DAY-OF-EVENT WORKSHOPAIDS Walk Los Angeles 2011

KKNOWNOW YYOUROUR FFACTSACTSDate: Sunday, October 16Time:

8:30 a.m. – Sign in9:15 a.m. – Opening Ceremony10 a.m. – Walk Begins

Distance: 10K/6.2 MilesLocation: West Hollywood Park

Registration requirements:

N f d i i i i Benefiting• No fundraising minimum• No fee to register

Benefiting& 24 OTHER

LOCAL AIDS SERVICE ORGANIZATIONS

WHAT TO DO THESE NEXT 2 WEEKSWHAT TO DO THESE NEXT 2 WEEKS

YOUR ROLEYOUR ROLERecruit as many people as possible to participatey p p p p pMotivate others to fundraise and invite their friendsUtilize and share fundraising tips and information

Ask us questions and don’t be afraid to try new fundraising ideas of your own!Ask us questions and don t be afraid to try new fundraising ideas of your own!

Encourage everyone you know to participate!

“We advertise with signs and set up tables in our cafeterias with laptops so people can register online during lunch We try to keep people online during lunch. We try to keep people motivated by sending e-mails and encouraging them to be Star Walkers.” - Sam, Pfizer

MANAGE YOUR TEAM FROMYOUR FUNDRAISING HQYOUR FUNDRAISING HQ

Log in!If you don’t know your username and/or password, just click “GO” and then click “Forgot Username and/or Password?” to request that it be reset.

Click on “Team Participant Report” to view your Team Roster.

USE THE E‐MAIL CENTER TO:USE THE E MAIL CENTER TO:• Ask people to join your team• Send fundraising advice to your Team MembersSend fundraising advice to your Team Members• Communicate where to meet on Oct 16• Send venue map links and event schedule to your team• Update your Team Members with your progress and• Update your Team Members with your progress and        earned Fundraising Awards

SHARE DAY‐OF‐EVENT INFORMATION

W Y T WWITH YOUR TEAM WALKERS

NEED TEAM T‐SHIRTS? USE CAFÉ PRESShttp://www.cafepress.com/aidswalkla

SOCIAL NETWORKING

Thank sponsors by writing on their Facebookwalls, update your status with the same message of thanks Your updates in themessage of thanks. Your updates in the 

Facebook News Feed will inspire others to donate! Always include a link to your 

personal donation page!personal donation page! 

Follow us on Twitter@AIDSWalkLA and re tweet!@AIDSWalkLA and re‐tweet!

Check out our YouTube channel and make YOUR OWN video!

DAY‐OF‐EVENT INSTRUCTIONSDAY OF EVENT INSTRUCTIONS

AIDS WALK DAY‐OF‐EVENTSSCHEDULE

6:30 a.m. to 7:30 a.m. ‐ Team Drive‐Ons8:30 a m Sign In Opens8:30 a.m. ‐ Sign‐In Opens9 a.m. ‐ Aerobic Warm‐up9:15 a.m. ‐ Opening Ceremony10 a.m. ‐ AIDS Walk Los Angeles Route Open to Walkers

OPENING CEREMONY GUESTS

PARKING LOCATIONSStreet Parking ‐ Arrive early and observe “no parking” signsFree Parking Structures/Lots

AUTOMAC Parking Inc8631/8635 W Third St.Los Angeles, CA, 90048 

Standard Parking/ADR 8899 Beverly Blvd.Los Angeles, CA 90048 

Cedars‐Sinai Lot S/Island Lot 365 San Vicente Blvd (across from Rosewood Ave)This will NOT be on the shuttle route(8‐minute walk to AIDS Walk Los Angeles Sign‐In)

Beverly Connection ‐ $6 (must say AIDS Walk)100 North La CienegaLos Angeles, CA 90048

Pacific Design Center ‐ $10

8687 Melrose Ave, just east of San Vicente.NOTE: only accessible before 8 a.m. & not able to exit until after 12 p.m.

*Wheelchair accessible parking will be at the Pacific Design Center.p g g

GO GREEN – TAKE THEGO GREEN TAKE THE

From West LA From East LABus: Local Line 4Direction: Downtown LAGet off: Santa Monica/Wilshire

B 720 R id

Bus: 720 RapidDirection: Santa MonicaGet off: Wilshire/La CienegaWalk to ShuttleBus: 720 Rapid

Direction: Downtown LAGet off: Wilshire/La CienegaWalk to Shuttle

Walk to Shuttle

Bus: Local Line 18Direction: Wilshire/WesternGet off: 5th/Wall

From Downtown:Bus: Local Line 20 to 305 (Metro Limited Line)

Walk to Shuttle Get off: 5 /Wall

Bus: Line 16/316Direction: Cedars SinaiGet off: 3rd/ La Cienega(Metro Limited Line)

Get off: San Vicente & Melrose/ g

Walk to Shuttle

Metro StopRed Line: Vermont and WilshireBus: 720 RapidDirection: Santa Monica ‐ Get off: Wilshire/La Cienega ‐Walk to Shuttle

WHERE TO ENTER VENUE

Enter at San Vicente & Melrose by walking north on San Vicente Blvd.

ROUTE MAP

What is on the route?‐ Entertainment (singers, DJs, cheerleaders)‐ Three Checkpoints with snacks and beverages‐Plenty of volunteers to applaud you!

SIGN‐IN

• Skip sign‐in if:

Opens at 8:30 a.m.Location: WeHo Library Parking Lot

p g• You have no donations• No awards to pick up• You went to Early Sign‐In

• All fundraising Team Members sign in individually by last name.

• Turn in all collected donations and Matching Gift Forms. The Sign‐In volunteers will know how much you raised online

• General Team Donations can be turned in at ANY Sign‐In station.

• After signing in, pick up Fundraising Incentive Awards (right next to Sign‐In) – Simple! 

STAR WALKERSTAR WALKER

SIGN‐INSIGN INNew location for the Star Walker™ Breakfast:The brand‐new West Hollywood Library

ft d !

Star Walkers who raised $1,000 or more will receive their Star P t i d i i t th

rooftop garden!

Pass to gain admission to the Star Walker Breakfast at Star Walker Sign‐in.Then they can proceed to theThen they can proceed to the appropriate Team Meeting Area or pre‐determined meeting location to meet their team.

GREEN WALKER SIGN‐INGREEN WALKER SIGN‐INGreen Walkers™ have raised all their money online.

Team Members who are Green Walkers can go lk h d fto express Green Walker Sign‐In on the day of 

AIDS Walk Los Angeles!  

Location:West Hollywood Library Parking LotLocation: West Hollywood Library Parking Lot (next to General Sign‐In) 

ONE STOP SHOPPING – Green Walkers pick up F d i i I ti A d d i i t thFundraising Incentive Awards and sign in at the same time.

There is also Green Walker Sign‐In at Gold gTeam Sign‐In and Star Walker Sign‐In.

EARLY SIGN – INThursday, October 13 ‐ Friday October 14

From 8 a.m. to 8 p.m.AIDS Project Los Angeles office3550 Wilshire Blvd., 3rd Floor

(Between Kingsley Dr. and Ardmore Ave.)( g y )

Avoid the lines on the day of AIDS Walk Los Angeles!You MUST make an appointment if want to turn in all of your team’s pp ymoney at once and collect their fundraising awards.Have Team Members’ documents/money in separate envelopes  with their name and team number:

Sponsor Form and contributionsMatching Gift Forms 

Team Members may come to Early Sign‐In individually without an appointment.

FUNDRAISING INCENTIVE AWARDSPICK UP AT EACH SIGN‐IN AREA

$150 or moreOfficial AIDS Walk Los Angeles T‐Shirtg

$250 or moreOfficial AIDS Walk Los Angeles Cap and T‐Shirt

$500 or moreOfficial AIDS Walk Los Angeles Tumbler Cap and T‐ShirtOfficial AIDS Walk Los Angeles Tumbler, Cap and T‐Shirt

$1,000 or moreAll the awards listed above as well as:

Star Walker Commemorative PinAn exclusive edition AIDS Walk Los Angeles 2011 Picture FrameAn exclusive edition AIDS Walk Los Angeles 2011 Picture FrameFundraising Royalty Crown to wear at AIDS Walk Los Angeles!VIP Access to the Star Walkers Club Breakfast

TEAM MEETING STATIONTEAM MEETING STATIONTeam Meeting Stations are for teams with 25 or 

more walkers registered by

A designated area for you and your team to meet up before the AIDS Walk

more walkers registered by 

Friday, October 7 at 3 p.m.

What you can bring: Balloons Team T‐shirts Breakfast – (coffeeWhat you can bring: Balloons, Team T‐shirts, Breakfast – (coffee, bagels, etc.)

What you cannot bring: Flyers/materials to distribute to other walkers

Would you like to have breakfast catered? We encourage you to use our recommended caterer,

Call 310.358.9146 and ask for a Catering Supervisor or Manager.d h f lk d b

Gold Teams will all receive Team Meeting Stations regardless of the number of registered walkers by October 5.

Indicate that it is for AIDS Walk and give your Team Name – Team Number.

What if I don’t have a Team Meeting Station?

RESERVE A DRIVE‐ON PASSDeadline : Friday, October 7 at 5 p.m.

If you have large amounts of items to transport from your car to your Team Meeting Station, reserve a pass Drive‐On Pass*!to your Team Meeting Station, reserve a pass Drive On Pass !  Note: Any vehicle that needs to enter the venue (including caterers and other vendors delivering items to your team) must be pre‐approved and appear on the official vehicle access list. 

*Parking is prohibited in the Team Meeting Area. This is strictly for dropping off materials.

Contact: Emily at emilyp@aidswalk.net or call her at 

213.201.9255 to reserve a Drive‐On Pass. 

TEAM MEETING STATION FOLDER

• There will be a Team Roster at your Team yMeeting Station with pre‐registered walkers as of Friday, October 7.

• Review contact information of all Team Members.

• Walkers not appearing on this roster and walkerswho are registering on the day of AIDS Walk Los Angeleswho are registering on the day of AIDS Walk Los Angeles should be written on the Transfer Forms.

You must leave the pouch and folder at your Team Meeting Station.

TEAM MEETING STATION CLEAN UP

• Team Meeting Stations are broken down immediately after the walk begins.

• Any supplies left will be recycledor thrown away.or thrown away.

• Any items you wish to keep must be taken byAny items you wish to keep must be taken by each team back to their cars.

Reserve a Bus Parking Spotg p

Deadline: Friday, October 7 at 5 pm.

If you are planning on bringing a big group to the event, please consider renting a bus.

AIDS Walk Los Angeles does not provide buses, only parking spots.

Contact:  Andrea MacFarlane at 

andream@aidswalk.net or 213.201.9255

WHAT CAN I DO WITH MY TEAMP W ?POST‐WALK? 

Don’t forget to set a meeting place after your teamDon t forget to set a meeting place after your team finishes the route and congratulate each other on a great 

job! You deserve it! 

THEN:• Grab lunch together, org ,• After‐party at a Team Member’s         apartment

FUNDRAISING DEADLINEFUNDRAISING DEADLINEDeadline: Friday, November 11

Final team totals are based on total dollars turned in on or before the day of the event plus any additional contributions received in the AIDS Walk Los Angeles office by November 11.

After the deadline, pledges will still gladly be accepted but cannotbe credited to a specific walker or team.

Award pick‐up* at the AIDS Walk Los Angeles office starts November 28.

*Only those who raise $150 or more are eligible for IncentiveOnly those who raise $150 or more are eligible for Incentive Awards.

DOUBLE YOUR FUNDRAISINGAsk every donor about their company policy

h hi if h i b iUse the Matching Gift Search Engine on our Website:

• Go to “Raise Money”• Click on “Matching Gift Information”Click on Matching Gift Information

Establish Your Own Matching Gift Program: 

Get your boss or principal to match whatyour team raises! Get creative and always ask!

WHAT HAPPENS NEXT?WHAT HAPPENS NEXT?Before November 11 we e‐mail you your TeamBefore November 11, we e mail you your Team Roster with Interim Team Totals. Use this to follow up with Team Members and inform us if any more incoming team donations should be added to your total.

Fundraising Deadline: November 11

After November 11, we will e‐mail you your , y yFinal Team Roster with Final Team Totals, and announce the Gold Teams for 2012!

SEE YOU ON OCTOBER 16!