed to participate in the


4) Each competitor shall be responsible for knowing the time schedule. Each competitor is solely

responsible for promptly reporting for each event entered and at the location designated.

Section 2 Competitors uniform

Obstacle Course – Fitness sport bra, jersey, t-shirt, tank top, leggings, shorts, sweats. Shoes (no spikes are allowed on the obstacle course).

Section 3 Disqualifications

1) Conduct where behavior is unethical or dishonorable will disqualify an athlete from the event. It includes,

but not limited to, disrespectfully addressing an official, taunting or criticizing an opponent or an official, or

use of profanity. This shall apply to all coaches and trainers of athletes.

2) Unacceptable conduct by a competitor includes, but is not limited to, willful failure to follow the

directions of a competition official, using profanity directed at someone or any action, which brings discredit

to the individual or this sport.

Section 4 Obstacle Course

Obstacle Course Challenge: This is a 160 yard course which has the following obstacles: 10 foot wall, 15 foot running grid, 24 foot incline-decline monkey bars, 12 foot balance beam, 15 foot cargo net, shuttle run, (3) 30 inch hurdles, 20 inch steeple chase jump, 36 inch under bar, and 40 inch over bar. Penalties are assessed for not negotiating the obstacles. The event is based on time. Fastest time for each category wins.

Section 5 Penalties

1) Wall – There will be a ten second penalty for not clearing the wall. An attempt must be made (both

hands must make contact with the rope and both feet must hit the wall). Running around the wall will

constitute a 15 second penalty

2) Grid – One second penalty for each square missed.

3) Monkey Bars – One second penalty for each rung missed; maximum penalty is 10 seconds, but an

attempt must be made at bars and first 2 rungs must be touched or a 15 second penalty will go into effect.

4) Beam – One second for each step taken off the beam. One second for not clearing the three foot end line.

5) Cargo Net – Running around the net will be a 15 second penalty. Not making contact with the rope while

descending will be a 5 second penalty.

6) Shuttle Run – One second penalty for not placing the baton in the riser; Three second penalty for not

going around the cone.

7) Hurdles – Two-second penalty for not attempting the 30” hurdle. There will be a one second penalty for

hooking a hurdle (one leg over).

8) Steeple Chase – Two second penalty for not attempting the steeplechase box; One second penalty for not

clearing the 5-foot line.

9) Over or Under Bar – Two second penalty for dislodging bar.

Section 6 Divisions

Section 1 Age Divisions with a division between men and women.

1) Teenage (14-17)

2) 18-34 years of age

3) 35-49 years of age

4) 50 and over

Section 7 Prizes

Prizes will be awarded for each category, prized determined on amount of entries.

Rules taken from the Tri-Fitness Challenge – Fall Classic (Tamp, FL)
Mayor’s 5K Challenge

Fee: $20 in advance and $25 the day of the competition

Location: New Smyrna Beach Airport and Stadium

Date: April 16, 2011
Rules & Regulations

All rules set forth for the Mayor’s 5K Challenge have been established in order to protect the safety of our

participants. Your cooperation is greatly appreciated in helping everyone to enjoy race day.
1. No wheeled vehicles are allowed on the course at any time. Race personnel will immediately remove all bikes, strollers, motorcycles, cars, etc.

2. Only registered participants may be on the course during the 8-hour event. Spectators are asked to remain on the sidewalks.

3. Headphones ARE permitted on the course

4. Participants must stay on the official course at all times. It is the responsibility of each participant to know the course and follow the appropriate color-coded signage. Participants who leave the course will automatically be disqualified. Please see the course map to learn the course before race day.


1. What is included in my entry fee?

Every participant will receive a short-sleeved shirt. Winners also receive medals. Additionally, entry fees are used to ensure that the course is free of cars and safe for all participants. Also, there is water and hydration drinks at every Hydration Station on course, and refreshments at the finish line.

2. Can I get my money back? Can I transfer to 2012?

We are sorry, but we are unable to refund entry fees and we are

unable to transfer registrations to another year.

3. Can I give my entry to my friend?

No. Due to rules and regulations, each participant must register himself or herself and sign their own waiver.

4. Can I pick up my race packet on race day?

5. What can my family do while waiting for me to finish?

Family and friends are also encouraged to line the course to cheer for runners.
6. On my registration my name is misspelled, my age is wrong, I have moved, etc.

No problem. Just let us know and we will make the changes.

7. I won't be able to participate; can I still pick up my t-shirt?

YES. Please stop by the New Smyrna Beach Recreation Department

8. I have a friend who would like to volunteer, can they help?

YES. We always need an extra set of hands. Please visit our volunteer

page to learn about the opportunities available for volunteers.
Rules taken from the Cleveland Rite Aid Marathon

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