Whiting Forest provides a memorable experience that fosters inter-generational interaction
By Frances Owen
Now in its 11th year, the Great Iowa River Race begins within Iowa City (at a river access managed by the city) and ends 9.25 miles downstream on the Iowa River at Hills Access Campground, a property managed by Johnson County Conservation. Canoers, kayakers, and paddleboarders are welcome to compete in the event, which is divided into recreational and competitive heats. The race is not only a fun community event, but also a small fundraiser for county conservation. Proceeds have been used to purchase a fleet of 10 kayaks to introduce even more folks to paddling. It takes several staff members and community partners, as well as a group of volunteers, to pull off this event.
And of course, a lot of planning. Here’s a rundown of what goes into making this race a success:
January
· Planning begins six months prior to the race, which traditionally falls on the second Saturday in June.
· The first planning meeting, to which committee members are invited, takes place in early- or mid-February.
· The logo is updated annually at this time.
February
The first meeting recaps everything from the previous year and addresses what needs to happen before race day:
· The date is confirmed, and a beginning registration date is determined (usually around March 1).
· Sponsors are contacted to help pay for some of the upfront costs of the race.
· Portable toilets, garbage cans, recycling, and other amenities are considered to add comfort and ease on race day.
· A food vendor is contracted to supply a small lunch to competitors after the race.
· Volunteers are contacted to make the job easier for those who assist with registration, drive the shuttles to transport participants, and help folks at the end of the race to haul boats out of the water.
March
· Registration begins on Paddle Guru. This website is specifically for paddling events, so it has several features that other registration sites do not, such as a built-in race timer for that day, a place to host the race results, and a central location to upload photos from the event. The entry fee of $35 includes a T-shirt and lunch.
· One or two volunteer photographers are sought out to take pictures at the start of the race.
· The United States Canoe Association (USCA) membership is submitted, and liability insurance is requested. The city is then in the circuit for competitive racers who travel across the country, though fewer racers have participated in recent years, so the event is moving to a purely recreational race. However, the membership will still be renewed through this year because the liability insurance is purchased through this organization specifically for this race. Anyone looking to hold a race is encouraged to consider a membership and insurance.
· By the end of the month, additional canoes and kayaks are secured for rentals, which are provided for a small fee to participants.
· An additional permit is requested from the Iowa Department of Natural Resources
· Administrative tasks, like ordering new race numbers or medals for first place, are handled if necessary
April
· The push to advertise begins largely through social-media accounts such as Facebook and Instagram. Paid ads of $10 to $20 on Facebook reach a broader audience.
· Press releases are sent to local media.
· An email early in the month is sent to past participants to encourage them to register.
· Attempts are made to contact previous sponsors who have not yet re-committed.
May
· Local authorities (county sheriff and fire department) are alerted as to the race date.
· All sponsors are accounted for on Paddle Guru, and their logos are included in the T-shirt design.
· A final email is sent to previous participants before early registration closes, and the T-shirt design is finalized (before the order is submitted two weeks prior to the race). A few extra shirts are ordered in various sizes, but only those enrolled in early registration are guaranteed a shirt.
June
· Registration is closed a week before race day, which ensures an accurate head count for lunch).
· Packets include each racer’s number and T-shirt, as well as a mini-schedule for the day. Packets are then alphabetized for an easy morning check-in.
· Racers are emailed two days before the event with relevant instructions for parking and the times for the shuttle (participants are asked to park by the “take-out” point before the race begins).
The Day Before The Race
· Numbers are confirmed for boat rentals.
· The lunch provider is contacted.
· Liability forms are printed (to be signed and filled out completely before the race begins for insurance purposes).
· Buoys are placed at the finish line.
Race Day!
Racers pick up their packets and get on the water when it’s their turn. There are usually four heats for a total of 150 participants. Paddle Guru has a race tracker that is accessible by phone. Once the racers are on the water, everything is packed up and volunteers head to the finish to log each participant into the tracker as they cross the finish line. The fastest paddlers will take around two hours. After all the boats are off the water, and once the “sweeper canoe” is finished, the winners are announced for each category. Then everyone heads home after another great day on the Iowa River.
Frances Owen is the Interpretive Naturalist for Johnson County Conservation in Oxford, Iowa. Reach her at fowen@johnsoncountyiowa.gov.