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Arthritis Walk Logistics

Arthritis Walk Logistics. Colleen Ryan Logistics Chair, Arthritis Walk National Volunteer Committee Southern California Chapter. Executing a Smooth Logistics Plan. Importance of pre-planning Organizing a successful logistics committee Empowering volunteers / delegating

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Arthritis Walk Logistics

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  1. Arthritis Walk Logistics Colleen Ryan Logistics Chair, Arthritis Walk National Volunteer Committee Southern California Chapter

  2. Executing a Smooth Logistics Plan • Importance of pre-planning • Organizing a successful logistics committee • Empowering volunteers / delegating • Building an exciting event – including Mission Delivery and Advocacy • Incorporating all of the important pieces

  3. Recruit a Logistics TEAM • Tap into current volunteers, walkers, team captains, volunteer groups • Match people to their interests and skill sets • Train, support, guide and motivate while delegating • Promote ownership of areas • Be willing to break down the job and think outside the Box

  4. Some committee possibilities: • Volunteer Recruitment Chair • Registration Chair • Food and Beverage Chair • Mission Delivery Chair • Kids Zone Chair • Photography Chair • Entertainment Chair • VIP tent chair • Bank Day / Kick-Off-Wrap party Chair • Team Tailgate Chair • Route Chair

  5. Creating a timeline / Action Plan • Set dates for important walk events such as Kick-Off, Team Captain Meetings and Bank Day • Set Meeting schedule – consider agenda specific meetings – not everybody needs to be at every meeting. • Use Walk in a Box • Ask your Walk chair for the logistics folder • Documents in there are just a guide—don’t feel constrained—think outside “the Box” too!

  6. Pre-planning for day of event • Incorporate the Arthritis Walk Standard Event Day Components • Opening Ceremony • Hero Involvement • Arthritis Walk T-shirt • Mission Delivery / Advocacy • Banners & Signage • Evaluation Form / Participant Survey • Celebration / FUN!!!! • Closing Ceremony

  7. Key Elements • Route must be 5K with a 1-mile option • Wheelchair accessible • Visible directional signage • Prominent placement of AW banners and signage • Water stops each mile along the walk route (including water bowls for dogs) • Trained volunteers to lead participants along the route and help them navigate traffic areas • If at a large site, make sure signs and/or volunteers are visible to guide walkers to registration

  8. Registration – The First Impression • The first 10 minutes a participant walks into the event are VERY important. • Have greeters meeting walkers and guiding them to the registration area • Have registration on time – there are always early birds! • Have the registration table fully staffed, making sure everyone knows their role • You only get one chance to make a first impression, so make it count! • Don’t forget dog walk registration

  9. Memorable Mission Delivery…. • Heroes Banner • Wall of Heroes • Blue Hats • Faces of Arthritis • Mission tent • Advocacy • Program info • Statistics • Let’s Move Together • Don’t forget the route!

  10. Volunteers • Plan for about 30% attrition on registered volunteers • Assign according to skills and interests if possible • Re-assign throughout the event – use the time wisely! • Have a volunteer coordinator / sign in booth • Have volunteer designation – hats, shirts, stickers etc. so they can be easily spotted • Give adequate training / cheat sheet

  11. Involve Your Heroes • Heroes lead the walk • Special Hero recognition • Hero reception/activity area in which you greet your Heroes and their families prior to the Walk • Blue hats given to walkers with arthritis • Annual Hero pin given to returning participants • Wall of Heroes forwalkers to write messages, post photos, etc.

  12. Kids Zone!! • Bouncers • Face Painting • Tattoos • Games • Crafts, coloring • Kids raffle • Police cars • Fire trucks • Clowns • Mascots • Kid specific snacks

  13. Celebration!!

  14. Building Participant History • Fundraising Incentives- throughout the build, at the walk • Raffles • Team Tailgate area! • Recognition – on Kintera, at the walk, VIP Tent • Kicking off the next year – Thank You’s

  15. Don’t forget….. • Security • On–site communication (cell phones, radios) • First Aid – emergency plan • Parking / directional signage • Supply boxes for all areas • Permits (if applicable) • Vendor contact info / event sheet info • Transportation for injuries / volunteers • Trash removal / pick-up

  16. Successful Wrap -Up • Notes from committee / area coordinators while memories are fresh! • Participant survey – at the walk, or online • Committee wrap meeting • Participant / Team wrap party • Commemoration online – photos, videos, web site updated • Thank you to vendors, sponsors and walkers • Save the date for next year!

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