IF I wanted to organize an Adventure Rac e...

“I'm looking to organize an Adventure Race up in the Whites of NH and I just want to figure out what's the best way. How long it should last? What the registartion fee should cost? What the prizes should be? Etc, etc, etc. So if I could get some info from you guys, that would be great.”

“Great idea! How long are looking at the race being? Who would the race cater too (beginner through advanced)? How many particpants? Lots of questions...”

“sponsors - you'll want to get sponsors - hit up the local gear shops and bike shops.”

“talk to people who have raced, talk to people/clubs who have put on races before”

“Well first off, I would like this to be a couples race. I'd do a max team of 4, registartion would be 20 bucks a person which I think is semi fair, but couples would get a discount. Now, I was hoping to put 50% to fund my expedition to Denali, and 50% to trail conservation, so I need to know if thast is shelfish or un-fair that I'm taking some of the profits to fund my expedition. I'd like the race to be a max of 2 nights, and yes I need to work on getting sponsors. I want this trip to appeal to everyone, even much older couples. i don't want people to be freaking out about winning, i want people to come into this race with the idea that they want to build on their relationship with their partner, ya know? i mean hey, going on a two night expedition race requires alot out of each person in a couple, especially if one is in good shape and the other one isnt, it would be a perfect way for people to build up their relationship, or unfortunatly it could be a possible disaster. So my thoughts are all over the place and hopefully through getting ideas from you guys and other forums, I'll be able to get my mind strait on this whole thing. And by the way, I'm not sure if this puts a big bump in the road, but I'm only 17. but I do have my DECA club helping me out with it, so it makes it a little bit more ledgit with a teacher helping.”

“I like the concept, but is sounds like you have a lot of planning to do.”

“Talk to me about Denali.”

“I like the idea too - it may wind up costing you more than your thinking to get all your stuff, supplies maybe permit fees and such.

Most races like that, and most road races etc are fundraisers for one charity or another. If your going to advertise the fund raising aspect, you better also equally advertise the 'selfish' (for lack of a better term) aspect as well. You'll likely get some negative comments, but a lot of people (self included) will applaud you for finding a cool and creative way to pay for the trip of a lifetime. Just be sure your up front about the money, people get really touchy.

20 bucks per person sounds fair.”

“First off those details come later. It's good to think about them now but at this point things like prizes and entry fees are only pure conjecture because you don't know what your costs will be. You already have an idea of what you want to do and that's great but you need to know what you can't do.

So talk to the location you plan to hold the event and see what the management of said location says. You have to do that early or you are pissing in the wind. Location drives a lot of the requirements you will have to meet. Seeing as you want to make some cash off the deal that makes you a commercial venture. That's a whole 'nother ball game. Permits, fees and the set of hoops you have to jump through change.

A few things more:
Incorporate. Form some sort of entity that keeps you from becoming personally liabel if something goes wrong or even if everything goes right and some Ahole finds a reason to sue.

Insurance, you gotta have that, period.

Good luck with it.”

“That fee is way low. Generally the cost per two person team for a 10 hour event is around $80-$100 each person. I think you might be underestimating what it might cost for permits and insurance and simple things like the post race goodies and copies of maps for teams.
Try to hook up with a local climbing gym to help out with the ropes. Local canoe liverys are invaluable too.”

“Sounds like a great idea (a couples race), and although I haven't done adventure racing, I agree the fee sounds quite low--You probably wouldn't even be able to cover the cost of paperwork and postage if you only charged $20 a person...

You have to remember that it will take more than 1 person to organize such an event, and that means more money for such things as feeding your volunteers, all of the permits, postage, prizes, etc...

Humanpackmule is right-- make sure that you have some kind of insurance to protect yourself if someone gets injure (or, God forbid, killed) during the race...

One thing that contests usually include is a "Hold Harmless" agreement, which essentially states that the contestant realizes the risks and the potential for injury or death and will not hold the competition liable. To get a decent Hold Harmless agreement, you should make sure to consult a lawyer, or check into the agreements from other races..

Are you planning to actually CLIMB Denali? or just to go to Denali National Park? My husband and I went last year-- it was a fantastic trip! (we hiked in Denali National Park, but didn't actually go to Mt. McKinley)

I "THINK" that you can apply to your state to form a "club"--that will give you a Tax ID for tax purposes, and you will want to set up an account for your Denali trip fund....You may also have to set up a Sales Tax ID, if you plan to sell anything (for which you will also have to collect taxes.) You also need to be very clear to contestants as to what the money is going to fund--People often like to make sure their monies are going towards tax-deductible organizations.. If the whole amount isn't tax deductible, you have to let them know up front... When it comes to money issues, things can become very complicated--you need to keep very careful track of your records. Because of the financial accountability, you may want to consult an accountant who is familiar with tax law to see what things you need to be aware of...

Not to scare you, but any time you start up an organization or do any fundraising for something, you need to make sure that everything is done by the book-- It's not as simple as just collecting the money....

Good luck! You know, if you get things started, it is also a good idea to contact your local media-- they like doing "feel-good" stories about Teens who are ambitious and doing something positive... That might also help you in finding sponsors! :-)
last edited: 6/09/05 11:55:30 AM”

“pinkbubelz.

Good advice about the "behind the scenes" stuff. Tax lawyer or lawyer with incorportating experience and an accountant with tax specialization.

I'm not a lawyer, but know that for-profit and not-for-profit corporations require some very different things. I think it could be a difficult to combine the two--thus legal and financial counseling is important.

Also, consider "What if" someone wants to participate but insists that their fee goes to the trail maintenance. In a not-for-profit you are legally bound to put the money where the donor specifies.--This much I know for sure, as I have "managed" not-for-profits. That might mean that you are half-way up the mountain with no funds left.”

“I've been involved in a lot of non-profits, and yes the "behind the scenes" stuff is a big pain in the butt... :-P You are right-- because her idea has a split-focus, there are a lot of issues that could come up...

Humanpackmule may be right in suggesting that she incorporate... (however, that entails even more legal stuff-- forming a business plan, by laws, etc.) In the long run, however, if she incorporates, there may be less complications with taxes, etc.

I think the bottom line is that Jayne should do a lot of research-- including almost writing a business plan for her idea-- BEFORE starting out with this project.... It's very easy to get overcome with the details, but it is better to map out the plan before starting out, so that you know the route to take and what your destination is.... (Kind of like Hiking!)

She should also set a goal for the fundraiser as well-- letting people know how much you want to raise and why will encourage people to donate more money (especially if they see that it's something positive...)”

“I saw this two nights ago at home, and decided to wait a bit and see what shaped up.


Now I will simply add reinforcment to two thoughts already posted:

1. Location. A lot of the whites are in National Forest and heavily regulated. You would probably have to operate in a relatively unused corner of it, well off the beaten track to even be considered. I am not sure where you'd start . .the rangers??

AMC??? I am not certain AMC would be receptive . ..although . . in trying to attract younger membership, and with the trail maintence angle, they might.


2. Liability.

An LLC is a pretty simple entity in most states. LLC stands for Limited Liability Company. Your liability is limited to your interest in the company. Mind you, if someone wanted to sue, they will sue you individually as well.

Liability waivers are getting more credence in court (standing up better under attack).

It should be drafted by a lawyer accustomed to doing them. You might call a local ski area, climbing gym, canoe rental place that uses "you could die from this activity" lnaguage and ask who they use.


Your out of pocket expense could be huge.


Check location, check sponsor interest, insurance etc before committing a dime of your own.”

“Everybody's brought up really good points, and I'm basically going to execute this race as safe as possible for myself individually, because in no way am I in the spot to take responsibility for a hurt person, so yes after talking with my school and such, they are going to provide release forms and waivers saying that anyone who participates in this race, knows the risks and if something does happen, in no way are we liable. I'm also going to talk to AMC about sponsoring the event and talk to the Rangers about what land I can use, and what land I can't. I also have EMS sponsoring me. Now from what I've been able to plan out, as crazy as this may sound, it isn't going to cost a lot to put this together. And one thing that is going to be rough especially at my age, is the insurance part. So i want to see if I can figure something out that would entitle anyone who participates, to basically know that this is a hike at which they are chosing to go on, so if they would were to be hurt, the same thing that would happen if she was simply hiking with her husband, would happen on this race. Now I have no clue if this is possible, but i'd like to figure it out. And for my trip to Denali, I'm planning to go climb the West Butress Route in my senior summer.”