10th annual run/walk

EnableEmpower

Educate

10th ANNUAL RUN/WALK10th ANNUAL RUN/WALK

SEPT 27th - 2008

BioTech-Quad Courtyard, GA TechBioTech-Quad Courtyard, GA Tech

EnableEmpower

Educate

5K RUN/WALK 20085K RUN/WALK 2008Sacramento - Bay Area - Washington D.C. - Sacramento - Bay Area - Washington D.C. -

ChicagoChicagoDallas - Twin Cities - Atlanta - Austin - LADallas - Twin Cities - Atlanta - Austin - LA

SEP 7th – 19 DAYS TO GOSEP 7th – 19 DAYS TO GOSEP 7th – 19 DAYS TO GOSEP 7th – 19 DAYS TO GO

September 27September 27thth, 2008, 2008GA TECHGA TECH

EnableEmpower

Educate

TARGET REVENUE: TARGET REVENUE: $50,000$50,000

REALISTIC GOALS !!!!REALISTIC GOALS !!!!

COME JOIN THE DREAM MILE TEAM AND MAKE COME JOIN THE DREAM MILE TEAM AND MAKE THIS HAPPEN !!!THIS HAPPEN !!!

GOALSGOALS

EnableEmpower

Educate

160 160 10001000

Sept 7thSept 7th Sept 27thSept 27th

CAN WE DO IT ?CAN WE DO IT ?

REGISTRATIONSREGISTRATIONS

EnableEmpower

Educate

Publicity for the next 20 days:

1. Races to be covered

2. Booths to be held

3. Radio Advs in Spice Radio for the last two weeks.

4. Print Advs - Khabar , InTown

5. Advs on Sulekha , Race Calendars

6. Cover grocery stores, resturants, libraries, parks, jogging trails

7. Email Blasts

8. Most Importantly - WORD OF MOUTH ( Approach friends and families )

PUBLICITYPUBLICITY

EnableEmpower

Educate

CAN YOU COMMIT TO GETTING ATLEAST 10 PARTICIPANTS?

PUBLICITYPUBLICITY

EnableEmpower

Educate

Event DayEvent DayLogisticsLogistics

EnableEmpower

Educate

Event Day Logistics involve a lot of very small tasks... Hence, requires lot of co-ordination and discipline (on both the leads

and the volunteers)

3 Types of Tasks for This Event: Tasks leading up to the event

• (Ordering buying stuff, preparing stuff for event day etc) Tasks to be done on Pre-event Day (September 26th) Tasks on the Event Day (starting: 4 am on Sept. 27th)

We have enough documentation for tasks of each team – right from tasks that need to be done to Minute-by-minute plans for the teams on the event day.

NO EXPERIENCE IS REQUIRED for most of these teams!!

NATURE OF TASKSNATURE OF TASKS

EnableEmpower

Educate

Registration/PrizeRegistration/PrizeDistributionDistribution

Site Prep/Start-FinishSite Prep/Start-Finish TeamTeam

Course Course MonitoringMonitoring

Awareness Awareness BoothBooth

Parking/Parking/TrafficTrafficKids ActivityKids Activity

FoodFood

Control CenterControl Center+ Vol. Mgmt+ Vol. Mgmt

ALL TEAM LEADS TO BE CONNECTED TO CC VIA WALKIE-TALKIES.

TEAMSTEAMS

T-Shirts/Feedback

EnableEmpower

Educate EVENT DAYEVENT DAYTASKSTASKS

EnableEmpower

Educate

Get volunteers for the following:Making calls to past participantsPre-Event Day Event Day

Tasks Leading up to Pre-Event Day (Friday - Sept 26th):Create list of Contact #'s for all volunteers - Cell #'s preferred for event dayVolunteer Waiver FormsVolunteer Instructions:

• Special attention to Course monitoring instructions• Send out these instruction via email to volunteers 3-4 days before the

event

REQUEST TO ALL VOLUNTEERS: We will try our best to assign you to the teams you asked for. But at times it will be necessary to move you around. So please be flexible and co-operate with the Vol. Mgmt team.

VOL. MANAGEMENTVOL. MANAGEMENT

SEETHA

EnableEmpower

EducateVOL. MANAGEMENTVOL. MANAGEMENT

SEETHA

EnableEmpower

Educate

Tasks Leading up to Pre-Event Day (Friday - Sept 26th):1. Get Volunteers and make calls to previous years participants 25 calls/volunteers, give a small script for making calls2. Finalize the active.com closure date/time and get that set on active.com

(Rohan)3. Finalize the number of tables, what each registration table will have and

create “Neat printed signs”4. Order/Buy (if not available from last year) following:

Race Bibs, Order Trophies, Pick up Trophies (Srinivas) Safety Pins Bowls, Pens Pads, Table cloths, clip boards Registration forms, Cash boxes with Loose cash Get manual CC swiper and slips

• Prepare a small instruction sheet for “Event day registration” volunteers.(Soft copies available from last year – Needs to be updated)

REGISTRATION/PRIZEDISTRIBUTION

REGISTRATION/PRIZE REGISTRATION/PRIZE DISTRIBUTIONDISTRIBUTION

SRINIVAS/DONTU

EnableEmpower

Educate

All along the course we will have volunteers (and GT Police at key points) to ensure smooth running of the race:Very Important – This is the race!!To cheer and encourage Runners/WalkersTo ensure people registered for Walk, do not RUN.To hand out water to the participants

GT has separate list of tasks regarding Course monitoring:Setting up the course, during the race, Post-race

Tasks that require interaction with other teams:Course monitoring (Volunteer count) – Vol. Mgmt Team (Rohan)Course Monitoring Volunteer Instruction sheets – Samir/Rohan

COURSE COURSE MONITORINGMONITORING

GT/SAMIR

EnableEmpower

EducateROUTEROUTE

EnableEmpower

Educate

Prepare the site for the race on the Pre-Event and Event Day:Prepare the site layoutDecorations to give a festive lookSetting up sponsor banners, Vibha bannersSetting up tables, stages, booths, electricity connections etc...Working with the External timer team (Ed Williams)Start/Finish Decorations (creating the arch etc.)

SITE PREPSITE PREP

PANKAJ

EnableEmpower

EducateSITE LAYOUTSITE LAYOUT

Volunteer Regi./T-Shirts

EnableEmpower

Educate

Ensure smooth flow of traffic for participants coming to the race:To put signs from each relevant exit from I-85 to the parking lotsTo regulate traffic on the event dayPrepare list of where to put signs, what signs to prepare and other do’s and don’ts.Request 1 GT volunteer to be part of this team, due to familiarity with the area.

PARKING/TRAFFICPARKING/TRAFFIC

ROHIT

EnableEmpower

Educate

Few FYIs:Food for runners/walkers (FREE for runners/walkers)3-4 volunteers required on event dayVery nice document available about what stuff did we get, from where, who were the contacts, do`s and don'ts.Most of the stuff is either donations or bought using Kroger/Publix gift cardsThis year we want to push for everything to be donated !!!

FOODFOOD

AMBIKA

EnableEmpower

Educate

Few FYIs: Participants can leave their Kids while they Run/Walk This helps people with kids to participate (who otherwise would

not since they would not be able to leave their kids alone)

Tasks Leading up to Pre-Event Day (Friday - Sept 26th): Schedule/Items for kids activities

Drawing/Sketching Contest Quiz Dance Exercises (Aarti Fitness) Mehndi/Face Painting Sudoku Competition Balloon animals/hats?

Buying/getting stuff based on the activities planned Certificates/Gifts/Medals for kids activities

KIDS ACTIVITIESKIDS ACTIVITIES

MEGHNA/DEVANAND

EnableEmpower

Educate

To have a full-fledged VIBHA booth:To generate AWARENESS for VIBHA and it’s cause.To get people motivated to make an on-the-spot-donationTo get people to sign-up as volunteers

AWARENESS BOOTHAWARENESS BOOTH

ANOOP

EnableEmpower

Educate

Vibha is a 501 (c) (3) organization, registered in the State of New Jersey. Vibha's Tax ID is 22-3122761.

• THANK YOU, for supporting Vibha! • The Passion, Dedication of Volunteers who

made a difference in the life of a Child is “PRICELESS”

• SIGN UP AS A VOLUNTEER AT THE VIBHA BOOTH TODAY!

• Since 1991, Vibha has supported more than 160 projects in India and 10 projects in the US


EnableEmpower

Educate





• Active Vibha projects - 35 in India and 6 in the U.S


EnableEmpower

Educate





• Volunteers Worldwide - 825 and growing…


EnableEmpower

Educate





• Number of children Vibha has reached - 150,000


EnableEmpower

Educate





• Dollars raised in 2007 - $401,000


EnableEmpower

Educate VENDOR BOOTHS/T-VENDOR BOOTHS/T-SHIRTS/FEEDBACKSHIRTS/FEEDBACK

VINAY/VINITAFew FYIs: To ensure vendor booths are properly set up and have all the items that they require.To Order/Pick Up & Pass out T-Shirts to/for participants/volunteers/youth after the raceTo gather feedback from everyone about how we can improve this event in the future.

EnableEmpower

Educate

CONTROL CENTERCONTROL CENTER Keshav, Rohan, Jaimin,Keshav, Rohan, Jaimin,Volunteer CoordinatorVolunteer Coordinator SeethaSeetha

Site Prep & Start/Finish TeamSite Prep & Start/Finish Team PankajPankajCourse MonitoringCourse Monitoring Samir/GTSamir/GTRegistration/Prize Distr.Registration/Prize Distr. Srinivas/DontuSrinivas/DontuFoodFood AmbikaAmbikaParking/Traffic TeamParking/Traffic Team RohitRohitKids ActivitiesKids Activities Meghna/DevanandMeghna/DevanandVendor Booths/T-Shirts/FeedbackVendor Booths/T-Shirts/Feedback Vinay/VinitaVinay/VinitaVibha Booth/AwarenessVibha Booth/Awareness AnoopAnoopMCMC PriyaPriya

TEAM LEADSTEAM LEADS

EnableEmpower

Educate

1. Scheduled Dream Mile Weekly Calls: Every Wednesday, 9:05PM EST• Dial in number: (218) 936-7979 Access code 559776

To go over progress on tasks leading up to Pre-Event day (“critical logistic tasks”)

An update from each team required on a weekly basis.

2. Weekly Calls with Teams/Team Leads Go over each Leads Pre-Event and Event Day updates Assign Volunteers as needed.

• September 21st Meeting: This meeting is MUST for all Team Leads!!!

Go over each Leads Pre-Event and Event Day updates Go over any other tasks or red flags for the final week

4. Daily Calls in the final week to each Team Lead to monitor progress.

PLAN FORPLAN FORTEAMSTEAMS

EnableEmpower

Educate

(Pre-Event Day: 6-10 pm)

SIGN UP TODAY!!!

PRE-EVENT DAYPRE-EVENT DAY

SEPT 26th (Friday), 2008

EnableEmpower

Educate

SEPT 27th (Saturday), 2008

Yes, since its early morning Saturday, we (Vol. Mgmt Team)

will give Wake-up calls to everyone !!!

SIGN UP TODAY!!!

EVENT DAYEVENT DAY

EnableEmpower

Educate

10th annual run/walk

Documents