COORDINATOR S GUIDEBOOK Home Educators Association of Virginia 2248-G Dabney Road P.O. Box 6745 Richmond, Virginia 23230 804-278-9200 804-278-9202 (fax) www.heav.org office@heav.org
Dear Event Coordinator, Thank you for serving as the homeschool walk-a-thon, bike-a-thon, or canoe-a-thon coordinator in your community! In this guidebook, you ll find some helpful suggestions and a timeline for making your event a success. As always, feel free to adjust the recommendations as necessary to fit your individual circumstances. Ready to get started? You'll find Seven Easy Steps on the next page to get you going. These basic steps outline what needs to be done the rest of the guide offers more details. It takes five to eight weeks for most people to organize a successful event and, if this is your first time, we suggest you allow a minimum of six weeks for planning and execution. We re committed to helping you make your event a success. Should you have any questions, please don t hesitate to send me an e-mail or give me a call. Looking forward to partnering with you, Anne Miller President president@heav.org 804-278-9200 CONTENTS Seven Easy Steps to a Successful Walk-, Bike-, or Canoe-a-Thon Start Here! Week-by-Week Detailed Task List Checklist Q & A
SEVEN EASY STEPS TO A SUCCESSFUL WALK-A-THON, BIKE-A-THON, OR CANOE-A-THON 1. Select a course, date, and time for your event. 2. Place the information about your local walk-a-thon, bike-a-thon, or canoe-a-thon on the back of each sponsor sheet. 3. Distribute as many sponsor sheets as possible. 4. Follow up with the individuals who have sponsor sheets to be sure they are getting sponsors. 5. Recruit two or three people to help you oversee the event on the day it is held. 6. Spend about three hours overseeing the event on the day it is held. 7. Mail the completed sponsor sheets to HEAV, and we'll do the rest! IMPORTANT NOTES 1. Participants collect no money. 2. HEAV sends each sponsor a statement with a return envelope in which to send the pledged amount. 3. HEAV sends each group a check for its share of the proceeds. 4. Prizes are awarded to each participant who raises $100 or more.
A. Select a date, time, and course. WEEK-BY-WEEK DETAILED TASK LIST Week 1 1. Selecting a date and time a. Shorter courses of between two-and-a-half hours (a five-mile walk) to a half day are often more successful. b. Saturday mornings seem to be one of the best times for these events. If you start around 9:30 or 10 a.m., a walk can be finished by noon. c. You can hold your event any time you choose. 2. Selecting a course a. Select a starting point with restrooms and adequate parking. i. Churches, public parks, and public buildings are good possibilities. ii. A starting point with picnic tables provides a nice place to set up. b. If possible, avoid a course with unnecessary dangers. c. Trails designated for walking, jogging, biking, or canoeing are ideal. d. Waterways with proven, safe courses for canoeing or kayaking are essential; watch water levels. e. In residential areas, try to select a route with sidewalks. f. Check local city ordinances or park regulations to determine if you need permission from officials to hold your event. g. Pay attention to safety by avoiding areas that are too busy, as well as remote or secluded areas. h. Select a course that is safe for the ages of the participants. i. Try to avoid unusually hilly areas. j. A route that circles back to the starting point is a great idea, if possible. k. A course that involves more than one lap to complete the desired mileage is fine, but try to avoid too small an area that would become boring for participants. l. During hot weather, try to avoid areas without shade. m. When selecting your course, consider the availability of restrooms. B. Provide instructions for completing the sponsor sheets and information about the time and place of the walk-a-thon, bike-a-thon, or canoe-a-thon. 1. Complete the instruction and information blank on the back of each sponsor sheet (download at www.heav.org/assets/files/events/sponsor-sheet.pdf). a. On the back of each sponsor sheet, we have included helpful information for the participants. You need to complete this information by listing the following in the spaces provided on the back of the sheets: i. Local homeschool support group (name of group sponsoring the event) ii. Date of event (month and day of event) iii. Starting time (time event begins) iv. Location (street address or name of place where walk will be held)
v. City (city or town) vi. For more information (contact name, e-mail, and phone) vii. Additional info (anything else you need to tell participants) b. Type the details about your local walk-a-thon, bike-a-thon, or canoe-a-thon on one sponsor sheet and make as many copies as you need, or just write the information directly on the sheets. c. If we haven t allotted enough room on the back of the sponsor sheet for all your information, you can photocopy your own instruction sheets and provide one with each sponsor sheet. Note: Details of the date, time, place, and course need to be established first so this information can be photocopied on the back of each sponsor sheet, or provided by other means to participants, when sponsor sheets are distributed.
A. Distribute sponsor sheets. WEEK-BY-WEEK DETAILED TASK LIST Week 2 1. Every family in your homeschool support group should be given several sponsor sheets about 4 to 5 weeks before the event. a. Give them out at meetings. b. Mail them to members of your group. c. Call and have members come by your house to get them. d. Put them on your website to download. 2. Give sponsor sheets to anyone interested. Even non-homeschoolers can participate! Here are some suggestions: a. Ask your pastors to participate in the event, and recruit homeschoolers to solicit sponsors for them. b. Recruit community leaders to participate, and have homeschoolers solicit sponsors for them. c. If you know of homeschoolers who aren t members of your group, try to include them as well. 3. If possible, explain the process of getting sponsors and filling out the sponsor sheet to all participants. Note: Be sure participants know the minimum amount anyone can pledge is $10 per course. (Determine the minimum pledge per mile by dividing $10 by the total mileage of your course.) Since we are collecting these gifts by mail, it is hard to justify sending a statement for less than a $10 gift. 4. Keep a list of the families to whom you give sponsor sheets. a. It is a good idea to keep a list of the names, addresses, and phone numbers of the people with sponsor sheets. This will assist you as you follow up to see how they are doing at getting sponsors. b. The instructions on the back of each sponsor sheet encourage participants to let the coordinator know in advance they are planning to participate, but does not make this mandatory. 5. Sponsor sheets may be photocopied; you may also call 804-278-9200 for more copies. 6. As the event coordinator, you are still encouraged to fill out your own sponsor sheet. As you work with your other participants, keep in mind people whom you could ask to sponsor you. B. Combine efforts with other homeschool groups and individuals. 1. Subject to the approval of the walk-a-thon, bike-a-thon, or canoe-a-thon coordinator who
established the course, more than one homeschool support group may join together and conduct one event. Note: Be sure participants designate which group they are walking for on their sponsor sheets. 2. Homeschoolers who are not part of a support group may participate, subject to the approval of the local event coordinator. a. If they list the local support group they re participating with on their course sheet, the money they raise will be divided between the local group sponsoring the event and HEAV. b. If any participant fails to list a support group on his or her sponsor sheet, all the money that the participant raises will go to HEAV. c. Individuals who are not a member of a support group, but who are walking with a group, will not be eligible for any prizes offered to local winners unless the coordinator of the local event approves it. C. Designate the walk-a-thon, bike-a-thon, or canoe-a-thon an annual local event. (optional) 1. Make an appointment with your mayor or other public official and ask him to proclaim the week of your walk-a-thon, bike-a-thon, or canoe-a-thon a homeschool week in your city or town. 2. If the mayor agrees, HEAV can provide a sample proclamation for you to forward to the mayor or other official as a guide. 3. Set up a time for members of your homeschool group to attend the signing of the proclamation. 4. Ask the mayor to have his office invite representatives of the local media to attend the signing ceremony. 5. Have someone designated to talk to the media if they need a comment or interview from a homeschooler. 6. Build on your success by starting an annual community event! The first time is always the most work. Making this an annual event will build success and the expectation of community support.
WEEK-BY-WEEK DETAILED TASK LIST Weeks 3 and 4 A. Continue distributing sponsor sheets and follow up with those who already have sponsor sheets. 1. Follow-up is key to making this walk-a-thon, bike-a-thon, or canoe-a-thon successful. Many well-meaning individuals will fail to get sponsors unless reminded two or three times. 2. Try to check with each family about once a week to see how things are going and to answer any questions. a. Remind participants at meetings. b. Have someone help you phone or e-mail participants. c. Include reminders and additional sponsor sheets in e-mails and mailings to your members.
WEEK-BY-WEEK DETAILED TASK LIST Week 5 A. Take a break or get a head start on Week 6 if you ve 1. Secured a place to hold the walk-a-thon, bike-a-thon, or canoe-a-thon, 2. Distributed a bunch of sponsor sheets, and 3. Followed up and know participants are getting sponsors. B. Otherwise, work diligently to catch up.
WEEK-BY-WEEK DETAILED TASK LIST Week 6 A. Do last-minute follow-up with course participants. 1. Some course participants won t get their sponsors until a few days before the event. 2. If possible, make one final round of contacts with participants about a week before the event. B. Prepare for the day of the event. (Much of this can be done in Week 5 to relieve stress.) 1. Make necessary signs or arrows for directing participants along the route. 2. Make maps or prepare other information that participants will need on the day of the event. 3. Secure some type of refreshments for participants as they begin and end the course. a. Water coolers at the starting point and at the halfway point are a good idea. b. Don t forget paper cups and trash bags. c. Cookies, soft drinks, and other refreshments are optional. 4. Make yourself a supply kit with a first-aid kit, calculator, extra pens or pencils, extra sponsor sheets, markers, tape, folder or large envelope for collecting sponsor sheets, and anything else you think you may need. 5. Recruit two or three others to help you on the day of the event. a. Someone to collect the sponsor sheets b. Someone to be a course monitor at the water cooler near the halfway point c. Someone to drive along the course to offer assistance or transportation back to the starting point d. You will need more volunteers if the route follows high-traffic areas or crosses busy intersections. e. It is a good idea to make your volunteers identifiable by having them wear matching T-shirts, orange vests or caps, or some type of identification button or sash. 6. Invite local media to attend the event. a. See if your newspaper will take a picture and run a story on how many participated and how much money you raised. b. Larger communities may want to invite TV or radio media. 7. Secure helium-filled balloons for the participants (optional). 8. Decide if you are going to have everyone travel together as a group, or if you are going to allow participants to travel at their own pace. Traveling together as a group is advisable along busy streets, but is not necessary. Most participants like to travel at their own pace.
9. Finish any soliciting of your own sponsors, if applicable. Walk-a-thon, bike-a-thon, or canoe-a-thon volunteers and coordinators are encouraged to solicit sponsors and to participate in the event. 10. If possible, travel the course with your volunteers a few days before the event, since you will be working on the day of the event. Traveling the course a few days before the event will also help you to detect any problems or potential problems before the day of the event. 11. Check the weather forecast and prepare for rain or storms, if necessary. In some locations, it may be possible to set up an alternate indoor walk location such as a church, shopping mall, or other appropriate indoor facility.
Your to-do list for the day of the event: WEEK-BY-WEEK DETAILED TASK LIST End of Week 6 1. You and your volunteers should plan to arrive at least an hour before the start of the event. a. If you have to put up signs, etc., you will need more than an hour. b. Try to have everything ready to go at least 30 minutes before the event is scheduled to begin so that you can register early arrivals without asking them to wait. 2. It is your responsibility to decide if the weather will permit a successful and safe event. a. If there is thunder and lightning or a thunderstorm warning, you should postpone the event or move it to a prearranged, appropriate indoor facility. b. If there is only rain, you should probably go ahead and have the event, since it will be difficult to get everyone back together. 3. Set up a table or place for walkers to drop off sponsor sheets. a. Some walkers may have collected money. i. Find out who gave it. ii. Write paid on their sponsor sheet for any who have already paid. iii. If the money turns out to be a donation instead of a sponsorship, be sure to get the name and address of the donor so they can be thanked for their gift. If the donation is in the form of a check, the information on the check should be sufficient for us to identify the donor. 4. Set up water coolers with cups and trash bags at the starting and halfway points. 5. Set up other refreshments. 6. Provide participants with any necessary information, such as a map of the course, at the time they drop off their sheets. 7. Assemble the participants at the time the event is scheduled to begin. Here are some things to go over: a. How thankful you are they participated b. Where the course is and any special instructions c. Where the restrooms are located d. Where water is located e. Any assistance you are providing along the course (rides, etc.) f. That you will announce the total money raised and who raised the most money when they return 8. Do a group picture for the media or for yourself, if appropriate.
9. Pray and begin walking. 10. Have one or more volunteers monitor the course during the event. 11. If possible, have cell phone or two-way radio communication between a person at the starting point and participants or monitors along the course. 12. During the event, have someone tally the amount each person raised, as well as the total raised, so the totals can be announced when everyone finishes. 13. Monitor the course until the last person finishes. 14. Be sure to leave the course as clean as when the event began.
WEEK-BY-WEEK DETAILED TASK LIST Afterward A. What to do after the walk-a-thon, bike-a-thon, or canoe-a-thon 1. As soon as possible, photocopy the sponsor sheets and mail the originals to HEAV, 2248-G Dabney Road, Richmond, VA 23230. 2. Keep the photocopies of the sponsor sheets in case the originals are lost in the mail. You may want to keep the copies even after your sheets are received, in order to give them to the person organizing the event next year. B. How the billing and payment process works C. Prizes 1. After we receive the completed sponsor sheets, we will mail each sponsor a statement and return envelope for his donation. 2. Most donations will come in during the first 30 days; the remainder will trickle in over the following 60 days. 3. We will send out statements each month for three months in a row. 4. We will keep track of the money that comes in from your event and send your group a check for your share of the proceeds approximately 90 days after the event is held. 5. Typically, 75% of the donations pledged on the sponsor sheets will actually arrive. 1. All participants who raise $100 or more will receive a prize. (Exceptions would include those who participated in the event but who are not members of the local group sponsoring the event, unless the local coordinator agreed to qualify them for prizes.) The more money raised, the greater the prize. 2. Prizes will be awarded to participants based on the amount of money paid by the sponsors of the participant, not by the amount pledged on the sponsor sheet. 3. The cut-off date for money to count toward determining prize winners will be 90 days after the event. 4. Winners will be announced within 120 days of the event. 5. We expect to award prizes within a week of the announcement.
CHECKLIST The following checklist will help you keep the walk-a-thon, bike-a-thon, or canoe-a-thon on schedule. If possible, work ahead of schedule. This checklist does not include every tiny detail, but gives a general timetable for the key elements. Week 1 Week 2 Date, time, and location set Course description established Permission to have the walk-a-thon, bike-a-thon, or canoe-a-thon secured from proper city or state authorities Local event information copied to back of each sponsor sheet Sponsor sheets distributed to all families in local homeschool support group Instructions given to members of local support group regarding the event and how to complete the sponsor sheets Sponsor sheets given to homeschoolers outside the group and to other nonhomeschoolers who might be interested in participating Sponsor sheets distributed among any homeschoolers in neighboring communities who might be interested in participating (optional) List made of names, addresses, e-mails, and phone numbers of everyone with sponsor sheets Mayor contacted about proclaiming a local homeschool week for the week of the event (optional) Media and other homeschoolers notified about time to witness mayor signing local proclamation (optional) Week 3 Families with a sponsor sheet followed up with and encouraged to keep working to get sponsors Week 4 Contact participants who need follow up
Week 5 Families with a sponsor sheet followed up with again and encouraged to keep working to get sponsors Estimated number of participants expected based on follow-up calls Course reviewed in person and potential problems identified More volunteer helpers secured and instructions given to them, if necessary Refreshment details worked out Vests, caps, T-shirts, or other identifiers worked out for volunteers Week 6 Final follow-up done with all course participants All necessary signs and arrows made for directions If necessary, maps made for each participant Supply kit made Refreshments provided At least two water coolers secured Weather forecast checked and appropriate arrangements made Day of the Event Volunteers instructed and on the job Restrooms checked and supplied Water coolers filled and set up Necessary signs or other directions set up along course Refreshments set up Sponsor sheets collected and tallied Walk-a-thon, bike-a-thon, or canoe-a-thon held Trash picked up After the Walk Sponsor sheets photocopied Original sponsor sheets mailed to HEAV
Q & A Q: What if hardly anyone participates in the walk-a-thon, bike-a-thon, or canoe-a-thon? Answer: The number of participants is less important than the amount each person raises. One person walking for $200 per mile can make a successful walk-a-thon. Q: What if the walk-a-thon doesn t raise much money? Answer: It is almost impossible to have an unsuccessful walk-a-thon, bike-a-thon, or canoe-a-thon. Any amount raised is appreciated. Q: How much money should the average event raise, and about how many walkers can be expected? Answer: The average homeschool walk-a-thon, bike-a-thon or canoe-a-thon will have about 25 participants and raise about $2,000. Larger communities will have significantly more walkers and raise significantly more money. The average participant can be expected to raise about $100. Q: Why not have the walkers collect the money when they get people to sponsor them? Answer: Letting HEAV collect the money through the mail allows the walker to solicit sponsors over the phone. It eliminates the need for the sponsor to have the cash or a check on hand. It increases the amount each person will give. It also eases the workload of the coordinator by not requiring them to deal with large amounts of cash. Q: What will the proceeds from the walk-a-thon, bike-a-thon, or canoe-a-thon be used for? Answer: The portion kept by HEAV will be used to fund the work of HEAV. Among other things, HEAV works to protect the rights of homeschoolers in the legislature and with the Department of Education; hosts the annual Virginia Homeschool Convention; offers free e-newsletters, magazines, and an extensive website; answers questions and offers free curriculum counseling; provides the homeschool community with helpful information on everything from parenting to threats to their freedom to homeschool; and more. The proceeds of your event will be a blessing to thousands! Q: What will the local support group do with their share of the walk-a-thon, bike-a-thon, or canoe-a-thon proceeds? Answer: Local groups can do anything they choose with their share! You can ask your local group for their plans. Q: What if the local support group doesn t have a bank account? Answer: The group can conduct the walk-a-thon and use the proceeds to open an account in the group s name. Q: Why not have participants do something constructive instead of just walking around? Answer: The walk-a-thon, bike-a-thon, or canoe-a-thons are not community service projects. They are fundraising events to support homeschooling in Virginia. Participants in the walk-a-thon are not being paid to cover the course. We are simply providing sponsors with an avenue through which to make a donation to support homeschooling in Virginia. Many people are more likely to give in response to an event rather than a direct request for money.
Q: Why partner with HEAV in these events? Answer: Walk-a-thons, bike-a-thons, and canoe-a-thons have proven excellent fundraising tools for many organizations. Many organizations use them to raise money because they work. These events are not intended to compete with or replace any local fundraising done by support groups. They do provide a way for local support groups to help their statewide homeschool support organization and raise some support for their own organization at the same time. These events also provide a way for homeschoolers to unite statewide to promote, protect, and strengthen the rights of all homeschoolers. The publicity surrounding such events is a great way to promote the work of your organization locally. For more information, contact: Home Educators Association of Virginia 2248-G Dabney Road Richmond, Virginia 23230 804-278-9200 info@heav.org