Community Walk Event Guide - Autism Speaks Canada
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Community Walk Event Guide
Contents
What is Autism Spectrum Disorder? 4
Autism Speaks Canada: Who We Are 4
Autism Speaks Canada Walk: Our Signature Event 4
Autism Speaks Walk: Community Walks 4
Getting Started: Where to Begin! 4
Getting Started 5
Community Walk 5
Resource Tool – what does this mean? 5
Soliciting Walk Committee Members 5
Suggested Walk Committee Structure 6
Planning Your Walk 8
Budget 8
Critical Path 8
Event Considerations 8
Walk Route 9
Registration 9
Event Day Entertainment & Activities 10
Refreshments & Snacks 11
Event Day Volunteers 11
Event Day Master Timeline 12
Very Important 12
Sponsorship 13
Gift-in-kind versus Gift-of-service 13
Gifts of Service 13
2
Media 14
Media Outreach 14
Pitching Your Event 14
Fundraising 16
How to find Walk teams? 16
And the “tried and true” fundraising tips….. 17
Why Online Fundraising? 18
Using Social Media 18
Post Walk 20
Walk Tool Kit 21
3
What is Autism Spectrum Disorder?
Autism spectrum disorder (ASD) and autism are general terms for a comprehensive neurodevelopmental disorder
characterized, in varying degrees, by communication difficulties, social and behavioural challenges as well as
restrictive and repetitive behaviours.
ASD is diagnosed in 1 in 68 children according to the CDC, an increase of 30% in the last 2 years. Autism appears
to have its roots in very early brain development. However, the most obvious signs of autism and symptoms of autism
tend to emerge between 2 and 3 years of age. Autism Speaks continues to fund research on effective methods for
earlier diagnosis, as early intervention with proven behavioral therapies can improve outcomes. Increasing autism
awareness is a key aspect of this work and one in which our families and volunteers play an invaluable role.
Autism Speaks Canada: Who We Are
Autism Speaks, along with Autism Speaks Canada, is the world’s leading autism science organization. Together with
Autism Speaks, we have invested over $200 million to scientific research, $9 million in Canada. Since 2010,
Autism Speaks Canada has granted over $4 million to service organizations across Canada promoting collaboration,
best practices and building capacity to support individuals and families living with Autism Spectrum Disorder (ASD).
Autism Speaks Canada is committed to supporting research and services across the country; raising public
awareness to encourage inclusion; and collaborating with other organizations to speak alongside the autism
community. Please visit AutismSpeaks.ca
Autism Speaks Canada Walk: Our Signature Event
The Walk Now events are our organization’s single most important annual fundraising initiative in support of scientific
research, services, advocacy and awareness. The Walks first began in Canada in 2005 and have expanded across the
country. More than 11,000 walkers, teams and volunteers participated and over $1.2 million was raised in support of
Autism Speaks Canada in 2014.
Autism Speaks Canada Walk: Community Walks
Autism Speaks Canada is excited to expand Community Walks in 2016. Designed for volunteers to bring the Autism
Speaks Canada Walk to their communities, leverage local services, engage local businesses and celebrate the local
autism community.
Getting Started: Where to Begin!
If you are interested in bringing a Walk to your community, please email melaniehaydon@autismspeakscan.ca. Once
you have filled out the paperwork, it’s time to form your committee.
4
Getting Started
Community Walk
Autism Speaks Canada Walk is our organization’s signature fundraising event. It enables our organization to commit
money back into support services across Canada. Fundraising is easy, fun and can be very rewarding when you
consider everyone’s efforts combined together! One of the best parts about developing a Community Walk is that you
and your committee have the flexibility to choose a date, time and location that best suits you.
Resource Tool – what does this mean?
To support you and your Community Walk we are pleased to provide the following fundraising tools for you to share
with your Walkers and to advertise the Walk in your community:
• 100 Walk Pledge forms
• 100 Posters
• Community Walk Web-page where teams and participants must register for your event and fundraise online
• Tattoos
• Event day Signage (on loan)
• Expense Budget (see budgeting section)
• Participant Incentive Prizes will be mailed to participants post Walk.
Walk Location:
Walk With Us | Volunteer | Sponsor
Name:
Email:
Address:
City/Prov/Postal Code:
Team Name:
Organization Name (if different):
Optional Question: Do you know anyone with autism Team Captain:
spectrum disorder? Privacy Statement for pledge form:
No Yes Self Family Other Autism Speaks Canada respects your privacy. The
information collected here will be used to process your gift,
Walk Now for Autism Speaks Canada is our
and issue a tax receipt and provide you with additional
SINGLE MOST POWERFUL EVENT to raise information about the activities of Autism Speaks Canada. If
critically needed funds for research, services, you do not wish your name to be used for one or all of these
advocacy and awareness. activities please check this box.
Donations
EXAMPLE:
1 Name: John Smith E-mail: john.smith@domain.com Phone: 416-555-1212 ☐ Cash
National Presenting Sponsor Toys "R" Us & Babies "R" Us
Address: 123 Main Street City: Toronto Prov: ON Postal Code: A1B 2C3 ☐ Cheque ☐
☐ Credit Card# 1234 1234 1234 1234 ☐ Visa ☐ M/C ☐ Amex Expiry: 01/17 Name on Card: John A. Smith $
2 Name: E-mail: Phone: ☐ Cash This is our SINGLE MOST POWERFUL EVENT
Address: City: Prov: Postal Code: ☐ Cheque
$
☐ pms 279 to raise critically needed funds
C = 68 M = 34 Y = 0 K = 0 LOGOfor research
FONT: CRONOS BOLD
Credit Card# Name on Card:
Expiry:
and awareness.
WALK FONT: HELVETICA NEUE CONDENSED BOLD
3 Name: E-mail: Phone: ☐ Cash
TAG: COCO GOTHIC BOLD
Address: City: Prov: Postal Code: ☐ Cheque ☐ pms 105-16c C = 100 M = 68 Y = 0 K = 39
Credit Card# Name on Card: $
Expiry:
4 Name: E-mail: Phone: ☐ Cash
Address: City: Prov: Postal Code: ☐ Cheque ☐
Credit Card# Name on Card: $
Expiry:
5 Name: E-mail: Phone: ☐ Cash
Address: City: Prov: Postal Code: ☐ Cheque ☐
Credit Card#
$
Expiry: Name on Card:
6 Name: E-mail: Phone: ☐ Cash
Address: City: Prov: Postal Code: ☐ Cheque ☐
Credit Card# Name on Card:
$
Expiry:
7 Name: E-mail: Phone: ☐ Cash
Address: City: Prov: Postal Code: ☐ Cheque ☐
Credit Card# Name on Card:
$
Expiry:
8 Name: E-mail: Phone: ☐ Cash
Address: City: Prov: Postal Code: ☐ Cheque ☐
Credit Card# Expiry: Name on Card: $
☐ I would like to pay the balance of my donors pledges using my credit card, knowing
that each listed donation will be made as seperate transactions:
Credit Card #:
Billing Name:
Expiry:
Billing City:
Total Amount:
Walk Dollars Support
Walk dollars the
support the autism
autism community
community
Billing Address:
Waiver:
Billing Province: TOTAL PAGE in YOUR community
in YOUR community and and ACROSS
ACROSS Canada.Canada.
For office use only. Total From All Pledge Forms:
Walk With Us | Volunteer | Sponsor
I hereby waive and release, for myself, my heirs, executors and administrators, any and all rights, claims, liabilities and causes of action whatsoever I may have against Autism Speaks
Canada its affiliates and the Event operators and sponsors and each of their respective officers, directors, employees and agents (the “Event Parties”) relating to or arising from Total Cash$
my participation in the Event, including but not limited to personal injury. I recognize the Event has inherent risk of injury and I hereby assume that risk. If I cause injury to any
person or damage to any property while participating in the Event, I hereby indemnify and hold harmless the Event Parties from and against any and all claims, suits, actions, loses, Total Cheque$ # of Pages of
damages and expenses related to or arising from such injury or damage.I hereby give my consent to Autism Speaks Canada and its affiliates to use my name and photographs, video
1-888-362-6227
and film (“Photos” of me taken before, during and after the Event in advertising and promotional material for Autism Speaks, including but not limited to the Internet, without
compensation. I agree that no advertising or other material need be submitted to me for approval. I agree that all Photos of me used by Autism Speaks Canada and its affiliates are
Total Credit Card $
owned by Autism Speaks Canada and they may copyright material containing same. I hereby release, discharge, and agree to save harmless the Event Parties from liability, includ-
ing, without limitation, any claims for libel or invasion of publicity/privacy, by virtue of any use of my name and/or Photos. Total $ Raised
WalkNowForAutismSpeaks.ca
Signature
Soliciting Walk Committee Members www.WalkNowforAutismSpeaks.ca
1-888-362-6227
One of the first things you will want to do is find helpers. Although a Community Walk can be run and organized by
you, we do recommend asking friends, family, colleagues to join you forming an official Walk Committee. This is our SINGLE MOST POWERFUL
EVENT to raise critically needed funds for
research and awareness.
1. Ask people close to you to join your committee; family members, friends & colleagues.
2. Post the Committee opportunity on Social Media; Facebook, Twitter, Instagram.
3. Post the Committee opportunity on community bulletin boards, at service providers and religious organizations.
5
Tip: List the qualities that make a good Volunteer:
• Believe in the cause
• Strong communication skills
• Good people skills
• Good project management skills
• Able to delegate
• Good at problem solving
• Available to give time to the event
• Willing to fundraise
Suggested Walk Committee Structure
Walk/Logistics
Chair
Event Day
Team Refreshments Media (Social Event Day GIK
Activities & Registration
Recuitment & Snacks Media & PR) Volunteers Sponsorship
Entertainment
Committee Positions Overview
Walk Chair
• Responsible for providing leadership and coordinating the planning and follow-through of the committee’s
activities. With the help of the Committee this includes taking the lead in coordinating and implementing the
Walk Event day including determining the route, venue (securing park permit), layout, set-up and tear-down.
Team Recruitment
• Responsible for leading team recruitment by engaging with local businesses, organizations, clubs, service
providers, schools etc. promoting the Walk as a great opportunity in which to get involved. Works closely with
and is a resource to Walk teams by providing them with the Walk’s fundraising tools, welcoming them and
thanking them.
Activities & Entertainment
• Responsible for securing “donated” event day activities suitable for families and children. This can include live
entertainment (bands, choirs, singers, dancers, gymnasts, karate demonstrations, jugglers), DJ, local mascots,
arts and crafts, face-painting, balloon animals etc.
Refreshments and Snacks
• Responsible for soliciting and coordinating “donated” food donations for event day participants and volunteers.
This may also include coordinating day of logistical requirements ie. securing a BBQ, plates, napkins (if
applicable).
6
Registration
• Responsible for organizing a Registration/Banking team who will process participant offline monies (cash and
cheques) at the Walk. This includes following Autism Speaks Canada Registration policies and procedures,
making the bank deposit and returning the pledge envelopes/pages to ASC in Toronto for further processing
and incentive prize awarding and distribution.
Media
• Responsible for engaging local and social media platforms to promote the Walk.
Event Day Volunteers
• Responsible for coordinating volunteers to assist all areas of the walk event. This includes promoting,
recruiting, scheduling, sending confirmations, training and overseeing the volunteers – including checking-in
all volunteers, giving them their tasks and providing them with their information on Event day.
“The nice thing about teamwork is that you always have others on your side.”
~Margaret Carty
7
Planning Your Walk
Budget
Setting a revenue budget is a very important step, and is one of the first things you and your committee should do
together at the first meeting. As a group think about your community, how many teams and participants you think
might get involved? Where are you going to promote the Walk? How much money do you anticipate a team can or will
raise? For example – at our Signature Walks, first-time teams on average raise $900 and Individuals (those opting not
to walk on a team) on average raise $125. All of these things will help you determine how to set your revenue goal.
The second consideration are the expenses to run your event. Who knows the local grocer, hardware store owner?
Who can be approached to donate food and items to run your event? Make a list of what you need and match it to the
Committee’s personal network.
To support Community Walk expenses that were not off-set through in-kind donations, Autism Speaks Canada has
set aside a small budget to support Community Walk expenses based on the Event’s Revenue. An expense form or
invoice will need to be submitted with the receipt(s) to be reimbursed.
Event Event Expense
Revenue Budget Available
$5,000 $500
$10,000 $1,000
$15,000 $1,500
$20,000 $2,000
Included at the back of this guide is a template to develop your event’s budget.
Critical Path
The next step as a group, we recommend creating a critical path or timeline at the first Committee meeting.
Determine the tasks and items required, when should it happen or is needed and assign to a Committee member.
It is important to review the status of the critical path at each Committee meeting to ensure you are on track.
Included at the back of this guide is a template to develop your critical path.
Event Considerations
Venue
Picking a location to have your event can be lots of fun! When determining your Walk site and venue you should
consider:
• Does it have enough space to hold your projected number of teams and participants?
• Is it flat or hilly? How will it hold up if it rains? Will people be walking through mud?
• Is there a protected area from the elements that can also be used?
• Is there a natural walk route?
• Is there electricity to support a sound system or do you need to secure a generator?
• Are there bathrooms or do you need to secure port-a-potties?
8
• Is there a water-supply – if needed?
• Is there parking, and is it free?
PLEASE NOTE
• Can participants reach the venue easily by public transit? Only the National Executive
• Are there noise restrictions by the city for using a PA system in the Director at Autism Speaks
morning? Canada can sign Park/Venue
• Will the park provide extra garbage containers for garbage and recycling? contracts. ASC will also
• Can vehicles easily and/or permitted to access the area to drop off and arrange for the necessary
pick-up supplies? insurance upon receipt of
the contract. Please forward
The site layout is also very important when developing. Here is a hot tip – think your venue/park contract to
of a traditional clock, and how if the second hand spins from the centre. Think your Regional Autism Speaks
of yourself as the second hand in the middle of the clock – by spinning around on staff person or directly to
the spot can you “easily” see and hear everything that is happening at your event. ASC Head Office.
With that in mind, draw and circle and in place of the numbers on a clock put a
Walk activity or area in its place ie. Registration, Stage, Start/Finish area, Refreshment Area, Face-painting….
Another hot tip – keep your areas and activities close together creating a “cozy” Walk feeling. Creating a large
distance or space between areas is not necessary, and if it rains these areas if under a tent can be re-used.
Stage
Start/Finish Registration
Arts & Crafts Refreshments
Walk Route
Our Signature Walks are typically 3 kms in length, however you can opt to have a 1 km or 5 km Walk. Walk routes can
take place on City sidewalks, down Main Street, on an indoor or outdoor track and in a park. Here are some additional
considerations:
• Is there a natural route from your venue?
• Do you require Road Marshalls/barricades and Traffic Police to protect participants crossing the street?
• What kind of signage will you put along the route to avoid walkers stay on route and not get lost? Is there key
areas volunteers should be posted along the route?
• Will you have a half-way check-point? Will you give out water, fruit or a snack at the half-way point?
• How will you greet participants upon their return into the Park? Will there be greeters with pom poms?
Registration
Autism Speaks Canada has Registration video presentations and conducts volunteer Registration webinars throughout
the year that we recommend the person in charge of your Registration attends, and others are more than welcome to
also attend. The Registration Captain with the Walk Chair are responsible for making the event’s bank deposit and
preparing the Post-Walk Registration package to send to Autism Speaks Canada’s Head Office. Things to consider
when planning your Registration area:
9• The Registration area should be protected from weather. In a
building, under an overhang, in a tent.
• Registration volunteers should be trained in advance of
Registration. We recommend training the volunteers 45
minutes in advance of the participants arriving to the Walk.
• Volunteers can work in pairs or independently
• Registration volunteers can also be asked to be part of the
banking team. The banking room should be private and out
of sight.
Event Day Entertainment & Activities
Everyone loves to be entertained! The more interactive you can make your event the more fun people will have and
want to come back next year or even reach out and ask to be a part of your Walk Committee moving forward. Here
are some great ideas to have at your event:
• Police car
• Mounted Police
• Police Motorcycle
• Child Safe sign-up (through local Police)
• Fire Truck
• Gymnastics demonstrations
• Karate demonstrations
• Dancers; Scottish, Ukrainian, Square Dance, Jazz, Line-dance
• Singers; with guitar, choir
• DJ
• Band
• Chalk
• Portable sandbox
• Carnival Games (balloon and ring-toss)
• Jugglers
• Stilt Walkers
• Hool-a-hoop
• Face painting
• Balloon animals
• Colouring
• Arts & Crafts
• Cheerleaders
• Tug a war
• Tattoos
• Local Mascots
Remember – to consider electricity into the equation – do you need any? It is also a good idea to develop a schedule
if you have performances happening on stage.
Bouncy Castles – please do not have bouncy castles at your event. Bouncy Castles are not covered under
Autism Speaks Canada Insurance Policy.
10Refreshments & Snacks
Providing your participants with refreshments at your event is optional. If you do decide to provide refreshment you
should consider:
• Are you serving hot food or food that needs to be kept cold?
• Do you need ice? How are you going to pick-up and store at the event?
• Do you need running water?
• How much food do you need? Can you get it easily donated? By a rule of thumb, we project by multiplying
the number of registered walkers by 2 or 2.2
• Do you need a health permit?
• What utensils are required by participants and to prepare food? Do you need tongs, laytex gloves, serviettes,
forks, plates, J-cloth, BBQ?
• Water – can you have bottled water at your venue or is there a city bi-law?
• Does your community have a water truck that supports local community events?
• Participants always appreciate coffee/tea and hot chocolate. When speaking to a local coffee shop it always
best to negotiate for brewed coffee in large containers along with all the supplies; milk, cream, sugar, cups,
stirsticks etc.
• Fruit, popcorn and cotton candy machines are popular treats! It is best to avoid snacks that contain nuts.
If you do have snacks with nuts, please be sure to post a sign by the product notifying walkers “this snack
contains nuts”.
• BBQs - start cooking burgers and hotdogs early and wrap in foil and put in an aluminum wrapped coolers
or in hot serving trays as it takes approx 8 minutes to cook a burger. Hot Tip to minimize the BBQ line, we
recommend placing the condiments on a separate table away from where the participant picks up their
hotdog/burger.
Event Day Volunteers
Recruiting and finding event day volunteers is a very important component of your Walk. It is estimated you will need
between 30-50 volunteers throughout event day to assist with set-up, at the event and tear-down when everyone is
tired. Things to consider:
• Where to post and when to post for volunteers – start early, it’s never too early to recruit for event day
volunteers as things will come up and people will drop out.
• Post for volunteers at Volunteer Centres, Universities/Colleges, Trade Schools, Hospitals, High Schools
(students need to collect volunteer hours) and on community boards; tv, radio, city, board of trade, local
companies, Facebook, Kijiji, Twitter, ask volunteers to recruit a friend(s) and family.
• Communicate with volunteers regularly–
• find out what they would like to do
• send a welcome email
• encourage them to fundraise too
• send a confirmation email with event day details; where to check in, what time, who they will report to
at the walk and what they will be doing, what to wear, if they need to eat before arriving
• send a thank you email post walk
• On event day the Volunteer area is a great place to also house operation supplies like duct tape, rope, wire
ties, master schedule, emergency numbers.
• Keep volunteers engaged by scheduling them for two jobs ie. Parking lot greeters can turn into Finish line
Cheer Squad
• Hot tip – recruit a “tear down” crew to arrive just before the Walk is over to help tear down and load vehicle.
11Below is a guide for recruiting volunteers:
Area Proposed #
Volunteers
Set-up & Tear Down 10 (for each)
Registration 5-10
Route Marshalls & Parking Area 5
Route Check point 2-3
Refreshment Area 5-10
Stage Area 1
Kids Activities 2-3
Event Day Master Timeline
To best prepare for event day, it is recommended to develop an event day master timeline which can be as detailed as
much as you want. Some Event Organizers like to customize 2 weeks out, others 1 week or some just make it for the
event weekend. You decide what works best for you and your committee.
Your Master Timeline should be sure to include:
• Emergency numbers for vendors and suppliers, volunteers, committee members
• Drop-off and Pick-up delivery times
• All Times when volunteers, vendors and participants arrive to the Venue
• Opening & Closing Remarks – who is addressing the participants and at what time.
• What and how many boxes go to each area – is every box labelled?
• A breakout of set-up ie. roles and duties – when the set-up crew arrives who do they check in with and what
is their specific task when they arrive
• Included at the back of this guide is a template to develop your event day check list and master timeline.
Very Important
Unlike third party fundraising events that secure cash sponsorships to offset expenses, cash sponsorship dollars
secured in support of your Walk cannot be used to pay for local expenses. Cash sponsorship is considered
revenue towards your event’s revenue goal.
12Sponsorship
Steps to finding Sponsors
Begin by assessing your needs list as determined by the Walk Committee, and identify who on the Committee has
the “best” connection to businesses that can off-set the “needs”. For optimal results we recommend contacting
the prospective sponsor in person. Be sure to share with the prospective sponsor the opportunities and benefits for
getting involved with your event.
Once you have a sponsor confirmed it is very important to follow-up with an agreement letter and invoice confirming
their commitment. This will avoid any miscommunications down the road.
Corporate sponsors are paying to receive the benefit of being associated with your Walk aka the right to have their
company logo profiled with your event. For this right, in accordance with Canada Revenue Agency they are NOT
eligible to receive a tax receipt as they are receiving a benefit.
Corporate donors on the other hand are involved because they want to support the event and are not asking to have
their logo on event materials or signage at your event. For this, they are eligible to receive a tax receipt.
Gift-in-kind versus Gift-of-service
Tax receipts can be issued for both Gift-in-kind and Gift-of-Service, however, to do this you must follow these rules as
set by Canada Revenue Agency. As found on Revenue Canada Agency website:
Gifts of Service
Registered charities cannot issue official donation receipts for gifts of services. However, they can issue Gift of Service
tax receipts under the following conditions:
• If a charity pays a service provider for services rendered and the service provider then chooses to donate the
money back, the charity can issue a receipt for the monetary donation (this is often referred to as a “cheque
exchange”). In such circumstances, two distinct transactions must take place:
• a person provides a service to a charity and is paid for that service; and
• that same person makes a voluntary gift of property to the charity.
• The charity must also make sure that it keeps a copy of the invoice issued by the service provider. The invoice
and cheque exchange not only ensure that the charity is receipting a gift of property, but they also create
an audit trail, as the donor must account for the taxable income that is realized either as remuneration or as
business income.
• A charity should not issue an official donation receipt to a service provider in exchange for an invoice marked
“paid”. This procedure raises questions as to whether in fact any payment has been transferred from the
charity to the service-provider and, in turn, whether any payment has been transferred back to the charity.
Included at the back of this guide:
• solicitation letter, agreement letter and invoice
• a sponsorship sell-sheet that can be used when soliciting local sponsors
13Media
Media Outreach
All organizers are invited to obtain local media coverage for your Community Walk. A great way to potentially secure
day of coverage is to engage your local TV station or maybe you have connections to a local Celebrity. Invite them to
be at your event as these are great hooks.
Be sure to investigate all opportunities for posting details about your Walk; community websites, online, tv/radio
calendars to name just a few…. As well, investigate local business connections that may be willing to pay for Walk
advertising on your behalf.
Included in the back of the Guide is a sample Media Alerts and Letter to the Editor
Pitching Your Event
Here are some great tips to help you engage with your local media to report out on your event.
Be clear
Be brief and to the point as quickly as you can. The “who, what,
where, when and why” of your event.
Be prepared
It is always best to have identified a family or individual with
ASD who is able and willing to take a call from the reporter to
share their personal story. Always have some notes prepared
with key information about your event, Autism Speaks Canada
and ASD if asked for the details. Never try to answer a
question you do not know the answer too. Always respond to
those questions by guiding the reporter to visit Autism Speaks
Canada’s website for more information, and bring them back on to the topic of your walk event ie how many people
are coming, the fundraising goal, what time, where, who can attend, what to expect at the event etc. This is called
“bridging”.
Be calm and collected!
You may be excited to get the word out, however it is important to stay as calm, positive and friendly especially if you
think you’re getting the brush-off by your local media.
Sample Telephone Script
Here is a sample “pitch” script that can be used to introduce your Walk event. We recommend reading it out loud a
couple of times and making it your own so it doesn’t sound as if you’re reading a script. Remember to speak naturally
and try to enjoy the conversation.
• Hello, my name is (INSERT NAME)
• For the first time, the Autism Speaks Canada Walk event is coming to our community and we thought you
might be interested in writing about it.
• (The reporter will either show an immediate interest, or suggest you drop off materials and they’ll get back to
you if they’re interested. Be sure to get their name and email address and what is their weekly deadline so
you can follow up.)
14• I wanted to share with you that this event raises money in support of scientific research, services, advocacy
and awareness in support of Autism.
• Here in our community we have many families impacted by Autism. An estimated 1 in 68 children in the U.S.
is on the autism spectrum. Autism is a general term used to describe a group of complex developmental brain
disorders – autism spectrum disorders – caused by a combination of genes and environmental influences.
These disorders are characterized, in varying degrees, by communication difficulties, social and behavioural
challenges, and repetitive behaviors.
• Does this sound like a story you might be interested in?
• if yes, they will start to ask more questions, take notes especially if they ask questions you don’t know
the answer to. Let them know you will get back to them.
• If no, ask if there is someone else you should speak with.
15Fundraising
How to find Walk teams?
Recruiting for teams is one of the most important things the Committee must do. Promotion and recruitment should
begin 3 months out from your Walk date.
• Use social networks, community bulletin boards and word of mouth to reach as many people as possible
about your upcoming Walk event.
• Hang Walk posters around your community and encourage Committee members to also post at their
workplace.
• Engage local Service Providers by asking them to hang the posters and also enter a Walk team. Local
Service Providers will sometimes even post your Walk details on their Website and send information on your
behalf to their database.
• Target teachers and local high schools – can they get behind your Walk?
• Encourage your Walk Committee to each recruit X number of teams.
Types of Teams
• Family teams are made up of family and friends who are walking in honour of family member whose lives
have been impacted by autism.
• Corporate and Local Service Provider teams are made up of co-workers and their family members, clients,
and friends Corporate Team participation is a great way to show support for a worthwhile cause that affects
many Canadians and is also a great way for companies to promote team-building, staff inspiration and
motivation. And receive the benefits of affiliation with our organization.
• School teams are made up of students, parents, teachers, and at the post-secondary level, student clubs,
professors, and researchers at your college/university. School teams are a great opportunity to continue
building your school networks and make some new friends. School teams have the option to participate at
the Walk or designate a special day and time at their school.
Communicating with Teams and Walkers
Always welcome your teams and individuals as they register. You can do this with an email or you might even want
to consider calling them. Can you assign this to a Committee member or split the task up between the Committee?
This step will be especially important in the future when you reach out to re-engage their participation in your Walk the
following year.
Here are some “tried and true” fundraising tips that we recommend sharing with your teams and participants when
communicating with them in an email over the phone, in person.
Who to Ask for a Donation?
Ask everyone you know. Don’t be afraid, all they can say is no. Studies show that the number one reason why people
give is because they were asked. Here are two great plans for raising pledges. How to raise $150 in 5 days or
$1000 in 6 steps:
Day 1 - Pledge yourself $35
Day 2 - Ask a family members for donation $35
Day 3 - Ask a 2nd family member for donation $30
Day 4 - Ask a colleague for a donation $25
Day 5 - Ask a friend for a donation $25
$150
16Step #1 Pledge yourself $50
Step #2 Ask 10 friends at $35 $350
Step #3 Ask 5 family members at $50 $250
Step #4 Ask 5 colleagues at $30 $150
Step #5 Ask 2 neighbours at $50 $100
Step #6 Ask your employer at $100 $100
$1000
And the “tried and true” fundraising tips…..
• Encourage participants to personalize their fundraising page by adding their own picture and telling their story.
Individuals with the best fundraising results have very compelling personal fundraising pages that include their
picture an a heart-felt message
• Always set a goal and aim high! Setting a higher goal will show donors how committed you are to fundraising,
and this can lead to even larger donations by donors.
• It is always best to make a personal pledge – family and friends will see the commitment and will donate
accordingly.
• Make your first pledge a good one – If the first pledge is a good one your friends and family will follow this
lead and pledge accordingly. This strategy works for both raising money online and with a pledge form.
• Add a special signature line to your email accounts! You can include a link to your personal fundraising
page with every email you send. This feature is often located under “Options” on most email programs. Use
something like “visit my Walk Now for Autism Speaks page”.
• Always be prepared – Keep your pledge form handy as you never know when you might receive cash or
cheque donations.
• Start your fundraising early – the earlier you start the more you will raise!
• Get creative – have some fun with your teammates. Here are some great ideas you and your team can
implement:
• Have a house party – charge “admission” or a “cover charge” (set a minimum of $20 or more to
attend)
• Host a garage sale, BBQ or Bake sale or car wash or Plant sale
• Ask for a donation in place of a gift (Birthday, anniversary) or services (baby-sitting etc.)
• Workplace tag day
• Bottle Drive
• Send a solicitation letter to your local Knights of Columbus, Lions Club, Rotary Club, Kiwanis, Masonic Lodges
etc. They like to support individuals in their community.
• Matching Dollars is an easy way to double your pledge donations - Ask your Human Resources if your
company matches gifts, and also ask your donors too if their company will match their donation. This is an
easy way to grow your fundraising total.
• Newsletters – ask if your company, church, community or membership group distributes monthly newsletters?
Can they send a company-wide email? Take advantage of all possible communication outlets – it’s a perfect
way to get the word out. Be sure to include your personal fundraising link for easy donating.
• A Positive Attitude brings results – and will let your donors know how important this cause is to you!
• Contact your local Community newspaper – ask for a story about autism – use your family’s experience if you
feel comfortable. And have a photo ready
17Why Online Fundraising?
Encourage Participants to fundraise online and encourage donors to make their donations online.
Donations made online are typically 40% higher than those made by other means, and participants collecting both
online and offline donations have the BEST fundraising results! Why?
• It’s simple!
• It’s safe and secure!
• You can fundraise any time from your home computer, tablet or Smartphone.
• Donors automatically receive a tax receipt in their email upon a successful credit card transaction.
• Online fundraising is cost effective, and is a great way to maximize the impact of dollars going to support our
mission.
• Online fundraise allows you to fundraise worldwide and link to Social Media websites
Using Social Media
Reaching out and asking for donations is easier than ever due to the growing popularity of social network sites. Here’s
a quick and easy guide to help you leverage social networks – a little goes a long way! You have a huge network at
your fingertips.
FACEBOOK
Who doesn’t use Facebook? Once you register for a Walk event you are given the option to add your link to Facebook
with a few simple clicks. Once you have added your link to Facebook, your fundraising progress is displayed where
your friends can check your progress and donate to your efforts. Your friends can click a link to make a donation
towards your participation with Walk Now for Autism Speaks Canada. It’s that easy!
Tip: Here are some ideas of what you can do with Facebook:
• Your page is a great way to “advertise” local sites, resources, and community events. They don’t have to be
directly related to Autism Speaks Canada. Use your judgment on what your community would like.
• Update your status with video link and progress with increasing frequency as your walk date nears. (Once or
twice a week)
• Another way to engage is to start discussions and share stories.
• Today Tommy tied his own shoes! I am one happy mom!”
• “My last Walk I was overwhelmed by the support of all families in attendance. I can’t wait for this
year!
• Ask Questions!
• “What are some activities you enjoy with your child?”
• “What do you think about ABA therapy?”
• ” Have you ever participated in a Walk Now for Autism Speaks?”
18Sample Facebook Posts:
• “A car wash will be held at Michael Powers High School as a wrap-around event for the Toronto Walk! BYO
Dirty Car!”
• “Check out my personalized video” (add link)
• “What were you up to this weekend? Did you participate in an Autism Speaks Canada event?”
• “This is why I walk” (link)
• “What is your child’s greatest accomplishment so far?”
TWITTER
Twitter is a fast and simple way to connect with people and share information. If you found a great website or want to
announce an event you can do so in 140 characters! If you already have a number of followers on Twitter, this might
be a good way for you to reach out to them.
Twitter 101
• Hashtags (#) are an excellent way to link your conversation with others. By adding a‘#’ before a word, Twitter
will categorize your tweet.
• The mission of @AutismSpeaks is to help all those who struggle with #autism.Notice the @?
• An @Reply is any update posted by clicking the “reply” button on another tweet
• An @Mention is any update that contains @username anywhere in the body of the tweet
• Sharing different web addresses on Twitter is a great tool. Often it is hard to include the address and still make
the 140 character mark. Here are two sites to copy and paste the address in to shorten it!
• http://bit.ly
• http://tinyurl.com
Sample Tweets
• I cannot wait to take pictures at the #Walk this weekend!
• If you are Walking this weekend, what is your goal for time?
• The 100 Day Kit. It is a great resource to start navigating through a diagnosis of autism http://ow.ly/30bOu
Remember: If you are looking for resources to fill space, refer to the Autism Speaks Canada web-site.
Facebook: facebook.com/autismspeakscanada
Twitter: autismspeakscan
YouTube:http://www.youtube.com/user/AutismSpeaksVids/featured
Main Site: www.autismspeaks.ca
19Post Walk
There are a few steps and recommendations to follow immediately after your Walk:
• Please submit Day of Tracking Sheet to melaniehaydon@autismspeakscan.ca
• Please send in banking deposit details along with participant pledge forms to Autism Speaks Canada
Att: Melanie Haydon
Autism Speaks Canada
2450 Victoria Park Avenue Suite 100
Toronto, ON M2J 4A2
• Please send thank you notes to key people; committee members, team captains, sponsors, etc.
• We recommend you conduct a mini-SWOT Analysis (Strength, Weaknesses, Opportunities, Threats
immediately following your Walk with your Committee while everything is fresh in everyone’s minds.
20Walk Tool Kit
Critical Path Template
Budget Template
Master Timeline (to be updated and used one week out from Walk)
Opnening Ceremony script and Walk Committee Chair speech
Sample Letters
• How to get Schools involved
• Cash & In-kind Agreement Letter
Media Release Sample
Media Alert Sample
Letter to Editor
Day of Event Tracking Report
Registration Tracking Page
POST SWOT Analysis
Reimbursement Form
21Community Walk Critical Path
Date Who Completed Task
Review Walk Guide
Review Critical Path & edit with key dates
Identify and begin recruiting for Committee positions
Schedule Committee Meetings
Set a Walk goal and share with ASC Regional Staff
Determine Walk venue & book – remember to send
contract to ASC for signature.
Identify a local Honorary Chair – to be the face of your
event
Team Recruitment
• develop a plan of where to promote the Walk –
best place to access prospect walk teams; local
Family Services
• make a prospect list of companies/families to
call as identified from Committee members
• make follow-up calls/emails when teams and
participants register
• regular e-blasts to teams; motivate, and to share
what’s to expect at the event
• send letter to local Service Providers inviting
them to post the posters and share information
on their website or FB about the upcoming Walk
Media
• develop list of free community calendars and
websites to promote
• recruit local celebrity (if applicable)
• investigate other free advertising opportunities
• Facebook and Twitter
• contact local Papers
Activities & Entertainment
• develop list of potential entertainers to be
contacted
• develop a list of potential activities to be scoped
out and contacted
• confirm details
Refreshment & Snacks
• develop list of food suppliers (grocery stores)
and restaurants to be contacted
• confirm details
22Volunteer
• begin posting and recruiting event day
volunteers
• create a log to welcome, schedule and confirm
Registration
• attend Webinar
• organize and arrange banking room, deposit
Review all event logistics to ensure check lists and boxes
are prepared
Customize Event Day Master timeline and share with
committee
Walk set-up
AUTISM SPEAKS CANADA WALK
Monies banked
Share day of results with ASC
Recognize and thank all sponsors, walkers, volunteers
Prepare and send Post Walk Package to
ASC – 2450 Victoria Park Ave Toronto, ON M2J 4A2
• Pledge envelopes
• Day of tracking
• Event Day overview page
• Deposit receipt
23Community Walk Budget
For example
5 teams x $500 team = $2500
10 individuals x $125 = $1250
Other ie BBQ donations = $500
= $4250
Revenue Goal Number of Average Per team Total
or $ amount
Teams X $
Individual Walkers X $
X $
X $2500
X $1500
X $1000
X $500
Other Revenue X $
TOTAL REVENUE $
Expense Budget $
Autism Speaks Canada will cover park permit fees and event day
insurance.
misc Sundry Community Walk expenses will and can be reimbursed up
to 10% of the Walk’s total revenue raised. To submit for
reimbursement the appropriate paperwork must be completed and
submitted with the vendor invoice(s) and receipts after the Walk.
photocopying
signage We cannot reimburse without a receipt(s) and invoice(s).
supplies
snacks
TOTAL $
24Master Timeline – One Week Out
WHEN WHO WHAT
Monday, Month, X review Event schedule adding in contact names,
vendors, delivery, set-up etc.
review check lists for each area at the Walk - is
anything missing or need to be adjusted?
Send confirmation to Opening Ceremony Speakers
with their speaking notes, when, where, time and
where to park - who to check in with at Park
On-site Entertainment has confirmation of where and
when and who to check in with at Park
Confirm who -- is loading up truck/card van on
Saturday and bringing items to Park site
Tuesday, Month, X,
xx:xx Prepare Shopping List of non-perishable and items
needs to support walk day
xx:xx Begin preparing event day boxes
Wednesday, Month, X,
xx:xx Food delivery (if applicable) to XXX
list item being delivered & vendor & quantity
list item being delivered & vendor & quantity
list item being delivered & vendor & quantity
xx:xx Shopping day for:
Misc supplies - list and quantities ie. duct tape, wire
ties, rope....
xx:xx Local Signage - pick-up / delivery (where, when,
deliver to)
25Thursday, Month X,
xx:xx Food/Beverage x pick-up
list item, vendor, address, contact & quantity
list item, vendor, address, contact & quantity
list item, vendor, address, contact & quantity
Friday, Month, X,
xx:xx Pick up OR Delivery - where, by who, to where
xx:xx Extra picnic tables, garbage bins arrive at park via
City Parks (if applicable)
Saturday, Month X,
xx:xx Pick -up “fresh” food ie. buns (if applicable)
xx:xx Pick up truck - Rental address:
xx:xx Load Truck -where:
xx:xx tent vendor arrives to set-up
vendor, address, contact cell #
onsite vendors arrive to set-up
xx:xx vendor, address, contact cell #
xx:xx vendor, address, contact cell #
xx:xx vendor, address, contact cell #
xx:xx vendor, address, contact cell #
xx:xx Set-up volunteers arrive - unload truck and move
boxes and items to their respective areas
26Sunday, Month X,
xx:xx coffee & treats arrive
6:00am Walk Committee arrives on-site
xx:xx Set-up volunteers arrive
xx:xx Unload truck and take boxes to appropriate areas
xx:xx signage on-site start assmebling (note this takes a
long time)
6:00am Walk Committee & Area Captains
SITE SET-UP within each area
xx:xx electricity/generators working
6:30am tables and chairs arrive
6:30am volunteers leave to set-up route signage
xx:xx washrooms opened by City: contact & cell #
xx:xx building open by City: contact & cell #
xx:xx bbq arrives on site (if applicable)
xx:xx Sound system arrives (if applicable)
7:15am Registration volunteers arrive
7:30am Registration volunteer Review
xx:xxam Inflatables and Activities/Entertainers arrive to be
set-up
xx:xxam Day of Volunteers begin to arrive
ice arrives or is picked up
279:00am Photographer arrives: contact: cell:
DJ arrives - Contact:
cell:
Emcee arrives - Contact:
cell:
First Aid arrives - contact: cell:
Mascots arrive - contact:
cell:
xx:xx Registration Opens
xx:xx Kids Area Opens
xx:xx Music starts
xx:xx entertainers perform
xx:xx mascots walking about
xx:xx Emcee - ongoing announcements
xx:xx Organize Stage & Speakers for Opening Remarks
xx:xx BBQ prep should begin
xx:xx Team Photos set-up
10:30am volunteers go to check point
10:45am Opening Remarks/Ceremonies Starts
Emcee Welcome
Walk Chair OR Team Chair Welcome
Message from local Official (if applicable)
10:55am Warm-up
2811:00am Honorary Chair says thank you to participants -
countdown from 10. Hon Chair cut the ribbon on
stage and the Walk starts
xx:xx Registration Closes
Bank team assembles
Walk Starts
xx:xx anticipated return of walker ie. 1hr = 5 kms approx
NOTE our Walks are 3 KMs
xx:xx Who’s cheering at the Finish as people
return?
xx:xx music playing
BBQ/lunch open for business
xx:xx entertainment - performers
xx:xx sweep the route - close up Rest stations
xx:xx Continue Team photos
xx:xx Post walk announcements
draws
announce total raised
WALK IS OVER
xx:xx Tear-down volunteers arrive and clean-up begins
xx:xx Tent rental company arrives
xx:xx Inflatable Rental company arrives
29xx:xx load truck and return items to storage
xx:xx Return truck rental
xx:xx Bank Deposit Made
12-4:00pm Email results to Melanie at ASC melaniehaydon@
autismspeakscan.ca
Monday, Month, x,
xx:xx Return whatever needs returning
Vendor (address) time expected
Vendor (address) time expected
Vendor (address) time expected
Vendor (address) time expected
Vendor (address) time expected
Vendor (address) time expected
xx:xx Email Results to Mel
Complete Post Walk paperwork and prepare package
to send to HO
30Event Day Checklist
Packed in
BOX Walk Boxes
Yes/No
Registration Area
Volunteer packages
Calculators
Pens
Scrap paper
Extra envelopes
Glue/tape/scissors
Plastic zip lock bags
RBC banking bags (ASC)
RBC Deposit slip
Post Walk Paper-work
Parking Lot
Signage
Balloons
Orange vests
Route
Pylons
Bull horn
Start finish banner
Signage (km markers)
Checkpoints
Garbage bags
Signage
Snacks
Knife
J-clothes
Toilet paper
31Refreshment Area
Coffee/tea
Cups
Creamers/stir sticks/sugar
Napkins
Fruit
Garbage bags
Stage
Media kits
Performers Schedule
Opening & Closing Ceremonies Schedule
Kids Activities
Water for tattoos & sponge
Volunteer Area
Extension cord
Wire ties
Hammer
Duct tape
Rope
Ladder
Volunteer schedule
Master Event Timeline
32Sample Letter for Schools to get Involved
Our school will be fundraising by asking students to bring a “toonie” to school to participate in wearing something
blue on April 2nd (or any time). Be as creative as you can - students can wear blue nail polish, socks, hat, earrings,
necklace, bracelet, shoes, scarf, hair, face-paint, wig to show their support by going “blue”.
Did you Know…
• 1 out of every 68 children is diagnosed with Autism Spectrum Disorder (ASD).
• With the right supports, all individuals with ASD can thrive.
• Ealy intervention can make a lifetime of difference.
• The unemployment rate for individuals with ASD is over 80%.
• There is no medical detection for autism
Autism Speaks Canada Walk is our organization's single, most important annual fundraising initiative. The Walks
first began in 2005 in Canada, and since then have grown to 8 signature walks and many Community walks across
Canada. More than 11,000 Canadian families, friends and colleagues have participated and over $10.8 million in
funds raised has been raised since 2005.
In cities across Canada in 2016, thousands of Canadians will join the movement through the Autism Speaks Canada Walk to
bring the community together to celebrate and raise vital funds. This event is the largest walk in Canada in support of an
Autism organization. At the City Name Autism Speaks Canada Walk on date, we are asking for your help to make this fun and
family-friendly event a success.
Fun Ways to Get Involved with Autism Speaks Canada
Light It Up Blue
Easy Fundraising Tools for School Fundraisers
Community Events
Volunteer
About Autism Speaks Canada
Autism Speaks, along with Autism Speaks Canada, is the world’s leading autism science organization.
Together with Autism Speaks, we have invested over $200 million to scientific research, $9 million in
Canada. Since 2010, Autism Speaks Canada has granted over $4 million to service organizations across
Canada promoting collaboration, best practices and building capacity to support individuals and families
living with Autism Spectrum Disorder (ASD). Autism Speaks Canada is committed to supporting research
and services across the country; raising public awareness to encourage inclusion; and collaborating with
other organizations to speak alongside the autism community. Please visit AutismSpeaks.ca
33Sample In-kind Sponsorship Solicitation Letter
Date
Inside Address:
Dear Sponsorship Selection Committee
Re: The XXth Annual Autism Speaks Canada Walk – Date – Park - City
Autism affects 1 in 68 children. Numbers reflect a 100% increase in the last decade. At Autism Speaks Canada, our
goal is to improve lives today and transform lives tomorrow across the spectrum and along the lifespan.
In cities across Canada in 2016, thousands of Canadians will join the movement through the Autism Speaks Canada
Walk to bring the community together to celebrate and raise vital funds. This event is the largest walk in Canada in
support of an Autism organization. At the City Name Autism Speaks Canada Walk on Sunday date?, we are asking
for your help to make this fun and family-friendly event a success.
There are numerous ways to help us with this event and show your support for Autism Speaks Canada - all of them
make a big difference:
• Donate Gift Certificates
• Donate products/services that we can provide at the walk (ie. Food/drink items)
• Invite people at your workplace to form a team, register, and raise pledges for the City Name Autism Speaks
Canada Walk
• Make a Donation to Autism Speaks Canada
• Engage your customer base to make donations for the Walk Now for Autism Speaks Canada
If you are interested in supporting our cause, or need more information, please visit autismspeaks.ca or contact me
by phone at xxx-xxx-xxxx or email at xxx@xxx.com. I look forward to discussing a potential partnership and the many
unique benefits a partnership with Autism Speaks Canada can bring to your business. Thanks in advance for your
consideration. We hope to see you at the walk!!
Sincerely,
Name
Title/Volunteer, Autism Speaks Canada
34Sample In-kind Sponsorship Agreement Letter
Insert Date
Inside Address
Dear insert name:
We are pleased to partnering with your organization as one of our local sponsors in support of Autism Speaks Canada
Walk.
This letter confirms insert company name support as insert sponsorship title in insert city taking place on insert date.
Your partnership support includes:
• insert cash amount
• product – quantity
For the partnership opportunity listed above, we agree to honour the following sponsorship benefits:
• insert local benefits agreed upon
• insert
• insert
• insert
• insert
• insert
Thank you again for your support of Autism Speaks Canada Walk. Your contribution makes a difference in the lives
of individuals living with autism spectrum disorder. If you are in agreement with the terms & conditions specified in
this letter, please sign below. Payment/product and logo is due: Insert
Sincerely,
Insert Sponsor Name Insert Walk Chair Name
Insert Title
Insert Company
Signature Signature
Date Date
35Media Release – Sample
For Immediate Release
Autism Speaks Canada’s (Name of City) Walk
to Raise Awareness and Funds for the Autism Community
Organizers hope to raise ($xx) to support the work being done by Autism Speaks Canada
(Name of City) – On (Date) Autism Speaks Canada Walk will take place to increase awareness about Autism
Spectrum Disorder, while raising funds for family services across Canada.
“We are helping to make a difference in the lives of every individual living with autism. Our Walks bring the autim
community together to make connections, provide support, celebrate our loved ones and raise critical funds,” said
Jill Farber, Executive Director, Autism Speaks Canada.
Taking place at (location), the Walk is a unique event, offering a safe and fun day for families impacted by autism. The
day includes a (length of Walk) and creative child-friendly activities, such as (facepainting and inflatable games)– a true
“one-stop-shop” for families affected by autism.
Toys“R”Us and Babies“R”Us, are the presenting national sponsors for the Autism Speaks Canada Walk events across
the country.
Proceeds from the event will support the Family Services Community Grants presented by Toys "R" Us.
More than (number of walkers) walkers and supporters are expected to be in attendance. To register for the (name of
city) Autism Speaks Canada Walk, or to make a donation, please visit www.walknowforautismspeaks.ca or call 1-888-
362-6227 or e-mail (email address of contact).
About Autism
Autism spectrum disorder (ASD) and autism are general terms for a comprehensive neurodevelopmental disorder
characterized, in varying degrees by communication difficulties, social and behavioural challenges as wells as
restrictive and repetitive behaviours. Autism Spectrum Disorder now affects 1 in 68 children, a 30% increase in the
last 2 years
About Autism Speaks Canada
Autism Speaks, along with Autism Speaks Canada, is the world’s leading autism science organization. Together with
Autism Speaks, we have invested over $200 million to scientific research, $9 million in Canada. Since 2010,
Autism Speaks Canada has granted over $4 million to service organizations across Canada promoting collaboration,
best practices and building capacity to support individuals and families living with Autism Spectrum Disorder (ASD).
Autism Speaks Canada is committed to supporting research and services across the country; raising public
awareness to encourage inclusion; and collaborating with other organizations to speak alongside the autism
community. Please visit AutismSpeaks.ca
36You can also read
