• So you want to plan a walkathon…

    Welcome to Walkathon Guide, all about how to plan a walkathon (aka walk-a-thon), to build your confidence and make it easier to get volunteers and make them successful.
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Let’s Talk about Planning Walkathons!

shoe2Roger Carr, author of Charity Walks Blog, has invited me as his first guest on the Charity Event Success radio show. The interview will take place on Saturday, September 5, 2009 at 2 p.m. Eastern. We will be discussing the topic of Planning for a Successful Walkathon. There are several ways to listen to the conversation:

* Call (347) 850-8340 to listen to the show live

* Listen to the streamed show from the host webpage at http://www.blogtalkradio.com/charity-event-success

* Listen to an archive of the interview will be available immediately following the show at Roger’s blog.

Be sure to leave a comment on the show page when you visit.

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The Walkathon Guide

The Walkathon GuideHello Friends,

After three months of writing, editing, cross checking, and rewriting, The Walkathon Guide, Edition 1.0, is ready.   It’s an e-book all about how to organize a walkathon.

Learn more here.

You have a cause you are passionate about

Whether it’s your school, church, or an important charity, this is something worth funding and it’s up to you to figure out how.  How can you really do justice to your cause?  Are there other goals on top of fundraising?  How can you make the most money, create a great atmosphere of fun and community building, and keep it all organized and positive?

Would you like a walkathon planning mentor?

If you are organizing your walkathon on behalf of a school, church, or nonprofit group, this book is here to help.  It offers  what I learned by organizing and participating in twelve different walkathons.    The goal is to help you avoid the risks and stress of trial and error by laying out all the planning details for you.

What’s in The Walkathon Guide

The Walkathon Guide is 102 pages long.  It’s about 5% wisdom and 95% timelines, checklists, and materials that you can copy for walkathon publicity, registration, soliciting sponsors, and getting volunteers.

It has a chapter about early decisions and what to do right away, as soon as you decide to hold your event, followed by a list of committees needed, their start times, and how many volunteers per committee.  Then there are chapters with goals, dependencies, timelines, and notes for each individual committee.  There are seperate files you can hand to committee chairs to keep everyone in sync.  There is a long appendix with copy-able files, in MS Word format where you can actually cut and paste, for publicity, registration, donor letters, and volunteer recruitment.  There’s another appendix listing technology ideas and options for using the latest tools for your walkathon.

I set the price very low so you don’t have to think too hard about price, at $14.95 including all the extra files.  You can download it and have it right away.

Learn more here.

I would really appreciate it if you would help spread the word about this book by telling anyone who might be interested.  Thank you!

Yours,

Lee

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Walkathon Volunteer and Committee List

Courtesy of Yolo County SPCA and basykes

Courtesy of Yolo County SPCA and basykes

When you organize a walkathon, job #1 is to get volunteers.  With a bunch of great teams on board, walkathon planning falls into place naturally.  Start getting volunteers months before the walkathon.  Focus on team leaders but the more you can fill the teams, the easier it will be to get those leaders.  Put out signup sheets everywhere you can.

Here is a table showing typical volunteer roles.  If your walkathon has other volunteers, please add them by commenting (click on “comment”, below).   This is based on a walkathon with about 300 walkers, from 8:30 AM – 4 PM, so you can adjust accordingly.

Committee Size (incl. Leader) Description
Walkathon Chair 1  – 3 people Recruits team leaders and helps fill teams with volunteers.   Determines specific cause.  Provides backup to all team leaders.  Manages overall timeline.
Insurance and legal liaison 1 Addresses city government, police and insurance issues.
T Shirts 3 Creates, sells, and distributes T Shirts
Publicity 2 Creates slogan and logo.  Creates  flyers, emails, newsletter articles.  If necessary, works with the press, maintains blog.
Technology 1 Selects and sets up online fundraising system.  Works closely with Registration and Treasurer.  Sets up blog for publicity chair if necessary.
Registration 15 Makes sure everyone has registered at the beginning, checked out at the end.  Creates registration forms, punch cards or bead lanyards, etc.
Treasurer 2 Handles all finances.  Collects money from all walkers.
Concessions 26 Plans food, purchases food, prepares, sells and serves throughout event.   Prepares orange slices prior to event.
Entertainment 2 Organizes any music, dancing, etc, and gets necessary furniture and equipment for entertainment
Course Volunteers 41 Organizes all course volunteers (hole punchers for punch cards to count laps, awards at key milestones, squirters if it’s hot), keeps water and orange slice tables stocked.  Purchases supplies for course related activities like awards, hole puncher tools, lanyards for punch cards, etc.
Sponsors 1 Get sponsors who pay for T Shirts, possibly pay for more.  Publicize sponsor names.
Course layout, setup and cleanup 4 Design the course.  Set it up prior to event.  Take down yellow tape after event.
Site layout, setup and cleanup 8 Map the rest of the site – where to place check in tables, food, music, etc.  Then set up to start, take down at end.
Photography 20 Try to get a photo of every participant.  Create slide show.
First Aide 1 Provide basic first aide.  Be CPR certified and available the entire day of the event.
Pinch Hitters 4 Pick up anything that falls through the cracks.
Crazy Hair 1 Give wacky hair styles.
Certificates and awards event 2 Arrange for slide show, create certificates for all participants including miles walked, put on assembly, recognize top walkers, announce money earned
Group financial chairperson 1 This person handles finances for your group in events outside of this walkathon.  He/She should verify count for all payments collected by the Walkathon Treasurer, and make deposits.

Ready to read some more? Here’s the secret to recruiting volunteers.

Learn more about The Walkathon Guide book.