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THE
WALKATHON GUIDE
v2.0
Lee Garverick author of www.walkathonguide.com
How to Plan a Walkathon Checklists, Timelines, Examples, and Tips
detailed sections for every committee
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 2
All contents copyright © 2009-2011 by Lee Garverick. All rights reserved. No part of this
document or the related files may be reproduced or transmitted in any form, by any
means (electronic, photocopying, recording, or otherwise) without the prior written
permission of the author.
For a period of one year from the date of purchase of this book, I hereby grant the
purchaser permission to distribute this document to members of their walkathon
planning team for the sole purpose of organizing their walkathon.
Please note that much of this publication is based on personal experience and anecdotal
evidence. Although the author and publisher have made every reasonable attempt to
achieve complete accuracy of the content in this Guide, they assume no responsibility
for errors or omissions. Also, you should use this information as you see fit, and at your
own risk. Your particular situation may not be exactly suited to the examples illustrated
here; in fact, it's likely that they won't be the same, and you should adjust your use of
the information and recommendations accordingly.
Any trademarks, service marks, product names or named features are assumed to be
the property of their respective owners, and are used only for reference. There is no
implied endorsement if we use one of these terms.
Finally, use your own best judgment. Nothing in this Guide is intended to replace
common sense, legal, medical or other professional advice. It is meant to inform and
entertain the reader, so have fun with The Walkathon Guide and best wishes for a
successful walkathon.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 3
Contents
How to Use this Guide ___________________________________________________ 7
Early Decisions / Up Front To-Do List _______________________________________ 8
Should you do this? Pros and Cons ______________________________________________ 8
Early Decision Checklist _______________________________________________________ 9
To Do Now: Check Insurance & Inform Local Officials _______________________________ 13
Volunteers ___________________________________________________________ 14
Volunteer Recruitment Timeline _______________________________________________ 14
Master List of Volunteer Committees ___________________________________________ 15
Dependencies between Committees ____________________________________________ 16
Technology ___________________________________________________________ 17
Sponsors and Donors ___________________________________________________ 18
Team Responsibilities ________________________________________________________ 18
Team Members ____________________________________________________________ 18
Team Dependencies _________________________________________________________ 18
Timeline for Getting Sponsors _________________________________________________ 19
Notes on Getting Sponsors ____________________________________________________ 19
Publicity _____________________________________________________________ 20
Team Responsibilities ________________________________________________________ 20
Team Members ____________________________________________________________ 20
Team Dependencies _________________________________________________________ 20
Timeline for Publicizing Within Your Group _______________________________________ 21
Notes on Publicity and Logo ___________________________________________________ 22
Slogan and Logo ____________________________________________________________ 23
Early T-Shirts for Publicity_____________________________________________________ 25
PR Opportunities ___________________________________________________________ 26
T-Shirts, Lap Cards, and Other Printed Materials _____________________________ 28
Team Responsibilities ________________________________________________________ 28
Team Members ____________________________________________________________ 28
Team Dependencies _________________________________________________________ 28
T-Shirt and Lap Card Timeline _________________________________________________ 29
T-Shirt Notes _______________________________________________________________ 30
T-Shirt Vendor and Quantity __________________________________________________ 30
How to Track Number of Laps Walked ___________________________________________ 32
Other Printed Material _______________________________________________________ 33
Registration and Treasurer ______________________________________________ 34
Team Responsibilities ________________________________________________________ 34
Team Members ____________________________________________________________ 34
Team Dependencies _________________________________________________________ 35
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 4
Registration Timeline ________________________________________________________ 36
Registration Welcome Packets and Check-In/Out Process ___________________________ 38
Registration Volunteers ______________________________________________________ 39
Concessions __________________________________________________________ 40
Team Responsibilities ________________________________________________________ 40
Team Members ____________________________________________________________ 40
Team Dependencies _________________________________________________________ 40
Concessions Timeline ________________________________________________________ 41
Complimentary Items ________________________________________________________ 42
Volunteers ________________________________________________________________ 42
Sample Shopping List ________________________________________________________ 43
Cash Box and Cash Runs on the Day of the Walkathon ______________________________ 44
Entertainment ________________________________________________________ 45
Team Responsibilities ________________________________________________________ 45
Team Members ____________________________________________________________ 45
Team Dependencies _________________________________________________________ 45
Course and Event Layout, Setup and Cleanup _______________________________ 46
Team Responsibilities ________________________________________________________ 46
Team Members ____________________________________________________________ 46
Team Dependencies _________________________________________________________ 46
Setup Timeline _____________________________________________________________ 47
Notes on Course Layout ______________________________________________________ 48
Event Setup ________________________________________________________________ 49
Cleanup ___________________________________________________________________ 49
Course Volunteers _____________________________________________________ 50
Team Responsibilities ________________________________________________________ 50
Team Members ____________________________________________________________ 50
Team Dependencies _________________________________________________________ 52
Course Volunteers Timeline ___________________________________________________ 53
Supplies___________________________________________________________________ 54
Celebration ___________________________________________________________ 56
Team Responsibilities ________________________________________________________ 56
Team Members ____________________________________________________________ 56
Team Dependencies _________________________________________________________ 56
Timeline and Event Agenda ___________________________________________________ 57
Appendix 1: Example Forms, Flyers and Emails ______________________________ 58
Documents related to getting sponsors __________________________________________ 58
Publicity and Registration Materials_____________________________________________ 60
Appendix 2: Technology Options _________________________________________ 80
Appendix 3: Sample Waiver Form ________________________________________ 82
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 5
To my wonderful partners along this walk,
Tim,
Emily, Steven and Anna
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 6
Acknowledgements
Special thanks to Jill Curcio, Donna Young, and Karen Tarter for impressing on me the
value of binders, and for dedicated volunteer leadership at Bullis Charter School.
Thanks also to Wanny Hersey, Bullis Charter School Principal/Superintendant and Marie
Stuart, Assistant Superintendant, for endless inspiration on a wide variety of endeavors
for people of all ages.
Thanks to Chris Guillebreau at http://www.chrisguillebreau.com for sparking this idea.
All my gratitude for the Walkathon 2008 Committee Chairs for showing the way and
providing much of the information and wisdom in this book – my co-chair Lynne
Steffens, T-Shirt Chair Michelle Nieda, Registration Chairs Michelle Kirsch, Donna Young
and Carla Bottenfield, Concessions Chair Christine Di Bona, Entertainment Chair Scott
Vanderlip, Course Volunteer and Lap Card Maker Kara Park, Sponsors Chair Jamie Lucia,
Site Setup Lynn Reed, Course Setup Dave Beyer and Brian Mellea, and Pinch Hitter
Allison Tilley. Thanks also to our predecessor, Karen Tarter.
Thanks to Barbara Williams of the Church of the Kingdom of God Scholars Council for
being the first and most encouraging reader.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 7
How to Use this Guide
So you’re thinking about having a Walkathon? Go for it! Walkathons are fun, lucrative,
healthy, and great for building friendships within your organization. Also known as walk-
a-thon, charity walk, walking marathon or sponsored walk, a walkathon is a community
or school fundraiser where participants raise money by collecting pledges based on how
far they walk. The walk follows a set course. There are typically a number of side
activities such as water and orange slice tables, a way of tracking progress such as lap
cards or beads, and concessions, music, raffles, and possibly a silent auction.
Use this guide to save time by having it all spelled out, and build your confidence that
you have everything covered. In addition to this complete guide, you should have also
downloaded the individual sections that are specific to each committee. This is the same
material as is included in this guide, but by distributing just the individual sections, each
committee leader will get all the info they need for their role without needing to wade
through this entire document. This will make it easier to recruit volunteers, since it
removes some of the uncertainty associated with the each role.
You can use the examples in Appendix 1 for ideas when creating your flyers and emails.
If you’d like to get Microsoft Word versions of these examples to save a lot of time and
effort, please go to http://www.walkathonshop.com/thebook.html for more info.
I hope you find the info in this guide useful. Please let me know if you have suggestions
for improvements. Contact me at [email protected].
Planning a Walkathon in Twelve Steps
Early decisions / up front to-do list
Get volunteers
Leverage technology
Get sponsors and donors
Publicize
Make T-Shirts, Lap Cards, etc.
Manage registration, finances, awards
Plan concessions
Plan entertainment
Plan the site, walking route, setup, cleanup, rain plan
Walkathon Day: course volunteers, other volunteers
Celebrate!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 8
Early Decisions / Up Front To-Do List
If you think you want to have a walkathon, meet with the leaders of your group and
discuss these topics. Now is a good time to start a planning notebook.
Should you do this? Pros and Cons
Are you still debating whether or not a walkathon is right for your group?
Pros:
It makes good money for a good cause.
It builds community. People make friends when they walk and talk together.
It promotes good health. Everyone gets out in the fresh air and moves.
It’s fun. You’re throwing a big theme party outdoors.
It appeals to all ages. There’s plenty to do for children, and the calmer set can sit
and watch the walkers go by.
It’s great publicity. Your local newspaper will probably pick up the story and the
photos can look great on a web site.
Cons:
It requires a large team of organizers and lots of community participation. If your
organization has a number of other activities, it may be too much. If you opt to
move forward, it needs to be the top priority for the committee chairs and the
main event for your school or organization during that week.
It requires upfront costs including insurance and supplies such as lap cards, T-
shirts and concessions. Often you can get sponsors to cover that cost.
Yes, it’s a lot of work. My vote is that it’s worth it.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 9
Early Decision Checklist
So, it’s a go… Now your group leaders will need to decide on the following early on:
Walkathon Goals
Together, write down which of the following are your goals for your walkathon:
To make money? If so, how much? If you average that amount out per person, is
it a reasonable expectation, or do you need to augment the event via
sponsorships, concessions, recycling, a raffle, a silent auction, or other money
raising efforts?
To build community? If so, what fun ideas can you implement to encourage lots
of interaction between people?
For health awareness and exercise? If so, how can you give positive
reinforcement for the walkers’ efforts?
To gain public awareness for your cause? If so, what will you do to draw the
maximum amount of attention to your walkathon and the reason you walk?
Brainstorm a bit. Is there anything else you want to be sure to achieve? Keep this list at
the top of your planning notebook.
Goals
Specific, tangible cause
Date
Location
Route
Basic participation fee
Flat fee vs. donation per mile, or both
Items included for all participants, such as T-Shirts
Online technology vs. all on paper or email
Insurance requirements
Celebration plans
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 10
Getting Specific with Your Cause
Most walkathons already have a larger cause like the school, animal shelter, or another
charity. However if you have the option, be more specific by pinpointing tangible and
visible items that will be purchased with the money raised. That way your community
can see the results of their efforts. Here are four criteria for getting specific:
Walkathon participants agree this is a worthwhile need.
Your leaders agree this is a priority to fund.
The items are very concrete, and can be purchased, put to use, and then
publicized within a few months. This is great if you plan to do another walkathon
the following year.
There are options for purchasing more or less, or finding partial financing
elsewhere, depending upon the final profit. For example, if you opt for your
school library as your cause, you can purchase much needed seating first, then
use remaining funds for books. It also works fine to have two causes, such as “site
beautification” and “technology center” to give you plenty of flexibility for use of
funds.
Over the years, your community will see the cumulative effects of their walkathons as
the organization spends the funds on a growing collection of visible results!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 11
Date, Location, Route
In setting the date, consider complimentary and conflicting events. If you are a school,
try to plan your walkathon for the same date as major events for other schools in your
town if possible (of the same aged children, not schools where siblings go). That way
the sports leagues can cancel the one day’s events rather than losing one or two players
per team each week.
If you are a community organization and want maximum publicity and participation, be
sure your date doesn’t conflict with higher profile activities.
Consider the following factors when you choose your site and route:
It should lend itself to setting up a route that is a loop so that people can walk
varying distances.
For children, an ideal length for your route is ¼ to ½ mile. For adults it can be
longer.
Is the area safe?
Is there adequate parking?
Are there adequate facilities or can you augment appropriately, including
restrooms, shade, seating, concessions, and electrical power?
Is the neighborhood amenable to having a large event?
Reach agreement between your leaders and any outsider who controls the site on the
date and exact location, and if necessary, obtain written permission from those
responsible. Be sure you inform other groups who would normally use that site, such as
sports leagues, that it would be unavailable or shared that day. If you are a community
organization in a small town, consider presenting to your town council to obtain moral
support and keep them informed.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 12
Minimum Fee, Flat Fee, Donations per Mile
Typically, prior to the day of the walkathon, the walkers obtain pledges from their
supporters based on how many miles they walk that day. The walkers gather pledges
using a pledge card which ensures they carefully document the details of their pledges.
There is usually also the option to donate a flat fee up front regardless of how far the
person walks. After the walkathon, the walkers collect from their donors based on
amount pledged and miles walked.
If you will give away T-Shirts and a few items and prizes, consider having a minimum
participation fee to cover those expenses. Walkers can collect that from donors as well.
After the walkathon, it is a large effort to get the walkers to collect on donations and
then turn in those funds. Some groups emphasize flat donations paid up front as a way
to minimize this work.
Celebration Plans
It can be fun and motivating to give awards to people who walk the farthest. You can
have separate awards by gender or age groups. If you opt to do this, explain the plan
ahead of time in your publicity materials.
Also, would you like to have a party and slide show to celebrate the event and announce
the total earnings? If so, try to line up photographers to take pictures of as many
walkers as possible.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 13
To Do Now: Check Insurance & Inform Local Officials
Most non profits should have commercial general liability insurance that would extend
to a walkathon fundraiser. PTA, for example, probably provides the coverage for school
events if your parent group is part of the National PTA.
Walkathon Guide does not assume any liability for your event or the accuracy of this
document. Please check with your organizations leaders or legal counsel about liability
and whether there are other areas to address.
The Insurance and Legal chair is responsible for checking with various experts on any
insurance and legal issues, then getting appropriate coverage and approvals. Legal
requirements vary based on your location.
If you are holding the event on public property, check with your local police and fire and
the person who manages the location to see if there are any specific requirements such
as submitting a use application. If you control the property where you’ll hold your event,
such as a school or church, make sure you keep your director in the loop regarding your
plans.
Even with the best of intentions, accidents can and do happen. You can help protect
your organization by collecting a Waiver and Release of Liability from each of your
participants before the event. Appendix 3 provides a sample waiver that includes basic
language to help inform participants of the risks, while at the same time, reducing
liability to your organization. As this is a sample form, you should consult a local
attorney for further advice specific to your organization and geographic area. The
sample waiver was provided courtesy of DoJiggy (http://www.dojiggy.com).
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 14
Volunteers
Go all out on getting volunteers. The recruiting effort pays off later when the work is
divided between many hands. Use many methods of communication and continue to
recruit over time.
Get leaders (“committee chairs”) who can run their entire area, so that as the event
approaches, you are free to solve unforeseen problems that span areas. When people
agree to any given task, define it clearly in writing and double check that they are
comfortable with it. Continue filling committees throughout the planning cycle, with the
help of your leaders.
Volunteer Recruitment Timeline
When to Start What to Do
1 Year before
Walkathon
or as soon as
possible
Get your chair or co-chairs in place. One to three people should be in
charge of a walkathon if you have about 200 – 500 walkers.
If you are part of a school or other organization that operates on a cyclical
calendar, put out signup sheets at all beginning of the year events, even if
your walkathon is at year end.
2 to 6 Months
before
Walkathon
Whenever your group meets, put out volunteer signups if at all possible.
Don’t miss any opportunity to reach potential volunteers.
In your signup sheets, include the opportunity to sign up for the major chair
jobs. However, at this point you should directly ask people who you think
have the time and aptitude for these major jobs.
If your group has a web site, post an announcement and signup sheet.
If you have a group-style web service, like www.groupvine.com, www.bigtent.com, or Google or Yahoo Groups, post a flyer there and send a group email and use online signup sheets if possible.
8 Weeks before
Walkathon
Now your signups double as publicity for the event so combine efforts with
your publicity team. Continue putting out volunteer signups.
If there is regular communication such as a weekly newsletter, get the signup sheet into that for two or three weeks
Put out signup sheets at all group parties and picnics
2 Weeks before Put out a note to fill in any remaining gaps.
1 Day before Call on your pinch hitters for any last minute issues.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 15
Master List of Volunteer Committees
Committee sizes shown include the chair, and are based on a walkathon for a school of
about 300 kids. Adjust the number of volunteers based on your number of participants.
The suggested start date shown is relative to the date of the walkathon.
Committee Size Start Date Description
Walkathon
Chair 1 - 3
people
ASAP or 6 months before
Recruits committee chairs and helps fill committees with volunteers. Determines specific cause. Provides backup to all committee chairs. Manages overall timeline.
Insurance and
Legal Liaison 1
3 months before
Addresses city government, police and insurance issues.
Technology 2 3 months
before Selects and sets up online fundraising system. Works closely with Registration and Treasurer.
Sponsors and
Donors 2
3 months before
Gets sponsors who pay for T-Shirts, etc. Publicizes sponsor names.
Publicity 2 6 months
before Creates slogan and logo. Creates flyers, emails, newsletter articles. Works with the press, maintains blog.
Printed
Materials 3
9 weeks before
Creates, sells, and distributes T-Shirts, lap cards, and any other printed materials.
Registration
and Treasurer 17
2 months before
3 people make sure all have registered at the beginning and checked out at the end. Create registration forms. 15 people, including chair, manage registration at event. 2 people handle all finances.
Concessions 26 3 months
before 1 – 3 people plan & purchase food, prepare orange slices. 25 people prepare, sell and serve throughout event.
Entertainment 3 4 weeks before
Organizes any music, dancing, etc, and gets necessary furniture and equipment for entertainment. Finds volunteers to do crazy hair or other fun activities.
Course and
Site Layout,
Setup and
Cleanup
13 4 weeks before
Designs the course. Sets it up prior to event. Takes down at end. Maps the rest of the site – where to place check in tables, food, music, etc. 1 – 2 people responsible for first aid. Must be CPR certified and available the entire day of the event.
Course
Volunteers 41
5 weeks before
Organizes all course volunteers (lap card punchers, awards, squirters), keeps water and orange slice tables stocked. Purchases supplies for course related activities like awards, hole puncher tools, lanyards or strings for lap cards, etc.
Celebration
Varies based
on plans
5 weeks before
Photo team: Tries to get a photo of every participant. Creates slide show. Creates certificates for participants including miles walked. Organizes presentation, awards, announces earnings.
Pinch Hitters 2 3 days before Help you pick up anything that falls through the cracks.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 16
Dependencies between Committees
Some committees need to start earlier than their own needs indicate in order to supply
items to other committees who depend on them. Make sure committee chairs are
aware of others who depend on them. The following chart shows some of the
dependencies between committees to illustrate the coordination required. Check the
“Dependencies” section for each committee in this guide for more detail and further
explanation.
Publicity and Logo
Concessions
Sponsors
T-Shirts and Lap Cards
Registration and
Treasurer
Setup
Entertainment
Course Volunteers
Celebration
Logo for for creating materials
Sp
on
sor
log
os
Reports on money earned, distance walked
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 17
Technology
There is a wide variety of online services that will save organizing time and improve
communication as you plan your walkathon. I recommend using one of these options if
you and your group members are fairly accustomed to using technology and people
have Internet access. It will pay off in efficiency. You will save work and most likely end
up with more profits because of the convenience of donating online.
To take advantage of one of these services, you should have one or two volunteers with
the time and expertise to support the technology. If they have experience with, say,
blogging, setting up social networks, or using products that are about as complex as
Microsoft Excel, then they have the aptitude for some of the more ready-made services.
Hand Appendix 2 to your Technology Leader for a list of options and more resources for
making your technology decision.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 18
Sponsors and Donors
Team Responsibilities
Walkathons generate good publicity and local businesses often contribute in exchange
for public acknowledgement and in support of local causes they believe in. This team
solicits sponsors and donors for all aspects of the walkathon, except the actual walkers,
including:
People who are willing to make a monetary donation in exchange for recognition
on the backs of the T-Shirts and in other publicity materials
If you are holding a raffle, people willing to donate items to be raffled off
Course supplies
Concessions supplies
A local business who owns a microphone and speakers may be willing to loan it
out for your event for entertainment and general communication
Team Members
For a small walkathon (for an elementary school or other cause with about 300 – 500
walkers), one or two energetic people can handle this on their own.
Team Dependencies
To the T-Shirt Committee: donor names and/or logos if these will be placed on
the back of the T-Shirts
To the Publicity Committee: donor names and/or logos to include on all publicity
materials
To the Concessions, Course Setup, and Entertainment Committees: any donated
items that you are able to acquire
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 19
Timeline for Getting Sponsors
The start date shown is relative to the walkathon date.
When to start What to Do
12 weeks before Begin soliciting sponsorships. Start by mailing a letter like the one shown
in Appendix 1 (sample sponsor letter).
Send weekly reminders in all group communication, reminding people of
the opportunity. See sample notes in Appendix 1.
8 weeks before Collect all donations and logos from sponsors.
Give donation checks to Treasurer for deposit.
Provide updates to Walkathon Chair as you forward these donation
checks.
7 weeks before Provide logos to T-Shirt Team to design onto the back of the T-Shirt.
6 weeks before Report on total number of donors and funds received.
5 weeks before If you receive donations for concessions or elsewhere, forward donor
contact info to the concessions chair, course setup, etc. so they can
arrange for delivery or pickup.
Notes on Getting Sponsors
Be aware that having a name and /or logo on the back of a T-Shirt is a multi-year
publicity opportunity for a local merchant, so you have something of great value to
offer. People, especially children, often wear their walkathon T-Shirts for years to come.
If you know of local businesses that have sponsored your group’s events in the past,
start with them to avoid having anyone feel left out.
People like clear choices. Offer sponsorship dollar amount levels tied to your theme, or
perhaps “Platinum”, “Gold”, “Silver” and “Bronze” levels. How much money per level
varies by the size of your group and how much you expect sponsors to be willing to
donate. If you don’t have a good feel, call a couple of friendly sponsors at your higher
and lower ends to see what they think.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 20
Publicity
Team Responsibilities
Educates participants about what your walkathon is all about; conveys the
magnitude of the event and that it’s not something to miss
Creates the slogan and logo for use on T-Shirts and all publicity materials
Clearly explains and makes simple the mechanics of registration (working with the
registration, treasurer and technology teams)
Helps the registration team get registration forms turned in on time
Generates excitement!
In many cases, manages outside PR efforts, working with newspapers, television
stations, bloggers, etc. to get maximum visibility for your cause
Team Members
For a walkathon with about 300 walkers, publicity can be handled by two to four people,
one with graphic arts talent who creates the logo, and one to three others who create
and distribute flyers, email messages, and posters, and work with the press.
Team Dependencies
From the Walkathon Chair: a clearly defined, specific cause
From all the Committee Chairs: plans for major activities that must be accounted
for when creating the publicity schedule
From the T-Shirt and Registration Committees: deadlines for when the T-Shirt
logo must be completed and for when people need to return registration forms
To the T-Shirt and Registration Committees: the completed logo, and also
broadcasting the need to turn in registration materials and T-Shirt orders
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 21
Timeline for Publicizing Within Your Group
Modify the following timeline to create your group’s publicity plan. The start date shown
is relative to the walkathon date.
When to start What to Do
6 months before,
or at start of
yearly cycle (e.g.,
Sept for schools)
Regardless of the date of the Walkathon, get it on everyone’s calendars
via a “mark your calendar” flyer and newsletter insert.
12 weeks before Send out introductory message (flyer, email or newsletter). Begin logo
and slogan creation or contest (see above steps).
9 weeks before For a contest, all logo and slogan ideas are due. Choose winner. Make any
minor tweaks to logo and slogan and circulate to all Walkathon
Committee Chairs (T-Shirt committee can now use this logo).
8 weeks before Send out another flyer, email or newsletter insert, as a reminder.
Make two or three T-Shirts with the slogan and logo, to wear when you
speak at group events.
7 weeks before Receive Registration Form, Instructions, and Pledge Card from
Registration Team, and T-Shirt Order Form from T-Shirt Team.
Using your new logo and slogan, create and distribute publicity materials:
Posters and flyers on the walls if you have a physical location
Include Registration, T-Shirt order materials
Speak at group events and assemblies. Consider having a T-Shirt unveiling.
5 weeks before Send out reminder to turn in forms.
4 weeks before Send out final reminder for forms. Solicit entertainment volunteers.
2 weeks before Writeup or email reminder and progress notes and continue publicizing
various volunteer needs.
1 week before Writeup or email reminder and progress notes.
1 to 3 days before Big blurbs with last minute reminders (sunscreen)
1 week after Writeup or email thanks to all committee chairs. Send out reminder to
turn in remaining money.
2 weeks after Send out final reminder to turn in remaining money.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 22
Notes on Publicity and Logo
How to go about this depends on the way people communicate in your organization. If
you have a newsletter, you can attach flyers and insert updates. If you have an email list,
you’ll use that in the two months prior to the event. You can have a lot of fun with a
website or blog with input from your walkers and supporters. Be a guest speaker at
assemblies and/or group meetings.
You’ll want to do regular publicity pieces to build excitement over about twelve weeks.
Frequent publicity conveys the importance of your event.
See Appendix 1 for example publicity flyers and email or newsletter inserts. Use these for
ideas in creating your own. To save even more time, you can get the Microsoft Word
version of these at http://www.walkathonshop.com/thebook.html. Just modify wording
for your purposes, add your own pictures if desired, and you’re ready to send them
out!
Rule of thumb:
People need to see your message at least three times to
pay attention, six times to get excited!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 23
Slogan and Logo
Based on your specific cause, the publicity team can create the slogan and logo, or they
can have some fun with it by holding a contest or allowing older kids to have input. At
our school we let the oldest students, 6th graders, take the lead in design and wording,
and it has become a prized privilege that some of the children look forward to for years.
If you get input from your group via a contest or by collecting and combining ideas,
you’ll need a single person to act as the contest manager or coordinator. Then a
Graphic Artist volunteer can create or refines the art work.
Otherwise, your publicity team should brainstorm a slogan and create two or three
options for the logo, then have your other committee chairs vote on the best options.
Check with your T-Shirt committee / vendor on deadlines and color options. Limit the
number of colors used in order to minimize the shirt cost.
Example Logos
These organizations had nice logos and gave me permission to use them:
Bullis Charter School, Get Ready Get Set Improve1
Naperville Pet Walkathon, “Making Strides for Strays”2
1 Source: Courtesy of Bullis Charter School Walkathon 2008, http://www.bullischarterschool.com
2 Source: Logo courtesy of Naperville Pet Walkathon
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 24
HARC Inc., Walk for Hope...Walk to Help...Walk for HARC! 3
How to Hold a Contest or Get Input from Older Students for Slogan & Logo
Start dates shown are relative to the walkathon date.
When to start What to Do
12 weeks before Create a flyer or hold a meeting to explain the contest. Cover:
The cause
The constraints of the logo. How many colors? How big?
The deadline. A week should be sufficient.
Encourage use of bold lines such as pencil covered with black marker.
11 weeks before Collect designs or ideas.
10 weeks before Have a vote to select the final slogan and art work, unless you plan to
combine all art work into a new logo.
9.5 weeks before Give slogan, art work to Graphic Artist for any final tweaks to make it
printable, or to combine the work together.
9 weeks before Give final version to T-Shirt committee for production
3 Source: Logo courtesy of HARC, Inc., an organization serving people with intellectual and related
challenges, http://www.harc-ct.org
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 25
Early T-Shirts for Publicity
Consider creating a stir with a great unveiling of your logo and T-Shirt. Create a couple
of T-Shirts, prior to the major shipment, to wear when you speak to the group.
Alternatively, you could have your group’s mascot model the shirt. At our school, my
co-chair created an XXXL shirt for our Bear mascot to model, and the kids were so
excited when he made his appearance.
Option A: Print Your Own
Here is how. You need a color inkjet printer.
Purchase cheap T-Shirts and iron on transfer(s). You can find them at local drug
stores like Target or Walmart. I’ve seen the transfers online at
http://www.avery.com (search for “fabric transfer”).
Get the finalized T-Shirt design (logo and slogan) from the T-Shirt Team.
Print the T-Shirt design onto the iron on transfer, then follow the directions that
come with the transfer to iron it onto your shirt.
Option B: Order A Single T-Shirt From Your Supplier
This has the side benefit of letting you see a single shirt prior to ordering mass
quantities. Go to http://www.walkathonshop.com/tshirts-and-more.html for more
information about T-Shirts.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 26
PR Opportunities
Are you seeking publicity beyond your own group members? You can find a great
example of a walkathon as PR at San Carlos Charter Learning Center’s Run for Funds:
http://www.whiteoaksblog.com/2009/04/30/san-carlos-charter-learning-center-runs-
to-raise-funds/, where they ran from San Carlos to Sacramento with the goal of raising
visibility for school funding issues along with earning funds for their school.
PR Tips, From Fundraiser Insight4
The following is a reprint of an article provided courtesy of Fundraiser Insight Magazine.
The Basics
Some private companies spend millions of dollars on marketing, but you don't have to.
Your first lesson is that as a benevolent organization, you can get a lot of publicity for
free. Never hesitate to ask for free press, all they can do is say "no," and chances are,
they'll say "yes." You may not have the budget for big-time marketing/advertising like
television and billboards, but then again, you may not need it.
Marketing starts at a grass-roots level (although it doesn't end there). You presumably
have a community in existence already, made up of your core group of activists,
members and supporters, and this group is the first target of your marketing campaign.
Make sure that everybody within your group's sphere of influence becomes aware of
your fundraiser.
This is usually easy enough to do, through things like take-home fliers, phone trees,
emails and direct mails, and announcements in newsletters. Don't neglect this valuable
core group, no matter how small, because they will deliver the greatest return on a
percentage of people contacted basis. They may also be very useful in getting the word
out to others outside of your sphere of influence.
Outside of this in-group, but within your own community, simple outreach can be done
through things like the following:
Local newspaper. Send a press release to your local paper's community editor, and if possible, get to know that individual. Be aware though, that any editor probably receives dozens, if not hundreds of press releases daily, and any one release has a pretty good chance of getting lost or ignored. Always follow it up
4 Source: http://www.fundraiserinsight.org/articles/marketingyourfundraiser.html
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 27
with a phone call. Don't forget alternative newspapers, weeklies, college papers, and shoppers in addition to your daily newspaper.
Other local media. Other local media such as radio stations and television stations
are also often willing to lend a hand by providing free public service
announcements. Contact these locations as well, again through an initial press
release and a follow-up phone call.
Make It Interesting
There are always plenty of announcements in the local paper about local organizations
holding fundraisers, and to be perfectly honest, there's really nothing that interesting
about it. Most readers will just glance over it and move on to the sports page. A simple
announcement will get you some results, and it's definitely worth doing, but you can do
better.
Instead of just placing an announcement to the effect of "local organization holds bake
sale", make your story unique. If you have a twist, you may well be able to catch the eye
of some of the local reporters, and you'll get a lot more than a listing. A feature article in
the local section of the paper will go a lot further than the basic listing.
Getting that feature article in the paper isn't always easy. Just talking about your
organization and why it is so praiseworthy isn't enough. Newspapers want a human
interest story, and so it's up to you to give it to them. A bake sale isn't news. But a bake
sale that features international pastries from all over the world, with goodies baked by a
former chef at a five-star restaurant in Moscow, is news.
Look to your event and your organization for the unusual, and offer it as a feature story.
If you can't find something unusual, then create something to make your event stand
out. Here's just one example: Solicit local celebrities to contribute baked goods. Cookies
on sale that were baked by the booster club are boring, but cookies baked by a popular
anchor on a local news show will make the news.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 28
T-Shirts5, Lap Cards, and Other Printed Materials
This is the team that is great at getting things produced, in most cases by outside
sources.
Team Responsibilities
Designs the T-Shirt using the logo and slogan for the front and sponsor logos for
the back
Designs the lap cards, if needed, and any other printed materials
Collects T-Shirt orders from walkers and other participants
Coordinates production and pays the vendors
Distributes T-Shirts to all the walkers and other participants.
Team Members
The team can be a committee of one, or it can have one or two helpers who help mainly
with collecting orders up front and then distributing T-Shirts.
Team Dependencies
From the Publicity Committee: the completed logo and slogan for the front of the
T-Shirt, and broadcast of the T-Shirt Order Form and order deadline
From the Sponsors Committee: the sponsor names and logos for the back of the
T-Shirt
With the Registration Committee and Treasurer: coordination of how T-Shirt
orders integrate with other registration forms and instructions
To the Registration Committee: lap cards to be handed out on the day of the
event
5 Information Source: Thanks to Michelle Nieda
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 29
T-Shirt and Lap Card Timeline
Orders, Design, Production and Distribution
Start dates shown are relative to the walkathon date.
When to start What to Do
9 weeks before Receive Logo from publicity team. Based on this logo, design
the T-Shirt front.
Make calls, get pricing estimates, select T-Shirt vendor (see
below for notes on vendor selection), and finalize pricing and
schedule. Review with Treasurer and Walkathon Chair.
8 weeks before Coordinate T-Shirt order form with other forms from the
Registration team. When complete, give form to the Publicity
team. See Appendix 1 for examples.
7 weeks before Receive Sponsor Logos from Sponsor team and design the T-
Shirt back.
6 weeks before Send front and back design to your T-Shirt supplier along with
approximate quantities.
Design and order lap cards and obtain string for lap card
necklaces.
3 weeks before Get final quantities from Registration Team. Send final
quantities to suppliers.
2 weeks before Receive lap cards and provide them along with their necklace
strings to the Registration team.
Receive completed T-Shirts from the supplier.
1 week before If possible, give T-Shirts to walkers who have pre-registered.
Sell T-Shirts to those who didn’t pre-order.
Walkathon Day Sell remaining T-Shirts.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 30
T-Shirt Notes
In many walkathons, T-Shirts are free to registered walkers. Supporters who also want
the shirt may order one.
Whether you have T-Shirts be orderable for a separate fee, or included for all walkers,
you’ll need to take orders so people can tell you their sizes.
If you have paid staff in your organization, consider making the T-Shirts free for them.
However, you’ll still need to collect orders for their sizes.
Local merchants often jump at the chance to have their logo on the back of event T-
Shirts. Particularly with children, there is a high likelihood that the shirt will be worn for
years, giving these businesses repeated positive exposure all over town. This is a
lucrative opportunity for your group. Coordinate with your Sponsors Committee.
T-Shirt Vendor and Quantity
Vendor
You’ll want to select your T-Shirt vendor based on:
Cost
Delivery timeline
Quality of service – base this on your initial interactions, word of mouth, and
online reviews from sources like Yelp. Make sure you get input on their delivery
performance from sources that have worked with them directly.
If you go to http://www.walkathonshop.com/tshirts-and-more.html you’ll see my latest
advice on vendor selection based on the suppliers that I can highly recommend from my
success working with them. Alternatively, you may have a reliable local vendor that you
have worked with in the past. Just be sure that it is someone with a track record of
delivering on schedule.
As far as materials are concerned, you can’t go wrong with either Gildan 100% cotton or
Hanes Beefy T’s. My family is still wearing some of our walkathon shirts from 10 years
ago that still look great, so I know these shirts hold up well.
Some groups decide to offer a line of choices including women’s styles, hats, bags, etc,
with their logos. Some vendors I’ve worked with can support all of these needs.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 31
T-Shirt Quantity
You can base your estimated T-Shirt quantity on the % participation expected from your
group. Remember to include any paid staff in your count. Also consider sponsors and
other supporters.
Break down quantity by sizes as well. For an example, an elementary school with 300
students and 25 staff (mostly young teachers who wear adult medium), grades K – 6,
near 100% participation, plus a few younger siblings and a few supporters ordering
shirts, might have the following needs.
Please note that this is just one example and your quantities will vary:
Size Quantity
Youth Extra Small 40
Youth Small 100
Youth Medium 100
Youth Large 80
Adult Small 35
Adult Medium 20
Adult Large 25
Adult Extra large 10
Adult XX Large 5
Total 415 shirts
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 32
How to Track Number of Laps Walked
If your walkathon route is a loop, such as a track or area perimeter, there are several
ways to keep track of laps walked.
Using Lap Cards
Here’s how it works:
The walkers wear a lap card attached to a string around their neck
Each time the walker completes a lap, a volunteer punches a hole in the lap card
while cheering wildly
At the end of the event, the walkers turn in their lap cards to show total laps
walked
I think Lap Cards are the best approach because they:
Are not easily lost (attached to each walker)
Provide a convenient record of laps walked that can be easily turned in at the end
of the event
Are inexpensive
Can have your logo printed on them – many kids have kept them as souvenirs
Seem to inspire the kids more than the other approaches we’ve tried
The most popular job at our walkathons is punching the lap cards as the kids complete
each lap. It’s amazing to see how proud the kids are as they hold up their lap cards to
show you how many laps they have already walked. It’s a lot of fun to see them accrue
punches as the day goes on, determined to get every last hole on their card punched.
Ideas for Tracking Laps and Miles
Lap cards (my preferred approach)
Wrist bands
Beads on a lanyard
Use a permanent marker to make tally marks right on the T-shirt
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 33
Creating Lap Cards
The first time we used lap cards, we made them out of heavy card stock that seemed
very sturdy. They looked great at the beginning of the walkathon, but after a day of
popsicles, orange slices, squirt bottles, racing, wrestling and all the other stuff that
young kids do, the cards were in pretty bad shape, and some had been torn or lost.
The next year, we decided that we needed to laminate them to make them strong
enough to withstand the day of wear, including water spills and squirt bottles. The cards
worked great, but the laminating process took ten hours for our 300 walkers, in addition
to the time we spent printing and cutting the cards.
So, I searched online, ordered samples, and eventually found a
couple of water-proof and tear-resistant alternatives that we could
customize with our logo and max lap count. We used these the next
year, and they worked and looked great. We’ve been using them
ever since. Go to http://www.walkathonshop.com/lapcards.html for
more details on these, as I may be adding more alternatives as I find
them.
Don’t Forget the String
You’ll need some string to loop through a hole in the lap cards and worn as a necklace
by the walkers. You can either string all the lap cards in advance, or just let the walkers
do it when you hand them their cards at check-in. If you want something a little fancier,
you could use reusable lanyards instead of string.
Other Printed Material
There are vendors that can supply items such as water bottles, posters, and signs
customized for your event. Please refer to http://www.walkathonshop.com/tshirts-and-
more.html for more info.
Figure 1: Testing
the Sample Lap
Card for durability
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 34
Registration and Treasurer6
Team Responsibilities
The Registration Committee creates registration materials, encourages people to
register prior to the walkathon, checks-in the walkers on the day of the event, collects
their lap cards and checks-out walkers at the end of the event. The Treasurer is
responsible for collecting money, including upfront participation fees, donations, and
concessions, and also reports the financial results, including all expenses.
It is good accounting practice to separate the person who takes money for the group
(this is the Walkathon Treasurer) from the person who pays group expenses. The overall
Group Treasurer (who handles finances beyond the scope of this event) or Walkathon
Chair should pay walkathon expenses, but then copy the Walkathon Treasurer on all of
these outgoing payments. Similarly, the Walkathon Treasurer should copy the Group
Treasurer and Walkathon Chair on all incoming payments.
I have combined the Treasurer job with the Registration Committee because the two are
so closely linked, as checks often come in at the same time as registration materials.
Team Members
Three or four very detail oriented people need to:
Create the registration form
Create the registration instructions sheet
Create the pledge form
Collect materials and money before, during and after the walkathon
Create welcome packets to give walkers when they arrive on walkathon day
About fifteen people need to work at the registration table in shifts, throughout the day
of the walkathon
The Treasurer position should be a one person job. Keep it manageable by limiting the
scope to just responsibilities directly tied to collecting, counting and depositing
payments from walkathon participants, with others sharing the job of communication
and organization.
6 Special thanks to Carla Bottenfield, Michele Kirsch and Donna Young for much of this information
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 35
Team Dependencies
From the Publicity Committee: the logo to use for the registration materials
To the Publicity Committee: completed registration materials for distribution to all the
walkers, and cooperation in reminding people to turn in their registration as well as any
money due
From the Walkathon Chair: the flat participation cost, if any, to be published in the
registration materials
With the T-Shirt Committee: coordinate such that the registration materials either
include T-Shirt orders or match in style with the order form created for the T-Shirts; the
Registration team will receive T-Shirt orders along with other materials people turn in,
and reports on quantities ordered to the T-Shirt team
From the T-Shirt/Lap Card Committee: lap cards to include in the Welcome Packet
handed out at check-in for the walkathon
With the Technology Committee: if you will allow people to register and donate online,
work with the Tech team to create online registration materials
From the Concessions Committee: money collected from food sales during the
walkathon goes to the Treasurer
From all Committees: reports for any expenses that need to be reimbursed should go to
the Treasurer
To the Walkathon Chair: final financial report from Treasurer
To the Celebration Committee: info on how far each person walked and money they
raised
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 36
Registration Timeline
Start dates shown are relative to the walkathon date.
When to Start What to Do
8 weeks before Receive logo from publicity team. Create or update the following, incorporating the logo. See Appendix 1 for examples.
Registration Form
Registration Instructions
Pledge Form
Waiver / Permission Slip
Design for the way you and the Publicity team plan to distribute (paper flyer? Email? Online form using a system like DoJiggy or Convio? Both?).
Be sure the Registration instructions say exactly how people need to pay.
Have the Walkathon Chair and previous Registration Chairs review your updates, to be sure you have this material as clear as possible.
The Treasurer should create a spreadsheet that will list all walkers and payments due / paid. If you are using an online system for collecting payments, it may include a spreadsheet-like mechanism for tracking registration and payments.
7 weeks before Give completed forms and instructions to Publicity Chair for distribution.
In parallel, if you are using a web based system like DoJiggy, Convio or Groupvine, go live with registration materials.
Over the next four weeks, collect, tally, and report on registrations and payments accepted prior to the event. Send email updates on cash received to the Walkathon Chair and Group Treasurer.
Treasurer should be copied on, and make note of, payments for all expenses such as concessions purchases, T-Shirts, etc. The Walkathon Chair approves payments, but should CC the Walkathon Treasurer and the Group Treasurer. The Group Treasurer writes the actual checks.
4 weeks before Collect and tally registrations.
Create Check-In / Check-Out plan for day of event, then create associated instructions for volunteers (see examples in Appendix 1).
Confirm final schedule for walkathon day registration volunteers.
Make sure they respond with agreement on their commitment
Email them a copy of the Check-In and Check-Out procedures
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 37
3 weeks before Provide final quantities to T-Shirt team.
1 week before Create a welcome packet for each student as they arrive the day of the event (see below for details).
Print out Registration and Check-out Procedures to give to volunteers working at the tables.
Treasurer needs to get a cash box.
Walkathon
Day
On the day of the event, check-in all participants.
After participants are done walking, check them out.
The Treasurer should do the following:
During the day of the event, collect cash from the Registration Desk and the Concessions team. Keep a record of time, person who gave it to you, amount, and where it came from. Sit with the cash box or have a sub do so.
If the cash box feels too full, consider taking half to a safe place midway through the day.
At the end of the day, with another person watching, count the cash and write down the total. Make two copies which you both sign.
Take all funds to the Group Treasurer immediately after the event, for the earliest possible deposit. Count the cash together and write down the total on two slips of paper that you both sign.
1 week after For walkers who have not turned in their lap cards, email the families to get number of miles walked.
If your group would like to give awards to top walkers, report their info to your Walkathon Chair and Group Leadership.
For each walker, the Treasurer should check their lap cards to see how far they walked and write it down on their Pledge Form and in a spreadsheet created to record this information. Calculate any remaining amount due.
1 week after The Treasurer collects remaining balances from all walkers and updates their spreadsheet with this info. Periodically submit funds to the Group Treasurer.
5 weeks after The Treasurer provides a final figure for funds collected to your Group Leadership Team.
6 weeks after The Treasurer creates a report on overall Walkathon proceeds including expenses paid and funds collected.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 38
Registration Welcome Packets and Check-In/Out Process
This process is critical to think through ahead of time, to avoid long lines during peak
arrival / departure hours. See Appendix 1 for example procedure documents to use on
Walkathon Day.
Create a welcome packet (a manila folder) for those who have pre-registered and paid
prior to the walkathon. In it, include:
Signed permission slip
Lap Card
Alphabetize them and put them in a crate or box.
Prepare blank welcome packets for the expected number of people who did not pre-
register. In these, provide:
Blank permission slip
Blank lap card
Blank pledge form
On the morning of the event, put out several copies of a Check-In Procedure Guide, as
shown in Appendix 1, to help volunteers remember what to do.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 39
Registration Volunteers
The Walkathon Chairs will give you a starting list of volunteers, but you may need to add
more. You’ll need to schedule them into shifts and make sure they know what to do.
These were the shifts we used at Bullis Charter School in 2008, where we had almost
300 walkers coming and going all day. If your event is shorter, staff for a massive influx
of walkers at the start.
Volunteer Shifts
# of Volunteers
8:00 - 10 3
10 - 11:30 2
11:30 - 1 2
1 - 2:30 2
2:30 - 4 3
We scheduled these by exchanging email messages, but you could also use online tools
such as a Google Document, Groupvine, Volunteer Spot, etc.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 40
Concessions
Team Responsibilities
The Concessions Committee keeps everybody fed! They make food and paper good
purchases, prepare all food items, and then sell the food during the day of the
Walkathon. It may have the goal of making a profit, or it may just keep people fed.
Team Members
1 – 2 committee chairs
2-5 volunteers to slice oranges the day before the event
1 volunteer to get $250 in change the day before the event
Depending on size of event, about 25 volunteers for setup, sales and cleanup
during the event
1 – 3 shoppers
Team Dependencies
From the Sponsors Committee: the donated food
To the Course Volunteers: cups for water for the Lap Card Punchers, Squirters and any
other course workers
To the Printed Materials Committee: information on which food items will be available
for free to walkers, so that the lap cards can be designed to indicate whether a walker
has received each free item
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 41
Concessions Timeline
Start dates shown are relative to the walkathon date.
When to Start What to Do
12 weeks
before
Provide Sponsors team with a list of food items you would like
donated if possible
3 weeks before Create a volunteer schedule, circulate it to all your volunteers, and
fill open shifts
Finalize your menu and shopping list - review the budget with your
Walkathon Chair and create a spreadsheet to track everything
1 week before Work with sponsors donating concession items on delivery
Purchase all remaining items
Submit a copy of the receipts to the Walkathon Treasurer
2 days before Set up the cash box
Slice oranges
Do any food prep
Walkathon Day Setup, Sell, Take down
Supply oranges and cups to the Course team
1 week after Update your spreadsheet with how much of each item you sold
Return unsold items where possible
Submit a report on finances to the Walkathon Treasurer, as well as a
receipt for all returns
Thank your volunteers!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 42
Complimentary Items
During the event, walkers will come to the concessions table to get free items such as a
hot dog, popsicle, and drink. If the walkers wear lap cards designed to indicate when
they’ve received a particular free item, punch the associated item on their lap card so
that each walker is limited to one freebie of each kind.
If you want to give away food items, here are some suggestions. Try to get the items
donated in exchange for publicity, from local caterers or shops.
One hot dog
One popsicle
One drink
Unlimited orange slices
Unlimited water in paper cups
Volunteers
You’ll need the following for a walkathon that lasts from about 8:30 AM to 4 PM, with
almost 300 walkers and another 200 parents and volunteers, who will largely depend on
you for lunch and snacks. Adjust your schedule based on your own walkathon’s timing
and size.
1 – 2 committee chairs
2-5 volunteers to slice oranges the day before the event
1 volunteer to get $250 in change the day before the event
Depending on size of event, about 25 volunteers for setup, sales and cleanup
during the event
1 – 3 shoppers
Shifts should be about one and a half hours starting with setup from 7:00 – 8:30 AM,
then selling until 4 PM, and finally cleanup from 4:00 – 5:30 PM. You’ll need three
volunteers per shift, except four-five volunteers at the lunch shift.
You’ll get a list of volunteers from the Walkathon Chairs to start, but will need to
augment that list. Your job is to set up the shifts and make sure all the volunteers are
able to show up for those time slots. Don’t skimp on the effort of getting enough
volunteers!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 43
Sample Shopping List
Here is a sample table of concessions items, generously supplied by Bullis Charter
School7. This list is for a group with almost 300 walking kids, 8:30 AM – 4:00 PM. You can
adjust according to your circumstances.
If you are tech savvy, consider setting up a Google Doc containing all food items. You
can pass this on from year to year so you can better estimate your needs.
item vendor Bought in 2007
Sold in 2007
Bought in 2008
Sold in 2008
Price we paid
Price we
charged
donuts Donut Du Jour Donated $0.50
bagels House of Bagels
10 dz 3 dz 5 dz 4 dz $.66 $1.00
chicken salad Lucky Chinese 100 100 40 40 $3.68 $4.00
potstickers Lucky Chinese 100 100 300 150 $.80 $1.00
kitkat Smart & Final 72 18
M&Ms Smart & Final 24 24 48 13 $.44 $1.00
skittles Smart & Final 72 72 36 36 $.41 $1.00
starburst Smart & Final 120 84 60 35 $.41 $1.00
sour rope Smart & Final 60 60 72 72 $.23 $1.00
twix Smart & Final 36 36 36 36 $.41 $1.00
cornnuts Safeway 20 11 $.43 $1.00
chips Smart & Final 150 50 50 26 $.21 $1.00
sodas Smart & Final 288 260 264 240 $.36 $1.00
popsicles Smart & Final 248 200 316 220 $.29 $0.75
cookies Safeway 72 72 $.27 $0.75
hot dogs 250 250 Donated $3.00
samosas 200 200 240 160 $.50 $1.00
cups for water Safeway 450 N/A $.02 N/A
ice Safeway 16 bags
N/A $36.20 N/A
oranges Di Martini's 2 cases N/A Donated N/A
7 Special thanks to Christine Di Bona
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 44
Cash Box and Cash Runs on the Day of the Walkathon
Let me start by saying that I am no expert in crime prevention or the steps you need to
follow to safeguard your cash. If you are working with local police they may have
suggestions for you. However, here are a few tips that may help.
Have a cash box ready prior to the event. You can purchase or borrow one, or
simply make one out of a cardboard box. Put dividers between each
denomination. Put a sheet of paper in it which will serve as your tally throughout
the day of the walkathon, as you transfer cash from this box to the main
treasurer’s cash box.
Have an opening bank with about $1 per walker in change. Have plenty of $1s and
quarters. Plan on making change for many $20s and $10s. Start the tally sheet by
noting how much money is in the cash box at the beginning of the day. Have a
volunteer count out the money as well, and initial your starting tally.
Keep the cash box out of reach of your customers.
You’ll need to manually walk money from Concessions to the Registration area
every one to two hours for safekeeping.
- Count the cash at Concessions with one of the volunteers watching.
- Keep your total cash supply low by transferring cash to the Treasurer.
Each hour, remove any money not needed for making change. Count it
out with a volunteer watching. Update your tally sheet that you keep in
the cash box with how much you have removed. Have the volunteer
initial it.
- Walk the cash over to your Registration table. The Walkathon Treasurer
should then recount the cash and give you a signed receipt.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 45
Entertainment
Team Responsibilities
The Entertainment Team provides music and other entertainment. They are responsible
for setup and equipment and performances during the day. They are also responsible
for setting up the microphone for announcements as well as music or performances.
Entertainment check list:
Determine where your main entertainment station or stage will be located
Plan for the stage if you’d like one
Plan for a complete sound system with a microphone
Plan for a DJ if you want one
Decide on your power source, be sure you have enough extension cords and that
your power system will be safe
Determine whether you want to bring in any outside entertainment
Team Members
Get a volunteer to help with setup in the morning, and another one to help with take
down at the end of the day.
Invite people to participate in live entertainment. Appendix 1 has an example
Entertainment Flyer.
Consider adding a “Crazy Hair” volunteer who likes to give crazy hair styles and
temporary colors. This person can do as much or as little as they wish. Be sure to get
permission from the Walkathon Chair before purchasing hair dye and other supplies.
Team Dependencies
With the Publicity Committee: recruits people to entertain the crowd with prepared
skits, songs, etc.
With the Course Setup Team: coordinate where you will be located and plan for
potential issues with equipment placement – for example, if you have extension cords,
make sure they don’t stretch across the course
With the Walkathon Chair: review entertainment plans to ensure they are consistent
with the theme of the overall event
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 46
Course and Event Layout, Setup and Cleanup
Team Responsibilities
This committee is responsible for:
Planning the course and event layout and communicating plans to the Walkathon
Chair
Purchasing supplies for setup such as cones and caution tape
Borrowing or finding other supplies such as tables, shade tents, and seating
Course layout and setup, including all the cones and tape to mark the course
Course cleanup after the walkathon
Team Members
The team needs:
One or two leaders who get volunteers, do all site design, communicate with
others who are depending on this layout, and make the shopping / supplies lists
One or two people who will borrow / find supplies
One or two shoppers who will order supplies not already available
About 20 volunteers for about two hours prior to the event for setup. You can
include a few people from each committee here but be sure to clear that with
those committee chairs.
About 20 volunteers for the last half hour of the event for cleanup. You can also
ask all participants for help with cleanup as well.
Team Dependencies
To all other Committees: provide details of the course and event setup plans and
provide tables, shade tents, and seating for various teams as needed
From the Sponsors Committee: any items for the course setup that were donated
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 47
Setup Timeline
Start date shown is relative to the walkathon date.
When to Start What to Do
4 weeks before Create a setup plan
Purchase supplies and find needed items (see Event Setup Table on
the following pages)
Confirm volunteers
Inform the neighbors so they do not schedule tree trimmers or
other disruptive activities the day of the walkathon
1 week before Confirm volunteers again with schedule (setup, take down)
1 day before Begin setup
Walkathon day 2 hours before the event, do all major setup. Allow at least two
hours for the 20 volunteers.
During the last hour, and for an hour or so after the event, clean up
and take down
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 48
Notes on Course Layout
Sample Course Plan, from Bullis Charter School8
Example Setup Map. This is how we planned to set up for our 2008 Walkathon, but we ended up
making some changes. We learned that the water station should be right next to a hose and it would be
nice to have the orange slices close to concessions.
Caution tape: Calculate how many feet of caution tape you need based on the total
distance of your course, x 2 (for both sides of the path), minus any fencing. Consider
purchasing tape locally and keeping receipts so you can return unused tape. You can
purchase tape at most hardware stores.
Cones: Where there aren’t trees or other options for tying the caution tape, you can use
safety cones or folding chairs.
8 Thanks to Lynne Reed for donating this sample plan.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 49
Event Setup
Event setup took us about two hours with 20 people. All committee chairs helped for
their own stations.
Sample Equipment and Supplies List
Area Number of
tables
Number of
tents Other Items
Course Caution Tape
Cones
Registration 6 2
Concessions 6 2 Water cooler
Awards / Punchers 1 2
Water and Orange slices
at station #4
1 0 Water cooler
Water station and Orange
slices at station #9
1 1 Water cooler
Crazy hair 1 Umbrella 2 chairs
Garbage 8 garbage cans
First Aid 1 2 chairs
Entertainment Stage
Throughout course Encourage
people to
bring chairs,
umbrellas
Totals 16 8
Cleanup
During the last hour of the walkathon, use the microphone to ask everyone to help
clean up. Rally the assigned cleanup team to begin as well. After the event is officially
over, the cleanup team puts everything away with help from the other committees.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 50
Course Volunteers9
Team Responsibilities
This team has people stationed at checkpoints throughout the walkathon course. On the
course they:
Provide first aid at a first aid station
Keep water supplies full and paper cups available
Keep orange slice table(s) stocked
Spray water on hot walkers
Watch for any safety issues and help supervise child walkers
If there will be a slide show / celebration, take pictures of as many walkers as
possible
If your walkathon course is a loop such as a track or the perimeter of a park or
school, you can track walker progress by counting laps. This committee provides
people who punch lap cards and cheer for walkers. If the course isn’t a loop, they
can cheer anyway.
This committee sets up a tent at the awards table to keep cool, and tables along
the route for water and oranges.
Prior to the walkathon, this committee purchases any incentive prizes, such as
ribbons, beads or bracelets to mark major milestones (such as each mile) and
gives them out during the walkathon
Team Members
For 300 walkers, you need about 35 course volunteers, one person to do the shopping,
and volunteers for photography and first aid. In addition, get about 5 backup volunteers
in case some team members aren’t able to make it.
For the course volunteers, on a loop-style route, for an 8 AM – 4:30PM event, plan on 5
shifts, 1.5 hours each. Each shift has 7 volunteers:
3 punchers who punch lap cards and encourage walkers
2 spotters who keep the water and oranges filled and watch for safety
9 Special thanks to Kara Park, Bullis Charter School volunteer, for supplying a great deal of the information
about course volunteers.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 51
2 awards people who give out the trinkets when a walker hits a major milestone
Photography needs vary widely based on walkathon goals. If you are a school, consider
having a photographer parent from each classroom with the job of photographing every
participant in that class. Have a photography lead if you have aggressive photography
plans.
The First Aid station needs to have a well qualified volunteer at all times. This person or
team provides first aid throughout the day of the event. They should be trained in CPR
and first aid techniques.
Example Walkathon Shifts
(not including photography and first aid)
This example was for a walkathon with almost 300 walkers on a ½ mile loop course.
Volunteer
Shifts
# of
Volunteers
8:00 – 10:00,
includes some
setup
7
10:00 - 11:30 7
11:30 – 1:00 7
1:00 - 2:30 7
2:30 – 4:30,
incl. some take
down
7
First and last shifts also handle setup and take down of shade tents, tables and chairs.
You might want to try using an online tool like Groupvine, Big Tent, or a Google
Document to allow people already on the committee to sort themselves into shifts,
rather than relying on a whole lot of emails to get it all sorted out.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 52
Team Dependencies
From the Registration tables: Lap Cards distributed to walkers during check-in, which
you will be punching as walkers complete laps of the course
From the Concessions workers: orange slices and water cups for tables on the course
From the Course Setup team: tables for water and help setting up any shade tents you
might need
From the Walkathon Chair: approval on expenses for award items
To the Celebration and Publicity Committees: all the photos that you take during the
walkathon
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 53
Course Volunteers Timeline
Start date shown is relative to the walkathon date.
When to Start What to Do
5 weeks before Purchase items such as milestone awards, any needed hole
punchers, squirt bottles
Create a big poster that shows which awards are given for which
mileage
Recruit course volunteers, photographers
2 weeks before Schedule your volunteers into time slots and confirm their
participation
If you have a lap checkpoint, plan its layout and exactly what
volunteers will do there. Work with Course Setup to coordinate
plans.
1 week before If you want to check off all walkers as you photograph them, to
be sure to capture everyone, contact the Registration team for a
list of people planning to walk. This becomes your photo
checklist.
Confirm photo volunteers. Give them each a checklist of walkers
to photograph.
Walkathon Day Set up tents at awards table
Man these stations throughout the day and keep water and
oranges stocked
Make sure photographers are able to take pictures as planned
When walkers are done, direct them to the Registration Table
for checkout
Make sure the First Aid station is covered throughout the day
Take down tents and tables after the event
1 day after Make sure photographers send photos to the Publicity Chair for
newsletters, and Celebration Team for slide show
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 54
Supplies
Hole Punchers
Purchase 12 hole punchers, which includes the two for concessions to use when walkers
get their complimentary foods.
Squirt Bottles
For a potentially hot day, have about five squirt bottles ready. Your course volunteers
who are stationed by the water and oranges can also squirt the walkers. You can get
these at places such as Target for about $1 each.
Lap Cards
If you use lap cards to track laps, they will be supplied to you by the T-Shirt and Lap Card
team.
Mileage Award Items
Consider giving walkers small awards for achieving milestones such as completing each
mile. Our awards in 2008 were very thin rubber bracelets. After the event, the children
who walked wore them with pride for most of the school year. Similarly, in other cases
walkathons have used ribbons on a safety pin or beads on a thin necklace or bracelet.
Create an awards chart showing what award items will be given for each mileage
achieved and stand it near the lap card punching station.
You’ll need to figure out how many awards to purchase. The following table shows the
data from a previous walkathon. For 307 walkers, ages 5 – 12, walking from 8:30 AM to
4 PM, the table shows how many award items were given away.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 55
Example Number of Awards Given to Walkers
Miles # of walkers that stopped at this point
Total # of award items for this level
1 1 307
2 7 306
3 11 299
4 12 288
5 17 276
6 14 259
7 11 245
8 18 234
9 11 216
10 22 205
11 11 183
12 59 172
13 11 113
14 8 102
15 11 94
16 10 83
17 1 73
18 4 72
19 5 68
20 30 63
21 12 33
22 3 21
23 1 18
24 4 17
25 4 13
26 1 9
27 1 8
28 4 7
29 0 3
30 1 3
31 0 2
32 1 2
33 0 1
34 0 1
35 1 1
307 3797
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 56
Celebration
Consider holding an Awards Event once all totals are finalized, money is collected,
certificates are created and the slide show is ready.
Team Responsibilities
Celebrate your walkathon with a group-wide event, such as a school assembly or
presentation at a group meeting. This team creates that event.
Team Members
Committee Chair, organizes the event’s agenda
Walkathon Chair, speaks at the event along with other group leadership
Certificate maker, gets the final lap counts and creates a certificate for each
walker
A person to create the slide show
Equipment setup person if you have sound equipment
Team Dependencies
From the Registration team: miles walked by each walker
With the Walkathon and Committee Chairs: set the agenda for the event
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 57
Timeline and Event Agenda
Start date shown is relative to the walkathon date.
When to Start What to Do
5 weeks before Set the date for the awards event
Recruit volunteers for making certificates and slide show and to setup equipment if needed
1 -3 days after Photography team makes slide show
Registration team tallies miles walked
Walkers / Treasurer collect donations
3 weeks after Obtain mileage for each walker from Treasurer, including names of top walkers
Obtain total amount of money earned from Treasurer
Create certificates
Arrange for equipment for the event, such as a sound system
4 – 8 weeks after
Hold the Celebration Event
Sample Event Agenda
Introductions, thank all volunteers
Present the slide show
For each walker, announce miles walked and present certificate.
Present top walker awards
Announce total earnings
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 58
Appendix 1: Example Forms, Flyers and Emails
Documents related to getting sponsors
Example Newsletter Insert
WALKATHON SPONSORS
We are looking for sponsors for our Annual Walkathon again this year.
Don’t miss this opportunity to have your business listed on the backs of
our walkathon T-Shirts, worn for many years to come, as well as
walkathon publicity materials. We offer donor levels of $100, $250,
$500, and $1000. Please contact Jane Doe via email ([email protected]) if
you are interested. Many thanks! We hope to see you on our t-shirts!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 59
Example Sponsor Solicitation Letter
Valley School 1234 Valley Road Valley, CA 94022 July 21, 2010 Dear Sir or Madam, On Saturday, October 23rd, Valley School will be holding its Third Annual Walkathon. Funds generated from this event help support the outstanding services we provide. Last year we “sprinted for science” and raised nearly twenty one thousand dollars. Please consider two ways your business can help support the Valley School Walkathon:
Sponsorship: Sponsorship levels are Bronze at $100, Silver at $250, Gold at $500 and Platinum at $1000. Your company logo will be printed on the back of about 400 walkathon T Shirts, which people will wear for years to come. Also, your support will be acknowledged in our publicity materials. Please email either your logo or the exact wording of the name of your company as you’d like it to appear on the shirt. The logo size printed will correspond to your sponsorship level.
Materials Donation: During the day-long event we will provide food and beverages to the walkers and attendees. In the past, local businesses have generously provided refreshments. Discounts on the purchase of food and supplies have also been thoughtfully given. Your donation in the form of an item to raffle or food and beverage supplies would be greatly appreciated.
Donations or instructions for pickup of your donation may be sent to:
2010 Walkathon Committee, Attn: Jane Doe 1234 Valley Road Valley, CA 94022 (123) 555-1212 [email protected] Thank you for considering our request. The Valley School community truly appreciates your support. Checks should be made out to Valley School PTA. For your records, the federal tax I.D. number is 12-3456789. Sincerely, Jane Doe 2010 Walkathon Committee
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 60
Publicity and Registration Materials
As Soon as Possible - Save the Date
If you are a school, early in the new school year, get on everyone’s calendars. Insert a
note like this into the school newsletter. Otherwise, as soon as you have set the date,
publicize via email or the group newsletter. Here is an example notice:
12 Weeks Prior to the Walkathon - Begin to Get Volunteers
Flyer to Recruit Volunteers
See the next page for a full page flyer you can copy. Revise this based on where you
already have volunteers and where you need them.
At this point, if you don’t have your graphics ready, the flyer can be quite simple and all
text.
WALKERS, JOGGERS, RUNNERS!
Purchase new tennis shoes and prepare for Walkathon 2010!
Join fellow students, staff, parents and friends on October 23rd for
Valley School’s Fifth Annual Walkathon! The fun starts at 9 AM and
continues until 4 PM on the Valley campus. More news to follow…
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 61
Example Volunteer Recruiting Flyer
VALLEY SCHOOL WALKATHON 2010
SPRINT 4 SCIENCE SATURDAY, OCTOBER 23rd, 8:30 AM – 4 PM
ON THE VALLEY SCHOOL CAMPUS
Have you missed the opportunity to sign up for the Walkathon so far?
Volunteers are still needed for:
Sponsorship: Contact businesses to sponsor the Walkathon and/or
Donate required items for the event.
Treasurer: Track expenses, receipts and deposits. Volunteers tally
and collect ledge card payments.
Food / Refreshments: Sell food items. Serve snacks, drinks, lunch
and dessert during Walkathon. Hand out hot dogs, water and
popsicles earned by walkers. Coordinated by Fred Foodgetter.
Set up / Clean up: Help set up the course the morning of the event,
and/or help clean up after.
Spotters: Staff stations where children can be sprayed with water
and get a drink or snack as they walk along the course.
Please contact Jane Doe at [email protected] or (650) 123-4567 if you are able
to volunteer for any of these positions.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 62
8 Weeks Prior to the Walkathon - Keep Getting Volunteers
Eight weeks prior to the event, you’ll be heavily recruiting volunteers. Make sure
everyone feels welcome via newsletter inserts like these, modified based on where you
still need volunteers:
7 Weeks Prior to the Walkathon - Get Walkers to Register
Now you need to get people to register for the walkathon, so this is the first big peak of
publicity efforts. Insert the following into an email that goes to the entire school or
group:
Walkathon / Sprint 4 Science
The Walkathon Committee has been busy designing a T-shirt, contacting
sponsors and planning “SPRINT 4 SCIENCE”, scheduled for Saturday, October
23rd at the Valley School Fields. Volunteers are still needed to help with
sponsorship, preparing forms, treasurer, set-up / clean-up and food sales.
Please contact Jane Doe at [email protected] if you are interested in volunteering!
Mark your calendar for the Walkathon on Saturday, October 23rd.
- 8:30 AM – 4 PM, on the Valley School Fields
- A signup form will go out this Thursday. Please sign up to participate and order T-Shirts by October 9th.
- Paper pledge cards will go out this Thursday – get ready!
- We still need many more volunteers! Please email Jane Doe at [email protected]. Indicate interest in Concessions, On the Course, or Photography.
One of our largest family events, the walkathon gives our children the chance
to raise funds for a tangible and visible cause within the school. This year we
will walk for a combination of two things - Campus Beautification and
Technology Purchases in the Library.
Watch for the official theme and logo, now being designed by our 6th graders
working with parents Sam Smith and Joan Jones to be unveiled later this
week!
Don’t miss this wonderful family event.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 63
Also, if your group includes staff and/or teachers, send a note like this to them (or have
the director / principal send it):
Poster or Banner
A single volunteer can create the poster, at least 2’ x 3’ but ideally an 8’ long banner. If it
doesn’t rain, leave it up until the Walkathon date. You can paint the poster by hand or
have it printed – I’ve listed printing services at
http://www.walkathonshop.com/tshirts-and-more.html. Have the poster say:
Register Today for the 2010 Walkathon Sprint 4 Science!
Saturday, October 23rd, 8:30 AM – 4 PM
Valley School Fields
Check your Thursday Folders for all registration forms
Note to teachers and staff: All teachers will get a free T Shirt to wear the Friday before the Walkathon, whether they can attend the event or not. Later this week you can specify your size, and also let us know whether you can attend, using the signup form coming on October 2nd. If you can attend, families may donate money in your honor. We will publicize which teachers are attending in advance. Extra T-Shirts will be available for purchase. Please add these points to your class newsletters:
Don’t miss the Walkathon! It’s one of the most highly attended school events and a wonderful, positive, friendly and healthy event.
- An opportunity for our children to contribute directly to the school in a visible way. This year’s cause is Campus Beautification and Technology Purchases in the Library.
- Saturday, October 23rd, 8:30 AM – 4 PM, on the Valley School Fields
Thank you Valley School Teachers.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 64
If you have an assembly or group meeting, make these points in a brief speech:
Registration and Pledge Forms
Modify the following documents based on the detailed logistics required for your
walkathon. Provide copies of each of these full sheet flyers and hand them out to all
potential participants.
Note that if you opt to use technology you can simplify this process and enable your
participants to register and pay online. In that case you could omit the order form or
only provide it for those unable to register online.
Also, in some cases you’ll need to use a waiver form in lieu of the permission slip. For
one sample waiver form, refer to Appendix 3.
Registration Instructions, to hand out to all potential walkers and their families
Permission Slip, for all potential walkers who are children
Pledge Form
Walker Registration Form
Pledge Payment Instructions
Announcing the Walkathon!
Explain – what is a walkathon?
Announce the cause
Announce date. Ask the participants to:
o Fill in the registration forms
o Get pledges
Announce the slogan
Show off the T-Shirt design. If possible, you or your
group mascot should model the shirt.
If applicable, list those who helped with the slogan
and T-Shirt design.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 65
Example Registration Instructions:
LOGO GOES HERE Fifth Annual Walkathon Sponsored by Valley School PTA
Saturday, October 23rd, 2010
8:30 AM – 4:00 PM
Valley School Fields
1234 Valley Avenue
One of our largest family events, the Walkathon gives our children the chance to raise funds for a tangible and visible cause within the school. The proceeds from this year’s Walkathon will go towards campus beautification and technology purchases for the Valley School Library.
Sign-up & Pledges: A Sign-up Notification went out October 2nd to remind you to sign up, place a T-shirt order and
pay the minimum fee. Please note the following:
o The minimum pledge for participants is $30, due by Oct. 9th, payable online or by check o T-shirts are free to all Walkathon participants who make the minimum pledge, and available to other family
members for $15 each. Order T-shirts online or on our paper flyer. o Parents, please support your student in gathering pledges! Pledges can be made for every mile walked or for a
flat amount. Many participants walk about 10 miles. Using the attached Pledge Card, record each sponsor’s name, telephone number, and address. Sponsors must initial Pledge Card. Pledge Card is a two-part form; whatever is written on top page will be reproduced on bottom page. Additional Pledge Cards are available in school office. Bring Pledge Card with you to Walkathon.
Sponsor VALLEY Staff: Raise more funds by making a pledge for participating Valley Staff! Write in staff pledges
on your student’s Pledge Card. A list of participating Valley Staff will soon be made available in Thursday Folders.
Siblings and Alumni are welcome to participate! Sign them up and order T-shirts using the same forms or online.
Each participant must complete a Permission Slip and Pledge Card. Obtain additional forms in school office.
Tot Walkers: For siblings under 5 who want to participate as walkers, you can purchase a T-shirt for $15, online or
by check, and a punch card & associated food for $2 (at the Walkathon). Or, you may request a free punch card (no
food included) at the Walkathon. A signed Permission Slip is required and may be submitted in advance to school
office or at Walkathon.
Pledge Collection: Participants who have secured pledges for more than the $30 minimum may pay balance at the
Walkathon, or submit payment later to Walkathon mailbox in school office. Detailed instructions for pledge payment
will be provided at Walkathon check-out. Pledge balances are due by Monday, November 10th.
Awards: The top walker from each class will enjoy a catered lunch with our principal, later this year.
Got a conflict that day? Come any time and for as much time as you can. Students who play in other sporting
events that day and arrive in uniform will get a free mile!
Final Notes: No pets please. An adult should accompany children when soliciting and collecting pledges.
Participating students must be accompanied by an adult while at the Walkathon.
Questions? Please contact Walkathon chair Jane Doe, [email protected]
Get ready for the Walkathon in three steps:
Step 1. Due Oct. 9th: Use the registration forms to sign up and order a free T-shirt, and pay the minimum fee, or
sign up and pay online at www.valleyschoolwalkathonsignups.com
Step 2. Due Oct. 9th: Fill out your student’s Permission Slip (provided in Thursday Folder) and return to Walkathon mailbox in school office.
Step 3. Due Oct. 23rd, day of Walkathon: Bring your student’s completed Pledge Card to Walkathon.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 66
Example Permission Slip (assuming waiver form is not needed):
LOGO GOES HERE
P E R M I S S I O N S L I P
Saturday, October 23rd, 2010 8:30 AM to 4:00 PM
Valley School Fields
1234 Valley Avenue
EACH PARTICIPANT WILL NEED AN INDIVIDUAL PERMISSION SLIP
IN ORDER TO PARTICIPATE IN THE WALKATHON.
Please return this form to the Walkathon mailbox located in the school office
by Thursday, October 9th.
STUDENT NAME ________________________________ GRADE __________
Check box if
STUDENT’S TEACHER NAME _____________________ not a Valley Student
I hereby grant permission for my child,_________________________________
to participate in the Valley School Walkathon, sponsored by the Valley School
PTA, on October 23rd, 2010.
_____________________________ ____________
Parent Signature Date
_____________________________
Parent Name (please print)
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 67
Example Pledge Form:
If you have the Microsoft Word version of this form (available at http://www.walkathonshop.com/thebook.html),
you can double click on the picture below to open it in Microsoft Excel (this form was created using Microsoft Excel
2007). Then you can select and copy all cells and paste them into a new Excel worksheet to use as a starting point
for creating your own Pledge Forms. This example form is designed to be printed in landscape mode.
Participant Name Grade Teacher
Sponsor Name Flat Donation $'s Per Mile Sponsor Miles Total $'s Amount
& Telephone # ($10 Minimum)($1 Minimum) Initials Walked Pledged Received
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
($ 30.00) ($ 30.00)
$ $ $ $
FLAT PLEDGE SPONSORSHIP OF PARTICIPATING VALLEY STAFF (ADMINISTRATIVE & TEACHERS) - Refer to posted list of participating staff members
Participating Staff Member: $ $ $
Participating Staff Member: $ $ $
Participating Staff Member: $ $ $
$ $ $
$ $ $
$ $ $
$ $ $
TOTAL MILES WALKED:
VERIFIED BY: THANK YOU FOR SUPPORTING VALLEY SCHOOL!
DEDUCT MINIMUM PLEDGE IF PAID IN ADVANCE
SPONSOR SUB-TOTALS
STAFF SUB-TOTAL
PAGE TOTAL (add ALL Sponsor Sub-Totals and Staff Sub-Total)
Put the sum of the GRAND TOTALs from Additional Cards here
GRAND TOTAL
Check box
if not Valley
student
PLEDGES FOR OFFICIAL USE ONLY
Sponsor Address Check # Initials
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 68
Example Registration Form:
LOGO GOES HERE Valley School Walkathon 2010
Registration Form
Please enter the walker name(s), circle the appropriate T-Shirt size(s), calculate the
total, then submit with a check made payable to the Valley School PTA, to the
Walkathon mailbox in the office.
Note: The $30 minimum pledge for each walker is due upon registration.
Extra T-Shirts ($15 each)
Qty Qty Total number of
Youth XS _______ Adult S __________ extra T-Shirts x $15 = $______________
Youth S _______ Adult M __________
Youth M _______ Adult L __________
Youth L _______ Adult XL __________
Youth XS _______ Adult XXL __________
Total Submitted $______________
T-Shirts for registration received by Friday, October 1 will be distributed to students in their classrooms the week of
the Walkathon.
If you haven’t already done so, please fill out and turn in a permission slip (extra copies available in the office) for
each walker and turn in to the office with this order.
Walker #4 Name __________________________________________ $ ______________ ($30 minimum)
T-Shirt Size: Youth XS S M L
Adult S M L XL
Walker #3 Name __________________________________________ $ ______________ ($30 minimum)
T-Shirt Size: Youth XS S M L
Adult S M L XL
Walker #2 Name __________________________________________ $ ______________ ($30 minimum)
T-Shirt Size: Youth XS S M L
Adult S M L XL
Walker #1 Name __________________________________________ $ ______________ ($30 minimum)
T-Shirt Size: Youth XS S M L
Adult S M L XL
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 69
Example Pledge Payment Instructions:
LOGO GOES HERE
VALLEY SCHOOL
WALKATHON 2010
PLEDGE PAYMENT INSTRUCTIONS
These instructions apply to any pledges that you have ABOVE the $30 minimum you paid to
register for Walkathon.
1. Double-check that any calculated pledge amounts (dollars per mile) are correct on your Pledge Card.
2. Collect pledge(s). Payment must be by check(s) payable to: Valley School PTA. If a sponsor
chooses to give you cash, please write a check for that sponsor’s amount, submit your check as payment
and keep the cash. PLEASE DO NOT SUBMIT CASH PAYMENTS TO WALKATHON BOX! Important
Safety Reminder: An adult should accompany children when collecting pledges.
3. Staple check(s) to your Pledge Card. If you have a check from a sponsor to cover pledges for more
than one participant, group all participants’ Pledge Cards together and staple this check on the top.
4. Submit Pledge Card with check(s) attached to Walkathon mailbox in the Valley School Office. Please
wait to submit your Pledge Card until you have all pledge payments.
PLEDGE PAYMENTS ARE DUE NO LATER THAN MONDAY, NOVEMBER 15th.
Questions: Contact Jane Doe at [email protected].
THANK YOU FOR PARTICIPATING & SUPPORTING
VALLEY SCHOOL!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 70
4 Weeks Prior to the Walkathon - Place This Notice in Your Group Newsletter or Distribute in an Email
Walkathon Signups Due this Thursday
Get Ready, Get Set, Improve
Saturday, October 23rd, 2010, 8:30 AM - 4 PM
We're walking for: School beautification and technology for the library
By Oct 4th, be sure that you:
1. Pay your child(ren)s minimum participation donation in advance and specify
the size for their free T-Shirt. Order your own T-Shirt at the same time if you'd
like.
2. Turn in your child(ren)s permission slip to office (copies available in the office if
needed).
Before the Walkathon, be sure that you:
Help your child use the pledge card to get pledges. Bring that pledge card to the
Walkathon.
Pledge cards came home in last week's Thursday folder. You can get one if the
office if yours is lost or missing.
We still need volunteers for the day of the event. Please contact your friendly
chairs,
Jane Doe at [email protected], ... …
Your walking friend,
Jane Doe
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 71
4 Weeks Prior to the Walkathon - Solicit Entertainment Via a Flyer Like This
VALLEY Walkathon Music
And Variety show! *Starring Valley School parents and students/staff*
Sign up now for a time slot to gain fame, and add fun and laughter
to this year‟s Valley School walkathon by presenting a musical act,
doing a skit, or exercise routine, or be the DJ, to keep the
Walkathon rocking!
We will be providing some sound equipment, electric pianos, and
mixers, amplifiers and the stage. You provide the act and the fun!
Put that band back together and start jamming for your big event
at the Walkathon on October 23rd.
To sign up your act or activity, please contact Dee Jay at
(123) 456-7890 or by email at [email protected]
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 72
1 Week Prior to the Walkathon – Distribute Info Like This in an Email or Newsletter
Please Register for the Walkathon and Order your T-Shirts TODAY Ignore this email if you've already registered for the Walkathon, and sorry for the extra note. Otherwise, please select the size for your free T-shirt and register to participate in the Walkathon. 1. Fill in the attached registration form, attach your check, and drop it off in the office. 2. If you haven't already turned in your permission slip to the office, please do so. Attached is an extra copy in case you need it. Also, join us in thanking all of our sponsors who are buying your students' T-Shirts!
La Poll Realtors Back to Health
TLC Builders Kamin Properties Winter Consulting
Because of them, our Walkathon costs are minimal, so that funds raised can go to campus beautification and technology for the library instead. Thanks also to Sam Smith for finding these great sponsors. Yours, Jane Doe
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 73
1 Week Prior to the Walkathon - Distribute a Reminder Flyer Like This
Logo Goes Here The Walkathon… Get Ready, Get Set, Improve!
Remember, all proceeds go towards upgrading technology programs
and campus beautification. See you on Saturday, October 23rd at
8:30, here at school for the 5th annual Walkathon!
Volunteer slots still open – we need you!
To take a concessions shift, contact Carol Cook ([email protected]).
To help on the course, please email Ronda Route ([email protected] ).
Either way please cc Jane Doe, Walkathon Chair: ([email protected] )
Forgot to register? Fear not.
Fill in the attached form (electronic), attach your check, and submit to the office by October
17th. If you miss that deadline, your child can still participate by signing up at the Walkathon
itself. However T-Shirts will be on a first come first served basis.
Sponsor a Staff Member!
Now that you are filling out your Walkathon Pledge Card, think about adding sponsorship for a
teacher or staff member. Find the section on your Pledge Card for staff sponsorship, and give
them your support! The following teachers and staff members are ready to join students.
Mr. Fastpace
Mrs. Longway
Mrs. Pacer
Mrs. Walker
Mr. Miler
More staff may decide to join in—look for final list of participating staff at
the Walkathon Registration desk. You can add staff pledges to your Pledge
Card at the Walkathon.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 74
4 Days Prior to the Walkathon – Send Email to the School/Group and Another Email to Teachers or Staff if Appropriate…
To the teachers or staff:
And to the school or group:
Count Down to the Walkathon - Just Four More Days!! Saturday, 8:30 - 4 PM at Valley Fields
We need a few more volunteers for the Walkathon course. Please email (course volunteer chair) directly, at [email protected].
Don't miss this opportunity to show your Valley School spirit. Last call for faculty/staff Walkathon T-Shirts. Either send me an email letting me know your size or stop by the Walkathon T-Shirt table after school on Thursday to get your free T-Shirt . Don't forget to wear it to school on Friday! Yours, (T-Shirt chair) P.S. Even if you can't be at the Walkathon on Saturday, we would like you to have a shirt.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 75
1 or 2 Days Prior to the Walkathon - Send Email to the School/Group
Walkathon Tomorrow!
Get Ready, Get Set, Improve Proceeds benefit technology for the library and campus beautification 8:30 AM - 4 PM at Valley Fields
Final reminders:
1. Wear sunscreen and a hat, and consider bringing a sun umbrella to carry or put in the grass. It's gonna be warm. If you have a canopy tent, we could still use more. Email (course setup chair).
2. Bring a water bottle and get a beautiful, free sticker! We won't sell bottled water at the event, but you can fill up all you need. We'll sell VALLEY water bottles while they last.
3. Remember your pledge card. 4. If you haven't already registered, you can do so on site for a minimum
$30 donation. T-Shirts will be given on a first come first served basis. 5. Bring money for food.
We don't have a separate cleanup crew so we'd appreciate it if everyone could
just pitch in during /after the event. Thank you.
1. Thank the volunteers! We can't say enough about these amazing committee chairs - Christine De Bona, Michele Kirsch, Donna Young, Carla Bottenfield, Kara Park, Michelle Nieda, Lynn Reed, Dave Beyer, Brian Mellea, Scott Vanderlip, Jamie Lucia, and all the committee members who continue to slice, move, beg, find, sell, buy, create, set up, google, groupery, publicize, organize, count, clean up, and cheer lead.
Have fun!!
Jane Doe
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 76
2 days After the Walkathon – Send Out This Notice to the School/Group
We Did It!
Watch upcoming newsletters for a full wrap up of Walkathon News. Meanwhile:
Please collect those pledges and turn them in. All donations are due on or before Nov 12th (extended due to school holiday). See attached instructions.
If you did not return your lap card, please email your name and miles walked to (walkathon treasurer) at (email address)
Also contact (walkathon treasurer) if you need a copy of your pledge card.
Thank you!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 77
Check-In Procedure - Set This Out at the Registration Table and Email to Volunteers
Walkathon 2010
CHECK-IN PROCEDURE
FOR PRE-REGISTERED PARTICIPANTS
1. Retrieve participant‟s folder from „Check-In‟ crate. These are filed
alphabetically by last name.
2. Double-check that Permission Slip is in folder. If no slip, give Permission
Slip to parent to complete. If Pledge Card is also in folder, skip to step #3.
3. Ask for Pledge Card and scan for complete information. Request any
missing information.
If participant doesn’t have Pledge Card, give new one to parent to complete. Inform
parent of $30 minimum pledge for participation and collect payment.
If parent not available to complete Pledge Card, a supervising adult may pay $30 and help
complete a Pledge Card.
If no adult supervising, child does not receive a lap card and must go get parent’s (or
supervising adult’s) help.
WE MUST HAVE PERMISSION SLIP, PLEDGE CARD, AND $30 MINIMUM
PLEDGE PAYMENT BEFORE WE GIVE OUT A LAP CARD!
4. Give Lap Card to participant and explain s/he MUST check out at
Registration Desk when finished walking.
5. Point the way to starting line.
6. Check Pledge Card for any Valley Staff sponsorship and record on Staff
Sponsorship Tally Sheet(s). Put a check mark next to staff member’s name on
Pledge Card. Replace Pledge Card in participant’s folder.
7. Return folder to appropriate file in „Walking‟ crate.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 78
Set This Page Out for Registration Volunteers to Review on the Day of the Event
CHECK-IN PROCEDURE FOR WALK-INS
1. Create a new folder. If Valley student, find ‘folder name label’ on sheet of
pre-printed labels and place on left side of folder tab. For non-Valley participants
(siblings, etc.), handwrite a folder name label and set up folder.
2. Have parent complete a Permission Slip & Pledge Card; inform parent of
$30 minimum pledge and collect payment. Verify that all information on both
forms is complete. NOTE: Tot walkers who are not collecting pledges may
purchase $2 punch card and buy a T-Shirt for $15. $30 minimum pledge
does not apply.
If parent not available to complete Permission Slip and Pledge Card, a supervising adult
may complete these forms and must pay $30.
If no adult supervising, child does not receive a lap card and must go get parent’s (or
supervising adult’s) help.
WE MUST HAVE PERMISSION SLIP, PLEDGE CARD, AND $30 MINIMUM
PLEDGE PAYMENT BEFORE WE GIVE OUT A LAP CARD!
3. Write participant‟s name on back of Lap Card (using sharpie), give to
participant and explain s/he MUST check out at Registration Desk when
finished walking.
4. Give participant a T-Shirt Voucher. No guarantee that we will have her/his
size.
5. Answer any questions and say,“HAVE FUN!” Direct to T-Shirt table.
6. Check Pledge Card for any Valley Staff sponsorship and record on Staff
Sponsorship Tally Sheet(s). Put a check mark next to staff member’s name on
Pledge Card. Replace Pledge Card in participant’s folder.
7. Return folder to appropriate file in „Walking‟ crate.
8. Add participant‟s name to Participant List (one for each class and one for all
others—siblings, etc.).
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 79
Set This Page Out for Registration Volunteers to Review on the Day of the Event
CHECK-OUT PROCEDURE
1. Retrieve participant’s folder from ‘Walking’ file crate.
2. Ask for participant’s Lap Card.
3. Record total miles on Pledge Card. Give Lap Card back to participant. If
applicable, calculate total pledge dollars due. Initial Pledge Card. Remove white
Pledge Card copy. If additional pledge money is due, staple Pledge Payment
Instructions to white Pledge Card copy and give to participant.
If participant wants to pay additional pledges in full at this time, see
‘Procedure For Accepting Minimum Pledge Payment At Walkathon’ instruction
sheet.
4. File yellow Pledge Card copy in participant’s folder.
5. Return folder to ‘Finished’ file crate.
6. Shake participant‟s hand for a job well done and thank her/him!
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 80
Appendix 2: Technology Options
Another great resource for choosing which solution is right for you is “A Few Good Tools
for Online Distributed Fundraising”, by Stella Hernandez of Idealware, April 2009. You
can find it at http://www.idealware.org/FGTOnlineDistributedFundraising.php. I am
summarizing her list of options here, plus augmenting it with a few solutions I have
found as well. This list includes both online fundraising tools and group organizing tools.
Artez Interactive (http://www.artez.com ), The Artez Solution helps charities create,
manage and execute a wide range of online fundraising campaigns.
BigTent.com (http://www.bigtent.com), a general purpose tool to connect people with
the communities they care about, making it easy for groups and their members to
participate, communicate, and organize.
Change.org (http://www.change.org) A free basic service and social networking site.
ChangingthePresent.org (http://www.changingthepresent.org) A free basic service that
encourages donations in place of gifts.
Chipin (http://www.chipin.com) This service is very simple and straightforward. It
provides a fundraising widget you and all walkers can use on any web site or Facebook
profile with a donate button and thermometer.
Convio (http://www.convio.com/products/convio-teamraiser-special-
events.html?gclid=CKS1kt-p8JkCFYJM5QodTx6oSA) This is a more robust system with
lots of features, including TeamRaiser Special Events.
DoJiggy Pledge (http://www.dojiggy.com/app/services/pledge/) DoJiggy Pledge is a
complete web-based registration management system for events where individual or
team participants collect and track pledges.
Donor Perfect (http://www.donorperfect.com) Another full featured system,
DonorPerfect includes the ability to allow walkers to collect via their MySpace, Facebook
and other pages.
Facebook Causes (http://www.facebook.com/apps/application.php?id=2318966938)
This is specific to Facebook and allows walkers to set up fundraising pages and collect
donations there.
Firstgiving (http://www.firstgiving.org) Easy to use tools for fundraising and tracking
donations.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 81
'Friends Asking Friends' Kintera Thon Online
(http://www.kinterainc.com/site/c.owL8JoO7KzE/b.4953593) This is a robust solution
appropriate for large events.
Groupvine (http://www.groupvine.com) This is a generalized tool for organizing and
communicating with groups, and allows you to collect funds from group members. It is
not specific to a single event like a walkathon but rather an ongoing group management
tool.
SixDegrees.org (http://www.sixdegrees.org) Affiliated with Network for Good,
SixDegrees.org lets your organization and individual walkers create a donation widget
and insert it into a web site or social networking site.
Volunteerspot.com (http://www.volunteerspot.com) This is a generalized tool for
organizing volunteers.
© Lee Garverick - The Walkathon Guide, www.walkathonguide.com 82
Appendix 3: Sample Waiver Form You will need a form like this for all participants in your event. Even with the best of intentions,
accidents can and do happen. You can help protect your organization by collecting Waiver and
Release of Liability Forms from each of your participants before the event. This sample waiver
was provided courtesy of DoJiggy (http://www.dojiggy.com). Walkathon Guide and DoJiggy do
not assume any liability for your event or the accuracy of this document.
The following waiver has been provided as a sample for DoJiggy clients and non-profits. Please
check with your legal counsel to determine if this waiver is appropriate for your organization.
1. In recognition of the risk of injury while participating in the ___________________ (Event), and as consideration for
the right to participate in the Event, I hereby for myself, my heirs, executors, administrators, assigns, or personal
representatives knowingly and voluntarily enter into this waiver and release of liability (Agreement) and hereby waive
any and all rights, claims or causes of action of any kind whatsoever arising out of my participation in the Event, and do
hereby release and forever discharge (Event) and its affiliates, managers, members, agents, attorneys, employees,
volunteers, heirs, representatives, predecessors, successors and assigns, business and its affiliates, managers, members,
agents, attorneys, employees, volunteers, heirs, representatives, predecessors, successors and assigns, the event site
and its agents, attorneys, employees, volunteers, heirs, representatives, predecessors, successors and assigns and all
sponsors and/or beneficiaries of the Event (collectively Hosts) from any and all liability, claims, demands, damages,
actions, or causes of action now existing or which hereinafter may arise as a result of my participation in the Event,
whether any injury is caused by the negligence of the Hosts, the negligence of myself or third parties, the conditions of
the course or any other cause.
2. I agree to indemnify and hold harmless the Hosts against any and all claims, suits or actions of any kind whatsoever
for liability, damages, compensation or otherwise brought by me or anyone on my behalf, including attorneys fees, if
litigation arises on account of claims made by me or anyone on my behalf.
3. I attest that I am physically fit and have trained sufficiently for the Event, and that a licensed medical doctor has
recently verified my physical condition. I will not knowingly push beyond my physical limits at any time during the Event.
4. I recognize that various photographs, video recordings, and other media will be taken during the Event. I agree to
grant the Hosts full permission to use any photographs, video recordings, or other media of the Event that contain my
likeness for the purpose of promoting ______________________________ (the organization) or the Event, or for any
purpose deemed appropriate by the organization.
5. For safety purposes, I agree to refrain from using headphones (and/or cellular phones) during the Event.
6. I acknowledge that this Agreement is the entire agreement between the Hosts and me, and that this Agreement
cannot be modified or changed in any way by representations or statements of the Host or by me.
7. I hereby declare that I have read and fully understand this Agreement in its entirety and that, by clicking below (or
signing below), I assent to all of the terms and conditions contained in this Agreement.