NATIONAL WALK@LUNCH DAY TOOLKIT The Blue Cross and Blue Shield companies across the country will be participating in the National Walk@Lunch Day on Wednesday, April 27, 2011. Independence Administrators encourages you to host a walking event at your location. And this toolkit will help you get started. In this toolkit you will find various information and materials to help you plan a successful National Walk@Lunch Day event. Event overview Provides a comprehensive overview of the National Walk@Lunch Day. Share this information with your employees to help them learn about the many benefits of walking. Employer guide to planning a walk Checklist to help you plan your own successful National Walk@Lunch Day event. Website copy Post this information on your website or intranet site to help you promote your event. Email invitation You can use this to invite participants to your National Walk@Lunch event. Customize and tailored it with your specific walk information for employees and other invitees. Inclement weather contingency plan Event planning tips and suggestions to make your event a success in rain or shine. Planning a safe and enjoyable walk Consider what steps are needed to arrange a safe and enjoyable walk. This document identifies several steps that you may want to consider. Poster & Flyer Use this 8.5 x11 flyer and 11 x17 poster to promote your National Walk@Lunch event. Customize this poster and hang it in the workplace to attract participants to your event. National Walk@Lunch Day Toolkit 2011 1
EVENT OVERVIEW Get up from your desk and on your feet for a walk at lunch on April 27, 2011, for National Walk@Lunch Day! National Walk@Lunch Day is designed to complement not compete with your busy lifestyle. Created to improve personal health and decrease the costs of health care for employers and employees, National Walk@Lunch Day is the start of your new daily walking routine, helping you to improve your health step by step. Participation is fun and easy. On Wednesday, April 27, local Blue Cross and Blue Shield companies, businesses large and small, and state legislatures across the nation will encourage employees to wear comfortable shoes and take a walk at lunch. Schools also are encouraged to participate in National Walk@Lunch Day by setting personal goals for students and teachers and incorporating walking into the school day as a first step toward long-term prevention of health problems for future generations. The U.S. Department of Health and Human Services estimates the cost to treat illness and chronic disease caused by inactive lifestyles is nearly $1,000 for every family in America, every year. Simply getting 30 minutes of moderate physical activity, such as a brisk walk, at least 5 times a week has significant health benefits lowering the risk of developing or dying from cardiovascular disease, hypertension, or type 2 diabetes and improving the health of muscles, bones, and joints. Join us on Wednesday, April 27 and begin walking toward a healthier America and a healthier you. Visit www.bcbs.com/walkatlunch to learn more. National Walk@Lunch Day Toolkit 2011 2
EMPLOYER GUIDE TO PLANNING A WALK Planning a walk at your workplace is easier than you think! Walks vary in size and shape, but there are a number of steps in the planning process necessary for any walk. This checklist will help you plan your own successful National Walk@ Lunch Day event. Get approval from senior management and your Human Resources department to host a National Walk@Lunch Day walk at your workplace Organize a planning team to plan the walk Determine an event site and walk route Contact any public safety departments necessary to ensure the safety of your event If you are hosting your event in a public space, obtain any permits necessary to reserve the space Begin outreach to any additional organizations invited to participate in your National Walk@Lunch Day event Begin reaching out to any spokespersons and VIPs you would like to speak at the walk Identify a spokesperson to discuss the walk with local media Distribute promotional event materials (included in this kit) Finalize a detailed Run-of-Show for planning team, outlining every component of the walk Conduct any final outreach to participants the morning of the walk Walk! Send Thank you letters to spokespersons, VIPs, and those who helped with the planning and execution of the walk National Walk@Lunch Day Toolkit 2011 3
WEBSITE COPY TURN A WORKING LUNCH INTO A WALKING LUNCH! Join us for the Fifth Annual National Walk@Lunch Day on April 27 Join [COMPANY NAME] and tens of thousands of walkers nationwide for National Walk@Lunch Day on April 27, 2011. National Walk@Lunch Day is the first step towards making a big difference in the health of all Americans. When done briskly on a regular basis, walking can help: decrease the risk of heart attack and type-2 diabetes control weight improve muscle tone and reduce stress, among other benefits. 1 You can take your first steps towards a healthier life on April 27 at [LOCATION]. Employees from [PARTICIPATING EMPLOYERS AND ORGANIZATIONS] will gather for a brisk 30-minute walk at lunch. Walkers will also receive [INSERT GIVEAWAYS (if applicable)] to help them begin a daily walking routine and manage their health. [ADDITIONAL EVENT INFORMATION HERE, IF NECESSARY]. This walk at lunch is an easy and fun way to begin your own walking routine and manage your health. For more event information contact [INSERT CONTACT INFORMATION]. 1 Mayo Foundation for Medical Education and Research, Walking: Trim your waistline, improve your health," December 18, 2010. National Walk@Lunch Day Toolkit 2011 4
EMAIL INVITATION COPY Subject Line: Take a walk at lunch with us on Wednesday, April 27 Headline: Turn a working lunch into a walking lunch! Sub Head: On Wednesday, April 27 take a walk at lunch with us [COMPANY LOGO] Copy: Walking is one of the simplest, safest, and most effective forms of exercise, but it can be hard to find time in your busy schedule to participate in physical activity. That s why the Blue Cross and Blue Shield Companies are sponsoring the fifth annual National Walk@ Lunch Day to encourage busy people like you to take a walk during your lunch break. Join [COMPANY NAME] and tens of thousands of working Americans around the country on Wednesday, April 27 for a 30-minute walk during lunch, and take the first steps towards a healthier life. This year s National Walk@Lunch Day walk will take place at: [INSERT LOCATION, TIMING INFORMATION]. Check with [CONTACT NAME] for more details about this healthy lunchtime event. Remember to bring your walking shoes to work on Wednesday, April 27! National Walk@Lunch Day Toolkit 2011 5
A rainy-day plan INCLEMENT WEATHER CONTINGENCY PLAN We hope everyone has a sunny day and can walk outside on Wednesday, April 27, 2011. Just in case Mother Nature showers us with rain or even snow on the region s fifth annual National Walk@Lunch Day, Independence Administrators is offering some planning tips to make your event a success in rain or shine. While we can t control the weather, we can plan ahead to prepare for any weather that comes our way! Here are a few event planning tips to consider: Take it inside. Investigate indoor venues in your area. You may consider an indoor track at a local high school or a convention center, or perhaps consider renting large tents to cover your walking event. When researching the different indoor options, remember that it is imperative to reserve these venues early. Nothing can stop us. If you do not anticipate a heavy storm, you may want to provide ponchos or umbrellas for participants. Alert your participants via email that it might rain or snow but that the event will still go on! If you cannot provide ponchos or umbrellas, encourage your employees to come to work prepared. It s important to communicate throughout the week via reminder emails. All clear in the afternoon. Remember: The walk should not last much longer than your employees regular lunch break. Often, we experience bad weather in the morning and clearing in the afternoon. If you find it necessary to move your walk to later in the afternoon, let everyone on your planning committee know, and remember to alert your participants to the change. Getting the word out Develop a communications plan to alert all of your participants to a change in the event time or date. Emails are an effective tool to quickly communicate your message. Make sure you have your list and message prepared in case you need to notify participants of any change. Encourage participants to log on to your website to receive the most accurate event information. A dedicated phone line with a recorded message is a quick and easy way for participants to check the status of the event. National Walk@Lunch Day Toolkit 2011 6
PLANNING A SAFE AND ENJOYABLE WALK As part of the planning process, you should consider what steps are needed to arrange a safe and enjoyable walk in your area. The following list identifies several steps that you may want to consider. This list is not intended to serve as a guideline or checklist; it is simply a list of ideas that the organizers of the walk may want to consider. Where will the walk take place? Do factors such as traffic or construction need to be considered? Is a permit or other permission needed? Should the local police department be notified? What time of day will the walk take place? Are there conflicts on the walk route at that time of day? How many walkers are likely to participate? How far will the participants walk? Is there a need for signs or guides on the walk route? Will drinking water be provided? Will the participants sign a waiver, release, or other legal document? When and how will these documents be distributed and collected? Will there be music or other forms of entertainment? Is there a plan in place for medical or other emergencies? Will healthy snacks be provided during or after the walk? Will there be a speaker before, during, or after the event? Will special shirts or hats be supplied to identify your company? How will they be distributed? Will employees participate in shifts? How will the times and participants be organized? National Walk@Lunch Day Toolkit 2011 7
TURN A WORKING LUNCH INTO A WALKING LUNCH. APRIL 27, 2011 When: Where: 8.5 x 11 Flyer www.bcbs.com/walkatlunch
TURN A WORKING LUNCH INTO A WALKING LUNCH. APRIL 27, 2011 When: Where: www.bcbs.com/walkatlunch 11 x 17 Poster