18th ANNUAL FRIENDS FOR LIFE BIKE RALLY 2016 CALL TO ACTION COMMITTEE DESCRIPTIONS

Transcription

1 18th ANNUAL FRIENDS FOR LIFE BIKE RALLY 2016 CALL TO ACTION COMMITTEE DESCRIPTIONS Contents ROLES AND RESPONSIBILITIES OF ALL COMMITTEES... 2 PWA STAFF PARTICIPATION... 2 STEERING COMMITTEE CO-LEAD ROLES... 2 COMMUNITY ENGAGEMENT... 3 FOOD... 3 FUNDRAISING... 4 MEDIA AND COMMUNICATIONS... 4 PARTICIPANT ENGAGEMENT... 6 RECRUITMENT... 6 RIDER TEAM LEAD... 6 ROAD SUPPORT... 7 RUSTLER... 8 SPONSORSHIP... 9 TRAINING AND SUPPORT... 9 WELLNESS EVENT MAPS PRODUCTION... 10

2 ROLES AND RESPONSIBILITIES OF ALL COMMITTEES Following are the common responsibilities of all committees of the F4LBR Assist in coordinating and executing pre-departure pickup day, packing day, return day and post event pickup days. Provide a smooth transition period for the following year s committee. Promote and encourage integration and updates between all committees and members. Create and share a plan of targets, goals and measurables, which is then used for tracking and end of year reporting Identify the wins and challenges for the relevant committee, along with suggestions for next year s incoming committee member to consider/action/implement. Have a documented status update for each Steering Committee meeting held PWA STAFF PARTICIPATION Prior to applying for a crew role within the event, PWA staff must have authorization from their manager for the vacation time required for their participation. PWA staff are ineligible for Volunteer Leadership roles (Co-chair or Steering Committee Co- Leads). STEERING COMMITTEE CO-LEAD ROLES The Steering Committee comprises two Co-leads from each of the individual Committees of the Bike Rally as well as the Co-chairs, PWA Director of Development & Communications, PWA Special Events Coordinator and PWA Board Representative. Following are the responsibilities: A two-year commitment, to be staggered between co-leads Mandatory attendance (of at least one co-lead) at all monthly Steering Committee Meetings as well as any additional required meetings for First Response, Cultural Competency and as required. Maintain all new and existing committee documentation in designated online file sharing storage area including: Bike Rally Tracking Sheet containing committee steering and individual member contact information, goals, action items, etc. Additional Committee Documents such as detailed role descriptions, policies and procedures, specific committee route maps, schedules, lessons learned etc. Create and maintain a budget and submit to PWA for approval no later than October 24, 2014 Attend major Bike Rally events including, but not limited to, Holiday Party, Launch Party, Jersey Social, Big Meeting, Pickup Day, Packing Day and Post Rally Pickup Days Be available to attend group events as put on by recruitment and events & social Be available to drive back from Montreal to Toronto on Return Day (Sunday, August 2, 2015) and assist with unloading. Assist with Bike Rally storage locker clean-out and inventory both pre and post event. Deliver relevant, key information to all Bike Rally participants as required (i.e., Big Meeting, enews, during the event, etc.). With the assistance of PWA staff, recruit and train volunteers and ensure proper registration procedures are followed. Manage volunteers during events as applicable/needed. Page 2 of 10

3 Assign crews and supervisory crew for teams and schedules. Hold Rider and Crew Committee meetings at regular intervals (minimum 2) to encourage team building within all committees. Hold two formal meetings within the year with Co-Chairs and PWA staff member (Director of Philanthropy and Communications or Special Events Coordinator) to update and inform of current and upcoming subcommittee activities Engage volunteers and committee members and encourage the development of leadership for future years. Promote and encourage integration and communication between all committees. Coordinate with PWA staff as needed. Other duties as required. Maintain an environment of privacy and confidentiality within volunteer management and throughout entire event. COMMUNITY ENGAGEMENT Community Engagement committee is responsible for connecting with current and new supporters in communities along the Bike Rally route to cheer on and support Participants. Contact current clubs, businesses, churches, foundations, institutions, BIA s, etc. who have shown support in the past and keep them engaged with the progress of the Bike Rally Seek out new relationships; Consult the community as part of creating awareness and understanding Inform the community as part of our planned arrival times and days Keep records of contact names, their associations and any important information needed. Work with Media and Communications to develop a schedule of meeting points along the Ride. Follow up with contacts after the Ride and delegate Thank you letters from Bike Rally points of contacts. FOOD The Food Crew, in coordination with the official caterer for the event, is responsible for all aspects of nutrition and hydration during the event. In coordination with PWA, ensure that all food and hydration supplies are quoted, ordered and received in time for Bike Rally departure and/or scheduled for pickup along the route. Develop schedules for breaks, lunches and dinner including setup, serving, teardown and cleanup. Develop menu for breaks. Responsible for disposal of all garbage and recycling during event. Manage and maintain the Food Crew event route maps, updating as required for detours due to construction, etc. Work with the Rider Team Lead Committee to schedule rider team assistance at mealtimes during the event. Work with PWA and recruit volunteers for the Food Crew. Page 3 of 10

4 Supervise a team of up to 26 volunteers during the event. This includes two Snack Truck Teams, breakfast, lunch, dinner crews and on ride sponsors. Establish a communication schedule to keep crew members informed of team news, Bike Rally news and upcoming training and events. Establish and maintain a welcoming team environment. Organize a minimum of one crew social prior to the event to encourage crew team building before the event. Organize a minimum of one training session prior to the event. FUNDRAISING The Fundraising Committee are responsible for developing a participant fundraising support strategy. Provide strong support to all Riders and Crew in their fundraising efforts and, in coordination with PWA Director of Philanthropy & Communications, develop and implement a robust Fundraising Strategy. Support New Fundraisers by facilitating training, and developing support material and guidelines. Empower Top Fundraisers through recruitment, encouragement, acknowledgment, and by active listening. Ensure Fundraising Tools & Resources, such as Artez and fundraising-related content on the website, are continually being improved. In coordination with the Sponsorship Committee, PWA Staff and Media and Communications, plan for and secure any incentive prizes, and ensure adequate communication and promotion of incentives. MEDIA AND COMMUNICATIONS The Media and Communications Committee is responsible for raising awareness of the Bike Rally and the work of PWA through effective use of all available communication channels. As well as improve process delivery and effectiveness of messaging. MEDIA All media-related work leading up to, during and post event including: Build Media and Communications Committee with PWA Director of Philanthropy & Communications. Create Media Communications Plan and review with Executive Committee and Presenting Sponsor, if applicable Create media plan and review in conjunction with Sponsorship and Co-Chairs Work with official photographer, and with participants to ensure adequate exposure (as defined in pre-ride & during ride requirements) of all sponsors Develop personal interest stories for media pitches and to ensure appropriate messaging. Assess and build media opportunities within the Bike Rally community. Develop template for participants to use when pitching media stories. Collect and update media contacts and pursue media opportunities. Page 4 of 10

5 Collect and store all media coverage print, web and video. Work with Executive Committee to maintain and update Preparedness Plan. Provide post event media summary for Executive Committee and Sponsor recognition packages. Create and distribute press releases. Ensure that on-site media is hosted and getting the key messages and media content. COMMUNICATIONS The communication platforms include the website ( social media (Facebook & Twitter), e-news and other initiatives. Work with PWA to update recruiting poster and brochure. Maintain and update pages and information. Organize conversion to following year of all dates, information and links to be implemented Maintain forwarding for IDs. Provide Executive Committee with website traffic and social media statistics. Verify monthly Joomla modules are current and update where required as well as backup databases, Joomla and website content. Reset Joomla stats counter. Manage e-news schedule. Solicit, write, edit and distribute relevant content in coordination with PWA. Develop strategic plan for and maintain Facebook, Twitter and other social media accounts. Attend (or delegate) all Bike Rally events to ensure exposure and capturing the build up to the ride PHOTOGRAPHY: All event photography pre and during event. Social Events Photography Attend all Bike Rally Social Events including but not limited to Holiday Party, Launch, Jersey Social (Spring Fling), Big Meeting and Montreal Arrival Party. Act as official photographer as all Bike Rally Social Events. Provide a copy of pictures to PWA and Media and Communications Committee. Event Photography Travels with Bike Rally as the official event photographer. Takes pictures throughout the event. Gets signed waivers from non-participants or for special situations. Provides a copy of pictures to PWA and Media and Communications Committee. Event Videography Travels with Bike Rally as the official event videographer. Takes video throughout the event. Gets signed waivers from non-participants or for special situations. Provides a copy of video to PWA. Page 5 of 10

6 PARTICPANT ENGAGEMENT 18 th ANNUAL FRIENDS FOR LIFE BIKE RALLY The Participant Engagement Committee is responsible for planning and coordinating all of the events/activities engaging Participants leading up to, during and after the Ride. In coordination with the Steering Committee and PWA Staff, schedule, organize and implement social events throughout the year including, but not limited to, the reunion party, holiday party, launch party, Big Meeting social, David Linton Memorial Ride, Montreal Arrival Party, etc. Plan and execute evening activities for Participants during the rally. Implement the Ambassador program that connects first year participants with experienced participants before official teams are formed. Develop and facilitate themes and activities during the events, and publicize in coordination with Media and Communications. In coordination with the Sponsorship Committee and PWA Staff, plan for and secure any prizes, decorations or special materials required for social events. RECRUITMENT The Recruitment Committee is responsible for recruitment and retention of both riders and crew for the event. Develop recruitment and retention strategy for the year. Liaise with PWA Staff for registration at events, shows, conventions, etc. Coordinate Recruitment crew volunteers to attend events, shows, conventions, etc. Place orders for show supplies with PWA Special Events Coordinator minimum 1 week prior to event for pickup. Manage logistics for recruitment events including setup, strike, scheduling and transportation of materials and resources as required. Attend, or delegate, to all mass events that are setup and scheduled to ensure maximum recruitment opportunities RIDER TEAM LEAD The Rider Team Lead Committee leads the rider teams for the event. In coordination with PWA, Leads recruit, manage, support, and coordinate training for Rider Team Leaders to help prepare Riders for the event. In co-ordination with Training and Development, work on training plan, needs and execution including tracking the success of the TRCs Ensure post-training ride survey is completed to ensure real time feedback Develop a culture whereby the TL s recognize that they are the first line of knowledge, promotion and support of the ride Work with each TL to ensure that there is an action plan in place to ensure first year riders get the best possible experience In coordination with PWA, assign Riders to teams. Schedule training rides and assign Rider Team Leaders to make announcements and sweep (or recruit sweeps) for each training ride. Page 6 of 10

7 Supply waivers and track rider participation on all training rides and provide to PWA. Work with Food Committee Co-leads to schedule assistance at meals. Manage and maintain the training ride route maps, updating as required for detours due to construction, etc. Develop communication strategy to ensure all participants are engaged Provide form s /letters or templates to team leaders to ensure consistent messaging Be an active promoter of our sponsors and in coordination with the Sponsorship committee, secure any prizes or product to assist with team building Co-Manage a team of riders. Act as first line of communication with riders and answer or redirect, as necessary, any questions riders may have. In coordination with PWA, establish a communication schedule informing riders of important deadlines, dates, Bike Rally news and upcoming events. Assemble riders during the event for location departures, to sweep for half-day and to help with serving one meal. Lead as required, training rides including sweeping, warm up, announcements and collecting signed waiver forms from riders/participants. Pre-survey at least one route and communicate results to Rider Team Committee Leads. Hold a minimum of two team building meetings prior to the event; encourage and provide support and team participation before, during and after the event. Track the development of the riders as it pertains to deadlines, training and fundraising Assist PWA in ensuring that riders meet minimum fundraising requirements no later than June 30, All riders must meet minimum no later than Friday, July 3, 2015 in order to be eligible for ride. Other duties as required. ROAD SUPPORT The Road Support Crew is responsible for rider safety during the event and pre-event training rides. It is comprised of 4 sub-crews with varying responsibilities and schedules during the rally: Road Support Proper; Motorcycle; Mechanic; and Route Marker. Coordinate advance Rider route marking and volunteers during the event. Coordinate and train sub-crews regarding policies and procedures related to the Bike Rally. Assign Road Safety Proper and Motorcycle Crew to assist in long training rides in conjunction with Rider Team Leader Committee. Coordinate the placement of Road Safety Crew along the route during the event and safe transportation of riders during the event. Working with PWA, recruit volunteers for the Road Safety Crew. Manage a team and assign roles for approximately 35 volunteers during the event. Hold daily crew meetings during the event. Establish a communication schedule to keep crew members informed of team news, Bike Rally news and upcoming training and events. Establish and maintain a welcoming team environment. Page 7 of 10

8 Organize a minimum of one crew social prior to the event to encourage crew team building before the event. Organize a minimum of one training session prior to the event. Responsible for management of both ongoing training and specific training sessions for all road safety sub-crews. Liaise with all other crew leads throughout long training rides and the event. In coordination with the Sponsorship Committee, PWA Staff and Media and Communications, plan for and secure any group donations, and ensure adequate communication and promotion of product provided for socials RUSTLER The Rubbermaid Rustlers transport all Bike Rally participants personal gear during the Bike Rally. The Rustler Committee works together, September through July, adhering to plans and priorities established by the Steering Committee, to coordinate the logistical planning of the Rustler component of the upcoming Bike Rally. The Rustler Committee consists of: Two Crew Co-Leads and two to four additional volunteers committed to being Rustlers and interested in assisting the Rustler Crew Co-Leads prepare for the upcoming Bike Rally. Rustler Crew Co-Lead Work together to coordinate the logistics and best practices of the Rustler Crew. Working with PWA, recruit volunteers for the Rustler Crew. Supervise a team of up to 24 volunteers during the Rally. Establish a communication schedule to keep crew members informed of team news, Bike Rally news and upcoming training and events. Establish and maintain a welcoming team environment. Organize a minimum of one crew social prior to the event to encourage crew team building before the event. Organize training sessions for driving practice and tent (massage, mechanic & snack) setup and teardown. Manage and maintain the Rustler event route maps, updating as required for detours due to construction, etc. Have a valid G class driver s license and be comfortable driving large vehicles. Able to lift 50 to 70 lbs. In coordination with the Sponsorship Committee, PWA Staff and Media and Communications, plan for and secure any group donations, and ensure adequate communication and promotion of product provided for socials Rustler Crew Committee Members Have a valid G class driver's license. Able to lift 50 to 70 lbs. Able to work within, and contribute to, a team environment. Assist Team Co-Leads with Rustler recruitment by spreading the word and encouraging friends to contact Bike Rally Coordinator with crew interest to participate. Available for meetings and/or training sessions prior to and during the rally. Page 8 of 10

9 Assist Crew Co-Leads at Rustler information table (Big Meeting, Launch). Assist Crew Co-Leads with communication when Rustlers need to be telephoned. Coordinate and encourage team social activities pre- rally for team building. Coordinate Pot Luck Picnic Lunch for Tent & Truck Day. Assist Team Co-Leads with tasks during Rally. Loading of rider and crew bins on packing day and the daily loading and unloading of the bins throughout the ride. Loading and safe transportation of rider bicycles in Montreal, return to Toronto and unloading in Toronto at designated post event rider pickup location. SPONSORSHIP The Sponsorship Committee is responsible for securing both in-cash and in-kind corporate sponsors. In coordination with PWA Director of Philanthropy & Communications, develop Sponsorship strategy and recognition standards. Approach potential sponsors for in-cash/in-kind donations or discounts on materials and services used by the Bike Rally and its participants. Work closely with PWA staff to ensure consistent communications and follow-up. Maintain Sponsorship Package and tracking sheet in coordination with PWA staff. Ensure proper stewardship of, and appropriate recognition to, sponsors prior to, during and after the event in coordination with PWA staff. Ensure engaging, communicating and follow up meets with the sponsors preferred method (face-face, , calls, etc.) and where possible, includes PWA Staff representation. Ensure all contracts and offerings, are signed by PWA Staff representative and are consistent amongst the bike rally sponsorship levels Work with all other committee members to ensure appropriate recognition is attributed to each sponsor Give regular updates as to the state of the nation and the identified sponsors and what we are asking for Ensure that all sponsors asks from our participants and community are vetted by the committee TRAINING AND SUPPORT The Training and Support Committee is responsible to ensure all rider & crew participants are prepared for the event. Develop training and support strategy for the year. Help prepare participants for the event with training and technical knowledge by scheduling and organizing seminars on new participant orientation, fundraising, bike maintenance, cycling techniques, camping, sports nutrition, etc. Organize Bike Rally Expo. Attend recruitment and social events. Organize and manage weekly Winter Training sessions Interview and recruit potential Training Ride Coaches Organize and schedule Training Ride coaches Page 9 of 10

10 Develop and implement a Training Ride Coach training session Collaborate with Rider Team Leaders Committee to identify areas of improvement in general and for specific riders and ensure rider attendance at seminars and training rides. Collaborate with the team leaders to ensure that the training rides are appropriately assigned Incorporate new Fundraising training programs and materials in coordination with Fundraising Committee. Respond to training questions from participants or be prepared to redirect questions appropriately to ensure the best possible sharing of training information and event preparedness. WELLNESS The Wellness Crew is responsible for all medical aspects during the event including complimentary therapies. Manage volunteers and assign roles during event (including therapists, nurses, yoga instructors, chiropractors any and all therapists). Assist with long training rides. Maintain copies of confidential medical information from Bike Rally participants during the event and enforce proper privacy protection of information and secure destruction post event. Responsible for all medical issues of crew and riders. Wellness Committee Lead has final say in treatment and suitability to continue ride. Contribute in any crisis management efforts. Schedule and deliver two First Response training sessions to Bike Rally leadership. Working with PWA, recruit volunteers for the Wellness Crew. Work with Rider Team Leads to organize therapies on training rides. (min. 2)? Supervise a team of up to 21 volunteers during the event. Establish a communication schedule to keep crew members informed of team news, Bike Rally news and upcoming training and events. Establish and maintain a welcoming team environment. Organize a minimum of one crew social prior to the event to encourage crew team building before the event. Organize a minimum of one training session for Wellness Crew prior to the event. EVENT MAPS PRODUCTION Reporting to the Co-Chairs and PWA person(s) to: Be responsible for updating all event maps (both rider and crew). Create electronic formats for GPS and smart phones (KMZ or other popular formats). Page 10 of 10