ESTABLISHING YOUR PLANNING COMMITTEE

Transcription

1 ESTABLISHING YOUR PLANNING COMMITTEE Many hands make light wrk! This is especially true in event planning. Fr mst cmmunities, a grup f 5 r 6 dedicated vlunteers shuld be able t plan and implement a Steps fr Life walk withut any ne persn taking n t much. Remember that mre vlunteers will be needed n the day f the walk! A minimum f three (3) planning cmmittee members is required t rganize a Steps fr Life walk. Cmmittee Membership Recruiting Cmmittee Members Every vlunteer is unique and n tw cmmunities are the same. Anyne wh is interested in wrkplace health and safety and/r injury preventin, and wishes t supprt Threads f Life is welcme t participate in planning yur Steps fr Life event. Sme f ur cmmunities have been successful in recruiting Planning Cmmittee members frm: Lcal Threads f Life Family members, Prvincial Wrkers Cmpensatin Bard representatives, Labur ministry inspectrs (prvincial r federal) Labur/Unin representatives (e.g. Canadian Aut Wrkers, Canadian Unin f Public Emplyees, Public Service Alliance f Canada) Members f the Canadian Sciety f Safety Engineering (CSSE), Safety Services rganizatins and Health and Safety Assciatins Occupatinal health and safety prfessinals, including Health and Safety Advisrs/Crdinatrs r cnsultants with industry leading emplyers Chamber f Cmmerce/ Business Imprvement Assciatin members Schl bard representatives lcal spnsrs and ther emplyers in yur cmmunity High schl, cllege r university students interested in, r pursuing careers in media relatins, fundraising, vlunteer crdinatin, marketing r cmmunicatins Placing a vlunteer descriptin with a vlunteer netwrk, such as CharityVillage.cm. Yur Threads f Life Reginal Develpment Crdinatr can als help yu t identify ptential lcal representatives. Steps fr Life Planning Guide Page 7

2 COMMITTEE ROLES As with any team, yur Planning Cmmittee will perate mst efficiently where each cmmittee member clearly understands their rle within the cmmittee, and what is expected f them. Based n ur experience we highly recmmend the fllwing rles be filled/assigned n yur cmmittee t ensure as successful and fun event. Key Planning Areas fr yur Cmmittee It is best t decide early wh will take the leadership rle fr Key Planning Areas f Steps fr Life. All members f the cmmittee shuld be aware f what fellw members are wrking n and what still needs t be accmplished, s that they can help each ther ut where pssible. Once a lead has been established fr each f the key rles, the leads can request input and/r assistance frm fellw cmmittee members by frming a sub-cmmittee. Sub-cmmittees may be nly ne persn r may be a small grup. Yur cmmittee may als chse t cmbine ne r mre sub-cmmittees. Imprtant! This guide prvides sme suggestins abut hw t rganize the Key Planning Areas within yur cmmittee. Hwever, depending n the number f vlunteers yu have and the expected size f yur cmmunity s walk, the rganizatin f yur planning and sub-cmmittees may be different. Cmmittee Functins Event planning is mst successful (and the mst fun!) when yu re wrking with a great team. Clearly defining rles and respnsibilities helps t ensure that yur walk planning stays n track and that nthing imprtant is missed. In the fllwing pages yu will find detailed descriptins f the cmmittee functins required fr a successful event. Please ensure at least ne cmmittee member takes the lead n each functin belw. Where assistance is required, the lead can frm a subcmmittee f tw r mre individuals t assist with larger tasks. As yur cmmittee reviews each f the rles, indicate in the space prvided wh has agreed t take the lead in each f the Cmmittee Functins: Chair / C-Chairs Spnsrships Vlunteer Recruitment Lcal Prmtin/Media Lgistics (Lcatin & Venue, Fd & Beverage, Entertainment, and Signage) Registratin Steps fr Life Planning Guide Page 8

3 Chair / C-Chairs Crdinates and rganizes meetings, leads crdinatin f planning activities and acts as the primary cntact with Threads f Life. Chair 1: Chair 2: Each cmmittee must have a cmmittee Chair r C-Chairs. As the central rganizer(s) fr yur cmmittee, they are respnsible fr: Scheduling Planning Meetings: Organizing meetings, establishing an agenda (with input frm ther members) Managing Planning Meetings: Ensuring minutes are recrded and circulated t cmmittee members and Reginal Develpment Crdinatr, as well as managing discussin and timelines during meetings Event Crdinatin: Leading the crdinatin f yur cmmunity s Steps fr Life event and ensuring the integrity f Threads f Life mandate and materials, Keeping a Task List: Maintaining a task list itemizing timelines and wh is respnsible fr their cmpletin, VIPs: Determining which lcal VIPs shuld be invited t the walk and what their rle will be. Arranging Strage Space: Arrange fr a secure place t stre walk supplies frm year t year. Acting as the primary cntact between Threads f Life and yur lcal Planning Cmmittee Threads f Life strngly suggests that cmmittees planning Steps fr Life walks split these duties between tw (2) C-Chairs, in rder t manage the respnsibilities f this leadership rle. Steps fr Life Planning Guide Page 9

4 Spnsrships Cmmits t appraching lcal businesses and individuals fr financial spnsrship and requesting in-kind dnatins t help ffset the hard csts f hsting the walk. Spnsrships Lead: Spnsrs can significantly ff-set the cst f rganizing the event. Threads f Life appraches natinal crprate spnsrs fr Steps fr Life as part f its natinal marketing strategy. Lcal spnsrs shuld be apprached t ffer mnetary and in-kind dnatins t the event. This in turn gives lcal businesses the pprtunity t raise their prfile in their wn cmmunity as gd crprate citizens cmmitted t injury preventin and wrkplace health and safety. Dnatins f items can als be accepted t use as prizes fr raffles r giveaways. The Spnsrships Lead is respnsible fr: Reviewing the current Cmmunity Spnsrship Levels and Benefits dcument 2 Identifying ptential crprate spnsrs f the walk wh might dnate cash and/r supplies fr the walk, Develping and implementing a plan including: Wh will apprach the ptential spnsr? If smene knws the ptential spnsr they may be the best persn t make the request. Hw will the apprach be made? In-persn is the mst likely t succeed, fllwed by a telephne call. A letter alne is the least likely t succeed. Ensuring ptential spnsrs understand what is required f them and keeping the chair/c-chairs updated n the status f spnsrships. Prviding spnsrs with the current Steps fr Life Spnsrship Cmmitment Frm 3, and ensuring that they are aware f the timelines fr returning the cmmitment frm and remitting payment t Threads f Life, 2 Available under at 3 Same. Steps fr Life Planning Guide Page 10

5 Facilitating a request fr required electrnic lg files, r prviding spnsr cntact infrmatin t yur Reginal Develpment Crdinatr, Ensuring that all spnsrs are recgnized at the event, Cmpleting an In-kind cntributin frm 4 t capture all f the in-kind gifts and dnatins fr the walk, and Sending thank yu letters t all in-kind and cash spnsrs fllwing the walk. Yur crdinatr can als give yu sme suggestins abut wh ther cmmittees have apprached and can prvide yu with a sample letter that yu can custmize fr use lcally. A spnsr is nt fficially recgnized until Threads f Life receives a cmpleted a current Spnsrship Cmmitment Frm 5 frm the cmpany representative r full payment f the spnsrship mnies. Hw t becme a Steps fr Life spnsr: If a cmpany, rganizatin r individual is interested in spnsring yur cmmunity s Steps fr Life walk specifically, prvide the spnsr with a cpy f the Spnsrship Cmmitment frm, and ask that they submit it directly t Threads f Life. If a cmpany, rganizatin r individual is interested in spnsring Steps fr Life in mre than ne cmmunity (i.e. reginally r natinally); please cntact yur Reginal Develpment Crdinatr, wh can help yu. Spnsr Lgs Belw are the lg requirements fr eligible spnsrs. Please submit each f the fllwing files applicable t the spnsrship pprtunity: 1. Fr web display n ne r mre cmmunity s page at stepsfrlife.ca: This file must be a lw-reslutin GIF r JPG, a maximum f 140 pixels wide. 2. Fr web display as a natinal spnsr at stepsfrlife.ca: a transparent GIF r JPG, a maximum f 180 pixels wide. 3. Fr print n T-shirts: a vectr (i.e. EPS) file. Please nte: that each f the files applicable t the spnsrship pprtunity must be submitted in the prper size and frmat. Spnsr lgs in PDF frmat cannt be used. 4 Available at 5 Available at Steps fr Life Planning Guide Page 11

6 Vlunteer Recruitment: Cmmits t recruiting and crdinating vlunteers fr the day f the walk and thanks vlunteers fr their time and effrt. Vlunteer Recruitment Lead: The Vlunteer Recruitment Lead crdinates the recruitment, tracking, and recgnitin fr all vlunteers including cmmittee members! Determine the number and rle f vlunteers at yur walk. Example vlunteer rles: Set-up Parking Registratin desk Greeters Rute marshals Children s area Barbeque/fd service Phtgrapher(s) Tear-dwn Trained vlunteer First Aiders Financial accuntability Media crdinatr Family Spkespersn (arranged thrugh Threads f Life, where pssible): A family member affected by a wrkplace tragedy, wh agrees t give a shrt speech at the walk and speak with media befre and during the walk Steps fr Life Planning Guide Page 12

7 Begin recruitment f vlunteers as early as pssible. Ptential vlunteer pls t cnsider include: Persnal and prfessinal netwrks (Cmmittee members family, friends, and c-wrkers) Students - sme prvinces require that high schl students cntribute vlunteer service, r invite students frm an ccupatinal health and safety training r human resurces prgram Lcal/Cmmunity vlunteer pstings and vlunteer netwrk services such as CharityVillage.cm Ask yur Reginal Develpment Crdinatr if there are Threads f Life Family members in the area that they can invite t vlunteer Vlunteers will ideally cme frm the ranks f families, schls and businesses in yur cmmunity wh want t be invlved in raising awareness f the imprtance f injury preventin. Prvide vlunteers with rle descriptins in advance f the walk. Ensure that yu include infrmatin abut where and when they shuld reprt t the site, wh they shuld speak t at the site and hw lng they will need t be there. Meet vlunteers at the site r arrange fr smene t meet vlunteers and answer any questins. Track time cntributed by all vlunteers, including cmmittee members, and ensure vlunteer hurs are submitted t Threads f Life using the nline webfrm r the In-Kind Dnatin Frm 6 Thank vlunteers either in persn at the walk r in writing after the walk. Yur Reginal Develpment Crdinatr can be f assistance in identifying ptential vlunteers in yur cmmunity, as well as prviding yu with tls such as sample recruiting letters. 6 Available nline at: Steps fr Life Planning Guide Page 13

8 Lcal Prmtin (including Media) Cmmits t develping and implementing a plan t prmte the walk lcally thrugh lcal media and ther available channels t recruit walkers. Lcal Prmtin/Media Lead: Prmtinal Materials Threads f Life will prvide, n a best effrts basis, the fllwing prmtinal materials fr use in prmting yur lcal Steps fr Life walk: 1. A USB / Thumb drive: A thumb drive cntaining a slide shw f images frm the previus year s walks will be distributed t all planning cmmittees. The slide shw can be used t prmte the walk and the thumb drive can be used t save high reslutin phts f this year s event t send back t Threads f Life. 2. Brchures and psters: Threads f Life will prvide yu with prmtinal materials which can be psted r left in apprpriate lcatins. Psters will be available in bth English and French and will als be available electrnically. 3. prmtins: Beginning in February, Threads f Life will create and circulate prmtinal s every tw t three weeks that tell a stry abut ne f ur family members, cmmunities, r spnsrs, and invite peple t jin a lcal walk. Yur Lcal Prmtins cmmittee shuld create a distributin list fr these messages and frward each f the s t that distributin list. A persnal intrductin t the can be included in yur message, alng with yur lcal walk details and a link t yur Cmmunity Page, fund under Lcatins at stepsfrlife.ca. Steps fr Life Planning Guide Page 14

9 Where/Hw shuld we prmte ur Steps fr Life walk? Display prmtinal materials Identify lcatins fr each item and persn(s) respnsible fr distributin. Sme pssibilities: Bereaved families (lcal chapters) Lcal running rganizatins Lcal faith grups, such as church rganizatins Lcal ffices f health and safety rganizatins, prvincial r federal labur ministries, Office f the Wrker Advisr, etc. Labur rganizatins (CAW, CUPE) lcal membership Cmmunity Centres Public Libraries Special events bulletin bards Media Threads f Life will crdinate a natinal media strategy and prmtins. The rle f yur lcal prmtins lead is t ensure as many lcal peple as pssible knw abut the walk. A cmmunicatins plan with apprpriate timelines shuld be develped t best maximize lcal media expsure fr yur walk. Media: Send media releases, public service annuncements and letters t the editrs at lcal papers, TV statins (Include lcal cable statins) and radi befre the walk. Threads f Life will prvide a sample media advisry and event listing. Fllw up t gauge interest. Wherever pssible have a lcal Threads f Life Family Member quted. Assign a Media Crdinatr fr the event Fr the day f the walk assign ne persn t the rle f media crdinatr. Ensure all vlunteers knw wh the media crdinatr is and are able t direct any reprters t the media crdinatr. Steps fr Life Planning Guide Page 15

10 The media crdinatr will meet all reprters, prvide them with backgrund infrmatin abut Threads f Life (Backgrunder will be prvided); intrduce the reprter t ne r mre family spkespeple in attendance, get a business card r cntact infrmatin fr the reprter and request infrmatin abut the lcatin and timing f the stry. Please track all media cverage received and send website links r scanned cpies f news articles t yur Reginal Develpment Crdinatr, alng with any feedback yu ve received abut any prmtinal methd used. Online Fundraising Pages Encurage registrants t custmize and share their nline fundraising pages with family, friends and c-wrkers. Participants wh register nline are autmatically set up with an nline fundraising page with standard text. Participants wh register manually can request a persnal fundraising page by sending us an at cntact@threadsflife.ca. Custmizing the text and adding yur pht can g a lng way t explaining why participating in Steps fr Life is imprtant t yu! Crprate Participatin Crprate and gvernment supprters can participate in the walk thrugh spnsrship, in-kind supprt (dnated gds/services r ffice space fr cmmittee meetings), prmting the event r by registering teams. In past years sme rganizatins challenged ffices in ther regins t wh culd raise the mst mney and the number f walkers registered. Teams f crprate and gvernment supprters can enter a Crprate Challenge. Crprate challenges are a fun way t lead as a champin f injury preventin and t raise awareness f Nrth American Safety and Health (NAOSH) Week (nash.rg). Fr mre inf n the Crprate Challenger, please visit Cnferences and Events Event Listings Identify cnferences and events that wuld attract ptential walkers, such as an ccupatinal health and safety cnference. Develp a plan fr infrming participants this may include flyers, brchures, displays r annuncements. There are many lcal TV statins, radi statins, newspaper clumns and websites that allw yu t submit an event listing fr free. Steps fr Life Planning Guide Page 16

11 Scial Media 7 : On Facebk: Yur cmmunity can create yur wn Facebk Fan page and add yur wn lcal cntent, Use the built-in scial media sharing tls t share yur cmmunity s walk infrmatin at stepsfrlife.ca Yu can link and share frm Threads f Life s Steps fr Life Fan page at fb.cm/stepsfrlifewalk On Twitter: Fllw us at twitter.cm/threadsflifeca, Create yur wn accunt and tweet infrmatin n yur lcal walk t yur cmmunity and netwrk using the hashtag #wewalkfrsafety On LinkedIn: Fllw Threads f Life by searching fr us under Cmpanies Add yur lcal walk as an Event and invite yur clleagues and business cntacts Pre-Walk Prmtin Ideas Here are sme prmtin ideas that have been successful in ther cmmunities: Steps fr Life presentatins t lcal service clubs such as Rtary Clubs; Lin s Clubs, the Kinsmen, Kiwanis Clubs, high schls, clleges and universities. Spnsr Student walkers ask a lcal business t spnsr a team f students t walk. Students can vlunteer t help rganize their walk fr cmmunity hur credits. The Weather Hit des yur lcal TV statin have a weather shw yur cmmittee can participate in the week prir t the walk? Bring the whle crew ut wearing their brightly clured T-shirts! Enter a grup f walkers int yur lcal parade. Wear yur bright yellw T- shirts and hand ut inf abut the walk. 7 Fr guidance and advice n use f scial media, refer t Threads f Life s Scial Media Guidelines. Available under Cmmittee Resurces n stepsfrlife.ca. Steps fr Life Planning Guide Page 17

12 Register yur cmmittee members and custmize yur wn individual fundraising pages t share why Steps fr Life is imprtant t yu! Share the link with family, friends and business cntacts and ask them t supprt yu as yu raise funds t prvide peer supprt fr families affected by a wrkplace tragedy. Yur Reginal Develpment Crdinatr will help yu identify ptential media utlets r prmtins activities in yur area. If yu have questins regarding cntacting media, please call yur Reginal Develpment Crdinatr fr helpful tips t attract media cverage. Threads f Life will als prvide yur cmmittee with a press release fr use lcally. Walk Lgistics Cmmits t rganizing the details fr the day f the walk, including setting a date, time, lcatin, rute and ensuring vlunteers and participants safety. Organizes set-up and tear dwn, fd, entertainment, and signage. Lgistics Lead: Running the event successfully will require a lgistics team. The key rles within this sub-cmmittee include lcatin & venue, fd & beverages, entertainment, and signage. Lcatin & Venue Select a lcatin. Cnsider the fllwing when chsing a lcatin: the walk rute shuld be apprximately 5 km in length Fr utdr venues, is there a shelter area in case f rain? Tents can be rented if n shelter is available, but this can be cstly. If tents are required, please enquire abut having them dnated. Visit the site! Is there running water available? Are the washrms pen fr use? Bth can be cstly t rented, s it is best t find a site where these are included. Are there safety cncerns (i.e. rad crssings r vehicle traffic) and can these cncerns be eliminated (i.e. changing rute, assigning a crssing guard) Steps fr Life Planning Guide Page 18

13 Permits Permits are required fr many parks and recreatin areas. Please enquire with the venue s wner/manager (i.e. the City, Cnservatin Authrity, park wner, etc.) t determine: If the site is available fr the date requested? And if s, is a permit required? When will the venue be accessible t vlunteers fr set up and tear dwn? (i.e. Is yur bking fr certain hurs f the day) Are there any restrictins n the use f the venue? Find ut exactly what the permit gives access t. Are running water and use f washrms and/r shelter included? Permit restrictins are fairly cmmn. Please enquire abut whether there are any restrictins n use f the venue (i.e. barbecues, sund/ public address systems, vehicle traffic/parking, children s activities, dgs, n water bttles etc.). Yu must adhere t any permit restrictins. Find ut abut fees amunt, when they are due and hw they are t be paid Ask if there are any specific insurance requirements. Speak with yur Reginal Develpment Crdinatr t ensure Threads f Life has the infrmatin required t arrange fr liability insurance cverage, by ensuring a Certificate f Insurance is issued fr yur event arrange fr liability insurance cverage, by ensuring a Certificate f Insurance is issued fr yur event Steps fr Life Planning Guide Page 19

14 Yur Reginal Develpment Crdinatr will be able t assist yu with the fllwing: Prviding guidance in answering permit-related questins based n their persnal experience, and that f ther cmmunities, T verify what dcuments Threads f Life can prvide in rder t secure the venue (where required), Ensuring that the time, date and lcatin f yur walk are n stepsfrlife.ca and that the infrmatin is updated as required, Arranging fr payment f permit fees in rder t bk yur venue. Pre-walk site visit ensure that yu visit the venue in advance f the walk. Bring ther cmmittee members t ensure that that everyne understands their rle and the set up plan fr the day f the walk. Agenda create a detailed agenda fr the walk including times, lcatins and peple respnsible. Site Plan Map ut the walk rute and determine lcatin fr registratin, barbeque, speeches, and children s activities. Steps fr Life Planning Guide Page 20

15 Ensure that all physical structures needed fr the walk are arranged well in advance. Sme examples include: Tents Signage (see next page) Trail markers (dn t frget t remve these fllwing the walk) Tables and chairs Water statins Barbeques Children s entertainment Public address systems Prtable washrms and hand-wash statins Electrical service r generatr Lcal service grups may be able t ffer the use f items such as tents r barbeques. Yur lcal Cadets may even have a piper! Safety Supervise set-up and tear-dwn vlunteers n event day. Please ensure yu have a vlunteer First Aid persn available. Sme cmmunities have recruited wrkplace first aiders fr the walk; r have invited St. Jhn s Ambulance r ther prfessinal first aiders t attend (Hwever please be aware that a dnatin amunt is usually required fr these rganizatins.) Be sure the first aiders are clearly identifiable. Please let everyne knw where they are during the pening annuncements and take the pprtunity t thank the first aiders as well. Steps fr Life Planning Guide Page 21

16 Fd & Beverage Bth the fd and beverage and the entertainment sub-cmmittee members shuld wrk clsely with the spnsrship sub-cmmittee in an effrt t get as many f these items dnated as pssible. Determine menu Barbeques are ppular, but yu need t ensure that yur venue will allw this. Depending n yur cmmunity it may be a gd idea t ffer a vegetarian ptin. Sample fd lists are available. Make sure yu are cmplying with lcal health guidelines pertaining t fd strage and handling. Guidelines are available thrugh yur lcal municipality. Pre-walk Sme walks have ht drinks and water available at the start f the walk. It can be very cld in early May and yur vlunteers will be there early. During the walk water statins can be placed alng the walk rute. If yu wish t distribute water bttles, please verify that this is nt restricted n yur park permit. After the walk A lunch f sme type which may include a barbeque r prepared sandwiches. Fd lgistics: Safety ensure yu can keep perishable fds cld (clers and ice packs) Fd handlers prvide basic fd safety infrmatin and apprpriate supplies (including hand sanitizer) t fd handlers Serving tls ensure yu have apprpriate cking and/r serving tls Cntact yur lcal public health unit t determine specific guidelines fr yur cmmunity Leave purchased fd unpened until it is required. Mst grcery stres will refund the purchase price f returned items if they have nt been pened. Cntact yur lcal fd bank r shelter t find ut if they will accept any leftvers Steps fr Life Planning Guide Page 22

17 There are lts f places t get fd and beverages fr walks. Many cmmittees identify lcal prducers wh are willing t dnate items, but dn t stp there! If yur wrkplace has a cafeteria service r ther fd service prvider ask them t dnate fd! Many grcery stres and restaurants are als willing t help. Many cmmunities have benefited frm the genersity f Tim Hrtn s, Rbin s Dnuts, M & M Meats, Metr, Sbeys, and many mre. Be sure t share yur successes! Steps fr Life Planning Guide Page 23

18 Sample Supply List General supplies: Start line: Masking tape, sctch tape and electric tape Staplers Ribbn Scissrs Clip bards Fd: Pens Garbage cans Recycling receptacles Ht dgs/ hamburgers/ sandwiches/ wraps Paper plates Cndiments Items fr key rganizers (each key rganizer shuld have the fllwing) Walkie-talkies r a list f cell phne numbers fr ther key vlunteers Vlunteer assignment list Agenda Registratin: Emergency phne numbers Beverages Cups (if needed) Dessert Serviettes Cking utensils and big cntainers t hld cked fd and keep them warm Serving Utensils Hand sanitizer Receipts List f pre-registered walkers Indemnity frms Registratin frms T-shirts Extra pens Calculatrs Set-up and Tear-dwn: Set-up plan Tape Screwdrivers Wrk glves Steps fr Life Planning Guide Page 24

19 Signage Determine what signage is required fr yur walk. Directinal & Infrmatinal - Wrk with the lcatin and venue subcmmittee t determine all required signage (rute markers, directinal, infrmatinal etc.) Start and Finish Line Use yur creativity! Try ballns, ribbns, tape etc. Spnsr recgnitin - Yur Reginal Develpment Crdinatr will wrk with yu t develp apprpriate signage t recgnize lcal, reginal, and natinal spnsrs Get price qutes befre arranging fr any printing. Yur spnsrship sub-cmmittee may be able t find a lcal business t prvide this as an in-kind dnatin. Entertainment Identify what entertainment, if any, wuld be apprpriate fr yur walk. Ask fr vlunteers t prvide sme f the entertainment. Sme cmmunities have had services dnated by: Face painters, Clwns, Impersnatrs, Bagpipes r ther live music, Lcal businesses mascts. Wrk with the lcatin and venue sub-cmmittee t ensure that all items are scheduled fr the apprpriate lcatin and time frame as well as safe set-up and remval. Keep in mind that the weather may nt always cperate. Discuss this pssibility with yur entertainers and develp a cntingency plan r an early release plan. Steps fr Life Planning Guide Page 25

20 Registratin 8 : Cmmits t managing the registratin/check-in prcess fr the day f the walk, by crdinating statin layut and training vlunteers t register participants and cllect pledges/dnatins in accrdance with Threads f Life s mney-handling and depsit plicies. Registratin Lead: Threads f Life asks walkers t pay a registratin fee t ffset the hard csts f hsting the walk (such as the purchase, printing and shipping f T-shirts, lunch, permit fees, etc.). This allws us t dedicate the mney raised by participants thrugh dnatins t g directly t family supprt. Online registratin is available thrugh payment by credit card. Walkers can als register by mail r fax as well as at the event. It is strngly encuraged that participants register early t ensure the best planning fr fd, supplies and T-shirts. An early bird registratin fee has been successful in prmting early registratin. Online registratin is the easiest and fastest way t register. Fr the mst up-tdate infrmatin n registratin, visit stepsfrlife.ca. Fr infrmatin n early bird registratin rates, visit stepsfrlife.ca/critical-dates Crdinating Team Registratins We encurage cmmunities t add have a vlunteer Team Crdinatr psitin. The Team Crdinatr will actively recruit teams and/r fllw up with teams in advance f the walk t be sure each team is successful. Sme f the things a team crdinatr might d wuld be t cntact team captains and remind them t cllect team members dnatins in advance f the walk; t get a list f T-shirt sizes and make up team kits in advance f the walk; t meet teams at the walk and prvide assistance in rganizing frms and dnatins. Sme f the cmmunities have had extremely successful with Team Challenges. This is an easy way fr lcal businesses t supprt the walk as part f their health and safety prgram and a great way t bst the number f participants. Threads f Life will help yu t develp a team package t distribute t participating grups. Teams may want t cnsider entering the Crprate Challenger. Fr mre infrmatin n Crprate Challenge, visit ur website, stepsfrlife.ca. 8 Threads f Life prvides training, guidance, and cnsultatin (in the frm f a pre-scheduled telecnference) t the individual wh assumes this rle. Please nte that Registratin is a busy area n the day f the walk. Steps fr Life Planning Guide Page 26

21 Crdinating the nsite Registratin prcess at the walk T be successful, the registratin prcess must be planned well in advance. In the spring, cmmittee chairs/c-chairs will receive an annuncement f dates and timeslts fr the registratin telecnferences. A limited number f sessins are available, and participants are required t pre-register t participate. Registratin Leads are essentially respnsible fr develping a strategy fr registratin set up, determining the number f vlunteers required, training vlunteers t accept registratin fees and pledges/dnatins, and recnciling funds. The Registratin Lead will als be respnsible fr ensuring frms have been cpied, and that all f the required tls (i.e. pens, calculatrs, etc.) are available fr the registratin team. During the Registratin Telecnference, Registratin Leads will be riented t Threads f Life s: prcedures fr registering individuals and teams n the day f the walk, mney-handling prcedures, electrnic cpies f frms required fr registratin, recnciliatin f funds, and depsit, Guidance n determining hw many cpies f each frm will be required fr yur walk, Directin n where and hw funds are t be depsited at the bank. Please nte that this telecnference is intended t rient and guide the persn leading registratin n the day f the walk. Up t tw individuals may participate frm each cmmunity, as space is limited. Past participants f the telecnferences have fund them t be invaluable. Successful Planning fr Registratin A smth registratin prcess is imprtant fr setting the stage fr yur walk. When participants shw up n site and are able t register fairly quickly, and withut undue cnfusin, everyne is happy, and yur Steps fr Life walk will begin n the right ft. The registratin telecnference sessin will review planning cnsideratins as well as prcedures t be fllwed. The fllwing tips can als help yu get started in planning fr walk day: Visit yur cmmunity s nline participant list regularly t see hw many walkers have pre-registered. Steps fr Life Planning Guide Page 27

22 Make sure yu have enugh vlunteers in this area. Threads f Life strngly recmmends tw vlunteers per statin. Depending n the size f yur walk, yu may have 2 (small walk), 4 (average walk), r even 6 r 8 (very large walks) statins. Identify (in advance!) which vlunteers will prepare the depsit n the day f the walk. Yu will need a secure lcatin with access t a phtcpier and space t cunt mney and cmplete depsit frms. Yu will als need at least 2 unrelated peple t cunt the mney! tally-up all registratin fees and spnsrships received in advance by yur cmmunity. That way n the day f the walk yu can add mney cllected that day and annunce yur unfficial grand ttal Help yur team captains t be rganized n walk day. If pssible, ask them t tally all pledges/dnatins and cllect any utstanding registratin fees frm their teammates either befre walk day If yur cmmittee is unsure f hw many walk in participants t expect n walk day, yu will want t ensure that walkers that have pre-registered get a T-shirt and fd. A ticket r hand-stamp system can wrk well. Sme f the larger cmmunities have ffered an advanced check in the day befre the walk t allw walkers and team leaders t submit their dnatins and pick up T-shirts and any ther instructins r tickets being distributed n the day f the walk. This apprach has been very successful, particularly fr larger walks, since it simplifies n-site check in n the day f the walk. Please let yur Reginal Develpment Crdinatr knw if yu will be ffering this ptin. Ensure that yu carefully review and fllw all prcedures utlined in the registratin infrmatin package, which will be prvided in time fr the registratin telecnference. These prcedures prtect yu and Threads f Life, reduce stress if things g wrng, and are knwn t make the prcess run smthly. Steps fr Life Planning Guide Page 28