[Habitat Exec] Postponing Beaver Dash!

[Yuxin Jing]

What about the people who've already paid?

-Cynthia
________________________________
From: mit-habitat-exec-bounces at MIT.EDU [mit-habitat-exec-bounces at MIT.EDU] on behalf of Camille A DeJarnett [camilled at MIT.EDU]
Sent: Friday, October 25, 2013 9:04 AM
To: Habitat for Humanity Exec
Subject: [Habitat Exec] Postponing Beaver Dash!

Hi guys,

Due to an moratorium on road races in Cambridge, Will and I will think it's best to postpone the Beaver Dash until the spring. Even if the moratorium is still around then, as long as we get into contact with MIT police a few months ahead of the race, we should be able to have it. I'm so sorry for not figuring this out earlier! Though MIT police and DAPER were kind enough to sign off on event registration even with the the incredibly late notice I gave them, I should have gotten in touch with them way before now.
I'll get into contact with people who signed up to volunteer or run today. We'll talk more about how to return cash donations at our meeting Monday at 6:15. We'll also still need to send TYs to donors. I think all of the prizes we have should still be fine to give away in the spring.
Natasha, I've emailed infinitedisplay at mit.edu<mailto:infinitedisplay at mit.edu> to cancel our ad for today, but if you were in contact with anyone with a personal email address there, could you get in touch with them? Could you also cancel the FB event and send a message to all invitees about the postponement?


Begin forwarded message:

From: Ryan Steele <rsteele at mit.edu<mailto:rsteele at mit.edu>>
Date: October 24, 2013 12:11:23 PM EDT
To: William G Watkins <wwatkins at mit.edu<mailto:wwatkins at mit.edu>>, Camille A DeJarnett <camilled at mit.edu<mailto:camilled at mit.edu>>
Cc: Stephanie Kloos <skloos at mit.edu<mailto:skloos at mit.edu>>
Subject: RE: Beaver Dash on Saturday

Hello Will,

Just to chip in real quick I mentioned to the person who stopped by yesterday with a event registration form that it was highly unlikely this event would be approved on such short notice by MIT Police.  As of early this morning MIT Police have not yet been approached regarding this event with the event registration form.  Attempting to hold the event without proper approval could jeopardize the groups standing at MIT and I do not think any of us want to see that to a group with such good intentions.

I'd recommend your group to start working to postpone this event from  this Saturday until the spring (or alter the event) as I find it very unlikely the event will be approved.  Stephanie would be the best person to work with and as she mentions below the earlier the better when it comes to planning.

Just to cover a few reasons why your event will most likely not get approved.  Currently the City of Cambridge has banned road races for the immediate future in the City of Cambridge - now the majority of your race is on sidewalks but you do cross some streets and I believe you run on Amherst for a short distance until you get to Vassar.  MIT Police still may be able to get this approved but you need time to get rule clarification and whatnot.  MIT Police also need to have the notification in order to make sure they have appropriate staffing as well to help prevent or react to anything that may come up/officers at street crossing areas.  We have a lot of events that take place (it is Family Weekend this coming weekend) on any given weekend so with the short notice they may not be able to find anyone to cover your event.  Recently during a race up in Hampton Beach, NH several people died/injured due to getting hit by a vehicle so there are reasons why the planning with Stephanie ahead of time is important and safeguards are in place as even with the proper planning things could happen especially when interacting with City/Campus streets.

Just a heads up I did look in to possible smaller space within our space (outdoor track, indoor track, outside grass fields) but our schedule both Saturday and Sunday is already full so we do not have any backup locations to move this within our space this weekend.

Hopefully that gives you a insight in to some of the background.  Please keep us posted once your group gets together to discuss.  Any questions feel free to let me know.



Excellence | Community | Education | Leadership | Wellness

Ryan Steele
Evening/Weekend Facility and Events Manager
Dept. of Athletics, Physical Education and Recreation
Massachusetts Institute of Technology
120 Vassar Street - Building W35-297D
Cambridge, MA 02139-7404
617-452-4153 (office)
617-258-7343 (fax)
rsteele at mit.edu<mailto:rsteele at mit.edu>


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