Tŷ Hafan Cardiff Midnight Sleep Walk Friday 16 May

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1 Tŷ Hafan Cardiff Midnight Sleep Walk Friday 16 May Dear Supporter, Thank you for generously giving your time to take part in the Tŷ Hafan Midnight Sleep Walk. Over a six mile course you ll see Cardiff and many of its landmarks by night; you ll be with friends and many likeminded ladies, so you ll also have a lot of fun along the way! Once the walk is underway and in the hours that follow there ll be many Mums across South Wales who will not be with you, but will also be awake. Not exactly wide awake, but going without sleep as they attend to the needs of their children who have been diagnosed with a life-limiting condition. They do so without question or complaint, putting the needs of their children way above their own. It s Mums like these that Tŷ Hafan provides short break care, looking after their children through the night so they can get a much needed and well deserved full night s sleep; which they need for their own health and relationships with the rest of their family. You ve done so much by registering, but now for the really important bit. I chose to make a 50 donation: If you have chosen to donate your 50, thank you so much. You ve helped to support families with lifelimited children. You will only need to read the event information sections of this briefing pack, not the fundraising pages. I chose to raise a minimum of 50 in sponsorship: If you have chosen to raise 50, or more, in sponsorship, thank you for doing this. You, along with your sponsors, will be helping to support families with life-limited children. We want to give as many Mums as possible as many good night s sleep as we can, which means we need to raise as much money as we can; so please knock on the doors of your neighbours and cajole your family and work colleagues to sponsor you so that you can smash your 50 target. Or why not aim even higher! If you raise over 100 you ll receive a commemorative Midnight Sleep Walk t-shirt. And the lady that sends in the most sponsorship by 29 August 2014 will win a luxury spa prize (see sponsorship tips section of pack)! You will need to read the entire briefing pack, including the fundraising pages. 1

2 Please make sure you remember your walker number on the night as you will need to quote this (it s on your event registration confirmation ), along with your mobile number, to the person that completes your 'on the night' registration. As part of your registration fee, you will receive the following items: Neon fun pack (flashing neon headwear and glow jewellery) Refreshments (inc. water at the start and a warm drink and snack at the finish) Your 'Midnight Sleep Walk 2014' momento as a thanks from us. These items will be available to collect on the night, after you have registered. Please do not hesitate to contact the Tŷ Hafan events team if you have any queries, and let us know immediately if you are unable to attend. We look forward to seeing you at the Millennium Stadium in Cardiff on Friday 16 May. Yours sincerely Jessica Morgan Marketing and Events Officer 2

3 Event information The Midnight Sleep Walk commences at midnight from the Millennium Stadium in Cardiff following a six mile route taking you through Cardiff City Centre to Cardiff Bay and back. Please see attached map of the route Your official race number will be issued to you when you register on the night, and you will need to wear this so that we can identify you Wear your pyjamas on the night in honour of the Mums. Please be sensible with what you choose to wear as it could be a cold night and most importantly wear comfortable walking shoes. In the event of rain, we will provide waterproof ponchos for our superhero midnight sleep walkers to wear We will provide you with marshals to ensure your safety at the event. Fixed position and walking marshals will be able to direct you along the route and call event HQ on the radio, if required You will need to park your cars, in a Cardiff City Centre car park. St. David s car park, which is situated opposite the Motorpoint Arena, charges 2.00 for parking after 5:00pm and this is a 24 hours car park. Alternatively, you can park in Westgate Street NCP car park, situated directly opposite the Millennium Stadium Gate Three entrance. This car park is open 24 hours but they do charge more You will need to go through Millennium Stadium Gate Three to reach the registration area Please note that for safety reasons no items or bags can be left at the Millennium Stadium during the walk. Access to the Millennium Stadium will be strictly limited to those taking part in the walk and marshals You will collect your walker number and neon fun pack (neon flashing headwear and glow jewellery) on the night Dogs on leads are allowed to accompany you on your walk; however, please note they will not be allowed into the Stadium. Instead, you will have to look after your dog outside so we advise you not to arrive too early. As we are happy to involve dogs in the walk, we would of course ask anyone who brings a dog to be a responsible owner and clear up after their pet Please do not bring your sponsorship money with you on the night. More information about sending in your sponsorship will be provided towards the end of this briefing pack. 3

4 Event timetable 10:00pm 11:30pm: Gates open at Millennium Stadium (Gate 3, Westgate Street) Event registration (collection of walker number, neon fun pack and bottle of water) 10:00pm 11.45pm: Midnight: 1.30am 3.30am: Entertainment and warm up Midnight Sleep Walk starts with a lap of the pitch (route approximately six miles) Approximate finish times NCP Gate 3 Event rules 4

5 We ask all midnight sleep walkers to follow the below rules on the night so as to ensure a safe and enjoyable event for all: If a midnight sleep walker decides to end the event early and leave the event, organisers must be notified (we will phone you if we are not aware you have withdrawn and may end up waking your household at 5am so please let us know) All instructions given by Tŷ Hafan marshals and Millennium Stadium marshals must be followed The consumption of alcohol or drugs prior to or during the event is strictly prohibited The set route must be followed No running allowed this is a walk not a race All safety (reflective/luminous) items given to sleep walkers must be worn No nuisance noise when near to residential areas Suitable footwear must be worn not slippers Midnight sleep walkers must stay on designated pedestrian footpaths and use designated pedestrian crossings Midnight sleep walkers must not walk on the roads Midnight sleep walkers must not pass the designated lead marshals. 5

6 Training and fitness Just in case you re a neon party girl who has been on a break, the following training guides can help you get back in shape for the Midnight Sleep Walk (please consult your GP before embarking on any physical exercise programme). Absolute beginner? Here s how to get started: If you re an absolute beginner or perhaps feeling unfit, it s first important to build a walking habit and increase your walking time gradually. The starter plan below will help you get underway: Week one: Start with a 15 minute walk at an easy pace, five days a week. Spread out your days, for example by making days three and six rest days. Week two: Add five minutes a day, so you re walking 20 minutes five days a week or you may wish to extend yourself more on some days, followed by a rest day. Week three: Add five minutes a day, so your walking 25 minutes a day, fives days a week. Week four: Add five minutes a day to walk 30 minutes, five days a week. Once you re able to walk 30 minutes at a time comfortably, you can move on to the weekly walking guide below. Reasonably fit? Try our weekly walking guide: Start walking two to three miles, three times a week for the first two weeks, building up to three to four miles in the third week. On the days when you re not walking, spend some time stretching or doing another activity, like swimming. You can then move on to the weekly plan below: On Tuesdays, Thursdays and Saturdays walk two to three miles Take a day off (but stretch) on Monday, Wednesday and Friday Sunday is a mileage building day, so on the first Sunday walk two miles, on the second Sunday walk three miles and on the third Sunday walk four miles. For a few Sundays, walk five miles, building up to six miles leading up to three weeks before the Midnight Sleep Walk. Obviously this is just a guide and you can vary the exact days of the week, but generally have a day off between each walking day and always listen to your body; if you have been unfit then build up gradually. Sponsorship tips Set your goal 6

7 It is much easier to fundraise when you have a target to aim for. As we ask each midnight sleep walker to raise a minimum of 50, why not set this as your goal and aim to smash it? Sponsor yourself! Decide how much you would like to give and enter your own name on the top of your sponsor form - it is much easier to ask others to contribute if you have already sponsored yourself. How to raise 50 in a week Take the first step and sponsor yourself 5 Ask two family members to sponsor you 5 Ask your neighbour to contribute 2.50 Ask one friend to contribute Ask three colleagues to sponsor you 2.50 each Ask one workplace supplier to contribute 10 Ask your boss/company to contribute 10 or even better, if they will match whatever you raise Well done, you ve raised 50! Now you can concentrate on your training, unless you want to raise even more money for Tŷ Hafan! Your sponsorship form Your sponsorship form will be ed to you in a week. If you do not receive it, please contact One of the toughest elements of taking part in the Tŷ Hafan Midnight Sleep Walk event is the collection of sponsorship money after the event from those who have pledged it. Try to collect as much of the money as you can before the event, i.e. when it is promised to you. Win a luxury spa break! With thanks to Western Power Distribution, we are giving away a luxury spa break to the individual who raises and submits the most sponsorship by 29 August 2014 so please try to raise as much as you can to win this amazing prize. Corporate Sponsorship Sponsorship tips continued 7

8 As the Midnight Sleep Walk is designed to improve teamwork of company staff, the Personnel or Human Resources Department may well fund part of the required sponsorship Department heads may part fund the sponsorship for individual employees within their budget responsibility Sponsorship may also be given by the sports/social committee Sponsorship may be obtained upon application to the company charity board. Individual Sponsorship Get your immediate work colleagues to sponsor you. Pass on sponsor forms to friends and colleagues in different departments to widen the sponsorship net and spread out the workload. Forms can be printed as many times as needed Social friends and family are usually very supportive Local pubs are supportive of good causes and are often more than willing to sponsor. Raffles/Events Hold a raffle in the work place. The company and local suppliers are normally more than willing to donate prizes Hold a raffle in the local pub. Landlords/ladies will usually throw in a meal for two or a free bottle/crate of drink from their suppliers. By choosing a major event (e.g. football or rugby match) you will maximise your sponsorship opportunity Arrange a quiz night. They are great fun and raise a lot of money. Other Ideas Have a swear box for your work colleagues and friends Sale of homemade cakes/pastries are very successful Arrange a worst tie/shirt/blouse/dress competition Employee baby photograph competition Throw a cocktail or exotic beer party with a nominal charge. Online sponsorship 8

9 It is really easy to start your fundraising by setting up an online giving page, for example: This will enable you to go online and very easily set up a personalised web page for yourself. You will be able to list details about what you are doing (Midnight Sleep Walk), why you re doing it and how much you are aiming to raise. It even lets you upload a picture. You are more than welcome to copy and paste text from our website: and You can then your online giving webpage address link to friends, family, work colleagues, businesses and many more, who will be able to go to your webpage online and sponsor you using their credit or debit cards. They can even leave a 'good luck' message that is displayed on the page. This form of sponsorship is ideal as it means you can approach people who you do not see often or even in another country! It also means that after the event you do not have to run around collecting the sponsorship money, it is all done automatically through the website and paid directly to Tŷ Hafan. It s free and will take you only a matter of minutes, and you don t have to be a web designer! Be Creative! Why not run a competition and ask your sponsors to guess the total time it will take you to complete the walk? They can include their guess in the message box on your online giving page. Are you on Facebook or Twitter? Why not ask your friends to support you by linking to your online giving page so it appears on your wall for all your friends to see? Not only can they click through from Facebook and Twitter to sponsor you online, but they ll also be able to see your target and easily check out your sponsorship progress. Don t forget to sponsor yourself first to get the ball rolling! Tweet about your challenge: #midnightsleepwalk and Good luck! 9

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