1.1 Background Key Features of the Kit Why Include Masters Aged Participants? 4

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1 Front cover design: Michael Thompson

2 1 WHAT IS IN THE KIT? 1. INTRODUCTION 1.1 Background Key Features of the Kit 3 2. GETTING STARTED 2.1 Why Include Masters Aged Participants? Checklist for Developing Activities for Masters Aged Participants 4 3. FACT SHEETS 3.1 The Benefits Your Organisation can Gain from Including Masters Aged 5 Participants in Your Activities 3.2 Barriers to Participation for Masters Aged Participants Strategies to Overcome Barriers Experienced by Masters Aged Participants 7 4. FUNDING SUBMISSIONS 4.1 Hitting the Mark with Funding Submissions to Develop Activities for 9 Masters Aged Participants 5. CASE STUDIES 5.1 Funding Submission - Bairnsdale Keen-Agers Table Tennis Club Program Development - Warrnambool Twilight 7-A-Side Soccer Social 14 Competition 6. PROMOTION 6.1 Sample Newsletter Article Sample Media Release AWARENESS EXERCISE 7.1 True or False Quiz to Highlight Myths and Facts about Masters Aged 18 Participants to Members of Your Organisation

3 2 8. EVALUATING PROJECTS 8.1 Why, What, When, Who and How? Sample Evaluation Templates Participant Pre-Evaluation Template Participant Post-Evaluation Template Stakeholder Post-Evaluation Template PROJECT REPORTING 9.1 Why Report on Projects? Tips for Reporting 24

4 3 1. INTRODUCTION 1.1 BACKGROUND This project was an initiative of the South West Sports Assembly, through the Sport and Recreation Victoria funded Older Adults Recreation Network Program, to address the sporting and recreational needs of an aging population in the South West of Victoria. iii) To provide some guidelines on how to plan, implement, evaluate and report on activities for Masters Aged Participants For the purpose of this resource kit, Masters Aged Participants have been classified as 25 years and over The Mastering Sport Kit was developed as a tool to encourage and assist community or local sport and recreation providers to plan and implement opportunities for Masters Aged Participants. If your organisation would like to discuss the development of an activity, project or program for Masters Aged Participants please contact: 1.2 KEY FEATURES OF THE KIT The Kit has been designed as a user friendly tool to provide simple information that is helpful when developing and implementing activities, projects and programs. The information has been specifically presented to target Masters Aged Participants, but could quite easily be utilised and/or adapted for many other target groups. South West Sports Assembly P.O Box 679 Warrnambool 3280 Ph: The key aims of the Kit are: i) To highlight the barriers, needs and misconceptions relating to Masters Aged Participants ii) To increase the awareness that the Masters Aged Participant target group is an emerging and viable market

5 4 2. GETTING STARTED 2.1 WHY INCLUDE MASTERS AGED PARTICIPANTS? There are many reasons why it makes perfect sense for your organisation to include Masters Aged Participants in your activities. Not only can your organisation provide important physical and social benefits to participants but Masters Aged Participants are also a viable target market who can bring a range of positive benefits to your organisation. 2.2 CHECKLIST FOR DEVELOPING ACTIVITIES FOR MASTERS AGED PARTICIPANTS The following process will provide your organisation with a simple checklist on how to develop your ideas into an activity, project or program. Determine if there is a need and demand to develop activities for Masters Aged Participants within your structure Determine whether or not your club needs to increase its capacity to implement activities, projects or programs that meet the needs of Masters Aged Participants Consider the type of promotions you may need to use to market your proposed activity, project or program Think about the need to modify any rules and regulations to suit the needs of Masters Aged Participants Investigate available resources, including funding schemes, that are available to your organisation to assist in the development and implementation of activities, projects or programs for Masters Aged Participants What are your next steps? Plan, Promote, Implement, Evaluate & Report Identify the potential barriers that may exist for Masters Aged Participants if they are to undertake your proposed activity Consider strategies to overcome these barriers Identify and promote to your members the potential benefits that your organisation could gain by targeting Masters Aged Participants

6 5 3. FACT SHEETS 3.1 FACT SHEET THE BENEFITS YOUR ORGANISATION CAN GAIN FROM INCLUDING MASTERS AGED PARTICIPANTS IN YOUR ACTIVITIES Increased membership Encouragement and mentoring of other members Involvement of people with a range of interests and knowledge Encouragement of a whole family approach to participation Provision of advice, experience and skills for juniors Increase in the pool of potential administrators, coaches and officials Former players returning to your sport Increased use of facilities

7 6 3.2 FACT SHEET BARRIERS TO PARTICIPATION FOR MASTERS AGED PARTICIPANTS Negative attitude from society towards Masters Aged Participants The fear of training and competing amongst juniors The fear that an injury may occur The belief that they can no longer participate at their age The negative perception from family and friends that they are too old for physical activity Limited time available to play sport due to other commitments Lack of sporting experience and confidence Limited knowledge about physical activity among potential participants Transport issues Cost (membership, participation fees and equipment) A lack of realistic role models Low levels of motivation to participate Perceived lack of safety The accessibility of sport facilities Clubs not creating a welcoming and friendly environment (Some information adapted from Sport and Recreation Victoria Resources)

8 7 3.3 FACT SHEET STRATEGIES TO OVERCOME BARRIERS EXPERIENCED BY MASTERS AGED PARTICIPANTS PROMOTE A VARIETY OF OPTIONS FOR MASTERS AGED PARTICIPANTS Develop competitions and events specifically for Masters Aged Participants Provide Masters Aged Participants with opportunities to take up roles such as coaching, administration and officiating MODIFYING RULES AND SPORTING STRUCTURE Reduce game times Limit the amount of physical contact Allow more substitutions or interchange Shorten the length of the season Develop new or modified sports Establish masters categories within sports Reducing the weight and height of equipment Find out the most convenient times and days for Masters Aged Participants PROMOTE POSITIVE ROLE MODELS Promote realistic role models to Masters Aged Participants in all levels of sport to reassure participants of their own ability to play sport Provide information around the misconceptions about Masters Aged Participants AFFORDABILITY Offer the first few sessions free or at a reduced rate to allow people to try before they buy Be familiar with your target group s financial capabilities so you can price your program accordingly Reduce or remove uniform restrictions/rules to help reduce costs Introduce/offer social and casual membership rates Subsidise equipment costs through fundraising events and aim to involve every club member in the fundraising activities It is important not to modify your activities too much to the point that the original concept is lost THE USE AND ACCESS OF FACILITIES Offer masters aged sport groups a reduced rate for hire e.g. Off-peak times Actively promote facilities to the Masters Aged Participant market

9 8 PERCEIVED LACK OF SAFETY Promote your club as being a safe environment to participate at If competitions are at night ensure that there is ample lighting around the car parks Implement a risk management program at your club Complete a self-audit of your club and environment - Is it safe for all members of the community? To address health fears, encourage medical checks for those who have conditions that may be affected by physical activity or for people who have not been exercising regularly FOCUS ON SOCIAL ASPECTS Provide a friendly environment where the emphasis is on participation and social interaction De-emphasise the importance of competition Provide social activities in addition to competition Provide a social environment for initial participation Provide opportunities to refresh or learn skills in a friendly, non-threatening environment Establish participation as the goal rather than competition When organising a location for activities, check the availability of public transport around the area Overcome transport difficulties by encouraging car pooling THINGS TO CONSIDER ABOUT INCLUSION Are grounds, buildings and toilets accessible? Have a nominated person within the club to welcome and introduce new members to current members Provide a buddy system for new members Address any issues of physical access that may inhibit a person s ability to participate Make people with varying skills and abilities feel welcome and involved Be aware that age may not affect the rest of the person s ability to function Consider appropriateness of competing with others considerably younger Conduct inclusive activities rather than segregated activities if appropriate INADEQUATE TRANSPORT When planning to recruit new participants, target communities that are within reasonable proximity to your club (Some information adapted from: Sport and Recreation Victoria and Australian Sports Commission Resources)

10 9 4. FUNDING SUBMISSIONS 4.1 HITTING THE MARK WITH FUNDING SUBMISSIONS TO DEVELOP ACTIVITIES FOR MASTERS AGED PARTICIPANTS ADDRESSING CRITERIA: IS THERE A NEED FOR THE PROJECT? In addressing need, the collection of simple data/evidence to back up your statements is very important. Lack of Activity Choice Feedback gained from a community forum found that there was no provision locally for masters aged residents in this particular activity so we will schedule a new session to cater for this target group Examples of wording that is addressing need: An Increase in Health Issues due to Lack of Physical and Social Activity The need for our planned strength training program is supported by our survey that indicated that our local older adults believe that maintenance of strength and health can enhance their independence Lack of Affordable Options There are only a few affordable physical activity program options in our local community with most of them being structured sports, therefore we are planning a low-cost recreational walking activity as an alternative ACCESSIBILITY In addressing accessibility, it is important to back up your statements with how it will be done. Examples of wording that is addressing accessibility: We have planned specific training for staff to address appropriate supervision, support and guidance through the program for special needs groups The activity will emphasise the concept of charging a small fee (cost kept to a minimal) to ensure it is accessible to pensioners and other low income members of the community This project provides an opportunity to involve low income earners by providing a reduced fee structure Venues, centrally located and close to public transport, will be used to address accessibility Lack of Appropriate Scheduling Competitions already exist but are not at the preferred time for Masters Aged Participants and in response to this we have planned the activity in the morning, which is the most requested timeslot The program will allow flexibility in attendance and scheduling to provide rurally isolated people with an opportunity to participate The venue is fully accessible so that all members of the community can participate

11 10 COST In addressing cost, it is important to back up your statements with budgeted strategies. Examples of wording that is addressing cost: The cost factor will be reduced to participants by equipment loans Prior to committing to a Registration Fee, free Introductory Coaching for Beginners sessions will be held during the first few months A special pay on the day fee will be implemented for those who do not want to compete regularly Membership options will be offered on a season/monthly/half-yearly basis to accommodate varying financial situations To ensure that the activity will have long-term support we are going to link in with other programs that are currently operating instead of going alone The viability of the program is guaranteed due to us securing the long-term use of a local community hall at a minimal charge PARTNERSHIPS In addressing partnerships, it is important to show commitment from your partners including clarification of roles, responsibilities and resource allocation. Examples of wording that is addressing partnerships: We have a letter of support from our state body which has confirmed a $500 grant SUSTAINABILITY In addressing long-term sustainability, it is important to back up your statements with realistic and sound strategies. We have written confirmation from the local sporting centre agreeing to provide a fitness instructor at cost price in support of the project for a minimum of 12 months until we build up numbers Examples of wording that is addressing sustainability: (most funding organisations will want to know how your project will continue past the funding period) A survey of our target group has indicated that after the establishment of the initial activity they are willing to move towards a user-pay system We have a number of partners involved in our project such as the Community Health Centre, School and Business Association. We have collaboratively developed a written Action Plan outlining each stakeholder s roles, responsibilities and contributions

12 11 Letters of support should be specific and clearly outline confirmed levels of support (this may include clarification of roles, responsibilities or resource allocation) PROMOTIONAL STRATEGIES In addressing promotion it is important to base your strategies on local knowledge. Examples of wording that is addressing promotion: We know that 90% of our target group is aligned with one or more Service Clubs, therefore we will promote the program in their Newsletters Because we want to target rural and isolated women we will concentrate our promotion in Community Newsletters and Agricultural Newspapers, which will give us a 75% market reach in our target area Due to the Mobile Library covering our target area, we will utilise the service to distribute our brochures our promotions will reach all kinds of local people

13 12 5. CASE STUDIES 5.1 FUNDING SUBMISSION CASE STUDY Project: Bairnsdale Keen-Agers Table Tennis Club Funding: VicHealth - Active for Life 2001 Target Group: Older Adults Examples of how the funding criteria was addressed in the submission: ACCESSIBILITY Suitable Scheduling To provide access to... social recreation during appropriate hours (mornings, afternoons) virtually 52 weeks in the year... Flexible Commitment... No commitment to attending weekly for team or competitive obligations... IDENTIFYING NEED Lack of Activity Choice There is no provision for older residents in this recreational activity Lack of Appropriate Scheduling... Pennant competition table tennis at several venues, scheduled during the evenings (not the preferred time for older people) that is currently on offer in Bairnsdale & District Lack of Social Based Activity To provide stimulating and enjoyable physical recreation in a social setting for older people. Participants in social table tennis groups have lots of fun Aging Population Nearly 1 in 4 persons living within a 15 minute drive from Bairnsdale is over 60 years of age (Bairnsdale & Paynesville 1996 census: 24% of population.) with the proportion of over 60 s certain to increase sharply over the next decade Low impact and minimal skill requirement for entry level... people find it attractive and easy to take up, or start again (often not having played for 20 or 30 years)... it is relatively undemanding of initial skills and can be taken at an appropriate pace... The project provides free introductory coaching for beginners during the first few months COST All equipment is provided, including bats loaned for new participants Social memberships... a nominal annual subscription... ensures this recreation is accessible to pensioners & other low - income people SUSTAINABILITY The fee structure is related to the costs of operation, leaving a small surplus annually... Self funding and ongoing...

14 13 PARTNERSHIPS Bairnsdale & District Table Tennis Association... with whom the Keen-Agers group is affiliated. The steering committee is an initiative of the BDTTA PROMOTIONAL STRATEGIES Identified Niche Market There will be a special focus on people who have suffered a major life crisis (eg. Death or loss of a spouse/partner or major illness/surgery) Direct personal approaches to and through local organisations which are oriented to our target group i.e. Heartbeat, Arthritis Ass., Diabetes Groups, service clubs, churches... Launch Intensive local media publicity drive related to launching our project (2-3 months prior to & through the launch). Large public street occasion with official launch... Information courtesy of VicHealth

15 PROGRAM DEVELOPMENT CASE STUDY Project: Warrnambool Twilight 7 - A - Side Soccer Social Competition Target Group: Masters Aged Participants Examples of how various areas of the program were developed: IDENTIFYING NEED With no senior league in the area there was a void for players who did not play with the Club s elite team in the Western Victorian Soccer Association, which is based 2 hours away in Geelong. There was also a number of participants who had retired or were novices at the game that were looking for an opportunity to play a social game that was fun and would keep them fit. ACCESSIBILITY Suitable Scheduling As a high percentage of potential participants were masters aged, with business hours and weekend commitments, an after hours twilight competition was developed. Each player could come, play and go home all within an hour - addressing the need for fast food sport. Two short seasons are scheduled a year with the option of participating in one or both of the seasons. Entry Level Skill and Fitness Requirements The nature of the 7 - A - Side structure (modified rules and playing area) allows all age groups to participate equally with experience being as important as fitness and youthfulness. Participation Prior to the match, upon mutual agreement, captains can extend the teams to 8 or 9 - A - Side to avoid players sitting on the bench. Equal Opportunity Due to the interest expressed by some female players coming out of junior ranks as well as mothers and partners of members, the club is planning to replicate the twilight program for women. SUSTAINABILITY User Pay The club has adopted a registration fee (basically covering insurance and uniforms) and then a weekly user-pay fee. The registration fee allows members to participant in two seasons a year if they wish. Flexible Commitment To accommodate busy and unpredictable lifestyles, teams are permitted to utilise a pool of emergency players. PARTNERSHIPS Recruitment The program has developed informal linkages with workplaces and other sports as a recruitment strategy.

16 15 INCLUSION Breaking Down the Generation Gap The program structure allows for participation from juniors through to participants 60 plus. An over 35 s team nicknamed Dads Army has been one of the most successful teams on the field and has recently introduced a policy to blood 2 junior players into their team as a mentoring strategy. PROMOTIONAL STRATEGIES Identified Niche Market The following groups were deliberately targeted: The strategy used to target the above-mentioned groups was very informal and involved a core of existing club members each recruiting a full team from their social networks. This often resulted in a mix of experienced and novice players in each team, which enhanced a high social focus within and between teams. This internal recruitment strategy was very cost-effective and successful. Information courtesy of the Warrnambool Soccer Club Retired elite players Elite players returning from injury Family, friends and colleagues of club members Teams from other sports in their off-season Workplace teams

17 16 6. PROMOTION 6.1 SAMPLE NEWSLETTER ARTICLE The following is a sample article, which can be used in your organisation s Newsletter or promotional materials to highlight your activities that target Masters Aged Participants. Providing Opportunities for Masters Aged Participants With Australia s aging population, our organisation is taking steps to provide opportunities for masters aged people to participate in sport. In 1998, there were 2.3 million Australians aged 65 years and over with only 21.6% participating in sport. In recognition of this, the (organisation name)... has developed strategies to make our structures more inclusive of Masters Aged Participants who we have defined as 25 plus. Participation in masters sport provides significant fitness, health and social benefits. As a community organisation, we believe that the activities we are offering are important steps in recognising the needs of Masters Aged Participants and increasing their physical activity, thus aiming to improve their overall health. Not only does this provide our organisation with a great opportunity to offer a range of services to the general community, but it also promotes life-long participation. The type of activities that we are implementing include: For further information, please contact: (name)...(organisation),... on (telephone)...

18 SAMPLE MEDIA RELEASE The following is a sample media release, which can be used to promote your organisation s involvement in providing opportunities for Masters Aged Participants. Changing ways... Becoming physically active for some can be a challenge in itself. However, participating in some form of activity can bring about a number of benefits such as strengthening of bones, improved muscle movement and strength, reduced likelihood of falls, control of body weight and reduced hypertension just to highlight a few. Australia is becoming an aging population, with more than 2.3 million Australians aged 65 years and over in Despite these figures, the (organisation name)... is taking steps to address this issue by developing strategies to overcome the barriers that prevent masters aged people from participating. Fear of injury, cost, game structure, transport, lack of confidence, time commitments and lack of information about the type of sports available to Masters Aged Participants can be major barriers in preventing people from being physically active. A number of strategies have been developed by our organisation to address these issues so that we can actively target, recruit and retain Masters Aged Participants who we have defined as 25 plus. The (organisation name)... has implemented the following activities: For further information, please contact: (name)...(organisation),... on (telephone)...

19 18 7. AWARENESS EXERCISE True or False Quiz to Highlight Myths and Facts about Masters Aged Participants to Members of Your Organisation 7.1 THE FACTS ON AGING QUIZ: TRUE OR FALSE 1. The majority of old people (65+) are senile (defective memory, demented, disoriented) 9. Older workers usually cannot work as effectively as younger workers 2. The five senses (sight, hearing, taste, touch and smell) all tend to weaken in old age 10. Over three fourths of the aged are healthy enough to do their normal activities without help 3. The majority of old people have no interest in, nor capacity for, sexual relations 11. The majority of old people are unable to adapt to change 4. Vital lung capacity of old people tends to decline with age 12. Old people usually take longer to learn something new 5. The majority of old people feel miserable most of the time 13. Depression is more frequent among the aged 14. Older people tend to react slower than younger people 6. Physical strength tends to decline in old age 15. In general, old people tend to be pretty much alike 7. At least one tenth of the aged are living in long-stay institutions 16. The majority of old people say they are seldom bored 8. Aged drivers have fewer accidents per driver than those under age The majority of old people are socially isolated

20 Older workers have fewer accidents than younger workers 22. The majority of old people are working or would like to have some kind of work to do 19. Over 20% of the population are now age 65 or over 23. Old people tend to become more religious as they age 20. The majority of medical practitioners tend to give low priority to the aged 24. The majority of old people say they are seldom irritated or angry 21. The majority of old people have incomes below the poverty line 25. The health and economic status of old people will be about the same or worse in the year 2010 (compared with young people)? Key to scoring: All the odd-numbered items are false, and all the even-numbered are true (Source: Surfing for Life, Palmore)

21 20 8. EVALUATING PROJECTS 8.1 WHY?, WHAT?, WHEN?, WHO? AND HOW? Why? It is important to evaluate your project for the following reasons: To measure the success of the activity for the organisation and the participants To learn from the experiences (both positive and negative) to improve future project planning To provide information and learnings (both positive and negative) to members, sponsors, funding agencies, project partners and other interested parties What? There are generally two areas of a project that can be evaluated: The Project Process (was the planning and implementation processes of the project successful?) The Activity (was the activity appropriate, successful and cost-effective?) When? In your planning of the project it is important to establish when the best time is to collect the information needed for evaluation. Although each project will have different needs two possible options are: Mid-program evaluations provide a good opportunity to monitor and perhaps improve the project if it is not going to plan Who? When evaluating both the Project Process and Activity it is valuable to provide an opportunity for all project stakeholders (members, participants, sponsors, funding agencies, project partners and own organisation) to provide feedback. How? Depending on the type of the information you require and how detailed, there are a number of formal and informal mechanisms to collect feedback and/or data. Some examples of mechanisms include: Surveys - verbal, written, telephone Discussion sessions Questionnaires incorporated into Registration Forms Pre and Post-Participation Questionnaires Collection of media articles Record of anecdotes Planned intervals (ie mid-project and post-project) Pre and post-project to measure change over the life of the project

22 SAMPLE EVALUATION TEMPLATES PARTICIPANT PRE-EVALUATION TEMPLATE Name:... Age...Sex:... How do you rate your current fitness status? 1. Very Poor 2. Poor 3. Average 4. Good 5. Very Good How do you rate your current health status? 1. Very Poor 2. Poor 3. Average 4. Good 5. Very Good Where did you hear about this program? Family/Friends Media Club Newsletter Poster Other (please specify)... What do you aim to get out of this program? Improved Health Improved Fitness Improved Socialisation Other (please specify)... How many times a week are you currently undertaking regular physical activity?

23 PARTICIPANT POST-EVALUATION TEMPLATE Name:... Age...Sex:... How do you rate your current fitness status? 1. Very Poor 2. Poor 3. Average 4. Good 5. Very Good How do you rate your current health status? 1. Very Poor 2. Poor 3. Average 4. Good 5. Very Good What did you achieve out of this program? Improved Health Improved Fitness Improved Socialisation Other (please specify)... How many times a week are you currently undertaking regular physical activity?... What was good about the program? What could be improved about the program? Were there any barriers to your participation? Do you wish to continue in this program? Yes No If No, Why not?...

24 STAKEHOLDER POST-EVALUATION TEMPLATE (SPONSOR/FUNDING AGENCY/PROJECT PARTNER/OWN ORGANISATION) Stakeholder:... and now a word from our sponsor Did your organisation achieve its goals in relation to this project? Yes No If No, Why not?... Was your organisation clear on its role in the project? Yes No If No, Why not?... What was good about the program? What could be improved about the program? Were there any barriers that your organisation faced in contributing to the project? Other Comments

25 24 9. REPORTING 9.1 WHY REPORT ON PROJECTS? Developing reporting processes are important to document all aspects of the project. Reports are useful to record the project background, evaluation and learnings. Reports also provide a mechanism to communicate the project information to interested parties such as activity participants, members of your organisation, sponsors, media, project partners and other industry stakeholders. Reports can be used to demonstrate your project model, which in turn can be used as leverage to secure future funding and resources for an expansion or replication of the activity. Who will you present the report to? Sponsors Funding agencies Activity participants Media Members of own organisation What will be in the report?: Program background (including aims and objectives) Evaluation Acknowledgement of sponsors/partners Promotional materials/media articles Financials 9.2 TIPS FOR REPORTING The size, detail and content of the report should be appropriate for the scale of the project Funding agencies will often provide guidelines on reporting requirements Establish a timeline for developing and releasing the report Custom design your reports appropriately for different stakeholders Decide on the best method of reporting: Written Verbal presentation Audio-visual Electronic