Jingle Bell Run Volunteer Tools

Jingle Bell Run relies heavily on local volunteers to make each event a success. There are day-of-event volunteer opportunities as well as longer term event committee positions. 

 

Every event needs a timeline. This calendar will help keep everyone stay on track for success.

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

Volunteers 
From your core group of volunteers to the much-needed day of event volunteers, this section focuses on key responsibilities and will help ensure all your “manpower” needs are met. 

Volunteer Committee 
Form a committee with talented volunteers, who are passionate about our cause and willing to leverage their community connections, as they are vital to the success and growth of your local Jingle Bell Run event. You can use the following tools to develop and enhance your Jingle Bell Run committee.  

Committee Structure and Tools 
Ensure you have a committee structure that specifies which volunteers will be dedicated to specific roles and responsibilities. This will help your committee to work cohesively towards the goal while holding each other accountable for tasks assigned. Remember, your committee should include volunteers from different facets of the community to encourage a diverse set of skills, ideas and community contacts! 

• Committee Job Descriptions 
• Committee Org Chart 
• Building Your Event:  Take a Tour of the Town 
• Building Your Event: Where to Find Event Day Volunteers 
• Brochure Distribution List 
• Community Calendar Listing Template 

Day of Event Volunteers
If your volunteer committee is the engine, your day of volunteers are the gas. You need both for your event to run smoothly. 
Correspond regularly with all day of event volunteers prior to event day. Send emails to each volunteer with the following information:

• A job description of their day of role
• The Volunteer Social Media Guide so they can help spread the word
• Day of instructions: what time to arrive, where to check-in, etc.  
• Directions to the event
• Event day agenda
• Course map
• Step-by-step details of what to do on each table or in a designated volunteer area.
• Sheet with answers to Frequently Asked Questions Day of event contact information.

Event participants will look to day of volunteers as a resource and point of contact, so volunteers should be thoroughly trained to set them up for success.  

Assign volunteer leaders to oversee different areas and make them responsible for training their crew.  Ensure each area has a meeting prior to event day to go over the job duties and details of the event. If separate meetings are not possible, require attendance at an early morning meeting on the day of the run to go over the details. 

 

Event Planning and Logistics 

There is no Jingle Bell Run event without the necessary event planning and logistics.  Volunteers and participants want to be a part of an event that is well organized. Here is everything you need to know about the event logistics and event standards, so your local community can host what Greatist.com called “one of the most incredible themed events.” 

• Event Day Schedule 
• Logistics Checklist 

Event Standards 

The Jingle Bell Run is a 5 Kilometer, timed race. Most events will also include additional optional activities, such as a 5K Walk, Children’s Fun Run and 1-mile walk (for people with arthritis).  Longer distances, such as 10K, are also permitted, as long as they are not intended to replace the standard 5K run. 

• Must have a clearly marked start/finish line 
• Must have a timing clock, official race director preferred 
• Must provide participant race bibs 
• Chip Timing is preferred for races over 500 participants 
• USTAF Certified Course is preferred for races over 500 participants 

Recruitment 

All the tools you need to get local teams jingling all the way to the Jingle Bell Run finish line.  

Team Recruitment 
Recruiting, building, and retaining teams should be the #1 priority for both local staff and volunteer committees.  

Why are teams so important? The average Team Captain raises $346, and team members raise $41 on average compared to only $33 raised by an individual participant.  

One way to get team members excited about the upcoming run is by hosting an internal, team kickoff event!  

Use the following tools to assist Team Captains with  recruitment and planning a kickoff event: 

• Team Captain Handbook 
• Team Goal Setting Form 
• Kickoff Agenda 

National Teams
The National Team Program is an opportunity for businesses and organizations with offices throughout the country to participate in Jingle Bell Run events around the nation. It's a great way to build morale among employees. 

If your company or organization is interested in forming a regional or national team, please contact [email protected].

Several nationwide companies and organizations have already committed to forming Jingle Bell Run teams in multiple locations across the country, including:

• Arthritis Foundation Staff
• Live Yes! Connect
• Team AbbVie
• Team AOII National

Mission Delivery
Mission delivery means making participants aware of the seriousness of arthritis through their involvement in the Jingle Bell Run. 

Arthritis affects 1 in every 4 adults and 300,000 children across the United States. It is the leading cause of disability.  Contrary to popular belief, arthritis is not just minor aches and pains, an inconvenience, or an “old person’s disease.” For many people, of all ages, arthritis is a serious, progressive and potentially fatal disease. 

The Jingle Bell Run is an opportunity to include more people in our mission. By taking part in this event, participants and volunteers are helping the Arthritis Foundation find better treatments and ultimately a cure, as well as support programs and services the reduce the disease’s impact.