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 1^st 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)
o 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