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.