World's Largest Truck Convoy Playbook
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World’s Largest Truck Convoy
PlaybookWORLD’S LARGEST T RUCK C ONVOY ®
E VENT P LANNING GUIDE
T ABLE OF C ONTENTS
I. Basic Information -2-
II. Event Committees -3-
Media and Public Relations Committee -3-
Recruitment and Registration -4-
Logistics -5-
Sponsorship -5-
III. Recruitment and Registration -6-
IV. Logistics -9-
V. Risk Management -13-
Participant/Parental Consent Waiver Form -14-
VI. Volunteer Photographer/Videographer Work Product Release -16-
VII. Timeline -18-
-1-WORLD’S LARGEST T RUCK C ONVOY
E VENT P LANNING GUIDE
I. BASIC INFORMATION
What is the Truck Convoy ® fundraising event?
This event for Special Olympics is a parade of trucks followed by a festival-type
celebration. Trucks stage in a large parking area and parade a minimum of seven to a
maximum of 50 miles down a highway, road or turnpike. At the end of the parade, a
festival is hosted for participants to relax and have fun. The festival may include food,
entertainment, Special Olympics sports demonstrations, give-aways or raffles, and
booths set up by trucking supply companies [please note that raffles may be regulated
in your state and you will need to get legal counsel on how to conduct it]. All
participants also receive a goody bag with items such as a T-shirt, hat, window cling
commemorative pin, and any other locally donated items.
How does the event make money for Special Olympics?
Truck participants are charged a sponsorship, or entry fee to be a part of the event. The
levels are outlined in the attached template registration packet.
Is every Program doing the things the same way?
Yes, the goal is for all of the events to be high quality and consistent from state to
state. This is especially important because a truck driver may participate in a different
state’s event each year, thus truckers should receive the same basic items and
experience no matter where they participate in the event.
-2-II. EVENT COMMITTEES
Each organizer should use volunteer Event Committees to run a successful Truck
Convoy fundraising event. Each committee should be run by a volunteer or staff
Committee Chairperson, who reports into the Truck Convoy organizer for Special
Olympics. A good committee chairperson or member is someone who is:
Passionate about making a difference in the lives of people with intellectual
disabilities;
Organized;
Responsible;
Energetic;
Well-respected;
Motivational;
Resourceful; and
Dependable.
When you have a solid, active, dedicated team working with you, you will be successful!
1) Media and Public Relations Committee
This group of volunteers is responsible for building local community awareness
of your involvement with the Truck Convoy and documenting your event. The
committee will:
Coordinate the public relations and media efforts with your state Special
Olympics Program and Law Enforcement Torch Run® for Special Olympics
Program. Special Olympics Programs typically have excellent rapport and
relationships with media statewide and can be of tremendous assistance
in your efforts. The law enforcement agencies involved often have Public
Information Officers who communicate regularly with the press who can
also be of assistance.
Secure local media, including radio stations, newspapers and television
stations, to cover the event. Consider inviting a media personality to
emcee your event for guaranteed coverage.
Customize the sample press materials to be provided by Special Olympics
headquarters (SOI).
Work with the media prior to the event to ensure notice of road closures
or traffic delays are communicated well in advance to the community.
Use this opportunity to solicit support of the community and viewers for
the event.
Provide VIP host services and coordination for local celebrities who may
be involved with the event.
Serve as the on-site liaison for day-of-event media coordination.
Secure photographer and videographer to document the event – make
sure you have a written agreement with the photographer and
videographer that secures your program’s right to legally own the
copyright in the photographs and video, not just to have the photographs
-3-and video in your possession. Check with your LETR representative to see
if a law enforcement photographer might donate their time. (A sample of
the written agreement needed for volunteers is included at the end of
this packet. A paid photographer or videographer will need to sign a
contract that will be provided by SOI as needed.)
Prepare press kits for the day-of-event activities.
Conduct a press event prior to the start of the actual convoy to recognize
celebrities, sponsors, high-dollar level entries, top fundraisers, etc. at the
staging area.
Identify one spokesperson to deliver all messages and statements to the
media in the event of an emergency. All event volunteers should be
aware of the emergency media procedure and the name of the
spokesperson, so that the media does not receive inconsistent
information regarding the emergency.
Provide athlete connection or trucking industry volunteer stories to SOI as
soon as possible for pre-event promotion.
Compile a media report following the event reporting media impressions,
news clippings and event photo and video documentation. This
information should be delivered to the State/National Program as well as
SOI.
2) Recruitment and Registration Committee
This group of volunteers is responsible for recruiting drivers for the event,
effectively marketing the Truck Convoy to constituents through various media,
pre-registering participants and checking-in the participants on the day of the
event. The committee will:
Solicit support from state and provincial trucking associations, teamsters
and other constituent groups.
Recruit truck driver and company participation in the convoy.
In conjunction with the Sponsorship Committee, write letters and make
personal visits to small and large truck companies in the area who may be
able to enter trucks in the event.
Work with Highway Patrols, DOT, and Truck Stops such as Petrol, Travel
Centers of America, etc. to distribute marketing materials and registration
forms to high volume truck traffic locations.
Encourage individual drivers registered for your event to use CB chatter
and personal connections to recruit drivers and circulate registrations to
get the message out.
Work with the Logistics Committee to set a location for the registration
tables at the event start site. Establish procedures to check in drivers,
collect funds due or additional donations, distribute goody bags.
Each driver should be given a map to the event staging area and end
location, and of the route itself on the day of the event. Drivers should
also be given instructions on the day of the event on how to communicate
with the organizers during the convoy. Consider CBs as an option for
communication with an event organizer riding in the lead truck.
-4-3) Logistics
The Logistics Committee is responsible for the entire event set-up including the
start and stop locations, route, festival and demonstrations, awards ceremony
and other aspects that will make your event special. You may wish to make sub-
committees within this group to focus on specific items.
Secure start location setting up areas for registration, parking,
refreshments and other facilities for the drivers as needed.
Confirm route of the convoy working with local police agencies and/or
highway patrols to ensure the route is safe with Presidential escorts and
any required permits.
Secure ending festival location and any vendors needed including seating
and staging vendors, food and drinks, ice, entertainment.
Complete the script for the final event including speakers, VIP guests,
awards, athlete involvement, etc.
Order awards, goody bags for each driver and merchandise for sale at the
event.
Organize the bidding system for Lead Truck. This is a silent auction type
process. One person should be designated to accept fax and e-mail bids
for the lead truck position. The winner is the person who donates the most
money for the position. Or, if you have a live auctioneer, you can do a live
auction for lead truck(s) positions.
Secure photographers to record event and provide pictures for Press, etc.
4) Sponsorship
Secure VIK and funding for the event.
o Work with the Logistics Committee to determine supply needs.
VIK vendors may include but are not limited to: food, drinks,
rental equipment such as tables, chairs, staging or audiovisual
needs that are not met by the location itself, awards,
entertainment, booth display vendors, donations of items for
raffle or give away prizes.
Use the provided sponsorship plan with funding levels and benefits
awarded to companies for cash donations. Create a target list of
companies including trucking supply vendors, truck stops, etc. to approach
for sponsorship support.
Organize and conduct the bid process for lead truck in conjunction with
the Recruitment and Registration Committee.
Ensure sponsors receive the benefits promised per the agreement in the
registration packet.
Comply with Special Olympics General Rules, including appropriately
recognizing any SOI sponsors and only providing your local sponsors with
the rights to your local Special Olympics Program logo in your state.
-5-III. RECRUITMENT AND REGISTRATION
Recruiting Trucks
Recruitment of driver participants should be a statewide effort. Customize the
registration packet template for your Truck Convoy event, copy and distribute. If
applicable, devise a coding system for registration forms to credit the
appropriate law enforcement agency for recruiting drivers to go towards Torch
Run fundraising incentive programs. There are several key recruitment
strategies that should be assigned to one or two specific committee members:
State trucking associations
o Ask if you can mail something to all of their members
o Request an article be placed in their newsletter or magazine
o Request a link be added on their web site to your site event
page
o If they have a conference, ask if you can have an athlete speak
at a general session, or have a booth with registration
information
Truck stops
o Place registration packets in a high traffic area
o Post banners or posters if desired
Web site and Social media
o Post a story on your Special Olympics or Torch Run fundraising
event web site with your specific registration materials.
o Post the event to your FaceBook and other social media sites.
Trucking Companies
o Ask if you can mail something to all of their state employees or
distribute through their HR department
o Request an article be placed in their newsletter
o Request a link be added from their web site to your website
which contains the registration materials
o Place registration packets in their offices
o Post banners or posters in their offices
Trucker to Trucker
o Ask them to conduct CB Chatter
o Ask them to Recruit a friend (create a local incentive program
for the number of truckers recruited)
o Give them brochures or posters to place at rest areas on the
highway
Special Olympics Headquarters will conduct National recruitment activities
including:
Placing ads or articles in all 16 national trucking publications through the
TWNA
Publicizing locations and registration on the SO Resources web site
National Press Release
-6-Rules on who can participate
Any truck that is over 10-GVW (gross vehicle weight) can participate in the
Truck Convoy fundraising event with a few exceptions:
No Hazardous Materials are allowed under any circumstances. This is
for safety and insurance reasons. Bobtail is ok (without trailer).
In accordance with the Special Olympics General Rule prohibition
displaying the Special Olympics name and trademarks with alcohol and
tobacco products, trucks branded with alcohol or tobacco companies
or products are not permitted in the event. This is a violation of the
Special Olympics General Rules.
Any other trucks are acceptable including but not limited to: Fire trucks,
garbage trucks, tow trucks, buses, specialty promotional vehicles, semis,
tractor trailers, delivery, concrete, dump trucks, car carriers, grocery chains,
Coke, water, etc.
Tracking Registrants
An excel spreadsheet can be used to track registrations, companies, drivers
and payments. Be sure to track your registrations as this will provide a
database for a mailing next year. One person, most likely someone in the
Special Olympics State office should be responsible for keeping track of
registrations and payments utilizing sound Special Olympics banking practices
and complying with the Special Olympics General Rules. Use the following
checklist at registration sign-in the morning of the event.
It is recommended that you implement the following cash handling
procedures to help protect the funds that are raised the day of the event.
At all locations where cash is received, at least two individuals (who
preferably do not know each other and who do not have an authority
relationship e.g. one person is the other person’s supervisor) should be
assigned to receiving and handling these receipts.
Pre-numbered, carbonized, donation/registration receipts should be
given to each event participant or with each sale or donation. The
total cash received per the receipt book should equal the amount of
the cash in the deposit.
At least two people should always be in possession of the cash receipts
(who preferably do not know each other and who do not have an
authority relationship e.g. one person is the other person’s supervisor).
At the completion of the event, at least two persons (one Special
Olympics staff member and one registered law enforcement
volunteer, preferably a Class A screened volunteer) should be
responsible for counting the cash, comparing the amount collected to
the receipt book totals and completing the deposit slip . This form will
-7-have places for two signatures verifying agreement to the total
amount of cash counted and prepared for deposit.
One person should make the deposit and send the deposit slip to the
Special Olympics Program office.
One person should separately send the “Cash Verification Form” to the
Finance Department in the Special Olympics Program office.
On-Site Registration
Set-up for registration at the starting location is fairly simple. You will need:
Two tables with chairs for volunteers
A copy of your master registration list
Additional registration forms for walk-ins
Waiver forms
o All participants whether driving or riding in a truck must sign
a participant waiver form. It is recommended that children
under 18 do not ride in the trucks, however if they do, a
release form must be signed by the child’s parent or
guardian. A sample release is attached.
A cash box with a uniformed law enforcement officer in the area
Goody bags
A laptop if you have access to power, or a long-lasting battery
Name badges
Special Olympics program information to hand out to registrants
Staff (optional)
Registration Process
As drivers come up to the registration table:
- Check their names off the master list
- If there is a substitute driver, make note of the change on the
master list and check the new driver’s insurance and driver’s license
information – make sure he or she completes and signs a
registration form
- If any of the original information was missing, collect that data at
this time
- Ask each participant to sign the appropriate waiver form
- Distribute name badges if you choose
- Reconcile any outstanding balances
- Give the driver at a minimum a one page flyer with the route and
information on how to contact event organizers while in route if
something were to happen (cell phone numbers would be
appropriate)
- Give each driver a goody bag (only one per truck, extra items may
be made available for sale at ending location) and a
brochure/information about Special Olympics.
-8-Number of People to Expect
An average of 1.7 people per truck will attend this event. The more trucks
you have, the more transportation supervisors, drivers, wives, and other
drivers from the same company you will have riding together. You may also
expect up to 30 additional trucks beyond your pre-registration numbers to
show up for the day of the event.
VI. LOGISTICS
Start location
Secure location – This should be a large lot conducive for semi-trucks to park.
Depending on the climate and weather, a paved lot may be preferable to a
grassy, muddy lot. A large lot or fairgrounds with convenient highway access
for the actual convoy is appropriate. The ending point may be seven to 50
miles away or the same location as the start if the lot is large enough to park
trucks and set up the festival tables, staging and equipment.
Work with the Registration Committee to set the registration desk location.
Determine any last minute details or information that needs to be
communicated to the drivers and provide flyers or talking points to the
Registration Committee volunteers working at the registration desk.
Appoint one person to be in charge of parking the trucks. The system must
be pre-planned. Truck drivers or Highway Patrol officers who work regularly
with trucks and understand their turning abilities, etc. should be consulted or
in charge of this aspect of the event.
If desired, secure donations of morning refreshments such as coffee,
doughnuts, bagels, etc.
If the start location does not have rest rooms and facilities accessible to the
drivers, secure portable bathrooms for the drivers’ use, and coordinate
delivery and pick-up logistics with the vendor.
Planning the Route
Confirm the route trucks will travel. Work with local police agencies and/or
highway patrol that have jurisdiction over the roads you wish to travel to
determine the route. Drive the route prior to the event to ensure that the
route is free from construction and other hazardous obstacles. Work with
local authorities to determine if certain areas of the route contain weight
restrictions.
o Secure escorts for the event. At least six officers on motorcycles
with sirens leading the event and another two to four at the end
make the event visually appealing.
o Ensure that on-duty officers from all local jurisdictions will close
roads, block lanes or regulate traffic lights as needed during the
event. Leap-frog escorts are discouraged. Stationed officers make
for a safer event for everyone involved.
-9- Secure any required permits for the trucks to travel the route. Your local
Department of Transportation officials and Highway Patrol should be able to
tell you what is needed.
Secure quick and easy method to pass through any toll booths on the route.
You may want to work with the local authority to get tolls waived if possible.
The other alternative is to pay the fees from the registration monies and
work with the authority to safely pass through gates on the day of the event.
Work with the Media Committee to communicate early with the local
community and media. Alert them of any road or lane closings and possible
delays. If possible, post portable signs along the route with event times days
prior to the event.
The participating trucks should use right lane only allowing left lane open for
possible emergency or fire equipment to pass safely if necessary.
End Festival
Secure location – This should be a large lot approximately seven to 50 miles
from the beginning staging point. The area should be conducive for semi-
trucks to park. Depending on the climate and weather, a paved lot may be
preferable to a grassy, muddy lot. A large lot or fairgrounds with convenient
highway access for the actual convoy is appropriate. The ending point may be
the same location as the start if the lot is large enough to park trucks and set
up the festival tables, staging and equipment.
o If the end location does not have rest rooms and facilities
accessible to the drivers, secure portable bathrooms for the drivers’
use, and coordinate delivery and pick-up logistics with the vendor.
o Determine needs for trash collection and pick-up. The facility may
be able to accommodate the needs. If not, you will need to bring in
extra bins or cardboard trash receptacles.
o Determine other rental needs if the facility does not provide the
following: tent, tables and chairs, a tent, BBQ Grills, small stage,
audio equipment. If needed, secure vendors and coordinate
delivery and pick-up of these items.
o Determine the theme and decorations desired for the event.
Consider athlete art work, banners, posters (ie: We Love Truckers,
Truckers Rule, Special Olympics Loves Truckers, Thank You For
Being A Trucker, etc.), table clothes and streamers. The natural
setting may be sufficient. Using a main sponsor truck or the lead
truck as a backdrop for the stage or other locations may also be
appropriate.
o Ensure the truck parking area is secure and away from the public
festival area. For safety reasons, you do not want people running
around the trucks.
Secure food and drink for the event.
o Many people have had success securing in-kind donations with
Outback Steakhouse and Sysco Foods.
- 10 -o Do not serve alcohol at the event – truckers drove to the site and
will have to drive away.
Determine the program schedule for the event including any entertainment,
speaking program for awards, recognitions, VIP greetings, athlete speakers,
etc.
o Consider the following as specially invited VIP guests or speakers at
your program:
Special Olympics athletes
The Mayor
Public officials
Police Chiefs
Sheriffs
Fire Commanders
Celebrities
County Chairman
On the day of the event, be sure to have one or two people
from the Media Committee assigned to work with these
VIPs, greeting them, walking them through the schedule or
the script for the ceremony if they are speaking, introducing
them to other key officials, event organizers and Global
Messengers.
Ensure plenty of athlete involvement in the event as speakers, ambassadors
working the crowd, award distributors, driver greeters, interviewees for
media, etc.
o Special Olympics athletes should be asked to wear their medals.
You may want to consider sports demonstrations or an opportunity
to hold a Unified Sports ® event such as a softball game, bocce or
portable putting greens as part of your afternoon celebration.
Order awards, goody bags for each driver and merchandise for sale at the
event. Work with the registration committee to determine a system to
distribute goody bags.
o Goody bag and award order forms will be sent to each event
organizer from SOI. Each Program should order the bags and
merchandise from the vendor selected so that image and quality of
the event is maintained and uniform throughout North America.
o If a local vendor would like to donate printed goods and services
for the goody bag such as t-shirts or hats, this may be negotiated.
Samples must be provided to ensure the quality is equal or better
to the official event supplier. The Truck Convoy graphics can be
provided to your vendor to screen.
If desired, work with the sponsorship committee to set up vendor booths,
additional give-away or raffle prizes depending on the items donated for the
event and merchandise secured.
o Many companies in your area will most likely be happy to donate
items: Coca-Cola, retail stores and restaurants. Items such as mugs,
- 11 -chairs, car polish, golf bags, coolers, etc. make good giveaways or
goody bag items.
o If a local company would like to donate a coffee mug or key chain,
etc. in quantity, add it to the goody bag!
Conduct a live or silent auction as part of the event.
Sell additional merchandise such as extra hats, key chains, and T-shirts to
families and friends of the drivers.
o Remember each truck only gets one goody bag. If additional
passengers wish to purchase the items, this is a great way to raise
additional funds. Extra bag items are for sale at the event.
Lead Truck Bidding
Organize the bidding for Lead Truck. Bids should begin being taken via e-mail or fax
at least “30” days prior to the start of the event. One person should be in charge of
accepting bids and should be available until the closing of the bid time. Work with
the media committee and the lead truck company to publicize the lead truck winner.
You can also organize live bidding for lead truck position(s) and/or having a “VIP”
ride in the truck of the highest bidder at the event if you have an auctioneer. This
works well to get the excitement of the crowd involved.
Follow-up
Follow up after the event with a personal thank you note to all of the VIPs who
attended the event, drivers and company owners who allowed their trucks to
participate. Handwritten notes from top level Special Olympics Program executives,
pictures and notes from athletes may also be included depending on quantities,
availability and level of support and involvement.
Use of the Special OlympicsTrademarks.
Truck Convoy® is a registered trademark of Special Olympics, Inc. In order to
protect the mark and ensure it will benefit Special Olympics athletes for years to
come, the trademark must be used correctly. When using the mark on banners,
posters, merchandise, etc, please always include the registered trademark symbol
“®”. When used in a brochure the registered trademark symbol should be used the
first time the trademark is used, but does not need to be used each time in the
brochure. Please also refer to the event as the “Truck Convoy® fundraising event”
and encourage local media to use it this way as well. The Special Olympics name and
logo should be used in accordance with the Graphic Standards Guide. For any
questions on proper trademark use, please contact Erika Morant at
emorant@specialolympics.org.
- 12 -V. RISK MANAGEMENT
American Specialty has provided the following checklist of risk management issues to
consider for the Truck Convoy fundraising event. As long as these items are complete,
no additional event insurance is required for this event. The insurance coverage that
each Special Olympics Program purchases through the Special Olympics Corporate
Insurance Program will provide coverage for the Special Olympics Program in
connection with this event if the following conditions are met:.
o Drivers must provide Special Olympics with proof of a valid license (CDL)
at the on-site event registration to drive his/her truck in the event.
o Drivers must provide Special Olympics with proof of insurance with at
least a $1,000,000 combined single limit (CSL).
o All drivers and passengers (including athletes) should sign a release of
liability waiver.
o Organizers must drive the truck convoy route prior to the event to ensure
that the route is free from construction and other hazardous obstacles.
o Organizers must work with local authorities to ensure that the
appropriate permits have been obtained for the event.
o Organizers must work with local authorities to determine if certain areas
of the truck convoy route contain weight restrictions (such as the
maximum weight limit for a bridge).
o Organizers must have standards to help determine whether or not the
Truck Convoy fundraising event will be held in the event of inclement
weather (fog).
o The convoy must be escorted by law enforcement.
o Trucks carrying hazardous materials are not permitted to participate in the
convoy.
o Each driver must be given a map of the route and instructions on how to
communicate with the organizers during the convoy.
o Special Olympics athletes riding in trucks must be accompanied by a Class
A, screened volunteer or a parent.
o Do not serve alcohol at the event – truckers drove to the site and will have
to drive away.
- 13 -SPECIAL OLYMPICS (Program)
RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY, AND
PARENTAL CONSENT AGREEMENT ("AGREEMENT")
®
In consideration of participating in the Truck Convoy fundraising event, I represent that I understand the
nature of Truck Convoy events and that I and/or my minor child am qualified, in good health, and in
proper physical condition to participate. I further acknowledge that the Truck Convoy and related events
will be conducted over public roads and facilities open to the public during the event and upon which
traffic hazards are to be expected. I acknowledge that if I and/or my minor child believe event conditions
are unsafe, I and/or my minor child will immediately discontinue participation in the Truck Convoy.
I fully understand that the Truck Convoy fundraising event and related events involve risks of serious
bodily injury, including permanent disability, paralysis and death, which may be caused by my own actions,
or inactions, those of others participating in the event, the conditions in which the event takes place, or
the negligence of the "releasees" named below; and that there may be other risks either not known to
me or not readily foreseeable at this time; and I fully accept and assume all such risks and all responsibility
for losses, costs, and damages I and/or my minor child incur as a result of my and/or my minor child’s
participation in the Truck Convoy and all related activities.
I hereby release, discharge, and covenant not to sue Special Olympics, Inc., Special Olympics (Program), its
respective administrators, directors, agents, officers, volunteers, and employees, other participants, any
sponsors, advertisers, and, if applicable, owners and lessors of premises on which the Truck Convoy and
related events take place, (each considered one of the "releasees" herein) from all liability, claims,
demands, losses, or damages on my account caused or alleged to be caused in whole or in part by the
negligence of the "releasees" or otherwise, including negligent rescue operations; and I further agree
that if, despite this release, waiver of liability, and assumption of risk I, or anyone on my and/or my minor
child's behalf, makes a claim against any of the Releasees, I will indemnify, defend, and hold harmless
each of the releasees from any loss, liability, damage, or cost which any may incur as the result of such
claim.
I have read this RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY
AGREEMENT, AND PARENTAL CONSENT AGREEMENT, understand that I have given up substantial rights
by signing it and have signed it freely and without any inducement or assurance of any nature and intend
it be a complete and unconditional release of all liability to the greatest extend allowed by law and agree
that if any portion of this agreement is held to be invalid the balance, notwithstanding, shall continue in
full force and effect.
Printed name of participant Signature of Participant
(Only if age 18 or over)
Date:
Signature of Parent/Legal Guardian
(If participant under age 18)
- 14 -AUTHORIZATION TO USE NAME AND LIKENESS
I hereby authorize Special Olympics International the local Special Olympics Program (herein referred to
collectively as “Special Olympics”) to use my name, likeness, statements and other identifying
information, including in photographs, video and recordings for the purposes of publicizing and
promoting Special Olympics, the Truck Convoy fundraising event and to raise funds for Special Olympics,
worldwide, in perpetuity. This authorization includes use in any media now known or hereinafter devised
throughout the universe, including but not limited to print and on the World Wide Web. I understand
that I will not be compensated for such use and that Special Olympics is not obligated to use my name,
likeness or statements or other identifying information..
Printed name of participant Signature of Participant
(Only if age 18 or over)
Date:
Signature of Parent/Legal Guardian
(If participant under age 18)
- 15 -VOLUNTEER PHOTOGRAPHER ASSIGNMENT AGREEMENT
I, ________________________, for good and valuable consideration, the receipt and
sufficiency of which are hereby acknowledged, hereby irrevocably grant to Special
Olympics, Inc (SOI) all rights, titles and interests in and to all film taken by me at
________________________________ (including negatives, transparencies, and digital
records, all of which are together referred to herein as “Negatives”) and all prints and
digital images, whether for photographs or videos (including photographs, plates,
films, videos, layouts, or other products made from the Negatives referred to herein as
“Photographs”). I hereby assign to SOI all copyright rights to the Photographs. SOI will
have the right to retain possession of all Negatives and Photographs. I will not use
Negatives or Photographs for any reason except for my personal portfolio use. I will use
the film provided to me by SOI and ____________________ solely for the purposes SOI
and _________________ requests and when the assignment is completed, I will return
the film to SOI and/or _________________________ in accordance with the terms of this
agreement.
Volunteer Signature_____________________________________
Date: ___________________
Volunteer Printed Name ______________________________________
- 16 -VI. TIMELINE
May
Secure start and end locations (this needs to be done before planning and/or
recruitment materials can be created, etc.)
Establish Committees
Customize registration template
Secure route and any necessary road permits
Create list of target companies for larger sponsorships
Begin driver recruitment – solicit assistance from state or provincial trucking
associations, Highway Patrols, DOT, truck stops
Develop centralized registration process for the state including where the
registration forms and funds are sent and who is updating the database of
participants.
By Friday, May 16 please confirm via e-mail to emorant@specialolympics.org, if your
LETR program will be hosting a World’s Largest Truck Convoy event.
Send customized registration template and route to Erika Morant at
emorant@specialolympics.org for posting to the web site. Please send this
information to Erika Morant by Friday, June 6, 2014. Also please register your
program’s Truck Convoy event in the Special Olympics Worldwide Events Calendar at
http://www.specialolympics.org/RegionsPages/RegisterEvent.aspx
Begin ordering Truck Convoy merchandise through Will Enterprises-
http://willpromo.com/truckconvoy/Password?ReturnURL=%2ftruckconvoy%2fP
roducts
Password to portal: convoy2014
June
Send customized registration template and route to Erika Morant at
emorant@specialolympics.org for posting to the web site. Please send this
information to Erika Morant by Friday, June 6, 2014.
Develop “end” event plan and begin securing vendors and entertainment
Secure VIP speakers for the event
Visit Truck stops regularly to replenish supply of registration forms and talk up the
event.
Confirm participating police agencies for the escorts.
Secure rentals or vendors for start and end location events.
Confirm toll booth processes with appropriate agencies if needed.
Solicit sponsorships of VIK goods and services and company participants.
Solicit support from local media partners including radio (live remotes) and
television.
- 17 -July
Send VIP invitations for non-speakers
Solicit support from local media partners including radio (live remotes) and
television.
Visit Truck stops regularly to replenish supply of registration forms and talk up the
event.
Secure decorations for the end event.
August
Deadline to order merchandise - 5PM CST, August 1-
http://willpromo.com/truckconvoy/Password?ReturnURL=%2ftruckconvoy%2fP
roducts
Password to portal: convoy2014
Deadline to submit sponsorship logos to Jason Will of Will Enterprises
(jwill@willenterprises.biz)- 5PM CST August 15
Send media alert to all local media.
Secure photographer and video person to document the event.
Send press release to local media and conduct follow-up calls.
Finalize plans for press conference prior to the start of the event.
Visit Truck stops regularly to replenish supply of registration forms and talk up the
event.
Send confirmation e-mail or letter to all participants with reminder of details or any
late changes.
Order awards for larger sponsors, lead truck, and company with most trucks entered
and any other categories.
September
Finalize delivery plans
Finalize volunteer schedules
Reconfirm event schedule and roles with speakers and VIPs.
Publicize any road or lane closings to the community (road signs, local media
reports)
Prepare press kits for the day-of-event activities.
Send follow-up thank-you to sponsors, speakers, key VIP attendees, and a letter to
all drivers.
October
By Friday, October 10, 2014 send official fundraising totals and the number of
participating trucks, media highlights, videos and photographs to Erika Morant at
emorant@specialolympics.org so that your photos and success can be posted on the
LETR/SOI website as well as shared at the LETR International Conference. Also, each
LETR program is encouraged to share event stories via the Special Olympics Share
Stories application at http://www.specialolympics.org/share/ .
- 18 -You can also read
