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Project Plan

A Walk

In aid of A Cause or Charity

Note: This document is free to download for the purposes of organising a walk for a charity. Reproduction and distribution of this document or part thereof without the permission of BPPM is prohibited by our copyright.

Document Version:       2.0

Date of Issue:  dd/mm/yyyy

Project Managers:  

1        Project Title. 4

1.1        Project Integration. 4

1.1.1        Project Initiation. 4

1.1.1.1        Fix Dates. 4

1.1.1.2        Liaise with the Policing Authorities. 4

1.1.1.3        Plan Route. 4

1.1.1.4        Get Clearance on Legalities. 5

1.1.1.5        Project Charter 5

1.1.2        Success Framework. 7

1.1.2.1        Project outputs. 7

1.1.2.2        Critical Success Factors. 8

1.1.2.3        Success Criteria. 8

1.1.2.4        Risk. 9

1.1.3        Constraints. 12

1.1.3.1        Work Breakdown Structure. 12

1.1.3.2        Time Schedule. 14

1.1.3.3        Resources. 15

1.1.3.4        Cost 18

1.1.3.5        Procurement 19

1.2        Product Work Inputs. 20

1.2.1        Invite Special Guests. 20

1.2.1.1        Establish Liaison Contact details. 20

1.2.1.2        Appoint Chaperones. 20

1.2.1.3        Establish Guest Numbers. 21

1.2.1.4        Establish Accommodation. 21

1.2.1.5        Draw up Itinerary for Walk. 21

1.2.1.6        Detail Transport Arrangements. 21

1.2.2        Promote Activities. 22

1.2.2.1        Radio. 22

1.2.2.2        Newspapers. 22

1.2.2.3        Television/Video. 23

1.2.2.4        Leaflets. 23

1.2.2.5        Website/Email 23

1.2.2.6        Social Media. 24

1.2.3        Route Logistics. 24

1.2.3.1        Stewards Rota. 24

1.2.3.2        Parking, Rubbish Bins, Toilet Facilities. 25

1.2.3.3        Safety Arrangements. 25

1.2.3.4        Venues. 25

1.2.3.5        Entertainment 25

1.2.4        Collect Funds. 26

1.2.4.1        Participant Registration. 26

1.2.4.2        On-line Donations. 26

1.2.4.3        Cash Donations. 26

1.2.4.4        Receipt Generation. 26

1.2.4.5        Good/Services Donations. 27

1.2.5        Undertake Walks. 27

1.2.5.1        Implement Itinerary Walk with xxx. 27

1.3       Closeout 27

1.3.1        Lessons Learned report 27

1.3.2        Project closure event 27

2        Appendix. 28

2.1        Garda Acknowledgement Letter 28

2.2        Collection Permit 29

2.2.1        Collection Areas. 30

2.2.2        Collector’s Authorisation. 30

2.3        Role Descriptions. 31

2.3.1        Chairpersons. 31

2.3.2        Chief Steward. 32

2.3.3        Stewards. 32

2.4        Accident/Incident Report Form.. 33

2.5        Safety Statement 34

2.5.1        Route Map. 35

 

1         Project Title

This Project Plan provides the detail needed to hold a walk, in aid of a Cause or Charity and outlines the project planning elements necessary for a walk. As well as raising funds, charity walks accomplish so much for the health of the community.

 

1.1       Project Integration

Many months of thought and preparation go into creating a unique event that would best meet the objectives of the key stakeholders.

 

1.1.1      Project Initiation

A walk requires a unique purpose in order to promote healthy living and raise money for a specific cause or charity.  A walk is a project that has a fixed date/s and therefore fixing the date for the walk is the 1st order of business in the initiation process.

 

1.1.1.1  Fix Dates

The fixing of the date/s for the walk is dependent on the availability of the key stakeholders and avoiding any other major events. The project managers consult with stakeholders and the date is set. To allow for proper planning and preparation for the event this date needs to be at least 5 months into the future.

1.1.1.2  Liaise with the Policing Authorities

The local police stations in the townlands in which the walk is taking place are to be informed of the event. Identify the liaison policeman and discuss route options, safety activities and resource requirements. See Appendix 2.1 for sample Garda Acknowledgement Letter.

1.1.1.3  Plan Route

The criteria for choosing the route are to make the walk as comfortable as possible and allow participants to have a fun, care-free experience on the day of the walk. The route is chosen based on convenience, elevation, locality, police advice, traffic, and road conditions.

Example

The walk will start in Point A, through to Point B, going on to Point C and finishing at Point D etc. See Sample Route Map.

 

 

1.1.1.4        Get Clearance on Legalities

In order to get permission to use these planned routes for the walk, the committee will meet with the Policing Authority, Council Officials, Health Officials, Road Safety Authority and other statutory bodies to:

1.         Get clearance for any special permits and licenses. Appendix 2

2.         Seek guidance on route planning and safety issues. 

3.         Request advice regarding road closures or assistance for crossing busy roads.

4.         Determine if any stretch of route will be undergoing construction.

5.         Confirm there are no other events planned by other groups on your route for the day of the walk. 

6.         Promote road safety and health issues while walking.

7.         Obtain liability insurance for the walk if required.

8.        No consent is required under Casual Trading Act, 1980 for Charitable Street Trading if it is intended to sell any kind of merchandise once that any profits therefrom are for use for charitable purposes.

9.        Get permission in advance from the local authority for any charitable collection to take place within a public space. See Appendix 2.2 for Collection Authorisation (sample) to specific areas.

10.      Each collector shall carry Collector’s Authorisation form. See Sample Appendix 2.3.

At the event the Walk Chairs should carry a copy of each license just in case they need to be seen by anyone.

 

1.1.1.5       Project Charter

This Charter gives authority to commence project planning for the Walk in aid of.

Goal

The over-riding Goal of the walks is to Raise Funds for ----------------------------

Purpose

The purpose of the walk is to

a. Raise Awareness for Cause or Charity                  b. Promote Healthy Lifestyle                      c. Other

 

Stakeholders

The primary stakeholders are the Committee, Volunteers, Cause/Charity Representatives, Local Police, and Council Officials.

The secondary project stakeholders are residents and business on the routes of the walk, walkers, sponsors, entertainers, photographer, videographer, drivers, local, regional and national newspapers, local, regional and national radio and TV stations as appropriate.

The Budget

The budget for the Walk is €---.  These are the estimated costs associated with organising the event.

Timescale

The project completion date is dd/mm/yy.

Committee

 

Role

Name

Walk Chair(s)

Publicity Chairs

Sponsorship Chairs

Technology

Logistics Chairs

Finance Chair

Objectives Delivery Chair

 

 

Project Managers

The Walk Chairs are the project managers.

 

Signed

_______________               _________________           _________________                                                                     

 

 

 

1.1.2      Success Framework

The basis for a successful walk in aid of a specific cause is through satisfying success criteria. The objectives, the success factors and the success criteria are agreed following discussions between the steering group and the Cause/Charity.

 

Success Framework

 

1.1.2.1 Project outputs

The Project outputs are:

Highlight Cause/Charity Benefits
● Encourage support for Charity
● Encourage Preparation for Event
● Promote Healthy Living
Deliver within Time-frame
● Operate within Budget

1.1.2.2 Critical Success Factors

The Critical Success Factors are:

● Clear Objectives
●Volunteer Support
●Visible Cause/Charity Engagement 
●Celebrity Guest Participation
●Local Organisations’ Participation                              

 

1.1.2.3 Success Criteria

 

The criteria as set out in the table below have been drawn up by the stakeholders to measure the success of the project based on the project outputs.

 

Project Outputs

Success Criteria Specification

Highlight Cause/Charity Benefits

Increased no. of visitors and enquiries

Encourage support for Charity

No. of extra Volunteers offering services

Encourage Preparation for Event

Numbers who prepared in advance

Promote Healthy Living

Numbers who changed eating Habits.

Numbers joining health clubs/walking groups etc

Deliver within Time Frame

Did events start and finish on schedule

Deliver within Budget

The cost of All activities

 

1.1.2.4 Risk

The risks, their likely impact and the necessary response are outlined in the table below:

 

Risk Identified

Likely Impact

Risk Response

Wet Weather

Hazardous Weather Conditions

Visibility / Safety of walkers.

Disruption / Cancellation

Have stock of umbrellas and high visibility vests.

Be prepared to cancel walk and notify participants accordingly where walkers’ safety may be compromised. Contingency for notifying all participants and other stakeholders.

Disruptions

Un-anticipated events on routes

Confusion / Delays

Check in advance of unexpected events occurring (flooding, road-works, sporting events, funerals etc.). Check route regularly prior to day of walk.

Road Crossings

Hazardous Areas (slippery areas, potholes, uneven surfaces etc)

Accidents / Incidents/ Injuries

 

Discuss complex or busy crossings with the traffic core of the Garda Siochana and make a plan in advance for road crossing at busy junctions if necessary.

Carry out safety risk assessment. Stewards organised to accompany participants throughout the walk wearing high visibility vest.

 

Vehicles organised to accompany front and rear of walk.

 

Walk route to be well sign posted.

Place signage around hazardous areas

 

Refreshments organised an each stop to keep all participants hydrated

 

Risk Identified

Likely Impact

Risk Response

Injuries

Participant’s General Fitness. (walkers who can’t finish who run out of steam)

Insurance Claim

Vehicles organised to be on standby if in the event of an injured participant. Arrange a First Aid team and ambulance to be available at the walk.

 

First aid kits will be on standby throughout the walk.

 

Personal Liability disclaimer for walkers.

A suggested training plan can be circulated to all pre-registered walkers to prepare them for their challenge. Walkers who are unable to complete the route should be advised to tell the nearest marshal who may in turn arrange for transport to take them back to the start/finish point. Each steward will have the contact detail for emergency transport. Provide rest areas, along the route. Encourage participants to carry suitable snacks for their dietary needs.  Give all stewards a contact number for the Order of Malta/Red Cross ambulance.

Congestion and Overcrowding

 

(a)  Use of pre-event publicity regarding dedicated parking zones and drop-off locations.

(b) Spreading the traffic over a wide network with a view to separating pedestrians from the traffic.

(c) Use of public transport services if available, to remove large numbers of vehicles from the road when facility parking is extremely limited.

(d) Meet with City or Co. Council representatives to develop an integrated plan to handle the projected traffic and crowd issues. 

Lost Property

 

Make every steward and participant to be aware of the pre-agreed location for lost property.

Assign a dedicated resource to manage lost property items. Record each find or loss on the incident form, including name and contact details of who reported the loss/find, location and a description of the item. If someone subsequently claims a lost item and is able to give a full description, the item can be handed over but it is essential that their details are recorded.

Risk No. 1. Wet Weather

Action Owner – Walk Chair. In the event of wet weather, a named organiser will have xx number of large umbrellas for special guests and a stock of high visibility vests. Have canopies in place for registration areas.

Cancellation

In advance of the event you will need to consider how to communicate a cancellation to participants, for example by email, social media, text and local radio. In the event of cancellation sufficient helpers will need to attend the event venue to explain the situation to participants and encourage them to make use of available transport and return home.

Risk No. 2. Disruptions on routes

Action Owner – Logistics Chair. [Name] check in advance regularly both days in advance and night before of unexpected events occurring (flooding, roadworks, funerals, sporting events, unscheduled match replays)

Risk No. 3. Hazardous Areas

Action Owner – Walk Co. Chair. Discuss complex or busy crossings with the traffic core of the Garda Siochana and make a plan in advance for road crossing at busy junctions if necessary. Carry out Safety Risk Assessment and implement accordingly as outlined at 1.2.3.3.

Action Owner – Logistics Chair. Organise Stewards wearing high visibility vests to accompany participants throughout the walk and have refreshments available at each stop to keep all participants hydrated. Arrange for vehicles to accompany front and rear of walk. Ensure the route and hazardous areas are well sign posted.

Risk No. 4. Injuries

Action Owner – Walk Co. Chair. Include Public/Personal Liability disclaimer for walkers on registration form. All contractors or sub-contractors engaged to provide any type of service be checked to ensure they have their own valid public liability insurance. It is the responsibility of Walk Co-Chairs [name] to ensure that contractors present evidence of this well in advance of the event.

Action Owner – Logistics Chair. Vehicles organised to be on standby if in the event of an injured participant. Arrange for First Aid team equipped with first aid kits to be on standby throughout the walk and have an ambulance available at the walk if possible.

Action Owner – Objectives Chair. Circulate a suggested training plan to all pre-registered walkers to prepare them for their challenge. Walkers who are unable to complete the route should be advised to tell the nearest steward who may in turn arrange for transport to take them back to the start/finish point.

Action Owner – Logistics Chair. Each steward will have the contact detail for emergency transport. Provide rest areas, along the route. Encourage participants to carry suitable snacks for their dietary needs.  Give all stewards a contact number for the (Order of Malta/Red Cross) ambulance.

Risk No. 5. Congestion and Overcrowding

Action Owner – Publicity Chairs. Use pre-event publicity regarding dedicated parking zones and drop-off locations. Use of public transport services if available, to remove large numbers of vehicles from the road when facility parking is extremely limited.

Action Owner – Logistics Chair. Spread the traffic over a wide network with a view to separating pedestrians from the traffic.

Action Owner – Walk Chair.  Meet with City or Co. Council representatives to develop an integrated plan to handle the projected traffic and crowd issues. 

 

Risk No. 6. Lost Property

Action Owner – Logistics Chair. Make every steward and participant to be aware of the pre-agreed location for lost property. Assign a dedicated resource to manage lost property items. Record each find or loss on the incident form, including name and contact details of who reported the loss/find, location and a description of the item. If someone subsequently claims a lost item and is able to give a full description, the item can be handed over but it is essential that their details are recorded.

1.1.3      Constraints

The project inputs explain how the walk is to be done and are defined, by the work breakdown structure, responsibility chart, schedule, and budget. These inputs are further decomposed into work package activities and tasks.

1.1.3.1 Work Breakdown Structure

The product work inputs are the resource activities required to deliver each output objective. The product work inputs are:

Invite Special Guests                       ●Promote Activities                Define Route Logistics

● Collect Funds                                  ● Undertake Walk

The product work inputs can be further broken down into work packages and depicted graphically in a Work Breakdown Structure. The WBS below is a picture of the project subdivided into hierarchical units of work, and represented as a tree.

 


WBS


1.1.3.2  Time Schedule

Charity walks have fixed end dates. The Project Manager in consultation with the respective chairs determine the length of time that will be needed to complete each of the work packages given the fixed date for the walks on dd/mm/yy. Because the end date is fixed one cannot afford to be generous with the timeframes allocated to each work package.  The table with the start and finish dates for each activity is as follows. The WBS on the left is the work breakdown structure code.

 

 

 

1.1.3.3 Resources

Responsibility Assignment

Planning a successful charity walk requires a lot of time, human resources and materials. The committee plan to enlist the help of people with experience of organising similar events in order to make the whole process more effective. The expected number of participants, the length of the walk and the number of cross roads are the main factors that will determine the number of stewards needed.  The roles of the committee members are outlined in the Appendix. The resources assigned to tasks are outlined in the schedule table.

 

Stewards

The stewards play a key role in helping to make the walk special and memorable for all. The deployment and numbers of stewards required for the walk will depend on the size, and duration of the event. The analysis of the route and the completion of a risk assessment help to establish the number of stewards necessary to manage the participants safely. Primary responsibilities of the stewards are:

           Management and control of participants

           Assist the emergency services in the event of an emergency

They keep in contact with other stewards, set up signage or equipment and clear up at the end of the event. A Rota including duties is to be drawn up as outlined at 1.2.3.1. A sample of Stewarding Role and Responsibilities is set out at appendix 2.3.1.

Chaperones

Chaperones are assigned to special guests attending the event at a ratio of 1 to 3. The template for determining the duties for the chaperones are outlined at 1.2.1.2.

Materials

The materials and equipment that may be needed for the walks are

High Visibility Vests                                      Traffic Cones for Course Marking

Signage for Start and Finish areas                  Signage for Services Areas along the Route

Porta-Loos                                                      Rubbish Bins

Tables for Registration                                   Shelter Covers

Stage for Entertainment                                  Public Address System

The logistics chairs will endeavor to source materials as sponsorship donations, or at cost price. Items that have to be purchased will be done by the finance chair in accordance with pre agreed purchasing procedures as outlined in 1.1.3.5.

 

1.1.3.4 Cost

 

Resource Cost

The rates and the number of units for resources that have been determined by the project committee for the walk are:

Resource Item

Unit Cost

Units Required

Total Cost

Transport ( lead motor and rear motor)

 

 

 

Guests transport (taxi etc)

 

 

 

Photographer

 

 

 

Videographer

 

 

 

Musicians

 

 

 

 ??

 

 

 

 ??

 

 

 

Total

 

 

1.1.3.5 Procurement

The processes to acquire materials goods and services that are not donated for the walk are as follows:

1.      The logistics chairs decide what services are required and specify the level of performance required for services.

2.      They obtain quotations from known suppliers of each service.

3.      They offer contracts following evaluation of service provider’s submissions, experience and quotations.

The contract includes

1.      A level of detail to enable the committee match the service provided to the specifications as set out and agreed.

2.      A procedure for the settlement of the contract and resolving disputes in case a dispute reaches to court, a resolution will depend on what is written and agreed in the contract.

Sample of Contract Used

[Service Name] Contract

This agreement is between   [Name & Address] and [Service Provider Company Name & Address], represented by [Service Provider Manager Name & Address].   By signing this document, the parties agree that the terms outlined herein are acceptable.

[Name] engage [Service Provider Company Name] to provide [general description of service] with the following specifications:

[Detailed description of service, to include price, timelines, payment terms, deposit, location, cancellation process, dispute resolution]

Signed

[Signature]                                 

_______________________________                                               

[Name Printed]                                              

Date: _____________________

[Service Provider Manager Signature]

___________________________________________            

[Service Provider Manager Name Printed]          [Service Provider Manager Contact Number]

Date: _____________________

1.2    Product Work Inputs

This section of the plan outlines the work that needs to be done to satisfy objectives.

1.2.1      Invite Special Guests

The activities associated with invitations to special guests are what make a walk unique.

1.2.1.1 Establish Liaison Contact details

In order to gain some ownership from other chosen organisations the Walk Chairs need to establish a liaison in each organisation to promote and co-ordinate the walk within their organisation. The targeted organisations for this Event are.

Organisations 1

Organisations 2 etc

The Walk Chairs will identify secretaries of organisations and establish contact details. They will then invite organisations to participate by advertising or promoting their organisations and participating in the event.

 

Organisation

Secretary Name

Secretary Contact No.

Liaison Name

Liaison Contact No.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2.1.2 Appoint Chaperones

The walk chairs are responsible for recruiting chaperones as volunteers. Chaperones are required to look after special guests during their stay in the location for the purpose of the walk. The Duties for the group captains are:

Chaperone Name

Guest Names

Chaperone Duties

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2.1.3 Establish Guest Numbers

The number of special guests attending dictates the number of chaperones required and the level of accommodation needed. The sooner the list is finalised the better for organising facilities and promoting the event. Invitations are to be issued at the earliest opportunity after gathering contact details. Issue reminders and follow up with phone calls or text messages etc.as appropriate. Finalise list of attending guests, as appropriate.

1.2.1.4 Establish Accommodation

Organise rooms and catering for travelling special guests. Document who is staying where and what services are provided free of charge.

1.2.1.5 Draw up Itinerary for Walk

The Itinerary of events for the walk day(s) will provide clarity and assist organisers, stewards and participants to carry out their activities in an orderly manner and hence contribute to their enjoyment of the walk(s). The itinerary needs to be drawn up in consultation with all the stakeholders and be well communicated. The itinerary includes everything from setting up facilities for checking in the runners at registration to timing each activity of the day of the walk(s).

 

Time

Action

Action Owner

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2.1.6 Detail Transport Arrangements

Provide details of transport arrangements for special guests and outline potential options for participants to get to the starting points and from the finishing points. The ideal is for the start and finishing points to be near one another. This will help lessen confusion on the date of the walk(s).

 

1.2.2      Promote Activities

Once the event locations are chosen and all of the necessary approvals and permits are granted, it is time to start spreading the word and finding participants.  The marketing campaign consists of mail, television, radio, social media newspaper advertisements, brochures and signage. The Technology & Publicity Chairs expect to co-ordinate the use of the various media options to keep the walk in the media in the days and weeks leading up to the walk. The 1st order of business to kick off proceedings is a “Launch”. The Technology & Publicity Chairs pick a date, book a location, invite some celebrity guests, and organise a launch that will maximise media exposure.

Media Type

Message

Action Owner

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2.2.1 Radio

Steadily build the registrant’s excitement and anticipation from the day they register all the way up until they arrive on event day with well-placed radio messages.  Participants that register prior to the event may lose interest or slow down their fundraising efforts if they are not engaged and encouraged on a regular basis.  Some content ideas for a weekly radio updates could be, a preparation routine, countdowns, health promotion prizes donated etc.

1.2.2.2 Newspapers

Submit news and articles from the beneficiary charity to local papers. Submit a training plan for those getting in shape for the event.

Procure the services of a Photographer to include:

● Photographs of celebrities promoting the walk.

● Other

1.2.2.3 Television/Video

The opportunities for exposure on TV for events are limited. The committee expects to monitor and avail of such opportunities if they occur. Make a u-tube video advertising the walk with interviews with some of the special guests in advance of the event. Give details of start times, how to register etc.

Procure the services of a Videographer to make the video and record the walks. Give specification to the Videographer of what needs to be captured e.g.

● Opening addresses for the walk                  ● Overview of the participants

● Organisations represented                           ● Special guests

                                                                                                                                                                                                                                                   

Procure services based on the experience, recommendations, samples of the videographer's previous work and price. Pay particular attentions to camera work, lighting and audio quality of previous work done by the Videographer for an event. Enquire if she/he could get the photographers photos to put them on the DVD and determine how many edited DVD copies are needed.

1.2.2.4 Leaflets

Distribute the basic information about the walk, widely through a coordinated plan via brochures and parish newsletters. Decide on process for receiving registration forms through the post.

For other type information suitable for brochures are the times the walk will be passing shops, public houses, towns and villages along the way. The following table will assist in determining the Expected Times of arrival at various locations dependent on the walking pace.

Kilometers       Miles               Fast Pace                     Moderate Pace           Easy Pace

6                      3.73                 42 min                         60 min                         75 min

30                    18.65               3hours 30 mins            5 hours                          6 hours 15 mins

 

1.2.2.5 Website/Email

Build an event webpage to promote and facilitate registration. Design the webpage so that it can be used to update material on a regular basis and for collecting registrations fees from participants familiar with online payments.

Contact details are requested on registration forms. Send a final message to registrants 2-3 days before the event including:

Start time

Schedule of events

Late registration details

Weather forecast  

 

1.2.2.6 Social Media

Assign a single resource to co-ordinate updates and special announcements on social media. Co-ordinate messages on Facebook, Twitter etc. so as not to flood the media.  The ideal is to have the messages shared by diverse groups which are supportive of the beneficiary charity. Submit details of the walk to Online Events Calendar websites for free.  

 

1.2.3      Route Logistics

The logistics chairs meet local businesses and residents along the route to:

1.         Inform them of the event and seek their advice.

2.         Advise them of traffic disruptions and detours during the walks.

3.         Discuss any issues they may have.

4.         Identify participant access to transportation.

5.         Get clearance for potential car parking.

6.         Identify stops for toilet breaks and snacks.

The logistics chairs to check the walk routes for any major impediments and for the purpose of logistical planning.

1.2.3.1 Stewards Rota

The walk chairs are responsible for recruiting the stewards as volunteers. Each steward will be allotted a place or junction points along the route and make sure participants are going in the right direction, are safe, and provide well needed support and encouragement. The volunteer stewards are to manage the set-up, maintenance and clearing up the route on the day of the walk as per the Rota.

 

Location

Date & Time

No.  Stewards

Names

Duties

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2.3.2 Parking, Rubbish Bins, Toilet Facilities

Provide litter bins at the start and at the end of the routes.  Remove all litter after the walks.  Ask participants to take their rubbish home with them where possible. Arrange access to local facilities or hire portable toilets. Prepare a clear briefing for participants to be issued or read out at the beginning of the walk(s). Procure traffic cones or materials to mark the course. Check and communicate parking availability for the days of the walks

1.2.3.3 Safety Arrangements

The walk chairs shall do a written risk assessment document to demonstrate that the committee have acted responsibly and done everything possible to prevent any harm to the participants. Draw up a table and under each of the risks to consider and list the measures you are undertaking to reduce these risks. Draw up a walk accident / incident recording form and print copies. (See Safety Appendix 2) Have the pre-printed accident / incident report forms available at registration tables, information points and give each steward a few forms on which to write down anything which needs to be reported. Return this form to Logistics Chair, within 24 hours of incident.

1.2.3.4 Venues

Have Start/Finish Tape, signage, wet weather canopies, umbrellas and PA system available at the start and finish areas. Have speakers (health promotion officers, the beneficiary charity etc.) prepared and ready at start and finish areas. Have a personal instructor stage area set up to go through warm up exercises.

1.2.3.5 Entertainment

Once a license is organised for entertainment, a decision about number of staff and size of entertainment area is made, based on the number of registered and estimated participants. Determine if any permission is needed for some light music at start and finish areas, to create atmosphere. Decide on other entertainment items.

 

 

1.2.4      Collect Funds

Define, arrange and test the methods of collecting entry fees, and other funds from people who want to contribute. Where possible put processes in place as soon as possible for collecting cash, cheques, account transfers, credit card transfers and other on line transactions. 

 

1.2.4.1 Participant Registration

Put processes in place for people to register manually and on-line. Include questions on the walk registration form such as:

Name                                                                                      Address          

Email                                                                                       Phone                                     

A process for registration is required to clarify (a) the options for registering, (on-line, manual, on the day) (b) collection of fee (c) issue of receipt.

Overcrowding and confusion will be avoided at the start and on the route if participants have registered before the event. Procedures will be required at the starting points to register participants on the day.

 

1.2.4.2 On-line Donations

Set up accounts on-line to accept donations and credit card payments.

 

1.2.4.3 Cash Donations

Put safety measures in place for volunteers collecting large amounts of cash. Where possible lodge cash in banks deposit facilities. If necessary have a dedicated overnight safe.

 

1.2.4.4 Receipt Generation

Issue receipts for all donations. Give Receipt books to all volunteers accepting donations. The finance chair will settle all outstanding accounts and reconcile all monies received and disbursements made.

 

1.2.4.5 Good/Services Donations

All donations may not be in the form of money. Acknowledge all donations, including in-kind donations and where items have been given at cost price.

1.2.5      Undertake Walks

On the day of the walk(s), carry out the activities as per the itineraries.

 

1.2.5.1 Implement Itinerary for Chariy Walk

Walk Itinerary

Time

Action

Action Owner

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.3    Closeout

After the walk(s) The Walk Chairs shall

(a)    verify that the objectives have been accomplished

(b)   ensure that all equipment is returned

(c)    ensure the methods to measure the achievements of objectives are adhered to

1.3.1        Lessons Learned report

The Walk Chairs shall identify and record issues arising on the project and thus help to reduce or eliminate the chances of re-occurrence on similar projects in the future. Details of the lessons learned report shall be incorporated into future project plans as appropriate.

1.3.2      Project closure event

The walk chairs shall organise a celebration event to mark the handover of all monies to the Charity and to show appreciation to all the committee and volunteers who helped with the walks. They finalise and show the video recording of the event as part of the closure event.

 

2      Appendix

2.1    Garda Acknowledgement Letter

 

2.2    Collection Permit

2.2.1      Collection Areas

 

2.2.2      Collector’s Authorisation

 

2.3    Role Descriptions

2.3.1      Chairpersons

Role

Name

Role Description

Walk Chair

 

Selects team leaders and helps fill teams with volunteers.  Provides support & backup to all team leaders.  Recruits celebrity participants for roles such as a master of ceremony, speakers, team leaders, manages overall work schedule.

Walk Co-Chairs

 

Addresses statutory, local government, police and insurance issues.  Purchases supplies for course related activities. Plans and purchases food for guests.   Design the course.  Creates slogan and logo for items of clothing and flyers. Support other chairs as required.

Sponsorship Chairs

 

Get sponsors to pay for fruit water etc.  Seeks in-kind donations for use during the event e.g. traffic cones pop up tables and chairs etc. Publicises sponsor names.  Creates registration forms and sponsorship cards. Makes sure everyone has registered. Solicits sponsorship from members of business community. 

Technology

 & Publicity Chairs

 

Works with the press, and social media. Selects and sets up online fundraising system in conjunction with the Finance Chair. Sets up an event website with pledges, donation collection and tracking capacity. Advertise celebrity involvement to help boost participation. Actively seek media attention and corporate sponsorship. Issues periodic helpful tips to participants for training for a safe and healthy walk.

Logistics Chair

 

Organises all course volunteers and stewards. Set up the routes and design the course with the walk co-chairs. Take down materials and signs after the event. Check that the route is left in the same condition as it was before the walk. Map out the start and finish sites of each route – where to place check-in tables, information leaflets, Establish the communication procedures to be followed by volunteers.

Finance Chair

 

Handles all finances.  Accounts for money collected. Maintains records of sponsors for issuing receipts and oversees the proper acknowledgement of all donations (i.e. thank you notes, receipts or documentation of the gift, and recognition at the event and in event literature in conjunction with the sponsorship chair) Take in late registration fees.

Objectives

Delivery Chair

 

Works with the sponsorship chairs to develop a donor/sponsorship information packet; Coordinates event photography and/or video with the Technology & Publicity Chairs. Plans and facilitates fun pre-walk warm up activities for people that arrive early. Follow up on metrics to score achievement of objectives.

2.3.2      Chief Steward

A Chief Steward – (name) will be appointed by The Logistics Chair and will be responsible for the effective management of the stewards and the establishment of a clear chain of command. The Chief Steward ensures that

1.      all stewards are verbally briefed of their duties before the event

2.      appropriate break times are allocated where stewards are doing long shifts

3.      adequate safety wear is given to all stewards

2.3.3      Stewards

All stewards to be appointed by the Chief Steward and:

           be fit to carry out duties.

           be over 16 years of age.

           Accompany participants throughout the walk

           Supply participants with refreshments when necessary.

           Remain calm and courteous towards all walkers and members of the public.

           Wear high visibility vest supplied to them

           Assist Gardaí and other volunteer agents as appropriate if requested.

 

 

2.4    Accident/Incident Report Form

 

ACCIDENT/INCIDENT REPORT FORM

(Please write very clearly)

 accident                                incident                               lost / found children

lost / found property            other

Reported by (name & contact details of the participant or member of the public):

 

Information recorded by (name & contact details of the volunteer/helper):

 

Name of injured party/person affected

 

 

Address

 

Phone Number(s):

 

Date and time of incident/accident/loss

 

 

Date reported

 

 

Location

 

 

Type of injury/loss or other

 

 

 

Description of Accident

 

Order of Malta/ Red Cross assisted?                                     Yes ___           No _____

Other medical attention required.                                         Yes ___            No _____

Injury requires hospital visit?                                                 Yes ___            No _____

Name of hospital:                                          

 

 

 

 

 

 

 

2.5    Safety Statement

 

The committee organising the walk have endeavoured to make the walk as safe as possible and attention has been made to the routes, the stewarding, the Gardaí, the stops for refreshments and all elements that concerns the participants.

All participants have agreed and signed the waiver confirming they understand that participating in this event is potentially hazardous, and that they should not enter and participate unless they are medically able and properly trained. The charity benefitting from the proceeds of the walk may be in a position to provide indemnity insurance cover through their insurance company, for claims arising out of the walk..

For safety purposes the Walk Chairs are following the guidelines set down by the Royal Society for the Prevention of Accidents:

1.         A minimum age of at least 16 years is preferable for all walkers

2.         Where younger persons are included that they be adequately accompanied and supervised by responsible adults

3.         Suitable walking footwear be worn by walkers

4.         Suitable and perhaps visible clothing be worn by participants

5.         Gardaí are advised of route, time and day and that their directions are being obeyed

6.         In the event of large numbers participants start at intervals

7.         Where there is no footpath, participants walk on the right hand side of the road, facing oncoming traffic.

 

Communication Process

Each person involved in the organising of the walk should operate using a pre-agreed communal communications system. All users of radios should be trained in their use. There must be a clear framework of information flow procedures – people need to know who they should be informing of what, when and by what means.

Emergency Procedures

In the event of an emergency the first person to be notified is the Chief Steward at any event. The chief steward will, at all times, have access to a means of communication (ie mobile phone) to notify any relevant emergency services (i.e. ambulance, fire-brigade, gardaí etc). The next step in an emergency situation is to eliminate access by other participants from the affected area, thereby maintaining free access for emergency services.

Emergency Contact Numbers

Service

Contact No.

 Garda Station  

 

 Fire Brigade

 

 Hospital

 

 Safety Officer

 

 

 

 

 

 

Committee Members Contact Details

Name

Role

Contact No.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.5.1      Route Map

                                               

 

 

 

 

 


 
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