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Route Planning Worksheets document sample
Document Sample
Local Event
Coordinator Guide
2005
www.walkwashington.org
1
Table of Contents
Overview
Overview
Overview 4
What’s Inside Partners, Why Walk
Background, 6 3
Segment at-a-Glance
Segment At-A-Glance 6 4
Planning
Planning
Segment Checklist 8
Suggested Timeline
Planning Committee 9 5
Planning Route
Selecting the Committee 10 7
Selecting the Route
Selecting a Walk Leader 11 7
KickSelecting a Walk Leader
Off Celebration 12 8
Kick Off Celebration
Local Sponsors 13 9
Local Sponsors
Promotion
Promotion
Promoting the Event 15
Promoting Your Segment 17
Promoting the Event 8
Volunteers 19
Materials, Media
Registration 23
Volunteers 7
Checklist,
Other Details Suggested Roles
On-Line Registration
T-Shirts 25 13
Walk Across Washington Challenge 25
Hosting Assembly
Goody Bag 26
T-Shirts
Day-of-Event Details 27 13
Walk Across
After the Walk Washington Challenge 29 14
Goody Bag Assembly 14
Tools & Resources
Day-of-Event Details 15
Section Contents Checklist
After the Walk 31 16
Segment Details 32
Planning Worksheets
Tools & Resources
People and Partnerships 33
Segment Details Form 18
Promotion 34
Planning Worksheets 19-21
Celebrate and Demonstrate 35
Health Facts
Fact Sheet 36
Sample Proclamation
Health Facts 38
Press Releases
Sample Proclamation 40
Public Service Announcements
Press Releases 41
Volunteer Confirmation Letters
Public Service Announcements 44
Frequently Asked Questions
Volunteer Confirmation Letter 45
Walk Across Washington Logo Sheet
Volunteer Reminder 46
Promotion Activities
Frequently Asked Questions 47
Logo Sheet 49
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Overview
3
Overview
What is the Walk Across Washington?
The Walk Across Washington is a celebration of healthy lifestyles. It promotes healthy people,
healthy families, healthy workplaces, and healthy communities.
The Walk Across Washington is a week-long event that includes thousands of walkers, each
walking one or more three-mile segments, in over 85 cities and towns.
The Walk Across Washington is raising statewide awareness of the important role of physical
activity in improving health and the availability of recreational opportunities offered by community
parks and trails.
Background
The Walk Across Washington was created by the Association of Washington Cities in fall of
2002, with the support of many statewide partners. The 2002 event was a relay style walk that
encompassed a three-week period and stretched from Colville to Ocean Shores, with walkers
traveling through 47 cities and towns. AWC is restaging the Walk Across Washington October 9-15,
2005.
Host Organization’s Role
The hosting organization will be providing a Local Event Coordinator and committee, a three- mile
Walk route, local volunteers, local promotional efforts, event-day staffing, and have water available
for participants.
AWC’s Role
AWC will be providing state-wide event planning and promotional materials, handling on-line
registration and managing event website, delivering participant education materials and follow up
program, and conducting prize drawings at the completion of the follow up program.
What Is AWC?
The Association of Washington Cities is a private, non-profit corporation serving Washington’s
281 cities. AWC’s Employee Benefit Trust provides health benefits to over 14,000 city employees in
Washington. Currently, more than 200 Washington cities offer employee wellness programs.
4
2005 Partners
Our partners include the Washington State Department of Health, Summex
Health Management, the Washington Recreation and Parks Association,
National Recreation and Parks Association, McDonalds, Providence St. Peter
Hospital, Vision Fitness, Washington State Dairy Council, Weyerhaeuser,
hundreds of volunteers, and more than 85 segment hosts.
Why Walk?
• Walking is a lifestyle. It is a safe, low impact, inexpensive form of
physical activity you can do anytime, anywhere, and for life. The more
you walk, the more you look for opportunities to walk.
• Walking is the most convenient form of transportation, getting you
from here to there—and back again.
• Walking can lower your risk of diabetes, heart disease, high blood
pressure, and high cholesterol. It can boost your energy, lower your
stress, improve your balance, and help maintain a healthy weight.
• Participation in the Walk Across Washington reflects support for the
total health of the community, and raises awareness of the importance
of maintaining communities where physical activity is both safe and
accessible.
• The Walk Across Washington supports worksite wellness programs
by providing organizations an opportunity to show their commitment
to health and wellness. Encouraging employees to participate sends a
strong message that health is valued in the workplace.
5
What’s Inside
This coordinator guide contains everything you need to plan a successful
segment. Beginning with the Segment Checklist on the next page and ending
with the Tools & Resources section, the guide takes you step-by-step through
the planning process.
Segment at-a-Glance
Before you begin planning for your Walk Across Washington segment, it will be
helpful to have a general framework for the event. Here is an overview of what
will happen on Walk day. Full details are provided in the Guide.
1. Check-in and on-site registration
• Participants fill out a registration form and sign Release of Liability
statement if they have not already done so on-line.
• All walkers will receive a pin-on Walk number and sign the Travel log.
• T-shirts will be available for purchase.
2. Kick-off celebration
3. 3-3 ½ mile walk
4. Finish line distribution
• All Walkers receive a Goody Bag containing the Walk Across
Washington Challenge.
• Volunteers available on-site to assist Walkers in setting up their
pedometers.
5. Walkers begin the Walk Across Washington Challenge.
(6 week self administered walking program)
All participants in the Challenge are to return the Walking Log Summary
to AWC to be entered into prize drawing.
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Planning
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Segment Checklist
Ongoing
___ Visit www.walkwashington.org for updated
information and to access registration counts for
your segment.
July September
___ Review Coordinator Guide ___ Plan Kick off Celebration
___ Use planning worksheets provided ___ Plan day-of-event details
___ Identify planning committee & local partners ___ Receive and assemble Goody Bags
___ Select a walk route, date, and time (September 26—up to date of Walk)
___ Complete Segment Details and submit to AWC ___ Continue promoting your segment
___ Submit article to local media (optional)
August
___ Recruit event day volunteers October
___ Select a Walk Leader ___ Continue promoting your segment
___ Register Volunteers, Planning Committee, ___ Follow up with all volunteers and media
& Walk Leader (after August 22) ___ Receive Registration Reports from AWC, and other
___ Receive promotional materials from AWC event day materials
(mid-August) ___ Double check all event day details
___ Start promoting your segment ___ Complete After the Walk Checklist.
___ Make initial contact with local media
___ Schedule Goody Bag assembly
___ Solicit local sponsors for door prizes,
refreshments, etc. (optional)
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Planning Committee
Enlist the support of others. Think about people and organizations with
missions that support health and physical activity. (Remember this can be a
community-wide event.) Once you have a working committee, divide the items
on the Segment Checklist between committee members. Use the planning
worksheets in the Tools & Resources section as a guide. Here are a few places to
look for willing and able committee members.
• Employee wellness committee
• City parks & recreation department
• YMCA or other local health club
• Local businesses, chamber of commerce
• High school or college students (a great community service or
internship project)
• Teachers or coaches
• School district employees and PTA members
• Health care providers (doctors, hospitals, chiropractors, massage
therapists)
• Local golf course
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Selecting the Route
Consider the following points when selecting your route to help ensure a safe and
enjoyable walk that showcases your community:
• 3 – 3 ½ miles
• Select a route with scenic surroundings, points of interest, or historical
landmarks.
• Showcase city parks and trails to help promote the Step Up to Health…It Starts
in Parks national campaign.
• Segment starting and ending points should provide for in-coming participant
check-in and parking, and facilities for participants to rest, use restroom, refill
water bottles, etc.
• Select one location per segment to stage a short celebration. There should be
space for participants, family members, community members, and media to be
present. The beginning of the segment would be an ideal site for this to occur.
• Select a route with sidewalks or a safe shoulder to walk along and with
intersections that may be crossed safely.
• Select a route with an adjoining roadway to accommodate a support vehicle in
case of an emergency.
• If your segment does not loop back to the starting point you will need to plan
a system for transporting participants back, or provide the Walkers advance
notification on the Segment Details to arrange their own transportation.
• Find out if a special event permit is required. Provide AWC with a copy of the
completed form if applicable.
Connecting Segments
Some communities have decided to connect their segments with neighboring cities.
Here are some special considerations to address when planning connecting segments.
• Each segment needs a start/check-in location.
• Each segment needs a finish line. Not every participant will continue the
connecting segment. (A Goody Bag with the Walk Across Washington
Challenge will be distributed to each walker at the finish location.)
Walkability Surveys
Building walkable communities is an issue that has been receiving increased attention
in recent years. Poorly designed neighborhoods have even been sited as a contributor
to the obesity epidemic. Does your community accommodate automobiles over bicycles
and pedestrians, making it hard to be physically active? If you hosted a segment in
2002 walkers completed a “walkability” survey at your segment. For a copy of the
survey results, contact Erin Swanson or Julie McDowell at AWC.
10
Selecting a Walk Leader
This person will lead the walkers at your segment and have the honor of carrying the Walk
Across Washington banner or walking stick. Each segment will receive an official Walk Across
Washington banner that is yours to keep. You will need to attach the banner to either one or two
poles/sticks so that it can be carried. It is up to you to devise how the banner will be carried.
The Walking Stick is our symbol of physical activity and health. Hand carved in Africa, it was
donated by Lee Blackwell, former Mayor of Moses Lake and carried in all 47 segments in 2002. The
walking stick will travel to segments with AWC staff as available. If the walking stick is at your
segment, your walk leader will be asked to carry it. In this case, other walkers will carry the Walk
Across Washington banner.
The selection of your Walk Leader will make a great human-interest story (see Media) and help
promote the walk at the same time. Have a “back up” walk leader in mind, just in case your walk
leader is unable to participate. Have your Walk Leader register on-line to receive his/her free t-
shirt (see t-shirts for details).
In selecting your walk leader(s) keep the following tips in mind:
• The leader should be physically able to complete the assigned segment
• The leader should be available on the date and time of the event
• The leader should be someone who represents the community in which the walk will take
place
• The leader should be a role model of a healthy lifestyle
Here are some suggestions for potential walk leaders:
• Local elected officials
• State legislative representatives
• Dignitaries
• Tribal leaders
• Representative of organizations that promote health
• Key leaders in the medical community
• TV/radio personalities
• Sports figures
• Coaches
• Community leaders
• Community “champions”
• Local mascots
• Public health officials
• Cancer survivors
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Kick Off Celebration
Plan a brief 15-minute kick off celebration prior to the start of your Walk Across Washington
segment. This is an important part of the event. It is a time to showcase your community’s
commitment to physical activity and acknowledge each participant for their efforts. Refer to
the website for photos from segments in the 2002 Walk Across Washington to see how each
segment was unique in their celebrations.
The following is a sample outline for a kick off celebration. Use this as a guide and tailor it to
meet your needs.
1. Welcome and Introductions—Local Event Coordinator (5 minutes)
• Purpose of the Walk Across Washington
• Introduction of VIP’s
• Thank sponsors
• Thank participants
2. Remarks by Mayor or Councilmember (5 minutes)
• Reading of Proclamation (sample proclamation included)
3. Entertainment or Demonstration (5 minutes or throughout Check-In time)
• High school band, choir, drill team, a warm up and stretch, etc.
Though the official celebration is limited to 15 minutes, you will have plenty of time prior to
the start and at the finish to showcase local talents. This is a perfect opportunity to provide
fun activities, entertainment, demonstrations, or stretching exercises.
Check-In—About 45-minutes to 1 hour prior to the start of the walk participants will be
checking-in and waiting for the opening celebration or walk to begin.
Finish—Most segments are 3 – 3 ½ miles in length. Walkers will be finishing at their own pace
with most completing the course in 45-70 minutes.
Here are a few suggestions for your pre- and post-walk celebrations.
• Pre-walk stretching lead by personnel from a local health club or a high school coach
• Musical entertainment by high school band, choir, or other
• Dance or drill team performance
• Youth jump rope demonstration
• Farmers market vendors
• Gymnastics demonstration
• Martial arts demonstration
• Barbershop quartet
• Professional sports team mascot
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Local Sponsors
You may chose to solicit local sponsors to offer door prizes, refreshments (local
smoothie vendor, grocery store), free sample coupons to stuff in goody bags,
etc. as part of your segment. Sponsors will be recognized on the Segment
Details page on the web site. Each person who registers for that segment will
see who the local sponsors are. The Local Event Coordinator needs to provide
AWC with names and/or logos of any sponsors you wish to recognize.
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Promotion
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Promoting the Event
Promotional Materials
AWC will provide you with a supply of brochures and posters in mid-August to
help promote your segment. Be sure to add the date, time, and location for
your segment at the bottom of the posters before you display them. If you need
additional materials contact Julie McDowell or Erin Swanson at (360) 753-4137,
juliem@awcnet.org or erins@awcnet.org. Supplies are limited.
You will also receive an electronic version of the brochure and poster as a PDF
file. Use these files to print out extra copies or to communicate electronically
with employees or other groups.
To get the word out about the Walk distribute materials (hard copy and
electronic) to people and organizations with missions that support health and
physical activity. Here are a few suggestions:
• City parks & recreation department (contact now to get your Walk
details in the fall recreation brochure)
• Walking/volksmarching groups
• YMCA
• Civic clubs (Kiwanis, Lions, Rotary, Elks, Moose, etc.)
• Community service organizations
• Youth organizations
• Health clubs
• Major employers
• Chamber of commerce
• PE or health teachers and coaches
• Health care providers
• Senior citizen groups
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Media
The Walk Across Washington is a unique seven-day statewide event that the
local media will certainly want to cover. Especially when you add your own local
interest stories, how you selected your Walk leader, and local business and
school involvement.
Start with a phone call (August) to determine the appropriate contact person,
and follow-up with a letter and press release. Sample press releases and public
service announcements are provided in this Guide. Be sure to add details about
your segment. Invite members of the media to attend the event. You may get
some day-of-event coverage!
Here are a few places to submit your press releases and public service
announcements:
• City’s community newsletter
• School district newsletter
• Local weekly or daily newspaper—ask for the health reporter
• Local radio or TV stations
• Public access stations
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Promoting Your Segment
Below are two promotion ideas to help generate support and excitement around
the Walk Across Washington. Bringing awareness of statewide involvement in the
Walk will motivate participation. Share these ideas with your committee and major
employers or groups that are promoting the event.
Walk Across Washington Display Map
Display a large map of Washington State in a high traffic area. (You will need a large
bulletin board on which to hang the map.) Refer to www.walkwashington.org for an
up-to-date listing of host cities. Place a map flag pin on each host city. This is an
impressive visual highlighting the involvement of cities around the state.
Walk Across Washington Host Trivia
Use the following list of trivia questions pertaining to host cities to hold weekly or
random contests. Add your own fun and interesting facts.
• What city has the only adult grizzly bear research center in the world?
Pullman
• In what city do you find the world’s tallest free standing indoor climbing
structure? Seattle (REI)
• What city has a golf course with a signature hole in the shape of an apple?
Yakima (Hole 17—Apple shaped island green, sand trap in the leaf, bridge forms
the stem)
• What city proudly boasts the world’s highest yield –per-acre of potatoes &
has an art show with a theme Baked, Mashed, or Fried? Moses Lake
• What town is called “the City of Murals”? Toppenish. Crowds assemble the
first Saturday in June to watch a mural be painted, walk and see the 30+ murals
that showcase the area’s history.
• Where will you see a giant stump left behind by a giant Northwest tree?
(You used to be able to drive your car through it.) Arlington (Exit 207, I-5)
• What city hosts a rely style race that includes a segment of downhill
and cross country skiing, running, bicycling, canoeing, Mt Biking,
and kayaking? Bellingham (Ski to Sea Race—85 miles from Mt Baker to
Bellingham, Memorial weekend)
• What county has more golf courses per capita than any other Pacific
Northwest County? Whatcom (14 golf courses)
• What city displays the “Peace Arch”? Blaine (Sitting in a 40 acre park this is
the symbol of friendly relations between the US and Canada.)
• Outside of what city are you invited to, “Be Brave, Be Tough, Beat the
Mountain in the Buff”? Issaquah (5K Bare Buns Fun Run, Tiger Mountain)
continued
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Promoting Your Segment (continued)
• In what city will you find a 1,300 pound cast iron frying pan that once fried
the world’s largest razor clam fritter? Long Beach
• Where will you find a 12-acre corn maze in the shape of Washington State
that takes you from the Idaho Border to Seattle on more than 250 roped off
roads and showcases 400 landmarks along the way? Snohomish
• In what town will you find the Nation’s largest 20-foot diameter dome and
public sky gazing program? Goldendale (Observatory runs as a state park)
• President Roosevelt established a 600,000 acre area to protect a species of
elk now know as Roosevelt Elk near what town? Sequim
• A 6-mile long spit which may be the longest naturally formed spit in the
country, if not the world, is in what town? Sequim
• What city is home to “Nutty Narrows,” a sky-bridge built just for squirrels
to help them cross a busy street? Longview
• What Washington community is known as Little Norway? Poulsbo
• What town was given a Spanish sounding name to increase its real estate
prospect? Anacortes
• What city is known as the apple capital of the world? Wenatchee
• What city has the finest display of Victorian architecture? Port Townsend
• What city is the home of Bing Crosby? Tacoma
• What town sits on the longest natural beach in the United States? Long
Beach
• What is the most famous fictitious town in Washington? Twin Peaks, filmed
in Snoqualmie
• In what town’s festival do they celebrate the Steptoe Battle? Rosalia
• What city got its name from the Native American belief in the healing
properties of the lake water? Medical Lake
• What town got its name after railroad workers noted the abundance of
whitetail deer? Deer Park
• What city, named after a renowned poet, got its name after the US Postal
service rejected the two-word Mill Town? Milton
• Near what city is a state park with a Flaming and Bubbling Geyser that was
featured in “Ripley’s Believe It or Not”? Auburn
• What city was named after a US President and was the home of the
commercial milk company Carnation? Monroe
• What city was founded on the idea of seeking new steel development
opportunities and was envisioned as the “Pittsburgh of the West”?
Kirkland
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Volunteers
Where to begin?
Assign one member of your committee to coordinate the volunteers. Volunteer
roles are listed on page 21. Start recruiting volunteers in August, as they are
critical to the success of your event.
Direct all volunteers to register on the website. (The on-line registration form
contains a field that asks for Participant Type—they should select Volunteer.)
They must register to receive their free t-shirt (see T-shirts section for more
information.)
Volunteer coordinator checklist
• Determine how many volunteers will be needed (5-15 depending on
expected participation).
• Recruit volunteers (start in August)—plan on a few extra in case you
have “no shows.”
• Send a volunteer confirmation letter soon after they sign up and again
one week before the event as a reminder. (See sample letter.)
• Direct them to register as a Volunteer using the on-line registration
system.
• Distribute volunteer t-shirts one week prior to the event.
• Provide instructions the day of the event.
How many volunteers will I need?
Volunteer needs will vary depending on the size of your event and the Planning
Committee already in place (some of the volunteer positions may be filled by
your planning committee members). AWC will provide you with a pre-event
update on your registration count so that you will have an idea of participation
and the amount of help to plan for. You can also access your registration count
on the website at www.walkwashington.org. Remember walkers will have the
option of registering on-site so participation could be greater than forecasted.
19
How can I get volunteers?
Direct people to the Walk Across Washington website to provide background
information about the event. Also, solicit volunteers via posters in high traffic
areas, flyers in mailboxes, e-mails, and word of mouth.
• Ask your committee to solicit volunteers from their work groups,
family, friends, other committees, schools, or community service
organizations.
• Active Volunteers. Look for people who have volunteered in the past
for other events.
• Community. Try the Boys and Girls Club, Boy/Girl Scouting groups,
after school programs, service corps, high school and college students,
walking clubs, 4-H groups, retiree/senior citizen groups, volksmarching
clubs, church youth groups, and the PTA.
• City Officials: Department heads or council members may be willing to
help.
What do volunteers get?
Volunteers (and planning committee members) will receive a FREE Walk Across
Washington t-shirt. Supplies are limited to a maximum of 10 free t-shirts per
segment. Exceptions will be made for very large segments). Walk participants
will have the option of purchasing a t-shirt and photos. Prices and photos
will be posted on the website when available. Volunteers will also receive a
Goody Bag which contains the Walk Across Washington Challenge (see page
25) as they may not be able to participate in the Walk themselves due to their
volunteer position.
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What will the volunteers do?
Listed below are suggested jobs for volunteers. Depending on your event schedule
some volunteers may float between multiple positions.
• Goody Bag Assembly: Materials will be received late September giving
you approximately two weeks to assemble. Each participant will receive a
Goody Bag at the finish line. You will need to stuff the bags with the Walk
Across Washington Challenge materials which will be some combination
of a pedometer, walking log book, and instructions for an on-line walking
program. (See Walk Across Washington Challenge.)
• Check-In (2 people): Registration table responsibilities include set-up
and tear-down, checking participants in, handling on-site registrations,
ensuring liability waivers and travel log are signed (see Day-of-Event
Details), issuing walker numbers, and setting up a water station. Arrive 30-
minutes prior to the scheduled check-in time. Approximately 1 ½ hour time
commitment. All check-in forms will be provided in a pre-event day mailing,
they will also be posted at www.walkwashington.org
• T-Shirt Sales (1 person): Set up a table for t-shirt sales. Arrive 30 minutes
prior to scheduled check-in time. Responsible for cash box during the event
including, picking up cash box and t-shirts from Local Event Coordinator,
ensuring money available to make change, and returning cash box to
Coordinator after the event. Left over t-shirts should be re-boxed and
stored in a safe location at the close of the event. Approximately 2 hour
time commitment.
• Kick off Celebration (1 person): Assist local committee with the
facilitation of the celebration. This may include greeting speakers &
warm-up entertainment, set-up and tear-down of the PA system, music
sound system, and stage area. Arrive ½ to 1 hour prior to the kick-off start
time depending upon set-up requirements. Approximately 1 ½ hour time
commitment.
• Set-Up and Clean-Up (2 people): Assist retrieving materials, tables, and
signs, set-up and tear down of tables, chairs, sound equipment, banners/
signs, and picking up trash. Arrive ½ hour before check-in. Approximately 2
hour time commitment.
• Walking Guides (3 people): Walk with the group for the entire segment,
being aware of safety concerns, directing walkers, and providing assistance
as needed. Guides may want to carry two-way radios or cell phones for
communicating with each other in case of safety issues. Guides need to be
positioned at the front, the middle, and at the back of the walkers. Guides
need to have a medical emergency plan in place and quick access to a First
Aid Kit. Arrive ½ hour before the start of the walk. Approximately 1 ½ hour
time commitment.
• Banner (1 person): Determine how the banner will be carried. Each
segment will receive one banner that will be carried by the Walk Leader.
One or two poles/stick may be needed depending on how the banner will be
carried. In addition you may want to personalize the banner with cling on
letters. Each segment may keep their banner to display after the walk.
21
• Goody Bag Distribution (1 person): Remain stationed at the finish
line to distribute the Goody Bags. Walkers will turn in a tear off section
from their walk number in exchange for their Goody Bag containing
the follow up Walk Across Washington Challenge (see Goody Bag
Assembly). Begin setup as soon as the Walk begins. Two hour time
commitment.
• Pedometer Set-Up (1-2 people): Assist walkers in setting their
pedometers (weight and stride). Instructions are provided with all
pedometers. Read all of the instructions provided with the pedometer
and be ready to help people. To determine stride length, walkers will
walk a predetermined marked distance counting the number of steps
taken. Volunteers will need to be prepared by having a measuring tape
available. Instructions will be received a few weeks prior to the Walk.
• Stationed Route Volunteer (as needed): Remain at a predetermined
spot on the route, provide direction to walkers, traffic control,
and other assistance as needed. Remain until the last walker has
passed. Arrive at your post 15 minutes before the start of the walk.
Approximately 2 hour time commitment.
• Photographer (1 person): Take photos of Walk events. Aim to capture
all aspects of the day. You may want to give cameras to walking guides
or stationed route volunteers.
What do the volunteers need to do their job?
• Route Map & Segment Details
• Description of their assignment
• Date, time, place of their assignment
• Walk Across Washington t-shirt (free if they registered as a volunteer)
• Directions for checking-in with the Local Event Coordinator
22
Registration
Registration will be available beginning August 22 at
www.walkwashington.org. After participants register for a segment they will
receive weekly Tip Sheets via email covering topics such as proper walking form,
pedestrian safety, and a variety of nutrition tips and recipes promoting the new
Dietary Guidelines. Encourage people to register early as an aid for planning
and to begin receiving Tip Sheets. All Tip Sheets will also be available on the
Walk Across Washington website. You may want to use them as handouts to
help promote the event. A total of 6 Tip Sheets will be available.
If a participant registers and decides not to participate in the Walk, they are
encouraged to cancel their registration. To cancel registration, they need to go
to the Walk Across Washington website and select Registration Cancellation.
Segment registration counts will be available on the website. These counts will
be updated as people register so you can estimate your participation.
23
Other
Details
24
T-Shirts
Each segment will receive free t-shirts for the Local Event Coordinator, committee members, the Walk
Leader, and local volunteers . In order to receive their free t-shirt, they need to register using the on-line
system and identify their role in the Participant Type field. (Even if they plan on also walking the segment,
ask them to register as a volunteer.)
Walkers will have the opportunity to purchase t-shirts. Prices and photos will be posted on the website
when available. When registering, walkers will be asked if they plan on purchasing a t-shirt and, if so,
to indicate desired size. This does not commit them to buying the shirt, it just gives us an estimate for
quantity and size distribution. You will be sent an estimated number of shirts and sizes based on this data.
You will not be charged for shirts you have left over, but will need to return them to AWC. Sizes available are
Adult S-M-L, XL, and XXL.
If AWC staff members will be attending your segment, they will bring the t-shirts on event day. Otherwise
you will have them by the end of September and could sell them prior to your event, as well as, the day of. If
you sell them early, remind participants to wear their shirts on Walk day.
Walk Across Washington Challenge
Each Walk Across Washington segment is the beginning of a bigger commitment to remain physically
active. Finishers will receive the Walk Across Washington Challenge, a six-week walking campaign
that follows the Walk Across Washington. Walkers will receive a pedometer (supplies limited) and
walking log book or on-line walking program. For the six weeks following your Walk Across Washington
segment, walkers are invited to continue tracking either their minutes, miles, or steps, working toward a
personalized goal.
The Challenge is a self-administered program with each participant working at their own level. Use of a
pedometer is not required. Participants who complete the Challenge are eligible to win the grand prize—a
treadmill from Vision Fitness (see photo on website).
To help keep momentum running high during the Challenge, periodic Tip Sheets will be delivered via email
to all participants who registered and provided an email address. The Tip Sheets will also be available on
the Walk Across Washington website at www.walkwashington.org.
Complete details of the Challenge will be provided to walkers in their Goody Bags.
25
Goody Bag Assembly
At Check-In, each walker will be given a pin-on walk number that has a tear-off
section. At the finish line walkers will exchange the tear-off section for a Goody
Bag. This ensures only one Goody Bag per participant.
You will receive the Goody Bag contents the end of September. You will need
to assemble your Goody Bags in advance of your event. You will be provided
a quantity of materials based on the registration count for your segment.
Promoting your event early and encouraging people to register in advance helps
forecast the number of materials needed for your participants. Extras will be
provided to cover on-site registrants.
Pedometer and Walking Log Book supplies are limited and will be divided
between segments. Participation in the Walk Across Washington Challenge
does not require either of these items. The on-line walking program, America
On the Move, offers unlimited participation in the event that Walking Log
Book supplies are depleted. For a preview of America on the Move visit www.
americaonthemove.org.
Every participant in the Walk Across Washington will be invited to participate
in the Walk Across Washington Challenge, whether they use the Walking Log
Book or America on the Move to track their progress.
Walkers in more than one segment
Walkers should only receive one Goody Bag even if they walk several segments.
Your final registration list will flag participants who are registered for more
than one segment. When these participants check-in on event day, you will
need to ask if this is their first segment, if it is not the first segment and they
have already received a Goody Bag at a previous segment, the tear-off portion
of the walk number needs to be removed. This will help ensure walkers do not
receive more than one Goody Bag, as supplies are limited.
26
Day-of-Event Details
AWC staff or Board of Trustees members will be present at as many segments as
possible. You will be notified before September 1 if AWC staff or Board members
will be present to help at your segment. You should plan your event as if AWC
staff will not be there, unless you are notified otherwise.
AWC staff will contact the Local Event Coordinator the week before the Walk to
confirm segment details, location, report current registration numbers, and
answer any last minute questions.
Below is a list of things the local committee needs to address.
Volunteers
The local committee will need to secure volunteers, give them assignments and
day-of-event instructions (see the Volunteers section).
Check-In
Provide a check-in table, chairs, a canopy (if needed), check-in sign,
registration list, a supply of pens, and bottled water. Please arrange for a
check-in location that is visible to participants. AWC will provide Walk Across
Washington posters to use at check-in.
Travel Log
As was done in 2002, a scrapbook/“Travel Log” will be created for the 2005
event. AWC will send you a page from the scrapbook that each participant is to
sign. You should have the Travel Log signing as part of check-in. The Travel Log
is to be returned to AWC with your Local Event Coordinator evaluation after the
Walk. (Evaluation is found on the website at www.walkwashington.org.)
T-shirt Sales—You will receive t-shirts to sell at your segment. You will not be
charged for t-shirts that are not sold—simply return them to AWC. Additional
t-shirts may be available once unsold shirts are returned. Available sizes
include Adult S, M, L, XL, and XXL. You will need a table, a cash box, and starter
money to make change for sales. T-shirt prices and photos will be posted on the
website when available.
27
Pre- and Post-Walk Celebration
Depending on the location and number of registered walkers you may consider
using a portable PA system. Consider the location of the celebration. Is there a
stage, platform, or an elevated area so that people will be able to see? If you are
planning for performances by local musicians, you may want them to provide
their own sound equipment.
Pictures
Take photos of all aspects of your Walk and send to AWC for showcase on the
website, newsletters, scrapbook, and possible future promotional materials.
On the route
AWC will provide a supply of posters for you to place on the route as needed,
or for walkers to carry. Attaching the signs to yard sticks, stakes, or sandwich
boards works well.
AWC Staff Contact Information During the Event
During the week of Walk Across Washington, the majority of AWC Wellness
staff will be on the road traveling to segments, but will be available via cell
phones for any last minute questions.
Cell Phone #1 (360) 480-6712
Cell Phone #2 (360) 480-6716
Cell Phone #3 (360) 480-6717
AWC Office (800) 562-8981
28
After the Walk
Congratulations!! Celebrate your success and give yourselves a pat on the back
for a job well done. Your contributions will certainly make a difference in the
lives of many people who are exposed to the joy of walking at your segment of
the Walk Across Washington.
The following is a checklist of things to complete when wrapping up your
segment.
1. _____ Mail photographs, signed Mayoral Proclamations, newspaper articles,
newsletters, etc. covering your event to AWC.
2. _____ Return any unsold t-shirts along with money from the sales. Do not
send cash in the mail. Due October 24.
3. _____ Return completed Local Event Coordinator Evaluation Form (found on
the website), Travel-Log, Check-In Sheet, and all on-site registration
forms by October 24.
4. _____ Help promote/encourage participants to continue on with the 6-week
Walk Across Washington Challenge (Individual Participant Walking
Log Summaries due December 2).
4. _____ Send thank you notes to volunteers and media.
29
Tools &
Resources
30
Section Contents
Tools & Resources
• Segment Details Form—Submit by July 29. E-mail the completed form
to Erin Swanson at erins@awcnet.org or fax to (360) 753-0148. This
information will be provided to each person who registers for your
segment and will also be posted on the Walk Across Washington web
site at www.walkwashington.org.
• Planning Worksheets—Use these worksheets to plan a successful
segment. People and Partnerships, Promotions, and Celebrate and
Demonstrate.
• Fact Sheet—Use this page to share general overview information about
the event.
• Health Facts—A collection of health facts for inclusion in newspaper or
newsletter articles.
• Sample Proclamation—Use this as a template for your Mayor’s
proclamation. You may add or delete items to meet your needs.
• Press Releases & Public Service Announcements—Customize with
the details of your segment and submit to local papers, and/or radio
and TV stations.
• Volunteer Confirmation Letter—Use this letter as a guide for
confirming assignment details with your volunteers.
• Volunteer Reminder Letter—Follow-up with volunteers one-week
prior to the event.
• Frequently Asked Questions—A list of answers to commonly asked
questions. For any additional questions, contact Julie McDowell or Erin
Swanson at (360) 753-4137 or juliem@awcnet.org or erins@awcnet.
org .
• Walk Across Washington Logo Sheet—Reproducible masters for your
use. Electronic versions will also be posted on the web site.
31
Segment Details
Submit by July 29, 2005 to erins@awcnet.org or fax to 360-753-0148.
Segment Name
Date
Length of Segment
Difficulty
Check-in/Start Location
Start Parking
Check-In Time
Kickoff Celebration Time/Location
Walk Start Time
Finish Location
Finish Parking
Restroom Locations
Detailed Course Directions:
Describe safety procedure in case of an emergency:
Does the city require a special events permit? If so, please provide a copy of the application.
If segment does not loop back to Start, indicate any transportation arrangements.
Local Hotels (list 2—including rates):
Local Sponsors (names or logos, optional):
Target Audiences (check all that apply):
_____ City Employees _____Community Members
_____ Other major employers _____ Other ____________________________
Estimated participation number: _____________
Number of committee members: _____________
32
People and Partnerships
Begin your planning by identifying People and Partners you already work with on
health promotion activities. Then list those you might benefit from working with.
WHO DO YOU ALREADY WORK WITH? WHO MIGHT YOU WORK WITH?
Internal Internal
External External
Public Sector Public Sector
Private Sector Private Sector
Non-Profits Non-Profits
Volunteers Volunteers
Deciding what you will do
List a few actions you will take to form partnerships with others who share an
interest in promoting physical activity.
Who What When
33
Promotion
Exploring who we want and how to reach them
Identify primary and secondary target audiences. Will you limit your promotion efforts to
your employees? Include other major employers? Reach out to the community, schools, clubs,
churches, etc.? How can we reach our target audience? How can we get media coverage?
Target What current communication methods What communication methods can be
Audience are used? tapped?
Deciding what to do
List a few actions you will take to promote the Walk Across Washington to your audience.
Audience Message When
34
Celebrate and Demonstrate
Exploring ways for your Walk to create excitement and commitment
around physical activity
Identify people or groups who could add to the celebration or serve as roll models on Walk
day. Look to others who have an interest in promoting physical activity.
WHO DO YOU ALREADY WORK WITH? WHO MIGHT YOU WORK WITH?
Internal Internal
Community Community
Public Figures Public Figures
Health Experts Health Experts
Schools Schools
Sport/Athletic Teams or Clubs Sport/Athletic Teams or Clubs
Deciding what you will do
List a few actions you will take to identify and secure key people/groups to walk and
participate in your celebration of healthy lifestyles.
Who What When
35
Fact Sheet
What is the Walk Across Washington
The Walk Across Washington is a celebration of healthy lifestyles. It promotes
healthy people, healthy families, healthy workplaces, and healthy communities.
It is a week-long walk that includes thousands of walkers, in over 85 cities and
towns.
Why walk? October 9-15, 2005
• Walking is a safe, low impact, inexpensive form of physical activity you
can do anytime, anywhere, and for life.
• It can lower your risk of diabetes, heart disease, high blood pressure,
and high cholesterol. Idea: This fact sheet may be
copied front/back (pgs. 36-37)
• It can boost your energy, lower your stress, improve your balance,
improve your sleep, and help maintain a healthy weight. to be used as a flyer.
• Walking for health can be combined easily with walking for other
reasons: walking to work, school or shops; visiting a place of interest;
walking the dog.
• You can enjoy a variety of surroundings as you walk in different places
and different seasons.
• Walking requires little concentration, leaving you free to enjoy your
surroundings, chat with companions, or just relax.
The Walk Across Washington is a great way to renew your commitment to
a healthy and active lifestyle. Participating in the Walk shows support for
the total health of the community, active lifestyles, and raises awareness of
maintaining communities where physical activity is both safe and accessible.
Did you know?
• The prevalence of adult-onset diabetes in children has more than
quadrupled in the last decade.
• 59% of adults in Washington State are overweight or obese. (CDC 2002)
• The obesity rate among adults in Washington State increased by 127%
from 1990 to 2002. (CDC 2002)
• 65% percent of adult Americans are either overweight or obese.
• People who are thin and inactive die at twice the rate of those who are
overweight or obese and physically active.
36
How to participate Partners in health
Special thanks to the following:
Be a Walker—When you register to walk in the Walk Across Washington, you
will choose one or more 3 to 3 ½ mile segments. Walking Guides will accompany
the walkers at each segment. All walkers will receive Training Tips via email, a
pedometer (while supplies last) with a follow up walking program, and a chance
to win prizes, including a Treadmill from Vision Fitness.
Walk Across Washington t-shirts will be available for purchase. Register on-
line at www.walkwashington.org. Registration is free and early registration
ensures you receive your Training Tips.
Be a Volunteer or Committee Member– Local volunteers are the backbone
of the Walk Across Washington and are important to make the event a
success in your community. Volunteers will be involved in getting the word
out to local businesses, community groups, and the media. They are needed
to help mark the route, register walkers, act as walking guides, and much
more. All volunteers receive a complimentary Walk Across Washington t-
shirt (while supplies last). To volunteer contact your local event coordinator,
or Julie McDowell or Erin Swanson at (360) 753-4137, juliem@awcnet.org or
erins@awcnet.org.
The route
Multiple Walk segments will be occurring each day and at all times of the day
during Walk Across Washington week. For a current list of segment locations
and times go to the Walk Across Washington website at www.walkwashington.
org.
National Recreation and Parks Association (NRPA)
In support of the NRPA’s national campaign, Step up to Health…It Starts In
Parks, most Walk Across Washington segments are utilizing a park or trail
system. NRPA as had a long history of being a leader in community health
Washington State Dept. of Health
and sport programs to provide opportunities for people to engage in active
Summex Health Management
recreation while increasing public visibility and advocacy of parks.
McDonald’s
Vision Fitness
For more information Providence St. Peter Hospital
Contact: Nat’l Recreation & Parks Association
Julie McDowell, Health Promotion Coordinator WA Recreation & Parks Association
Erin Swanson, Health Promotion Facilitator Washington State Dairy Council
Association of Washington Cities Weyerhaeuser
(360) 753-4137 or (800) 562-8981 Each segment host
juliem@awcnet.org Hundreds of community volunteers
erins@awcnet.org
www.walkwashington.org
37
Health Facts
Benefits of Regular Physical Activity
There’s no doubt, if physical activity came in a pill, it would be the most widely
prescribed prescription in the United States.
Regular physical activity has many benefits:
• It slows the aging effect. October 9-15, 2005
• It strengthens the bones and lowers the risk of osteoporosis.
• It relieves tension, stress, and fights depression.
• It decreases the risk of colon, breast, and other cancers by almost 50%.
Idea: This fact sheet may be
• It reduces the risk of developing or dying prematurely from heart disease and copied front/back (pgs. 38-39)
diabetes. to be used as a flyer.
• It reduces the risk of developing high blood pressure and cholesterol.
• It helps to maintain a healthy weight.
Children
• The prevalence of adult-onset diabetes in children has more than quadrupled in
the last decade.
• Children spend an average of 3 hours a day watching T.V. in addition to time
spent on computer and video games.
• The number of overweight children has increased by 63% in the last 30 years.
• Children are showing early signs of cardiovascular disease such as weight gain,
high cholesterol, Type II diabetes, and high blood pressure.
• Inactive children, when compared with active children, weigh more, have higher
blood pressure, and lower levels of HDL (good) cholesterol.
• 63% of adolescents in the US report having two heart disease risk factors.
• The recommendation for physical activity for children is 60 minutes of moderate
to vigorous activity everyday.
Washington State
In Washington State, thousands of people suffer from chronic illnesses that can be
prevented or improved through regular physical activity.
• Less than 30% of adults in Washington State meet physical activity
recommendations (30 minutes or more, five or more days a week).
• 59% of adults in Washington State are overweight or obese. (CDC 2002)
continued
38
Washington State (continued)
• Only 35 % of Washington State adults consume five servings of fruits and
vegetables a day.
• Coronary heart disease is the leading cause of death and lost life expectancy in
Washington State (one out of every five deaths is attributed to heart disease).
• About 217,000 people in Washington are known to have diabetes, and over
100,000 are estimated to have diabetes but do not know it.
• The most common cancers in Washington State—breast, prostate, colon, lung,
and colorectal—are increasingly known to be preventable through lifestyle
change.
• One in three Washingtonians will be struck with some form of cancer.
Nationally
• People make an average of 20 trips (commuting or running errands) a week.
Less than two are made by walking or biking.
• More than 60 percent of U.S. adults do not engage in the Surgeon General’s
recommended amount of physical activity. Approximately 25 percent of U.S.
adults are not active at all.
• 65 percent of U.S. adults are overweight.
• In the US labor force population (ages 25-55) 39% of men and 21% of women
are overweight.
Worksite Health
• Stress-related disorders are fast becoming the most prevalent reason for worker
disability according to the National Institute for Occupational Safety and
Health.
• Job stress and related problems cost American companies an estimated $200
billion or more annually through absenteeism, turnover, accidents, etc.
• Coronary heart disease is the leading cause of premature, permanent disability
in the United States work force.
Startling Health Facts
• Lack of regular physical activity has the same effect on health as smoking a pack
of cigarettes a day.
• Half of all deaths (680 every day) in the U.S. are from heart disease.
• People who are thin and inactive die at twice the rate of those who are
overweight or obese and physically active.
• High blood pressure doubles the risk for heart disease and triples the risk for
stroke.
• Obesity contributes to coronary heart disease risk, probably through the
interaction of physical inactivity, high blood pressure, high blood cholesterol,
and diabetes (risk factors that occur frequently in obese people).
39
Sample Proclamation
PROCLAMATION
Walk Across Washington Week—Taking Steps Towards Healthy Communities
WHEREAS, the 2005 Dietary Guidelines for Americans recommends 30 minutes of moderate physical activity most days of
the week to reduce the risk of chronic disease in adulthood, and that children and adolescents engage in 60 minutes on
most, preferably all, days of the week.
WHEREAS, Only 27 percent of adults in Washington state meet the recommendations for physical activity and
WHEREAS, children spend an average of 3 hours a day watching TV in addition to the time they spend on video and
computer games; Children in the U.S. today are less fit than they were a generation ago and show early signs of
cardiovascular disease such as weight gain, high serum cholesterol, high blood pressure, an increase in prevalence of Type
II diabetes, and
WHEREAS, the prevalence of obesity in Washington state has doubled in the last decade, and the percent of young people
who are overweight has more than doubled in the last 20 years, posing a major public health threat; and
WHEREAS; the percent of the population over 65 is increasing faster in Washington state than most other states and that
70% of the physical decline with aging is preventable and
WHEREAS, regular physical activity, lowers your risk of developing or dying from heart disease, diabetes, high blood
pressure, stroke, and cancer. It reduces feelings of depression, anxiety, and stress. It helps build and maintain healthy
bones, muscles, and joints and helps control weight; and
WHEREAS, the Centers for Disease Control’s - National Healthy People 2010 objectives call for an increase in worksites
offering employer-sponsored physical activity and fitness programs; and
WHEREAS, many of our communities have been designed for cars, not for pedestrians or bicyclists; but the most popular
physical activities in the state are biking and walking putting local trails and parks in high demand.
WHEREAS, recreation sites and facilities are important parts of public infrastructure and essential to the health and
wellbeing of Washington state residents.
NOW THEREFORE, I, ____________________________, Mayor of the City of _________________________,
do hereby proclaim that The Walk Across Washington, October 9-15, is taking important steps towards creating
healthy communities and ________________ (month and day) as Walk Across Washington Day in the
City of _____________________.
And I urge all citizens of the community to join me in this endeavor to promote physical activity for individuals and
communities.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of _________________
to be affixed this ____ (day) of ______________ (month), 2005.
_____________________________________________
Mayor’s Signature
40
Press Releases
Use the following sample press releases as a guide to developing press releases for your event. You may
use any of the information in this Coordinator Guide, the Fact Sheet, Health Facts, or the registration
brochure to draft your own press release. Be sure to highlight what is unique about your segment.
Include details about your route, walk leader, kick off celebration, and any special challenges taking
place in your community.
Always send a thank you note to anyone who gave you coverage or worked with you on event promotion
(reporter, producer, etc.). For an added touch, make a copy of the newspaper article and write your
thank you on the side or back.
Sample Press Release #1
For release eight weeks prior to the event.
Insert your segment details in place of words IN ALL CAPS.
(TODAY’S DATE)
For Immediate Release
For more information contact:
Julie McDowell, Association of Washington Cities, (360) 753-4137 or
(LOCAL EVENT COORDINATOR)
State-wide Walk Promotes Healthy Lifestyles
(CITY) An exciting state-wide walking event is coming to (CITY NAME) on (DATE). The Walk Across
Washington, sponsored by the Association of Washington Cities, is a walk involving thousands of
walkers, through more than 85 cities and towns from October 9-15. The walk is a celebration of healthy
lifestyles, drawing attention to the importance of regular physical activity for people of all ages.
“Walking is a safe, inexpensive form of physical activity you can do anytime, anywhere, and for life! It
can lower your risk of diabetes, heart disease, high blood pressure and high cholesterol. It can boost
your energy, lower your stress, improve your balance, and help maintain a healthy weight,” says Julie
McDowell, Health Promotion Coordinator for the Association of Washington Cities.
Sign-up now, to walk a (SEGMENT LENGTH) segment in (CITY NAME) on (DATE). Registration is free and
all walkers will receive a follow up walking program with a pedometer (as supplies last) as well as a
chance to win prizes, including a treadmill from Vision Fitness.
Before setting off on the walk, participants will enjoy a local celebration featuring (INSERT DETAILS
ABOUT CEREMONY). The ceremony begins at (TIME) with the walk following at (TIME).
(INSERT OTHER INFORMATION ABOUT THE COURSE, THE WALK LEADER, SPECIAL EVENTS, A QUOTE BY
MAYOR OR LOCAL EVENT COORDINATOR)
For more information or to register on-line go to www.walkwashington.org. Register early to receive
your Training Tips. Registration is free.
continued
41
Sample Press Release #2
For release four weeks prior to the event. Insert your segment details in place of
the words in ALL CAPS.
(TODAY’S DATE)
For Immediate Release
For more information contact:
Julie McDowell, Association of Washington Cities, (360) 753-4137 or
(LOCAL EVENT COORDINATOR)
Walk Across Washington comes to (CITY NAME)
(CITY NAME)—The Walk Across Washington is a celebration of healthy
lifestyles, drawing attention to the importance of regular physical activity for
people of all ages. This event will involve thousands of Washington residents,
each walking one or more 3-mile segments.
The walk will take place in more than 85 cities and towns, from October 9-15.
Walkers will trek through (CITY NAME) on (DATE). The (CITY NAME) segment will
begin at (TIME), at (START LOCATION). Check-in begins at (CHECK-IN TIME).
(INSERT OTHER INFORMATION ABOUT THE COURSE, THE WALK LEADER, SPECIAL
EVENTS, A QUOTE BY MAYOR OR LOCAL EVENT COORDINATOR)
Advance registration is encouraged for all walkers and there is no cost to
participate. For more information or to register go to
www.walkwashington.org.
The Walk Across Washington is sponsored by the Association of Washington
Cities.
continued
42
Sample Press Release #3
For release one week prior to the event. Insert your segment details in place of
the WORDS IN ALL CAPS.
(TODAY’S DATE)
For Immediate Release
For more information contact:
Julie McDowell, Association of Washington Cities, (360) 753-4137 or
(LOCAL EVENT COORDINATOR)
(COMMUNITY LEADER) leads Walk Across Washington through (CITY NAME)
(WALK LEADER NAME) will lead the walkers in the (CITY NAME) segment of the
Walk Across Washington, on (DATE). The (CITY NAME) walk is one of over 85
segments in the week long Walk across the state designed to create awareness
about the importance of regular physical activity for people of all ages.
(WALK LEADER NAME) was selected as (CITY NAME)’s Walk Leader because of
(INSERT REASONS HERE). (INSERT QUOTE FROM WALKER LEADER).
Even if you do not plan to walk, come support the walkers by cheering them on
and joining the celebration.
For more information go to www.walkwashington.org. The Walk Across
Washington is sponsored by the Association of Washington Cities.
43
Public Service Announcements
Contact: Julie McDowell, Association of Washington Cities, (800) 562-8981
Or (LOCAL EVENT COORDINATOR NAME AND CONTACT INFO)
For Immediate Release
10 Seconds:
Take steps toward a healthy community! Join in the Walk Across Washington
on (DATE) in (CITY NAME). For more information visit www.walkwashington.org.
Register today!
15 seconds:
Step up to Health. Join in the Walk Across Washington and celebrate active
lifestyles. Coming to (CITY NAME) on (DATE). Visit www.walkwashington.org for
more information. Register today!
15 Seconds:
Walking—it’s for everybody! Join in the statewide event, Walk Across Washington,
and celebrate healthy lifestyles. You can participate in (CITY NAME) on (DATE). To
register visit www.walkwashington.org
20 Seconds:
Step up to Health it Starts in Parks. Join the statewide event Walk Across
Washington and experience the beauty of your community’s parks and walking
paths. You can participate in (CITY NAME) on (DATE). To register, visit www.
walkwashington.org. Sponsored by the Association of Washington Cities.
44
Volunteer Confirmation Letter
SAMPLE
DATE
Dear VOLUNTEER:
Thank you for volunteering for the Walk Across Washington _DATE at TIME. Your support
contributes to the success of this event. You will receive a complimentary Walk Across Washington
t-shirt (while supplies last) when you register yourself as a volunteer using the on-line registration
system at www.walkwashington.org .
Your assignment is listed below. Please report to PLACE at TIME. Your assignment is expected to
take __________ hours.
INSERT APPLICABLE ASSIGNMENT
• Check-In—Assist local committee at the registration table by helping with set-up and
tear-down, checking participants in, selling t-shirts, forms for on-site registrants, issuing
walker numbers, and bottles of water.
• Ceremony—Assist local committee with the facilitation of the ceremony. This may include
greeting speakers & warm-up entertainment, set-up and tear-down of the PA system, music
sound system, and stage area.
• Set-Up and Clean-Up—Assist in retrieving and setting up materials, tables, signs, chairs,
sound equipment, banners etc…. Dismantling and returning items, collecting forms,
tables, chairs, trail signs, and picking up trash.
• Walking Guides—Walk with the group for the entire segment, being aware of safety
concerns, directing walkers, and providing assistance as needed. Guides will be spread out
among the walkers with a Guide positioned at the front, the middle and at the back of the
pack. You may be asked to take photos during the event.
• Stationed Route Volunteer (as needed)—Remain at a predetermined spot on the route,
provide direction to walkers, traffic control, and other assistance as needed.
• Assemble (prior to event) and distribute Goody Bags at the finish line or help walkers to
set up their pedometers.
Pick up your WAW t-shirt at___________________. Please contact VOLUNTEER COORDINATOR at
PHONE OR E-MAIL if you have questions about the event.
Thanks again for your support.
Sincerely,
LOCAL EVENT COORDINATOR OR VOLUNTEER COORDINATOR
45
Volunteer Reminder
One week prior to the Event
DATE
Dear VOLUNTEER:
Thank you again for volunteering for the Walk Across Washington. The big day
is just one week away! Please review your confirmation letter and assignment.
I have enclosed a copy as a reminder along with your Walk Across Washington
t-shirt and volunteer badge. A few reminders for event day:
1. Wear your Walk Across Washington t-shirt and volunteer badge
2. Dress appropriately for the weather
3. Check-In with LOCAL EVENT COORDINATOR at your assigned location and
time.
Thanks again!! Have fun!! If you have any questions, contact NAME and NUMBER
Sincerely,
Enclosures: T-shirt, volunteer badge, confirmation letter.
46
Frequently Asked Questions
What should I wear? Can I push someone in a
Wear your Walk Across Washington stroller or wheelchair?
t-shirt (if purchased). We will walk Yes. Everyone is encouraged to
rain or shine, so dress appropriately. participate including assisted
Wear light layers of clothing that wheelchairs and children in strollers.
are easily removed while walking. All participants whether pushed
Bring a hat, visor, or umbrella as the or pushing, must be officially
weather dictates. You must be able registered.
to carry everything you bring with
you. A fanny pack or small backpack Will I be provided with
is recommended. Anything dropped transportation back to the October 9-15, 2005
along the route will be picked up and starting point when I finish
discarded or donated to charity.
the walk?
Many segments do not begin and Idea: This fact sheet may be
Is there a place to stash gear
end at the same location. Return copied front/back (pgs. 47-48)
at the start?
transportation is not provided unless to be used as a flyer.
No. You will need to carry everything otherwise specified in segment
with you. A fanny pack or small details. Check your Segment Details
backpack is recommended. The to determine if you will need to
walk will take about an hour. Leave arrange for transportation back to Check your segment details at
anything you don’t think you’ll need the starting point at the conclusion www.walkwashington.org
with a non-walking friend or in your of your walk. Local Event Coordinator:
car. Anything dropped along the Unless you make arrangements
route will be picked up and discarded to provide this service, it is not
or donated to charity. provided. If you would like to provide
this service for your segment contact
Can I ride my bike or wear AWC so we may notify participants
roller skates during the on the Segment Details page on the
event? website.
No. This is a WALK. For the safety of
all walkers, bicycles, roller skates,
and roller blades are not permitted.
47
Can I bring my friends and What kind of support is part in a 6-week walking program.
family? available on the course? Participation details are provided as
part of the Goody Bags distributed at
Certainly! Bring along your Volunteer Walking Guides with First
the finish line of all segments.
supporters to cheer you on and meet Aid Kits will accompany you on the
you at the finish line. If they want Walk.
to walk, they must register. On-site My friends did not register
registrations will be permitted. Non- online but they want to
Where are the restrooms?
registered spectators may participate participate, can they?
by cheering for the walkers, and/or Restrooms may or may not be
On-site registration will be available.
purchasing a t-shirt. available on the course. In most
Every walker must sign a Release
cases restrooms are available at the
of Liability statement in order to
start and finish points. Check your
Can I walk with my pet on a Segment Details sheet for more
participate in the Walk.
leash? information. Be sure to visit the
Sorry, no pets are allowed on the restrooms before starting the walk. How much does it cost?
course. Though they may enjoy the There is no registration fee.
walk, other walkers may not enjoy Can I wear headphones on the
them. Please leave pets at home. walk? How do I register?
For the safety and enjoyment of all Register on-line at www.
Where do I Check-In? participants, please do not wear walkwashington.org.
Begin your walk segment by checking headphones. They limit your ability to
in at the Check-In location indicated hear other participants, emergency What if I miss the walk, can
on your Segment Details sheet. Plan vehicles, or unforeseen warnings. someone else take my place?
to arrive at least 30-minutes prior to
the start. No, each walker must be registered in
What if I have a health
their own name. On-site registration
condition?
will be available.
Do I have to attend the
When you register and sign the
celebration? waiver, you are stating that you are
If you registered and can not
attend the Walk, please cancel your
A brief 15-minute celebration will physically capable of completing
registration on the web site.
be conducted at each city. You are the event. If you have high blood
not required to participate, though pressure, a heart problem, diabetes
it is an important part of the Walk or other major health problems, What are the prizes and when
Across Washington. This is a please clear participation with your will I find out if I’m a winner?
time to celebrate and renew your physician and carry a list of any Participants in the Walk Across
commitment to physical activity. health problems. Consider the length Washington Challenge will be
You’ll learn about the state-wide and difficulty of your segment and be eligible to win a treadmill from Vision
event and local promotions. Check careful not to overexert yourself. Fitness as well as a variety of other
your Segment Details sheet for the prizes. Winners will be contacted by
time and location. What is the follow up e-mail. Names will be posted on the
Walk Across Washington Walk Across Washington web site
Challenge? at www.walkwashington.org at the
conclusion of the 6-week walking
All participants in the Walk Across
campaign.
Washington are invited to take
48
Logo Sheet
Click here to download
high-resolution TIFF.
Click here to download JPEG.
Copy and paste logos from this PDF.
Print this page and cut apart.
If you have questions or need a
customized logo, please contact
Susan Ziesemer at
susanz@awcnet.org or
1-800-562-8981 x108.
49
