From: Bob SannerTo: Jonathan DouglassSubject: 2011 KC MS 150Date: Tuesday, August 17, 2010 10:51:31 AMAttachments: South Park Site Plan.jpg

KC MS 150 Bike Route.xlsKC MS 150 Operational Plan.docx

Good morning, Jonathan: The Lawrence CVB is working with the Mid America Chapter of the National Multiple Sclerosis Society to haveLawrence designated the overnight location for its 2011 KC MS 150 Bike event on September 17, 2011. The KCMS 150 is the Mid America Chapter’s largest fund raising event, with more than 1,800 riders participating. OnSeptember 17, the ride will start (see attached bike route) at Garmin International’s parking lot in Johnson County,and the riders will travel west to Lawrence, ending at South Park for the day. Bike participants will resume theirride early Sunday morning by retracing their route back to Garmin.

The Mid America Chapter will be requesting a temporary right-of-way to close the section of Massachusettsbetween South Park and North Park Streets beginning on Friday, September 16, 2011, in order to consolidate bothsides of South Park into a “Cycling Village.” An additional temporary right-of-way request also will be made forthe surface parking lot west of the Community Building and a portion of North Park Street. In addition to thesetemporary right-of-ways, the Mid America Chapter has entered into a rental agreement with the Parks andRecreation Department for use of South Park, the South Park Recreation Center and the Community Building. TheMid America Chapter will also be requesting a temporary alcohol permit for Saturday, September 17, 2011.

The Cycling Village will serve as the overnight site for the MS 150 event. Within this permitted area, live music,food vendors, bike storage, hospitality tents and overnight camping will occur. There will also be a strong demandfor overnight lodging at Lawrence hotels. Based on past KC MS 150 events, this event has generated 500 roomnights. Because the bike participants will “park” their bikes at the Community Building until Sunday morning, theLCVB will provide bus service for the riders staying at participating hotels.

On the behalf of the Mid America Chapter, The Lawrence CVB is asking the Lawrence City Commissioners tosupport this event as we finalize the site plan and the temporary Right-of-Way approval process. In addition to theCity’s support for the 2011 KC MS 150, the Mid America Chapter hopes the City will donate the services providedby Lawrence Police and Douglas County Fire & Medical during this event.

Attached you will find the event’s time line, initial site plan and bike route. Thank you for considering our request. Bob SannerDirector, Sports MarketsLawrence Convention & Visitors Bureau947 New Hampshire Street, Suite 200CLawrence, KS 66044785-856-5302sports@visitlawrence.com

mailto:sports@visitlawrence.commailto:jdouglass@ci.lawrence.ks.usmailto:sports@visitlawrence.com

Summary

SummaryDistanceAssentDescent

Long10233723584

Mid Day 17225292760

Mid Day 267

Short3712571066

Comments:

Rough 1/2 mile section on 159th Street.

8 Rest Stops - All but one on Public Property

Mile102 Long Course - 159th & DeSoto

0

Ridgeview

151 St & RidgeviewRider Course Risk Assessment

Ridgeview

207thLowGuardedElevatedHighSevereAid Stop

Frank Street

Hale

Main

E South

9.5Spring Hill School Aid Stop - 66 & 102 Outbound - 67 & 102 Inbound.

S Webster

223rd

Old KC Road

255th

Harmony

19 - 21Lake Access Roads - Private Property Aid Stop - 66 & 102 Outbound - 67 & 102 Inbound.

199th

56 HWY

30.5Edgerton School Aid Stop - 66 & 102 Outbound - 67 & 102 Inbound.

Edgerton Road

175th

4 Corners Road

151st

Dillie Rd

143rd

Gardner Rd

46.5Firehouse or Yard Aid Stop - 37, 66 & 102 Outbound - 37, 67 & 102 Inbound.

Gardner Rd

Gardner Rd

83rd Street

54.5DeSoto Park Aid Stop - 37, 66 & 102 Outbound - 37, 67 & 102 Inbound.

E Wyandotte

Golden Rd

158th

Cross 32 HWY

63Basehor School Aid Stop - Option

Cross 40/24 HWY

Parallel Road

155th Street

66Basehor School Aid Stop - 66 & 102 Outbound - 67 & 102 Inbound.

Fairmont Road

Tonganoxie Road

80.5Tonganoxie Park Aid Stop - 66 & 102 Outbound - 67 & 102 Inbound.

Main

2nd

40 HWY

222nd

93Eudora Aid Stop - 37, 66 & 102 Outbound - 37, 67 & 102 Inbound.

10th Street

10th Street

Noria Road

15th Street

Mass

102South Park

&L&F&R&A

&L&F&C&P of &N&RJ Mathias

Long

102.01 Miles

http://www.mapmyride.com/ride/united-states/ks/olathe/633127262595021415

Rest Stops

9.5

19-21

30.5

46.5

54.5

66

80.5

93

103South Park

Mid Day 1

72 Miles

http://www.mapmyride.com/ride/united-states/ks/olathe/966127301733140466

Mid Day 1

Ride the southern section of the 102 course. At DeSoto ride the short course to Eudora and on to South Park.

Rest Stops

9.5

19-21

30.5

46.5

54.5

63.5

72South Park

Short

37.41 Miles

http://www.mapmyride.com/ride/united-states/ks/olathe/966127301733140466

Short course;

Both days start w/the long and mid course rides.

Take the 159th course & DeSoto to Eudora course.

Rest Stops

9.5

19

28

37South Park

Mid Day 2

Miles 67

Mid Day 2

Ride the Northern section of the 102 course. After the Firehouse/Yard Aid station ride the 159th course to Garmin.

Rest Stops

9

21.5

36

47.5

55.5

67Garmin

Gramin Long

Garmin Mid Day 1

Garmin Short

Garmin Mid Day 2

Facilities / Areas requested to be used:

· South Park – both east & west sides of Massachusetts St., including Gazebo and Parks & Rec. building on grounds of the west side of Park.

· Parking lot of County Administration building, east of South Park

· Community Building north of South Park, including adjacent parking lot., including all utilities & facilities within.

· Use of park benches that are found throughout South Park facility.

· Bathroom, power & water facilities within Parks & Rec. building

· Power outlets pointed out on North West side of the Park (17 unique outlets)

· Access & use of a generator with sub-power lines to be distributed among the park grounds for power within the main park areas by the “village” tents.

· If possible 2-3 of the Parks & Rec. community buses for shuttle transportation between South Park and the hotels.

· Security services to patrol the park to ensure safety of participants (possibly High School ROTC, or KU ROTC)

· Security services to watch over the semi-secured parking lot of community building. (possibly High School ROTC, or KU ROTC)

· Use, but not blockage of North Park Street on the west side of Mass. St.

· Portapotties & Trash dumpster within the park

· Any special permitting to serve alcohol (free, sponsored by Boulevard) within the park area.

· Closure of Mass. Street from South Park Street to 11th (or to North Park Street northbound and 11th street southbound)

· Street barricades to ensure no unauthorized vehicular access to that section of Mass Street

· Assurance that any automated sprinkler systems in the park would be disabled for the duration of event.

· Likely limited police (city and or county) support needed on Saturday along route entering city. Route options attached to be discussed & determine intersections of concern and determine route alternatives.

· Police Support Sunday morning to ensure safe departure of cyclists on Sunday morning (7am to 8am) – route attached, to discuss route alternatives & intersections needing patrolled.

· Assistance from CVB to establish Bike MS rates at local hotels.

· Assistance from CVB in establishing a working relationship with local restaurants to create a “Taste of Lawrence” set of vendors to host/serve meal Saturday evening in South Park – Mention of the “Lawrence Originals” as potential group of restaurants.

· Assistance from CVB to identify other local vendors for bidding on goods and services needed for the event.

· Assistance from City/County on ensuring route safety, good repair, etc. for weekend of event.

· Stanchions or other barricading supplies for walling off the community building’s parking lot for use as secure overnight bicycle storage on Saturday & Saturday night.

The above facilities requested can be negotiated for access, use or time, as needed. The below timeline and schedule are estimates.

Thursday, September 15th –

· South Park closed (at least West side of park) beginning 9 a.m. for access by All Seasons to begin set-up of tents for Village. Some access to Vermont or W. North Park St. for semi-tractor trailer with tent supplies.

Friday September 16th – All day/evening

· Mass. Street closed from South Park Street to 11th (or to North Park Street northbound and 11th street southbound) beginning at 1 p. m.

· Remained of South Park closed approximately same time for staff & volunteers to begin set-up of decorations and the “village” experience.

· Closure to public of community building around lunchtime (noon) to begin preparation & setup for weekend events (this can be earlier if easier to simply close for entire day), including adjacent parking lot.

· Trash dumpster and portapotties dropped on Friday in designated areas

· Stage & trussing dropped & set-up Friday day

· Remainder of tents set up on Mass Street and throughout South Park by All-Seasons.

· Staff & some key volunteers (approximately 15-20 individuals) would be on-site and have access to the park, community building and the Parks building on west side of South Park.

· Signage & banners throughout park and community building, as well as along the route entering the city.

· Friday evening, some team volunteers may arrive sporadically to setup decorate team tents within South Park.

Saturday, September 17th

Access to the inside of the community building and Rec. building in the Park. Custodial contacts on site to ensure doors unlocked, lights are on, lawn sprinklers are turned off, etc.

· 5:30 a.m.Staff and Volunteers arrive - Outside set-up begins in park & prepped for day

· All Facilities open - inside areas, restrooms, etc.

· Parking lot lights turned on for Community building, in South Park and County building

· Signage/banners/spotlights set up outside

· Parking lot coned

· 10:00 a.m. Participants may begin to arrive;

· Team Volunteers arriving to finalize set up of village team tents (parking at garage on New Hampshire, other than limited parking

· Police support on site for safety on incoming route, as needed/deemed appropriate.

· Parking lot staffed by volunteers

· Semi-truck for luggage arrives (parked to unload in W. North Park St.)

· Riders begin arriving for short-route option ride. A steady stream of cyclists arrive from 11 a.m. to about 5 p.m. (route officially closed & swept of riders at 5pm)

· Friends & Family arriving throughout day to cheer on riders

· 12:00 p.m.Bands begin playing on stage (either on Mass or in Gazebo)

· Lunch is served to staff / volunteers inside community building

· Vendors set up in “Village” to begin offering food, other items

· Boulevard tent is set up to begin checking ID & serving alcohol to participants

· Shuttle service begins to hotels set on a schedule.

· 5:00 p.m.Route officially closed & support vehicles sweep route of any remaining cyclists

· 6:00 p.m.School buses parked in County parking lot to accommodate one-day riders returning to KC

· Announcements begin on stage, dinner is continuing to be served by vendors in village

· 9:00 p.m.Music in the park is discontinued, alcohol service has also been discontinued.

Sunday, September 18th

· 5:00 a.m.Chris Cakes arrives to set up breakfast service in Community building

· Shuttles begin picking up participants & bringing them back to park from hotels

· Semi tractor trailer is set up in the W North Park St. alley to collect luggage

· 7:00 a.m.Route is opened & cyclists are encouraged to leave by 8 a.m.

· 8:00 a.m.Start line closed – all straggling riders are delivered to 1st or 2nd rest stop

· 8:30 a.m.Clean up of park & community building and other facilities begins with staff / volunteers

· 9:00 a.m.All-Seasons arrives to breakdown tents & staging.

· Trash & portapottie vendors requested to remove all equipment

· 11:00 a.m.Lawrence sites should be completely cleaned up & all staff & volunteers gone with zero residual presence,

· 11:30 a.m. Mass Street re-opens