In My Community Pancreatic Cancer Research Walk Toolbox

Transcription

1 In My Community Pancreatic Cancer Research Walk Toolbox 1111 Stewart Avenue, Bethpage, NY

2 GUIDE FOR PLANNING AND IMPLEMENTING A PANCREATIC CANCER RESEARCH WALK IN MY COMMUNITY THIRD-PARTY EVENT OVERVIEW & GOALS The State-of-the-Science in Pancreatic Cancer Pancreatic cancer remains one of the nation s deadliest diseases. This year more than 42,000 people will be diagnosed with pancreatic cancer. The survival rate is 4%, and in most cases, once individuals are diagnosed they are only given a few months to live. Surprisingly little was known about the disease and until recently, very little research existed, or was underway, to understand and cure pancreatic cancer. The Lustgarten Foundation was established in 1998 to help change these facts. Since our inception, we have provided more than 22 million dollars in support of promising pancreatic cancer research. Yet, much more remains to be done. What is an In My Community Pancreatic Cancer Walk? The Lustgarten Foundation created the first-of-its-kind Pancreatic Cancer Research Walk in 2001 to generate critically needed dollars for research. Each year since, thousands of individuals participate in the Long Island, New York walk to honor their loved ones and join the in the fight to find a cure for pancreatic cancer. The Long Island based walk has generated nationwide interest from individuals whose lives have been affected by the disease, and has encouraged friends from across the nation to inquire about conducting a Pancreatic Cancer Research Walk in their own communities. Our walks have grown over the years to include many cities from New York to California. The Lustgarten Foundation is delighted to present In My Community Pancreatic Cancer Research Walks. By creating additional walks across the country, it enables individuals to participate and get involved in fundraising and awareness walks in their own communities. Page 1

3 Why create a walk? Because every dollar you raise will support pancreatic cancer research! Cablevision Systems Corporation underwrites all of The Lustgarten Foundation's administrative expenses to ensure that 100% of every dollar raised will go directly to pancreatic cancer research. Visit curepc.org to learn more about the campaign. Why have other people started In My Community Pancreatic Cancer Walks? Sometimes, time and distance prevent individuals from attending the Foundation s Annual National Pancreatic Cancer Research Walks. Family members, friends and co-workers of individuals with pancreatic cancer are often inspired to create a walk in their own communities to help raise dollars for pancreatic cancer research. We are proud to be a part of this groundswell of interest and support, and invite you to join in the fight against pancreatic cancer by implementing an In My Community Pancreatic Cancer Research Walk. What are the Goals of the Walk? To raise awareness of pancreatic cancer and the work of The Lustgarten Foundation To raise critically needed dollars for research into the cause and cure of this disease To celebrate progress in the fight against pancreatic cancer To honor our loved ones How does The Lustgarten Foundation assist me in the walk? There are many ways in which The Foundation is able to help; from posting your event on our website to providing walkers with t-shirts. Each In my Community Walk is different, to learn how we can assist you with your walk, please contact Suzanne Beck (toll free) or sbeck@cablevision.com. The foundation is always happy to be a resource for any questions you may have during the planning and implantation of your In My Community Pancreatic Cancer Research Walk. The Foundation is not able to incur any expenses beyond those agreed upon for your walk. Page 2

4 How can I learn more about starting an In My Community Pancreatic Cancer Research Walk? Additional information is included in this package, such as our Question & Answers section and a sample timeline. The Lustgarten Foundation staff members and volunteers will be available to help guide you through the process of creating an In My Community Pancreatic Cancer Research Walk. Call Suzanne Beck, Special Events Coordinator at (toll-free) or sbeck@cablevision.com to get started. NEXT STEPS Register your In My Community Pancreatic Cancer Research Walk Complete the registration form at the end of this packet and mail, , or fax it to Suzanne Beck, Special Events Coordinator, The Lustgarten Foundation. Start Planning the Details and Building the Foundation The following timeline will help in outlining some of the items that you will need to consider when planning your walk. We also recommend forming a committee to share the project with you and that will assist in the planning and preparation of the walk. SUGGESTED ACTIVITY PLANNING TIMELINE 4 Months Prior to Walk Identify a location and select a date The location can be as simple as mapping out a safe, 2 5 mile route in your neighborhood or identifying a public park in your area. If you will be choosing a park, please be sure to secure permission of all necessary authorities. Each state and county has their own rules regarding group gatherings and they may want you to sign a waiver and/or secure event insurance. 4 Months Prior to Walk Organize A Committee Page 3

5 Begin discussing your walk with friends and family! Send them a detailed e- mail containing the date, location and time of walk. Don t forget to include a link to The Lustgarten Foundation s website Months Prior to Walk Identify Sponsors Get committee members to ask local grocery stores, delis, and consumer warehouses to donate breakfast items and/or water for your event. We have found that many establishments are happy to help, even in some small way. 3 Months Prior to Walk Encourage Registration Distribute walk web-address to prospective team members so that they may begin collecting monies as early as possible. This can be done in-person, as well as, electronically. Set an overall fundraising goal for your event and communicate your goal to participants. 3 Months Prior to Walk Promote the Walk Ask to hang event posters and brochures (provided by the Lustgarten Foundation) in grocery stores, libraries, local hospitals, doctors offices, etc. This is a great time to delegate responsibilities and ask teammates to display posters in High Traffic areas. Look for Volunteers Ask friends, family and co-workers to volunteer the day of the walk. Create a flyer and post at local colleges, libraries, YMCA s etc Flyer should state that you are looking for individuals to volunteer the day of your walk. Volunteers are needed for registration, greeting, taking pictures, food table attendants, setup/clean-up and the general running of your walk. 2 Months Prior to Walk Newspaper/Radio Contact your local radio station, television stations, and newspapers and request coverage of your walk. 6 weeks Prior to Walk Page 4

6 Send out Reminders Remind your team members via and telephone that there are only 4 weeks left to register. Now is also a good time to remind participants of your fundraising goal. 1 Month Prior to Walk T-shirts must be ordered This is the last day to guarantee delivery of participant t-shirts. 1 Week Prior to Walk Check that you have received T-Shirts Confirm your donation pick-up dates and times Confirm your sponsorship needs i.e.: do they need a table at the walk Send a confirmation to your volunteers Outline where you need your volunteers - i.e. registration, water stops, etc All checks should be made payable to The Lustgarten Foundation. Participants should indicate the name of your walk on the memo line of each check so we can properly credit your walk for all donations. Mail all checks to: The Lustgarten Foundation, 1111 Stewart Avenue, Bethpage, NY Day of the Walk It is SHOW TIME! Be sure your walk route is clearly marked and that all participant waivers have been signed. Be sure to have your water and food stations easily accessible throughout the route. Have your registration ready for the incoming walkers and your t-shirts easily accessible for those working at the registration area. Take Photos!!! Please take pictures of your group and send to The Lustgarten Foundation so we can be sure to feature your walk in future newsletters and promotional materials. Photo releases will be included in the final walk materials package. Most of all ENJOY THE DAY! You will have certainly earned it and we all sincerely thank you for all your hard work and dedication! Page 5

7 Please contact Suzanne Beck, Special Events Coordinator at or with any questions you may have during the walk process. FAX FREQUENTLY ASKED QUESTIONS When is the best time of year for holding The Lustgarten Walk? The ideal time of year to stage a walk is when moderate temperatures prevail. Weather that is either too warm or too cool will make walkers uncomfortable. For most parts of the country this means April to May or September to October. This may vary depending on where you are located. What are the best days and times for a walk? Saturday or Sunday mornings are usually best. Avoid special days or religious holidays. Also avoid the standard to daylight savings time change day. Check local events for any major conflict. A Saturday or Sunday morning event should have a registration time of 8 to 9 a.m. with the Walk ending by 11:00 a.m. and when including cleanup, should be over by 12 noon to 1:00 p.m. What are the best locations for the walk? Public parks and college or university campuses are ideal locations. Public parks have existing facilities and will require reservations well in advance. College officials can be enthusiastic about supporting worthy causes and it is possible to involve fraternities and sororities in the walk if held on campus. Public streets may be appropriate but will likely require additional permits and arrangements with public safety officials. What is the ideal route? A scenic route that is relatively level throughout is best. You must place water stations along the way. The route should have two alternatives; a short route and a long route. The short route should be a cut out from the longer route for walkers who prefer to walk a mile and a half rather than three. The route should be designed such that the long route takes not much more than one hour to complete and the short route about a half hour to finish. The route should also accommodate wheel chairs. Do walkers get T-shirts? Depending on your agreement with The Lustgarten Foundation, walkers who raise a minimum of $50.00 do get a T-shirt. Page 6

8 FREQUENTLY ASKED QUESTIONS Why have a pre-registration? Pre-registration allows for the collection of walker sponsorship money in advance of the event and also gives you an idea of how many walkers they should expect. To facilitate this we charge an extra $10.00 over the $50.00 for people who fail to pre-register. Again, pre-registration can be done via the mail, phone or Internet. Should there be a rain date? No, the logistics are just too complicated. With a rain date you are forced to plan for two walks. Many successful walks have been held in rainy conditions. Encourage the use of umbrellas and have tarps handy, just in case. Should parents be encouraged to bring children to the event? Yes. Activities should be planned for children at the event. Should pets be allowed at the walk? As a general rule, no. The site owner may prohibit pets and they can cause clean up problems. Most pets are good citizens but others are unpredictable when in a crowd. There are too many liability issues. What about the use of baby strollers, wheelchairs, self -propelled mobility vehicles, scooters, bicycles, skateboards, roller skates or blades? Once you confirm with the park that your routes are accessible; baby strollers or device for handicapped individuals are allowed. However, bicycles, skateboards, etc., for their accident potential and liability reasons, should not be allowed. What about First Aid? Medical personnel should be on hand to give minor first aid and to contact 911 for emergencies. Ideally a volunteer ambulance crew of EMT s would be available. What about security? One or two off-duty sworn officers can protect and transport the day s income if you deem it necessary. Please prepare any donations post walk and send the entire package in an insured FedEx Package, we will provide you with a FedEx number to avoid any costs. What are the best refreshments? Bottled water and juice, as well as, unopened individual snack packages make the best refreshments. Unpeeled fresh fruit (apples, bananas) are also good. What about cleanup? Leave your site as clean as or cleaner than it was before you used it. Page 7

9 GUIDELINES AND PROCEDURES* Please complete the enclosed Community Walk Application and return to: The Lustgarten Foundation, Attn: Suzanne Beck, 1111 Stewart Avenue, Bethpage, NY PLEASE READ CAREFULLY As a not-for-profit organization, The Lustgarten Foundation must ensure accountability for all donations received by the public. Since you are implementing a Pancreatic Cancer Walk in your community, you are agreeing to formally serve as a third-party event organizer. Therefore, you must agree to the following terms: The Lustgarten Foundation and Pancreatic Cancer Walk names and service marks are two of our greatest assets. We must protect and maintain these assets by partnering with organizations/groups that are reputable and have products, interests and values that support our mission. Therefore, we must validate each potential partner, organization or new initiative before agreeing to a relationship. The Lustgarten Foundation reserves the right to decide not to participate in any activity, event or program if it is deemed inappropriate, not of interest or does not support our mission and values. Upon approval as a third-party organizer for a Pancreatic Cancer Walk: In My Community event, you may have use of The Lustgarten Foundation s service marked intellectual property for advertising purposes (i.e., The Lustgarten Foundation name and logo and Pancreatic Cancer Walk name and logo). *Please note: Because you are using the intellectual property (e.g., logo and name) of The Lustgarten Foundation to raise funds, all proceeds resulting from an In My Community Walk activity must go solely to support The Lustgarten Foundation. The Lustgarten Foundation cannot assume any responsibility for any expenses generated by a third-party event. However, this package was designed specifically to help you make your Walk a success, and should provide the tools necessary to help you raise funds and generate sponsorships to help cover the expenses. The third-party event organizer will be required to sign a contract agreeing to the terms of participation and releasing The Lustgarten Foundation from all liability for the event. The Lustgarten Foundation will not recognize any event/activity that takes place without the Foundation s prior knowledge and consent, and for which an Agreement has not been signed. If you cannot commit to the above-listed guidelines, please contact Suzanne Beck at to explore alternative ways to support The Lustgarten Foundation. Please do not hesitate to call if you have any questions or concerns about acting as a third-party event organizer. We are delighted for your interest in planning a Pancreatic Cancer Research Walk in your community, and want to make your experience a pleasant and easy one. *Please Note: Use of the Lustgarten Foundation name, service-marked logos or other intellectual property for a third-party event or any other use is strictly prohibited without the express written permission of The Lustgarten Foundation. Possession of this package does not constitute permission. Page 8

10 Organizer s Information: In My Community Walk for Pancreatic Cancer Research First Name Last Name Street Address City, State & Zip Phone (daytime) Event Information: Name and Type of Event Date of Event Start time Anticipated end time Venue Name Contact Name / Phone # Venue Street Address Venue City, State & Zip $ Y / N Anticipated # of participants Fundraising Goal Is this an annual event? Corporate Support for Event: (Sponsors, media, in-kind donations) YES NO If YES, please list names:

11 Tribute: (If applicable) Name of person being honored Your Relationship to honoree Reason for event If this event is open to the public, may we put it on our website calendar? Informational Materials: Informational materials about The Lustgarten Foundation are available for your event free of charge. Shipping Information: We will ship materials to you free of charge. Our office must receive requests for materials no later then 2 weeks prior to your preferred arrival date. Contact Information for Shipping Labels: (if different from organizer s information) Attention: Organization/Company Name: Street Address: City, State and Zip: Phone: Fax: Send form to: Suzanne Beck, Special Events Coordinator The Lustgarten Foundation 1111 Stewart Avenue Bethpage, NY sbeck@cablevision.com Fax: (516) Page 10