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Calendar

Timeline By Month

11-12 Months Out

  • Recruit Arthritis Walk Committee & Subcommittees
    • Chair _____________________
    • Vice Chair __________________
    • Team Recruitment Chair _______________
    • Logistics Chair ______________________
    • Sponsorship Chair _____________________
    • Publicity Chair ________________________
    • Race Director ________________________
  • Train Committee

10 Months Out

  • Work with Chair to develop event budget and strategies to reach goals
  • Work with committee to determine event location and develop route
  • Work with committee to develop sponsor prospect list
  • Create cash/in-kind/media sponsorship packages
  • Work with Sponsorship Chair to solicit sponsors

8-9 Months Out

  • Hold and Attend 1 Committee meeting
  • Work with Sponsorship Chair to solicit sponsors
  • Develop industry/team prospect list

7 Months Out

  • Hold and attend 1 Committee meeting
  • Work with Sponsorship Chair to Solicit X amount of Sponsors
  • Work with Logistics Chair to develop plan for brochure distribution, participant registration, follow-up, etc. 
  • Work with Logistics Chair to confirm route and secure necessary permits
  • Work with Team Recruitment Subcommittee to recruit X amount of Team captains

6 Months Out

  • Hold and attend 1 Committee meeting  
  • Announce event in chapter newsletter
  • Work with Team Recruitment Subcommittee to recruit X amount of Team captains

5 Months Out

  • Hold and attend 1 Committee meeting
  • Work with Team Recruitment Subcommittee to recruit X amount of Team captains

4 Months Out

  • Hold and attend 1 Committee meeting
  • Work with Team Recruitment Subcommittee to recruit X amount of Team captains
  • Work with Sponsorship Chair to confirm X amount of sponsors (cash/in-kind/media)
  • Obtain mailing lists of X amount of Team Captains from Team Recruitment Chair
  • Work with Publicity Chair to meet with media sponsors to review promotional plans
  • Work with Publicity Chair to send media materials to long-lead media

3 Months Out

  • Hold and Attend 1 Committee meeting
  • Print and Distribute all promotional materials
  • Work with Team Recruitment Subcommittee to recruit X amount of Team Captains
  • Follow up each registration with welcome packets
  • Work with Logistics Chair to recruit medical supplies and paramedic support
  • Work with Logistics Chair to recruit police/safety officials for event
  • Work with Logistics Chair to solicit communication system for event day (2-way radios or cellular phones)
  • Work with Logistics Chair to recruit X amount of event day volunteers

2 Months Out

  • Hold Team Captain’s kick off
  • Hold and Attend 1 Committee meeting
  • Work with Team Recruitment Subcommittee to recruit X amount of Team Captains
  • Promote event to community calendars
  • Order all t-shirts, awards and certificates
  • Order rental equipment such as tables, chairs, sound equipment, port-a-potties, trashcans, cones, etc.
  • Determine volunteer duties and distribute job descriptions
  • Obtain sponsor banners
  • Walk through route
  • Review security plan for event day money
  • Have Logistics Chair confirm event day entertainment / speakers / emcee
  • Have Publicity Chair send out press releases/pitch human interest stories
  • Have Publicity Chair confirm media interviews

1 Month Out

  • Hold and Attend 2 Committee meetings
  • Work with Team Recruitment Subcommittee to recruit X amount of Team Captains
  • Mail final details to registrants (postcard or email)
  • Have Logistics Chair train day of volunteers
  • Prepare post event thank you letters/evaluations
  • Media interviews
  • Have Logistics Chair reconfirm event day entertainment / speakers / emcee
  • Prepare scripts
  • Bank Day -- Early turn in of money

Day of Event

  • Orient and train all volunteers
  • EVENT SET UP
  • Registration
  • JINGLE BELL RUN/WALK
  • Secure all money collected
  • Thank everyone for doing a great job
  • EVENT CLEAN UP
  • Complete post event form and return to National Office
  • Send photo caption to media
  • Awards party

Event Wrap Up

  • Post event evaluation meeting
  • Thank you letters to sponsors, volunteers, participants, team captains, etc. 
  • Return all sponsor banners and rented equipment
  • Send out wrap up information with final numbers, sponsor appreciation and SAVE THE DATE information for next year!

Year Round

  • Cultivate and build upon relationships by sending chapter newsletters, Christmas cards, other event information, save the date card, etc. 

 

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