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									Memory Walk 2010 – Inveraray Castle

What?          Memory Walk
Where?         Inveraray Castle, Argyll, West Coast of Scotland
When?          Sunday 19th September 2010
Who?           People with dementia, their carers, families & friends; Alzheimer Scotland
               staff and volunteers
Why?           Annual fundraising event, raising awareness, a great opportunity to have a
               fun day out with friends and family
Target?        350 participants raising £35,000
Budget?        TBC. (If we spend £8,750 to raise £35,000 we will achieve a healthy 4:1
               return on investment.)

Ethos
The event will be a fun day for families while bringing people together for the common
purpose of supporting people affected by dementia in Scotland.

The main features of the event will be:
    Raising funds
    Fun exercise
    Celebrating people who have been affected by dementia through the Memory Wall (a
      display where people can put up photos, stories etc) and through wearing ‘I’m
      walking for...’ labels
    Celebrating memory through seeing and hearing entertainment evoking the past (e.g.
      a local school’s jazz band) and taking part in activities themed around the past
    Raising awareness of dementia

Walk Format
We will explore the possibility of enabling people to create their own walk by making different
stretches available:
     Memory Mile – a mile stretch along flat gravelled pathways, suitable for young
       children and people who are less mobile. This stretch will aim to be dementia-
       friendly and could feature musicians and performers at intervals who will evoke the
       past and stimulate memories.
     A further stretch of around 2 miles along reasonably flat terrain which can be
       combined with the Memory Mile to create a three mile walk.
     A further stretch of around 4 miles along mixed terrain which can be combined with
       the first two stretches to create a seven mile walk.
     A walk up Dun Na Cuiache – a very steep hill for active walkers with a great view of
       Loch Fyne which can be combined with the other stretches to create a ten mile walk.

Making these options available means that the event is both inclusive and a credible
fundraising challenge for a wide range of people.

How?
Holding this event will require a large number of tasks to be carried out. Therefore the tasks
have been organised into themes representing each area of work. Each theme will be
assigned to a team containing named individuals. The teams will meet/teleconference
regularly and will report regularly to the Events Manager (if the Events Manager is not in the
team.) All expenditure will be itemised and reported weekly to the Events Manager.
Expenditure over a set limit must be authorised by the Event Manager.

The project will be carried out using the RACI framework which will set out clearly who is
responsible, accountable, consulted and informed:

Responsible:          Events Manager
Accountable:          Deputy Director of Development
Consulted:            Fundraising Team
                      Regional Manager for Argyll and Clyde
                      Argyll and Clyde regional staff
Informed:             Council
                      SMT
Themes and Roles
Event management (co-ordinating whole event, planning and scheduling, securing licenses
and permissions)
    Events Manager
    Events Intern
   

Walk planning (Planning routes/determining number and placement of marshals and signs)
   Events Manager
  
  

Promotion

National PR/Advertising/Promotion/Marketing/Signage
    Awareness Manager
    Events Manager
    Events Intern

Local PR/Advertising/Promotion/Marketing
   
   
   

Data management (Registration/Database Management)
    Donor Development Manager
    Events Manager
    Fundraising Events Administrator
    Events Intern
    Fundraising Assistant

Infrastructure (Marquees/Infrastructure/Toilets/Cleaning/Waste Management)
     Events Manager
    
    


Entertainment (Catering/Entertainment/Activities)
    Events Manager
   
   

Transport (Transport/car parking/logistics)
    Events Manager
   
   

Giveaways (Water/goody bags/medals/T-shirts/Numbers)
    Events Manager
    Trusts and Corporate Fundraiser
      Events Intern

Liaison with venue (Venue/other affected sites)
     Events Manager
    
    

Personnel (Recruiting, managing and co-ordinating staff and volunteers)
    Events Manager
    Events Intern
   

Safety (Ambulance/First Aid/Health & Safety/Insurance/Security/Risk Assessment)
    Risk Enablement Manager
    Events Manager
    Events Intern
Things to do
Event management (co-ordinating whole event, planning and scheduling, securing licenses
and permissions)

      Budget
      Full schedule for lead up and day
      Where will money be used? – national
      Site plan
      Secure any permissions required
      Contact police regarding access etc

Walk planning (Planning routes/determining number and placement of marshals and signs)

      Large scale maps – Service Point
      Finalise route

National PR/Advertising/Promotion/Marketing/Signage

      Logo for event
      Promotion plan
      Content for website
      Media plan
      Banners
      Walkers’ info for day
      Signage/displays
      Leaflet/poster
      Sponsorship form
      Book photographer/videographer

Local PR/Advertising/Promotion/Marketing/Signage

Data management (Registration/Database Management)

      Registration procedure – online/entry forms
      Registration on day

Infrastructure (Marquees/Infrastructure/Toilets/Cleaning/Waste Management)

      Arrange refuse/recycling bins and collection
      Book marquees/furniture
      Start – balloon/inflatable arch

Entertainment (Catering/Entertainment/Activities)

      Memory Mile
      Memory Wall
      PA system
      Announcer
      Arrange catering
      Arrange entertainment – acts and facilities
Transport (Transport/car parking/logistics)

      Van for equipment – who to drive
      Can coaches drop people off next to Woollen Mill area in case they aren’t very
       mobile?
      Arrange transport for staff, volunteers and walkers

Giveaways (Water/goody bags/medals/T-shirts/Numbers)

      Goody bags
      Medals/certificates
      Walk numbers
      Order T-shirts
      Contact local companies for goody bags/refreshments/other in kind supplies

Liaison with venue (Venue/other affected sites)

Personnel (Recruiting, managing and co-ordinating staff and volunteers)

      Hi vis jackets etc for marshals
      Decide how many staff/volunteers are needed
      Book accommodation (hotel in Inveraray)
      Recruit volunteers

Safety (Ambulance/First Aid/Health & Safety/Insurance/Security/Risk Assessment)
    Check insurance
    Public Liability Notification Report
    Event Safety Plan (Event Safety Guide -
       http://www.tsoshop.co.uk/bookstore.asp?FO=1160000&Action=Book&ProductID=97
       80717624539&From=Subject)
    Arrange first aid cover
    Risk assessment

								
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