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Arthritis Walk Logistics. Colleen Ryan Logistics Chair, Arthritis Walk National Volunteer Committee Southern California Chapter. Executing a Smooth Logistics Plan. Importance of pre-planning Organizing a successful logistics committee Empowering volunteers / delegating

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Arthritis Walk Logistics

Colleen Ryan

Logistics Chair, Arthritis Walk National Volunteer Committee

Southern California Chapter

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Executing a Smooth Logistics Plan

  • Importance of pre-planning

  • Organizing a successful logistics committee

  • Empowering volunteers / delegating

  • Building an exciting event – including Mission Delivery and Advocacy

  • Incorporating all of the important pieces

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Recruit a Logistics TEAM

  • Tap into current volunteers, walkers, team captains, volunteer groups

  • Match people to their interests and skill sets

  • Train, support, guide and motivate while delegating

  • Promote ownership of areas

  • Be willing to break down the job and think outside the Box

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Some committee possibilities:

  • Volunteer Recruitment Chair

  • Registration Chair

  • Food and Beverage Chair

  • Mission Delivery Chair

  • Kids Zone Chair

  • Photography Chair

  • Entertainment Chair

  • VIP tent chair

  • Bank Day / Kick-Off-Wrap party Chair

  • Team Tailgate Chair

  • Route Chair

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Creating a timeline / Action Plan

  • Set dates for important walk events such as Kick-Off, Team Captain Meetings and Bank Day

  • Set Meeting schedule – consider agenda specific meetings – not everybody needs to be at every meeting.

  • Use Walk in a Box

    • Ask your Walk chair for the logistics folder

    • Documents in there are just a guide—don’t feel constrained—think outside “the Box” too!

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Pre-planning for day of event

  • Incorporate the Arthritis Walk Standard Event Day Components

    • Opening Ceremony

    • Hero Involvement

    • Arthritis Walk T-shirt

    • Mission Delivery / Advocacy

    • Banners & Signage

    • Evaluation Form / Participant Survey

    • Celebration / FUN!!!!

    • Closing Ceremony

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Key Elements

  • Route must be 5K with a 1-mile option

  • Wheelchair accessible

  • Visible directional signage

  • Prominent placement of AW banners and signage

  • Water stops each mile along the walk route (including water bowls for dogs)

  • Trained volunteers to lead participants along the route and help them navigate traffic areas

  • If at a large site, make sure signs and/or volunteers are visible to guide walkers to registration

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Registration – The First Impression

  • The first 10 minutes a participant walks into the event are VERY important.

    • Have greeters meeting walkers and guiding them to the registration area

    • Have registration on time – there are always early birds!

    • Have the registration table fully staffed, making sure everyone knows their role

    • You only get one chance to make a first impression, so make it count!

    • Don’t forget dog walk registration

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Memorable Mission Delivery….

  • Heroes Banner

  • Wall of Heroes

  • Blue Hats

  • Faces of Arthritis

  • Mission tent

  • Advocacy

  • Program info

  • Statistics

  • Let’s Move Together

  • Don’t forget the route!

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  • Plan for about 30% attrition on registered volunteers

  • Assign according to skills and interests if possible

  • Re-assign throughout the event – use the time wisely!

  • Have a volunteer coordinator / sign in booth

  • Have volunteer designation – hats, shirts, stickers etc. so they can be easily spotted

  • Give adequate training / cheat sheet

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Involve Your Heroes

  • Heroes lead the walk

  • Special Hero recognition

    • Hero reception/activity area in which you greet your Heroes and their families prior to the Walk

  • Blue hats given to walkers with arthritis

  • Annual Hero pin given to returning participants

  • Wall of Heroes forwalkers to write messages, post photos, etc.

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Kids Zone!!

  • Bouncers

  • Face Painting

  • Tattoos

  • Games

  • Crafts, coloring

  • Kids raffle

  • Police cars

  • Fire trucks

  • Clowns

  • Mascots

  • Kid specific snacks

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Building Participant History

  • Fundraising Incentives- throughout the build, at the walk

  • Raffles

  • Team Tailgate area!

  • Recognition – on Kintera, at the walk, VIP Tent

  • Kicking off the next year – Thank You’s

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Don’t forget…..

  • Security

  • On–site communication (cell phones, radios)

  • First Aid – emergency plan

  • Parking / directional signage

  • Supply boxes for all areas

  • Permits (if applicable)

  • Vendor contact info / event sheet info

  • Transportation for injuries / volunteers

  • Trash removal / pick-up

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Successful Wrap -Up

  • Notes from committee / area coordinators while memories are fresh!

  • Participant survey – at the walk, or online

  • Committee wrap meeting

  • Participant / Team wrap party

  • Commemoration online – photos, videos, web site updated

  • Thank you to vendors, sponsors and walkers

  • Save the date for next year!