Arthritis Walk Logistics

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 guidedont feel
  constrainedthink 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!
• Dont forget dog walk registration

9
Memorable Mission Delivery.

• Heroes Banner
• Wall of Heroes
• Blue Hats
• Faces of Arthritis
• Mission tent
• Advocacy
• Program info
• Statistics
• Lets Move Together
• Dont 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 for walkers 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 Yous

15
Dont forget..

• Security
• Onsite 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!