Walk Planning Committee Job Descriptions

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1 Walk Planning Committee Job Descriptions

2 Walk Planning Committee Organizational Chart 1 Walk to End Alzheimer s Planning Committee

3 Event Goal: $357,000 Event Revenue, Awareness, and Event Experience Willingness to support the Alzheimer s Association and its mission Ability to make necessary time commitment to the Planning Committee Proven organizational, leadership, delegation, and communication skills Knowledge of the local community and key individuals in the community Capability to recruit and train committee members The Event Chair serves as the volunteer leader for the planning and execution of Walk to End Alzheimer s. The Event Chair is responsible for recruiting an effective volunteer committee focused on raising revenue, increasing awareness, and implementing event activities. He/she will provide leadership through delegation and support to his/her committee. Complete Partnership Agreement with Walk staff. In coordination with Walk staff and Event Co-Chair, develop and manage an event budget. Work with Walk staff to develop and determine Walk event goals such as sponsorship, team recruitment, team retention, total participants, participant revenue, TrialMatch registrations, and advocate sign-ups. Recruit a Walk Event Co-Chair to help with committee recruitment and event planning. Be familiar with the Walk Planning Committee job descriptions. Recruit, train, and retain Walk Planning Committee members to manage sponsorship, team recruitment, team retention, marketing and outreach, mission objectives, and logistics. Form relationships with chairs so they feel comfortable calling you. Host a Committee Orientation to train and educate committee members on Walk to End Alzheimer s best practices. Encourage and assist these committee members in recruiting their subcommittee members. Work with Walk staff to establish committee meeting dates, times, and locations. Plan, lead and facilitate committee meetings. Adhere to Walk timeline. Delegate responsibilities and tasks to committee members. Communicate regularly with committee members and staff to make sure everyone is on target and knows their expectations. Monitor progress to confirm tasks are completed and assist when needed. Plan and attend pre-walk and post-walk events such as: Volunteer Kick-off Party, New Team Kick-off, committee meetings, team captain meetings, bank nights, and Walk Celebration Party. Thank all committee members, sponsors, volunteers, etc. Ensure that appropriate recognition efforts take place. Conduct a post-walk review with committee members and encourage suggestions for next year. 2 Walk to End Alzheimer s Planning Committee

4 Walk Event Co-Chair Event Goal: $357,000 Event Revenue, Awareness, and Event Experience Willingness to support the Alzheimer s Association and its mission Proven organizational, leadership, delegation, and communication skills Ability to make necessary time commitment Knowledge of the local community and key people in the community Capability to recruit and train committee members Capacity to manage committee in the absence of the The Walk Event Co-Chair assists the Event Chair with overseeing the committee and reaching Walk goals. This position will also assume the responsibilities of the Event Chair in the event that he/she is not able to fulfill their duties. Complete Partnership Agreement with and Walk staff. In coordination with and Walk staff, develop and manage an event budget. Work with and Walk staff to develop and determine Walk event goals such as sponsorship, team recruitment, team retention, total participants, participant revenue, TrialMatch registrations, and advocate sign-ups. Work with the to recruit, train, and retain Walk committee members to manage sponsorship, team recruitment, team retention, marketing and outreach, mission objectives, and logistics. Assist the in hosting a Committee Orientation to train and educate committee members on Walk to End Alzheimer s best practices. Assist the in the delegation of responsibilities and tasks to committee members. Communicate regularly with committee members and staff to make sure everyone is on target and knows their expectations. Monitor progress to confirm tasks are completed and assist when needed. Assist with committee meetings and facilitate in the absence of the. Assist with pre-walk and post-walk events. Continuously report progress to. Thank all committee members, volunteers, and sponsors. Ensure that appropriate recognition efforts take place. 3 Walk to End Alzheimer s Planning Committee

5 Walk Sponsorship Chair Event Revenue Sponsorship Goal: $134,375 Willingness to support the Alzheimer s Association and its mission Capability to cultivate and maintain long lasting relationships with corporate contacts Ability to ask for large sums of money Knowledge of business and community resources Excellent organizational, presentation, and negotiation skills The Walk Sponsorship Chair serves as the primary lead for recruiting new sponsors to the event as well as strengthening relationships with existing sponsors. This position also works to identify opportunities to engage the business community in the mission of the Alzheimer Association s through Walk. The Walk Sponsorship Chair will be responsible for engaging sponsors in all Walk activities. Complete Partnership Agreement with and Walk staff. Work with the, Walk Event Co-Chair and Walk staff to develop a plan of action to ensure sponsor recruitment, retention and revenue goals are met. Recruit, train, and manage the Sponsorship Subcommittee whose main responsibility is to assist with sponsor recruitment and retention. Develop and implement strategies to reach new sponsors. Work with staff partner and committee members to compile a list of potential sponsors. Assist in other sponsorship efforts including securing in-kind donations, etc. Host Sponsorship Subcommittee meetings as to monitor progress and make sure everyone is on target to hit their goals. Assist them when needed. Delegate responsibilities and tasks to Sponsorship Subcommittee members. Assist them in researching and identifying, soliciting, and securing sponsors. Continually report progress to. Work with other committee members (logistics and marketing) to ensure sponsorship benefits are met both prior to and on event day. Thank all sponsors, Sponsor Subcommittee members and volunteers. Ensure that appropriate recognition efforts take place for each. Conduct a post-walk follow-up with all sponsors to ensure future engagement. 4 Walk to End Alzheimer s Planning Committee

6 Walk Team Recruitment Chair New Team Goal: 20 Event Revenue Willingness to support the Alzheimer s Association and its mission Proven leadership, delegation, and communication skills Ability to make necessary time commitment Well-connected within the community Enthusiastic and out-going The Walk Team Recruitment Chair will be responsible for recruitment of new Walk teams and the New Team Kickoff event. The Walk Team Recruitment Chair will assemble a committee that can recruit new Walk teams from all sectors of the community and coach the new teams to fundraise through calls with team captains. The committee should be organized so that each committee member is responsible for recruiting a specific number of new teams. Complete Partnership Agreement with and Walk staff. Understand the role of a Walk to End Alzheimer s Team Captain and be comfortable communicating about the importance of this role. Work with and staff partner to develop and determine new team recruitment goals. Work with the to develop a plan of action to ensure team recruitment, fundraising, and year round engagement goals are met. Recruit, train, and manage the Team Recruitment Subcommittee whose main responsibility is to assist with gaining new teams. Develop and implement strategies to reach new teams from corporations, organizations, families and friends, facilities, schools, support groups, hospitals, churches, etc. Be creative when looking for new opportunities. Host Team Recruitment Subcommittee meetings to monitor progress and ensure everyone is on target to hit their goals. Assist them when needed. Delegate responsibilities and tasks to subcommittee members and monitor their progress. Assist them if needed. Continuously report progress to and work closely with Walk Team Retention Chair. Promote Champions Club and Grand Champions Club and advertise the incentive program. Plan and implement team engagement calls with the Team Recruitment Subcommittee. Manage the Team Kick-off invitation list. Plan and execute the Team Kick-off three months before the Walk to recruit new teams. Thank all team captains, Team Recruitment Subcommittee members, and volunteers. Ensure that appropriate recognition efforts take place for each. Work with Walk Team Retention Chair to plan an off-season retention plan for all of this year s new teams. 5 Walk to End Alzheimer s Planning Committee

7 Walk Team Retention Chair Team Retention Goal: 40% Event Revenue Willingness to support the Alzheimer s Association and its mission Proven leadership, delegation, and communication skills Capability to make necessary time commitment Ability to maintain long lasting relationships Creative and sincere The Walk Team Retention Chair will be responsible for retaining prior Walk teams through recruiting a Team Retention Subcommittee. Each Team Retention Subcommittee member should be responsible for cultivating and retaining a specific number of teams. This position will work year-round on team retention strategies including planning and executing the Walk Celebration Party and past team registration event(s). Complete Partnership Agreement with and local Walk staff. Understand the role of a Walk to End Alzheimer s Team Captain and be comfortable communicating about the importance of this role. Design a plan to reach out and re-register teams for the new season. Utilize the Past Team Tracking Spreadsheet as a tool for subcommittee members to manage past teams. Work with to recruit, train, and manage the Team Retention Subcommittee whose main responsibility is to retain existing teams. Host Team Retention Subcommittee meetings throughout the year to develop action items and plans reach the team retention goal. Assign and delegate responsibilities to subcommittee members. Each subcommittee member should be in charge of one of the following areas: Team Touches, Past Team Registration Event(s), or Walk Celebration Party. Continually report progress to and share ideas with the Walk Team Recruitment Chair. Make personal team touches to prior year teams to encourage registration, fundraising, and engagement. Promote Champions Club and Grand Champions Club and advertise the incentive program. Plan Team Kickoff with Team Recruitment Team to get past Team Captains registered. Hold a Walk Celebration Party one month after Walk to recognize and reward Team Captains. Coordinate and advertise Team Kickoff and the Walk Celebration Party. Work with the Walk Team Recruitment Chair to ensure current Team Captains have a succession plan in place. Thank all Team Captains, Team Retention Subcommittee members, and volunteers. Ensure that appropriate recognition efforts take place for each. 6 Walk to End Alzheimer s Planning Committee

8 Walk Marketing and Outreach Chair Awareness Event Goal: $357,000 Willingness to support the Alzheimer s Association and its mission Ability to make time commitment Knowledge of the local community Good organizational, communication, presentation and negotiation skills The Walk Marketing and Outreach Chair is responsible for creating awareness and promotion of the event. The Walk Marketing and Outreach Chair will ensure collateral distribution takes place across the community and recruit a committee to help in building public awareness of the Alzheimer s Association through the promotion of Walk to End Alzheimer s. Complete Partnership Agreement with. Work with to manage and adhere to approved budget. Recruit, train, and manage the Walk Marketing and Outreach Subcommittee whose main responsibility is to assist with marketing of Walk through in-kind media and grassroots marketing activities. Develop and implement strategies to obtain donated media opportunities. Be creative when looking for new approaches to promotional opportunities within your community. Identify feature stories for media, write and distribute press releases, arrange radio interviews and media coverage for day of event, and prepare spokespeople in coordination with the Walk Mission Chair. Continually report progress to. Coordinate the delivery of collateral materials to distribution points and maintain relationships with lead contacts to ensure adequate supply. Augment existing outreach (brochure and poster distribution, paid advertising, etc.) with creative strategies. Delegate responsibilities and tasks to the Marketing and Outreach Subcommittee members. Work with other committees (Team Recruitment, Sponsorship) to ensure all fulfillment obligations are covered. Help identify opportunities to expand outreach into diverse communities. Communicate regularly with Marketing and Outreach Subcommittee members to make sure everyone is on target to hit their goals. Monitor progress to confirm tasks are completed and assist when needed. Thank all placement contacts, Marketing and Outreach Subcommittee members and volunteers. Ensure that appropriate recognition efforts take place for each. 7 Walk to End Alzheimer s Planning Committee

9 Mission Chair Planning Team Advocate Goal: TrialMatch Goal Event Experience 50% all registered walkers (between advocacy & TrialMatch) 50% all registered walkers (between advocacy & TrialMatch) Willingness to support the Alzheimer s Association and its mission Ability to influence and inspire people Enthusiastic and passionate about the cause The Walk Mission Chair is responsible for mission and public policy activities at the Walk to End Alzheimer s including the Promise Garden. The Walk Mission Chair is also responsible for connecting the community, teams and team members to the mission throughout the Walk to End Alzheimer s season. They also serve as the primary lead for identifying opportunities to engage Walk participants in advocacy efforts before, during and post-event. The Walk Mission Chair will recruit a subcommittee to help with these mission initiatives. Complete Partnership Agreement with. Recruit, train, and manage Mission Subcommittee members whose main responsibility is to assist with executing our core mission elements (advocacy recruitment, Trialmatch recruitment, programs and support, and the Promise Garden). Work with Walk Logistics Chair to coordinate a space on Walk day for reflection, honor, and remembrance through the Promise Garden and a tribute wall as well as other mission activities at Walk. Work with the to ensure that a mission moment is present at all pre-walk and post-walk events and committee meetings. Work with Marketing and Media Outreach Committee to ensure there is a mission component present in all marketing efforts. Continually report progress to. Adhere to Walk Event timeline. Ensure mission education route signs are utilized throughout Walk day. Work with the Walk Team Recruitment and Walk Team Retention Chair s to ensure that mission education is present in year-round communications and team touches. Coordinate the flow and recruit volunteer speakers for opening ceremonies. Thank all Mission Subcommittee members and volunteers. Ensure that appropriate recognition efforts take place for each. 8 Walk to End Alzheimer s Planning Committee

10 Walk Logistics Chair Event Experience Event Goal: $357,000 Ability to commit to the Alzheimer s Association and its mission Excellent organizational skills and detail oriented Ability to create and execute the event site map and flow Flexible, adaptive, and creative The Walk Logistics Chair is responsible for day of event logistical needs and recruits and trains day of event volunteers to ensure a great event experience for all participants. The Walk Logistics Chair works with all committee members to ensure Walk day components (such as the start/finish line, opening ceremony, and the walk route) are well planned. Complete Partnership Agreement with. Be knowledgeable about mission of the Alzheimer s Association and how Walk fuels that mission. Work with to adhere to approved budget. In coordination with, develop a plan of action to ensure Walk day logistical needs are met both prior to and during event. Recruit, train, and retain Walk Logistics Subcommittee members whose main responsibilities are to assist with providing a seamless event experience and maximizing the event s capacity. Work with the Sponsorship Chair to help secure in-kind donations including water, refreshments, and other critical onsite needs. Recruit and organize Walk day onsite volunteers to ensure there is enough support for key event areas. Continually report progress to. Work with to coordinate all vendors, including table and chair rentals, tents, portable restrooms, transportation, equipment, balloon arch, start/finish line, staging, and route needs. Ensure Walk participants have a great experience at Walk from parking to the finish of the Walk. Ensure Walk route is exciting, motivational, entertaining and safe for Walkers. Implement an exciting Walk start line and finish line experience including the Thank You Brigade best practice. Responsible for overall setup and breakdown of event. Ensure that all supplies, materials, and equipment are delivered on time to the Walk and everything is removed after the event. Communicate regularly with Logistics Subcommittee members to monitor progress and ensure everyone is on target to hit their goals. Confirm tasks are completed and assist when needed. Thank all Logistics Subcommittee members, volunteers, and sponsors. Ensure that appropriate recognition efforts take place for each. Work with the Event Chair to assess what worked logistically and what can be improved. 9 Walk to End Alzheimer s Planning Committee

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