How to organise a Sponsored Walk for Dogs for the Disabled

How to organise a Sponsored Walk for Dogs for the Disabled Dogs for the Disabled The Frances Hay Centre Blacklocks Hill Banbury Oxon, OX17 2BS To get in touch about Sponsored Walks: T - 01295 252 600 (Ext. 238) E - Events@dogsforthedisabled.org W - www.dogsforthedisabled.org Who? - Tina Charity Registration No. England & Wales 1092960 Charity Registration No. Scotland SC039828 1

Contents Content Page Thank you and office contact details 3 Getting started When, Where and Distance 4 Budgets, raising money and timing on the day 5 Putting together an organising team 6 Who will be invited? Promotion ideas 7 Please be aware of - local authorities, risk assessment needs 8 First aid, insurance types and licences 9 The registration process - signing people up for your walk 10 Making the most of your volunteer helpers 11 Final planning ideas 12 After the walk 13 Not forgetting... 14 2

A thank you from one of our partnerships Grace & Scooby Thank you for organising a sponsored walk to raise funds for Dogs for the Disabled. We really appreciate your support. Grace s Mum Simone is delighted to see how her daughter s confidence has grown since Scooby arrived. Beforehand, when we went out, Grace wouldn t speak to anyone, she was so conscious of her speech. Now, she s transformed: when we go to the park she knows everyone who owns a dog (and their dog s name) and she proudly tells them all about Scooby and what he s doing for her. It s just fantastic to see! And as for Grace, she couldn t be more certain that Scooby is the best thing that s ever happened to her. Scooby makes me happy, and that makes my mum happy too. Your office contact Name... Working hours. Contact number... Email.... 3

When Getting started... Time of year - Choosing the right time for a walk can be the key to success. There can be a lot of events organised during the summer and so it s sometimes better to set a date in the spring or autumn when the weather can also be very nice. Day of the week - In order to get as many walkers as possible, choosing a weekend can often be the best option. Plan in advance - Make sure you set your event date far enough in advance so that you have enough time to organise everything. Check for clashes - It s always a good idea to check what other local events are due to happen on the date that you re interested in. Also find out whether there are any major sporting or large national events taking place. Where It s much easier if you can find a circular route so that you can start and finish the walk in the same area. You may also want to consider the following: Is there enough space if a lot of people turn up? How will walkers arrive? Is there enough parking or can they arrive by public transport? Can you ensure that your venue and route are accessible for wheelchairusers? Are public toilets available (including facilities for people with disabilities)? Walk distance Wondering where to walk? Why not visit www.plotaroute.com or try www.walkswithwheelchairs.com for recommended wheelchair-friendly routes. Keeping a maximum distance of a few miles can mean that virtually anyone can join in your walk, or maybe you could offer a shorter walk and an extended one as well. The longer the walk, the more planning is needed. 4

Timing on the day Bear in mind the following when planning a start time for your walk: How long will it take to get everything set up on the day? (Start/finish line, registration table, marquees etc). Can you fit with local bus/train times so that walkers can arrive by public transport? How long do you think it will take to register all the walkers when they arrive? How long will the walk take? Bear in mind that we all walk at different speeds! How long will it take to tidy everything up at the end of the event? Budget (if any) Even small events need some funds, and sadly this is not something that Dogs for the Disabled can help with. So you need to be creative! Why not approach some local businesses for support? It s not just about getting donations of money - some businesses may be able to help with advertising, printing, donations of water/food items etc. Also think about what the walk marshals/volunteers may need - maybe high visibility vests or walkie-talkies. Prizes - why not offer prizes for walkers? Perhaps for the most sponsorship raised, best behaved dog or best fancy dress costume. Raising money Remember that the reason you re organising the sponsored walk is to raise much needed funds for Dogs for the Disabled. You can charge a small entry/ registration fee for your walk which can help to cover some costs, and can also work as a way to commit people to attending on the day. If you do so then it s good to offer something to the walkers in return (perhaps a goody bag or a medal). Your office contact can supply you with sponsorship forms and other fundraising materials for your walkers. 5

Do you have a team? following roles/responsibilities: Even small events take a lot of planning and organising. So it s best to set up an organising group from the very beginning, and allocate roles and responsibilities. Discussing individual strengths and preferences can help to identify roles, as well as considering how much time everyone has to offer. Try to think about the Lead organiser - to keep an overview of the event, ensure that all permissions are in place and that all team action points are followed up. Normally the lead organiser would conduct and update the Risk Assessment (see page 8) and be the go to person on the day of the walk. Publicity and PR - to manage the promotion of the walk including design, production and distribution of publicity materials, as well as contacting the local media. Route coordinator - This may be a big or small role depending on how long the walk route is. This person will be responsible for the design and production of the route map and directions (if applicable), where route marshals should be positioned, and should contribute to the risk assessment. Volunteer coordinator - you may want to consider choosing someone to be responsible for recruiting, briefing and managing any volunteer helpers who will come along on the day. This includes communicating with them prior to and during the event, ensuring that everyone s roles are clear, and of course thanking them afterwards. Secretary/administration - for dealing with walk enquiries and registrations, applying for licences/permits and notifying the relevant local authorities. Also, to print out a list of walkers for the check-in process on the day. Possibly to also co-ordinate meetings and take minutes etc. Sponsorship & Logistics - sourcing all the necessary equipment needed for the day. To get all the local support and donations of goods/services. Branded t-shirts - we will try to provide a branded t-shirt for each key walk volunteer. 6

Who will be invited? Have you thought about who you are hoping will come to your walk? We d recommend that you start promoting your walk at least two months in advance. Also, the more people and organisations that you get involved in your event, the more publicity you will generate by default. You can increase your chances of getting more interest and coverage if you can add an interesting twist to your walk. How about a theme for fancy dress, or inviting a local celebrity to cut a ribbon and open your walk for you? Inviting a Dogs for the Disabled dog - If you would like us to invite a representative to your event then we will always try. Please be aware that we do not have full national coverage, and so cannot guarantee that someone will be available. Posters/Invitations We have a poster template that you are welcome to add your details to. Please don t create your own poster because it s always best that you use our own branded materials. Here are some ideas for poster placement: Local shops, businesses, clubs, schools, leisure and community centres, libraries Promotion through your own work/clients (if applicable) Local websites If you are able to get support from any local businesses, then you can offer to put their logos on the poster too. Press release We can provide you with a press release template which you can then email to your local newspapers, community newsletters/radio/websites. Remember to include the following key points about your walk with all promotional materials: Date and time Location and route, and distance of walk Who do you want to come? (Who are your target audience)? How to register - ideally provide a phone number or email address, and even a website if possible. Dogs for the Disabled may be able to promote your walk on its social media websites, but we cannot guarantee this. Ask your office contact. 7

Please be aware of... Local authorities and land owners If your walk route uses rights of way on land owned by local authorities or private landowners you don t need their permission but it is polite and sensible to contact them. If your route uses roads, then you should contact the relevant local authority s highways team. Risk Assessments Any event organised for the public must have an up-to-date risk assessment which demonstrates that the event organisers have acted responsibly and done everything possible to prevent any harm to the participants. If you ve not done anything like this before then don t worry! Ask your office contact for a risk assessment template which you can use to think about what potential risks could occur, and how you d deal with them. This physical document needs to be held by the walk leader and be available for anyone to see if they ask for it. Some common risks that you may consider: Overcrowding (at any point) Route obstructions Participants pre-existing medical problems/general fitness Dog bites Slips/trips/falls (uneven surfaces) Road crossing safety Weather conditions (hypothermia, sunburn, heat exhaustion) Risk of collapse of a marquee etc There may be other risks that are relevant so please do try and think of everything. Under each of these headings you should list the measures you are undertaking to reduce these risks, and what you d do if such a situation were to arise. If the risk is then considered acceptable then there is no reason for the event not to proceed. If you find that a certain risk cannot be reduced significantly, e.g. if walkers will need to use the road because of pavement works, then you need to find another way to remove the risk, perhaps by diverting the route. 8

Please also be aware of... First aid The level of first aid cover needed should be determined by the walk distance, time of year and the (likely) number of participants. A first aid provider should be able to risk-assess the walk and identify the resources needed to cover all potential incidents. To decide on the level of cover that your walk may need, you may wish to visit the St John s Ambulance website which gives some good information: www.sja.org.uk/sja/first-aid-training-courses/requirements-calculator.aspx Public Liability insurance When organising a sponsored walk to raise funds for Dogs for the Disabled, you should be covered by the charity s Public Liability Insurance. However please do discuss with your office contact about exactly what you re planning, in case you re doing something that means you won t be covered. Contractors insurance All contractors or sub-contractors engaged to provide any type of service at your event must also have their own valid public liability insurance. It is your responsibility to ensure that contractors present evidence of their own cover well in advance of the event, otherwise they should not be allowed to attend. Trading If you d like to sell any kind of merchandise at your event, then you may need a street trading licence. Or you may need a Charitable Street Trading Consent (these are normally free). To be on the safe side we d always suggest that you call your local authority to check what their requirements are. Charitable collections If you wish to use collection tins/buckets and carry out any form of charitable collection within a public space (such as a street or park) then you must get permission in advance from the local authority. We d advise that you apply as early as possible - many authorities will restrict the number of collections permitted per year, and also, it can take a month or two to receive a licence so don t leave it to the last minute! Please ensure that someone carries copies of any licences at the event. 9

Registration process It s very important to know how many walkers will be attending your event - whether you re expecting 50 or 500 will make a big difference to your plans! We would advise that you ask for the following information from your walkers: 1. Name of lead walker 2. Address, phone number and email address of lead walker 3. Number of walkers in each group 4. Number of children under 16 in each group What to send your walkers As people register, we d recommend that you send them the following (if applicable). Nearer to the event date (maybe a week before) you may wish to email them to remind them about the walk and send any last minute details. - General event details (when, where, and what to expect) - Sponsorship form(s) - one per walker with more available if requested - Information about how to set up an online giving page (JustGiving etc) - Route map of the walk, or else a synopsis of the basic route - Suggested equipment (clothing, shoes, bring a picnic etc) - An emergency phone number for the day - Information about how and where to send sponsorship money once collected. For security reasons we d ask that walkers don t bring their money on the day. - Environmental advice about disposing of litter and dog waste responsibly - Information about facilities available on the day (e.g. toilets) - How to check in on the day of the walk. On the day You will need a volunteer to manage check-in. Print out a list of all registered walkers (name of lead walkers, number of walkers in each group, estimated money raised), and check them off as they arrive. Don t be surprised if you find that not all walkers turn up, as this is normal! After the walk you can then calculate number of walkers and estimate the money raised. 10

Helpers on the day Once you have planned your route, and how all your activities will be organised on the day, you should be able to work out how many helpers you ll need. It s best if the lead organiser is not allocated any specific tasks on the day so that they can keep an overview on the event as a whole, and respond to any situations as they arise. Key helper roles for the day: Check-in marshals - to check walkers off the printed list as they arrive Route marshals - Ideally stationed in pairs at set points along the route, these helpers can give directions to walkers, cheer walkers on and help with any issues. We d advise that all marshals are given a walkie-talkie (or use a mobile phone) so that they re able to notify the lead organiser if there are any problems. Start/Finish point marshals - this role can include various duties such as helping with check-in, manning stalls, giving out water/goodie bags, welcoming walkers back at the end of the walk etc. Set up/clear up marshals - setting up marquees/equipment/tables etc and then clearing everything away at the end of the day. Don t forget! Remember to ask walkers to clean up after their dogs, and put any litter in bins etc. You will need to leave the walk site as clean and tidy as possible. Helper guidelines Try to consider the following: Helpers should be aged 18 or over. Each helper should be given clear (written) details of their task for the day. Brief all helpers at the start of the day. Check that the roles allocated are suitable for each helper, bearing in mind physical strength, ability to stand up for long periods etc. Route marshals should be in pairs - this is safer and also helps if someone needs a break. Make sure everyone has a walkie-talkie or a list of emergency numbers. 11

Final planning ideas The week before The day before Contact the walk venue and any other key places (along the route) to check that they are still happy with the plans and there are no last minute changes Contact all helpers to make sure they re still able to attend, and happy with what they have to do Email all walkers with final instructions If appropriate, contact the local media to remind them about the walk Finalise and circulate the risk assessment Walk the final route to ensure that nothing has changed which may require a route alteration. Check the weather forecast. If extreme weather conditions are predicted, then contact your planning team and decide whether the route and plans for the walk need changing accordingly If you have been granted permission to place signage along the route, then it is best to do this the day before the walk. Ensure that all helpers have emergency contact details available Print out the list(s) of walkers for the check-in desk Ensure that any walk information (you may have an Event File) is complete with risk assessments, any relevant permissions, event schedule, volunteer details and check-in sheets. On the day Have a quick briefing meeting with all helpers, to run through timing, health and safety and any last minute changes Conduct a quick safety check of the event sites and if possible, the route itself Set up - once the check-in area has been set up and everything is ready, do a tour of the whole site to look out for any trip hazards or anything else that could potentially cause a problem. Take photos, and enjoy yourself! Remember to thank everyone for coming and supporting Dogs for the Disabled. 12

After the walk There s still more to do! Please consider the following: Do a check to make sure that all litter and dog waste has been cleared up Ensure that the site is left as you found it Consider asking walkers and helpers for feedback, should you wish to organise another walk. We always find there are things that we can improve on! Write up your own notes after the day, with key points that you think may be worth considering for future events During the week following the walk, send a press release to your local press. Increase the chances of them printing it by attaching a nice photo or two, giving numbers of walkers, and how much you expect the walk to have raised. Ask your office contact if you need help with writing the release. Send the same release to your office contact, and they can submit it to our Press team to try and get it added to social media, if appropriate. (Sadly we cannot guarantee that all submissions will be publicised). Write or email to thank all helpers, suppliers and local businesses who have supported the event Write or email to thank all walkers for taking part, and remind them about sponsorship. Invite their feedback, if they d like to leave any Hold a final planning meeting to give all helpers a chance to discuss the event and share successes as well as potential ideas for doing things differently in the future. Make sure that someone takes detailed notes. 13

Not forgetting... Without your hard work and dedication, your walk simply wouldn t happen. So from all of us at Dogs for the Disabled, we want to say Thank You to you! Please don t hesitate to get in touch if you have any questions, or need advice about any particular aspect of your walk. We will always help in any way that we can. 14