FREQUENTLY ASKED QUESTIONS – CLR 2020
WHAT IS THE PARTICIPANT ADVISORY COUNCIL AND WHAT WAS THEIR ROLE IN DETERMINING THE CREDIT/DEFERRAL POLICY?
The Participant Advisory Council (PAC) was formed to help guide our decision making process, evaluate the financial challenges in detail, discuss results of our team captain survey, and create and approve the credit/deferral policy. This Advisory Council consists of six diverse team captains who range from 2-13 years as a team captain. We worked diligently to ensure a fair approach in creating a shared vision for the future on how we survive this together, so we can continually provide exceptional relays for your enjoyment.
The PAC was instrumental in brainstorming race credit/deferral policy options that recognized the shared financial burdens placed on both Cascade Relays and team captains due to COVID. The PAC reviewed the detailed financials of operational expenses and procurements that will be saved this year in not producing a physical event, as well as the administrative/overhead expenses that have already been expensed to prepare for Cascade Relays events that are now cancelled or postponed.
As a small family run business, we value your input and feedback. Scott spoke with over 40 team captains and heard very clearly the financial challenges and the negative impact on your teammates. This cumulative feedback from team captains and the guidance from the PAC has resulted in this credit/deferral policy to recognize the financial hardships of our team captains and while ensuring Cascade Relays survives the challenges facing the endurance event industry.
WHAT IS YOUR CREDIT/DEFERRAL POLICY FOR CASCADE LAKES RELAY?
|CASCADE LAKES RELAY||12 Person
|% OF 2020 REG FEE||67%||67%||67%|
Your credit and future deferrals may be applied towards a future registration fee for any Cascade Relays event to include Cascade Lakes Relay, Bend Beer Chase, and Boulder Beer Chase.
- Your credit will not expire and can be used for any Cascade Relays event in 2021, 2022, or beyond at your team’s discretion.
- Your 1st deferral and credit cannot be combined with a registration for the same event in the same year.
- You may use your credit for Cascade Lakes Relay and your 1st deferral in the same year, but they must be used for a different event. Example: your team may use your credit to register for CLR2021 and your 1st deferral for Bend Beer Chase in 2021.
For every year you apply your credit or deferrals, your team will receive guaranteed entry to Cascade Lakes Relay, as long as your team registers during the October lottery registration period.
HOW DID YOU CALCULATE THE CREDIT AND DEFERRAL AMOUNTS YOU ARE PROVIDING?
We calculated all operational savings and refunds we are able to obtain from our vendors/partners/permitting agencies and we are providing these savings back to your team as a credit to a future registration to any Cascade Relays event. We have spent several weeks working with our partners/vendors/permitting agencies to determine those operational savings from not producing a physical event in 2020.
The list of savings was reviewed by the Participant Advisory Council and the credit amount was determined based on the percentage of your registration fee that we are able to save by not producing the event in 2020.
The three deferral amounts recognize there is a shared interest and burden placed on our team captains for registering and leading their teams. With a high percentage of team captains that register a team each year, we are sharing this burden by incurring a future loss in revenue in order to provide our team captains with deferrals (discounts) for future registrations. Each team captain has the flexibility to determine how to apply these future deferrals.
WHY ARE YOU NOT ABLE TO DEFER OUR FULL REGISTRATION TO 2021?
We have already incurred significant operational costs for this year’s event and a full deferral of your registration fee would cripple Cascade Relays financially. We have calculated all savings and we are providing these savings back to your team as a credit to a future registration to any Cascade Relays event. We have spent many weeks working with our partners/vendors/permitting agencies to determine those operational savings and we appreciated your patience.
WHY ARE YOU PRODUCING A VIRTUAL RELAY?
Our mission for a virtual event is important to understand. Each year we engrave a 13th medal for at least one team to honor a friend or family member no longer with us, because they died from suicide. For these teams, we witness the pain and hurt. We all need to stay connected and the mental health of our friends and family is crucial, now more than ever.
Instead of just cancelling altogether this year and joining the long list of cancelled events you can’t enjoy, your team can participate in a safe and socially distanced virtual run together this summer, while still receiving race shirts and swag. Our goal is to make the best of a terrible situation we are all experiencing together and support our fellow teammates who need to emotionally connect, and have something to look forward to while maintaining our family connection.
We understand that a virtual relay is not the event you paid for and the unique event experience of running the epic CLR course route, but it’s the best we can provide while adhering to CDC recommendations and government restrictions to large gatherings during a global pandemic, which we fully support in order to keep you and our local community safe.
HOW DO WE PARTICIPATE IN THE CLR VIRTUAL EVENT THIS SUMMER?
A virtual relay is certainly more complex than a virtual individual event, like a 10K or half marathon. However, we believe a virtual relay has the potential to be more enjoyable than an individual virtual event. Teams make their own rules and set their own course, start and finish. It doesn’t need to be complicated. It doesn’t need to be competitive (but it can be!). Your team can run one leg, two legs, or your team can collectively run all 216.6 miles. You can run independently or together (socially distanced). The options are endless. Our advice? Make it fun and find a way to connect with your teammates in a safe and comfortable way. We’ll provide the swag, race shirts, and free beer from 10 Barrel for your team party/bbq!
Check out the Cascade Lakes Virtual Relay page to see the numerous ways you can participate in the virtual event to connect with your teammates and make this memorable, fun, and safe.
For those teams participating in the Virtual Cascade Lakes Relay, Cascade Relays will provide:
- Packet Pick-Up in Bend, Portland and Eugene
- BEND: Tuesday, July 21st from 4 – 8pm at 10 Barrel East
- PORTLAND: Wednesday, July 22nd from 4 – 8pm, Location TBA
- EUGENE: Thursday, July 23rd from 4 – 8pm , Location TBA
- A “mystery bag” containing a variety pack of past event t-shirts for every runner/walker participating in the Virtual Relay
- Team Captain Hat – a thanks for all your hard work!
- 22oz Private Label 10 Barrel Beer for every participant (pick up only)
- Social Media Contests and Time Trial Legs with prizes from our sponsors
- Social sharing and check-in incentives
For teams participating in the virtual relay, we require Team Captains complete the following items so we can properly prepare to support your team during CLR virtual week.
ARE YOU PROVIDING THE 2020 CLR RACE SHIRTS FOR THE VIRTUAL RELAY?
We invest in high quality shirts that our participants rate as the best in the running industry. In order to provide every participant with a shirt size that fits them perfectly, we order hundreds of additional shirts than we need every year. Therefore, based on the survey the PAC has advised us to save the 2020 CLR shirts for next year and provide a “mystery bag” of past event shirts to teams that decide to participate in the Virtual CLR this summer. Every participant of the Virtual Relay could receive multiple shirts from past events.
HOW DO WE USE OUR CREDIT / DEFERRAL FROM CLR2020?
WILL MY HAV DONATION TRANSFER TO NEXT YEAR?
MY TEAM WANTS A FULL REFUND OF OUR HAV DONATION FROM OUR 2020CLR REGISTRATION. WILL YOU REFUND THIS HAV DONATION?
WHY ARE YOU NOT PROVIDING A REFUND OF OUR REGISTRATION FEE?
Unfortunately, we cannot provide refunds as this is simply not financially possible. By early March when COVID restrictions were announced, 61% of our annual budget had already been spent, months prior to our summer events. Our staff works all year to prepare for our events and we make advance payments on goods and services to our vendors/partners that are non-refundable.
Registration fees pay for much more than just the operational expenses to produce an event, which include expenses such as portable toilets, tables/tents/chairs, traffic control, medical services, and event staffing. Event award expenses such as T-shirts, medals, team captain gifts, and swag have already been sourced and paid for as we order six months in advance to ensure these items arrive months before the event. Overhead and administrative expenses such as staffing costs for four employees, warehousing/office lease, insurance, marketing, website, registration database, taxes, and professional fees such as accounting, are a large percentage of our annual budget in order to produce high quality large scale events for you and your team to enjoy.
WHAT DID OUR REGISTRATION FEE PAY FOR SINCE YOU’RE NOT PRODUCING CLR THIS YEAR?
WHY IS HOOD TO COAST ABLE TO PROVIDE 100% DEFERRAL TO 2021 AND CASCADE RELAYS IS NOT DOING THE SAME?
Cascade Relays employs four full time employees and our events are not even 1/10th of the size of Hood to Coast or Ragnar, which means our percentage of labor cost to revenue is exponentially higher. Our labor costs and administrative/overhead is 51% of our annual budget, while our actual expense to produce the event and those expenses we are able to recoup and provide back to you as a credit/deferral for not producing the event this summer, is significantly less than Hood to Coast. All employees of Cascade Relays are paid a reasonable living hourly wage or salary for Central Oregon. Cascade Relays is a small family-run organization with the support of community partners – we don’t have large corporate sponsors, we don’t accept thousands of teams, and we are not venture capital backed or private equity owned. We all strive to produce exceptional and safe events, but our events are not the same in the experience and the revenue vs costs to produce the event are not comparable.
MY TEAM IS NOT SATISFIED WITH YOUR CREDIT/DEFERRAL POLICY. WHAT LEGAL RECOURSE DO I HAVE?
- I understand that once registration is paid for and accepted via the lottery, the registration fee is non-refundable and non-transferable.
2. In consideration of this, Cascade Lakes Race Group, LLC will do everything in its power to hold the relay as advertised, but due to the nature of the event, extenuating circumstances not under the control of the event organizers, may necessitate course changes or cancellation for the safety of the participants. These circumstances include, but are not limited to: weather and other forces of nature, last minute road closures and construction, or forest fires in the vicinity of the course.
A pandemic is a “force of nature” that was not predicted or planned for by anyone. Our cancellation policy and refund policy are clearly stated and was acknowledged by all team captains as they registered and paid the registration fee for their teams.