Handbook & Event Guidance

Thank you for all that you are doing for foster care!

The National Foster Parent Association and our state and local affiliates have had great success in the past working together on projects such as National Foster Care Month, the Katrina Relief Project, the Foster Care Independence Act and the National Code of Ethics for Foster Parents, to name a few. Over the past number of years, we have embarked on an exciting venture called Walk Me Home, an awareness and fundraising event that can be extremely rewarding to us all. Walk Me Home is a nationwide fundraising event for foster care. Walk Me Home event hosts may use the funds raised through their Walk Me Home event(s) in their own unique ways to continue activities such as:

 increasing awareness of foster care  recruiting foster families  developing new and meaningful training opportunities  disaster relief efforts  advocacy programs  foster child enrichment funds

This Walk Me Home Event Handbook will be a great resource in planning your event. We’ve included job descriptions, a planning calendar, a venue layout, financial procedures, publicity guides, and suggestions for everything from brochures/posters to t‐shirts and incentive prizes.

We urge you to use this handbook, along with the Walk Me Home website, the Walk Me Home Resources Page, and the national staff to help make your event a success. ctà Pat Llewellyn President, Nation Foster Parent Association

Need Help Getting Started?

Thank you for your interest in the National Foster Parent Association’s signature program for foster care awareness, Walk Me Home. I am very excited to be here with you each step of this journey.

Walk Me Home events can be as simple or elaborate as you desire. The only limitations are your imagination. The main goal is to raise the funds you need and I’m here to help you get started.

I look forward to working with you. Please contact me at [email protected].

Marion Marion Rhines Walk Me Home Committee Chair, National Foster Parent Association

Table of Contents Welcome from the President of the National Foster Parent Association ...... 1 Need Help Getting Started? ...... 1 All About Walk Me Home ...... 4 Policies ...... 4 Revenue-Sharing Plan ...... 4 National Sponsors ...... 5 State and Local Sponsorship ...... 5 Name of the Event and Use of the Logo ...... 5 Publicity ...... 5 Confidentiality ...... 5 Insurance ...... 5 Alcohol and Tobacco ...... 5 ADA ...... 6 Initial Timeline ...... 6 Organizational Chart ...... 6 Choosing a Location ...... 7 Risk Management ...... 7 Permits and Approvals ...... 8 Site Inspection ...... 8 Event Emergency Plan ...... 8 Potential Risks ...... 8 Legal and Medical Release ...... 9 Rules ...... 9 Volunteers ...... 9 Types of Volunteer Jobs ...... 10 Reports ...... 11 State Walk Coordinator Reports ...... 11 Event Chair Reports ...... 11 Financial Reports ...... 11 How to Submit Reports ...... 12 Reports Summary ...... 12 The NFPA Liaison ...... 12 State Walk Coordinator ...... 12 State Walk Coordinator Timeline ...... 13 Financial Management ...... 13 Contract with NFPA and with Event Committees ...... 14 Event Chair ...... 14 Event Chair Timeline ...... 15 © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 2

Site Selection ...... 15 Soliciting Sponsors ...... 16 Event Vice Chair ...... 17 Event Vice Chair Timeline ...... 18 Safety and Security ...... 18 Event Emergency Plan ...... 19 Volunteer Recruitment ...... 20 Logistics Manager ...... 21 Logistics Manager Timeline ...... 21 Event Site Plan ...... 22 Logistics Tool Kit ...... 22 Registration/Finance ...... 25 Registration/Finance Timeline ...... 26 Registration Area ...... 26 Registration Process ...... 27 Tax Receipts ...... 29 Event Budget ...... 32 Bank Account ...... 35 Sponsorship Manager ...... 35 Sponsorship Timeline ...... 36 Important Note About Sponsorship versus Advertising ...... 36 Media/Public Relations ...... 39 Media/Publications Timeline ...... 39 Name of the Event and Use of the Logo ...... 40 Press Releases ...... 44 Clips File ...... 45 Entertainment Manager ...... 46 Entertainment Manager Timeline ...... 47 Entertainment Stage ...... 47 Children’s Activities ...... 48 Signage ...... 50 About the National Foster Parent Association ...... 52

All About Walk Me Home The National Foster Parent Association Walk Me Home program is a nationwide fundraising event that began in May 2008 in conjunction with National Foster Care Month. It is designed to raise awareness about foster care issues, promote fostering, and raise funds for state and local associations and the NFPA.

Walk event host are asked to organize and host a walk on any Saturday during walk season (March through November), in its state capital city, if possible. Funds are raised through walk registrations, donations and sponsorships.

Walk event host are not limited to hosting a single event. If an association would like to host multiple walks across their state, the association would designate a State Walk Coordinator who ultimately would be responsible for ensuring the coordination of all walks conducted in their state.

Our goal is to eventually have every state hosting at least one Walk Me Home event on the same day so we can obtain nationwide media for all walks and use the exposure to educate the public about foster care issues.

Policies Revenue‐Sharing Plan

If Walk Event Host provides their own event insurance: Sponsorships over $100 100% to the event host Donations (online/onsite) 90% to the event host / 10% to the NFPA Registrations (online/onsite) 90% to the event host / 10% to the NFPA Additional FirstGiving fees may apply

If the NFPA provides event insurance: Sponsorships over $100 100% to the event host Donations (online/onsite) 85% to the event host / 15% to the NFPA Registrations (online/onsite) 85% to the event host / 15% to the NFPA Additional FirstGiving fees may apply

The NFPA does not take a percentage of event t‐shirt or incentive sales.

The revenue that is paid to the NFPA will be used for the following:

o Insurance coverage for those events who need the NFPA’s assistance o Assistance in setting up the FirstGiving website for online registrations and donations o Assistance with problem solving and finding methods to get better results o Promotion for the Walks on the NFPA calendar and through the Informer and mini‐Informer (the weekly/biweekly newsletters) o Administrative oversight of program to include updated Walk manual, Walk agreement revisions, training from committee chair, etc o Processing payments and writing checks from FirstGiving and local funds raised to the event hosts o Help cover the salary of the NFPA’s two‐part time staff

This handbook is designed to assist you through the Walk event process. It cannot be reproduced and is the property of the National Foster Parent Association.

National Sponsors The NFPA expects to recruit national sponsors for the event. Each State Walk Coordinator will be informed of any organizations that agree to sponsor the event.

No advertising can be placed in Walk Me Home materials. See Sponsorship section for more information.

State and Local Sponsorship Each state is encouraged to solicit statewide and local sponsors for each Walk providing they do not conflict with a national sponsor of the event. Corporate/business sponsorship is more clearly outlined in the Walk Me Home contract.

No advertising can be placed in Walk Me Home materials. See Sponsorship section for more information.

Name of the Event and Use of the Logo While each Walk Me Home event is a local community event, it is also part of a larger, nationwide effort. Using the “Walk Me Home” logo in a consistent manner will reinforce our brand in the mind of the public and make it more likely to be remembered. All Event Committees should use the following standards for the logo and event name.

o The official name of the event is “Walk Me Home.” This is the only approved reference for the event. o No alterations to the name or logo will be permitted. o Ideally, the Walk Me Home logo should always be placed in a corner with sufficient white space around it (no less than one inch). o Color printing is best but only print in color when using white paper. For one color printing, only use black. o Sponsorship Name: “Walk Me Home” presented by the National Foster Parent Association and your organization name”. Your organization name should never appear before the name of the event, e.g., don’t refer to it as the “Anytown USA Walk Me Home.”

Publicity Since Walk Me Home is a nationwide event, it is critical that all national publicity be coordinated through the NFPA. Sponsoring affiliate organizations shall use the publicity materials provided by the NFPA.

Publicity includes but is not limited to press releases, media advisories, use of the logo and name, signage, registration materials, posters and gifts.

For details about publicity procedures, please see the Media and Publicity section.

Confidentiality Neither the NFPA or its sponsoring affiliates will share participant or donor lists with outside organizations.

Insurance If your organization needs the NFPA to assist with general liability insurance, your information needs to be submitted 30‐45 days before the event is to be held. If you will have your own general liability insurance coverage, you must submit a Certificate of Insurance that includes the NFPA as an additional insured party to the NFPA Executive Director at least 30 days prior to the Walk event.

Alcohol and Tobacco Alcohol or tobacco is not allowed at any Walk Me Home event.

ADA Event Committees are encouraged to choose routes that are accessible for participants in wheelchairs or reduced mobility. Initial Timeline A thorough breakdown of planning timelines are listed later in this manual, but to get started, a few things must first be coordinated: o Select members of your team, beginning with State Coordinator (if hosting multiple walks) o Choose date for event o Secure an event location available on that date o Notify the NFPA liaison of date and location so FirstGiving site can be set up o Begin planning event details

Organizational Chart

EVENT VICE CHAIR (Named 5 months before)

LOGISTICS MANAGER (Named 5 months before)

REGISTRATION/FINANCE MANAGER (Named 5 months before) EVENT CHAIR (Named 6 months before) SPONSORSHIP MANAGER NFPA LIAISON (Named 5 months before)

MEDIA/PUBLICITY MANAGER (Named 5 months before)

ENTERTAINMENT MANAGER (Named 5 months before)

TEAM RECRUITMENT MANAGER (Named 5 months before)

Choosing a Location When choosing a walk site, please consider the following: o Is the location easy to find with GPS? o Is ample parking available? o Is the walk route close to being 5K in length (3.1 miles)? o Is the location and walk route accessible to wheelchairs and strollers? o Are there restrooms available? o Is there space for informational tables? o Will there be space for entertainment if you chose to provide entertainment? o Does the location have accessible power? o What is the cost for the location (if any)? o Is the location available on your desired event date? o What permits are required to hold an event at the location?

Water

Toilets Medical

Sponsors Food

Water Media Children’s Area Registration

Parking

Risk Management Risk Management is attempting to identify and manage potential dangers that may affect the event. Generally, it involves reviewing operations, identifying potential risks and the likelihood of them occurring, and taking steps to mitigate those risks.

The Event Vice Chair is responsible for taking the lead in risk management, but all members of the Event Committee need to examine their areas of operation and identify any potential risks.

The best way to do this is to brainstorm as a group and identify all potential risks to the event. Be sure to discuss steps that need to be taken to reduce the risk and who is responsible for doing so. Be creative and proactive.

Permits and Approvals If requested by the site owner, request a certificate of insurance from your State Walk Coordinator (who will work with the NFPA on the paperwork, as necessary).

At this time, the NFPA will not issue insurance coverage or certificates for the event. The NFPA is working with its national insurance provider to determine if a blanket policy for events throughout the United States is possible.

Contact the local police department and notify them of the event and the date – most will provide some sort of security for the event, if needed.

Contact the city manager immediately to see if your city requires a permit to host an event. Copies of all permits and approvals should be submitted to the State Walk Coordinator.

Site Inspection At least three weeks before the Walk, the Logistics Manager, the Event Vice Chair and the Event Chair should conduct a site inspection of the route and operations area. While walking the route, they should make a list of all potential hazards (loose gravel, uneven pavement, busy street crossing) and make sure these items are fixed before the Walk.

Event Emergency Plan One of the realities of hosting an event is the principle that if anything can go wrong it will. Having an Event Emergency Plan is one way to be prepared when the unthinkable happens.

The Event Emergency Plan, prepared by the Event Vice Chair, is a guideline to manage any public safety issues that may occur during the event.

Potential Risks The following items are some of the potential risks that need to be considered by the Event Committee.

Risk Action

Unruly, disorderly people attend event Police are contacted if staff cannot resolve Walker is injured during the event Medical/First Aid is available onsite and responds Walker needs transport to hospital Event staff have mobile communications to contact emergency services Inclement Weather Logistics staff able to secure and protect equipment (tarps, etc), Walkers directed to protected area Electrical items turned off immediately PA system used to warn and instruct Walkers Trip Hazards (cables, wires) Logistics has gaffer tape or small rugs to cover all wires and prevent tripping Theft Cash should be in a secured place always and monitored by the Registration Manager Discourage volunteers from bringing personal items (purses, etc) to the event © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 8

Excessive Heat Extra water available Cooling tents available for elderly and children Lost Children Immediately notify all staff that a child is missing Bring lost children to Registration Table until parents are located Notify police if needed

Legal and Medical Release All event participants (walkers, volunteers, entertainers) must sign a Waiver Release.

Sample Waiver Release: I understand that my consent to these provisions is given in consideration of the acceptance of this registration and for being permitted to participate in this event.

I am a voluntary participant in this event, and in good physical condition. I know that this event is a potentially hazardous activity and I hereby assume full and complete responsibility for any injury or accident which may occur during my participation in this event of while on the premises of this event, and I hereby release and hold harmless and covenant not to file suit against the National Foster Parent Association, its state and local affiliates and any affiliated individuals, any event sponsors and their agents and employees, and all other persons or entities associated with this event (the“releasees”) from any loss, liability, damage, or claims of any kind, present or future, known or unknown, I may have arising out of my participation in this event, including personal injury or damage suffered by me or others, whether same be caused by falls; contact with other participants; spectators, or others; the effects of the weather, including heat and/or humidity; traffic; conditions of the course; negligence of fault of the Releasees; or otherwise.

If I do not follow all the rules of this event, I understand that I may be removed from the event.

I give my full permission to the National Foster Parent Association and its state and local affiliates, event committees, event sponsors, corporate partners and each of the Releasees to use any photographs, videotapes, or other recordings of me that are made during the event without remuneration to me.

Rules Rules for Participating o Be 18 years of older unless accompanied by a parent or guardian who must sign a waiver in the presence of Walk Me Home staff o Raise a minimum of $20 in donations o No pets except for service dogs o No alcohol or smoking o No self‐propelled equipment such as heelies (shoes with wheels), bicycles, skateboards, or skates – wheelchairs and baby strollers are acceptable Volunteers Volunteers are critical to the success of the event. Not only do they help get all the work done, they also provide a friendly, welcoming impression to the participants. A volunteer’s attitude, helpfulness, knowledge, and friendliness can make the difference between someone enjoying an event or not enjoying an event. Volunteers can also affect a person’s decision to participate in an event again.

Not only do we want Walk Me Home to be a success, but we want it to become an annual event that gets bigger every year.

In addition to their specific tasks, volunteers perform several less tangible functions: o Welcoming Walkers and showing appreciation for their participation o Creating a positive image of foster care and promoting foster care in the community o Educating the public about foster care

The Event Vice Chair is responsible for managing the volunteer program and will work with each member of the Event Committee to identify the jobs that must be completed by volunteers and then help to recruit them. The Event Vice Chair is also responsible for organizing volunteer training.

Types of Volunteer Jobs The following are some of the types of jobs performed by volunteers. The actual jobs and number of volunteers needed will be determined by each Event Committee based on their scope and requirements, and will be reviewed by the State Walk Coordinator.

Operations Area Number of Volunteers Jobs Logistics 5 – 10 Setup and teardown routine Setup and teardown operations area Install and remove signage and Look Helps with the delivery and removal of all equipment Picks up trash and removes trash after the event Walks along the route during the Walk to ensure all is well Delivers any items found on route to the Lost and Found at the Registration Table Distributes water to walkers and other volunteers to keep people hydrated

Registration/Finance 6 – 8 Registers walkers / staff registration table Distributes t‐shirts and other materials to walkers Collects donations Ensure registration forms are signed by all Answers general questions Manages lost and found items Watches lost children

Sponsorship 1 – 2 Meets and greets local sponsors Staffs sponsor hospitality area (if available) Provides name tags for sponsors

Media/Publicity 2 – 3 Compiles press kits Distributes press kits and other information Provides outreach and educational materials in information area Helps distribute posters and flyers before the event

Entertainment 6 – 8 Assist at entertainment area Assist with games and activities for children Staffs food and beverage area

A sample onsite volunteer roster can be found at www.NFPAOnline.org/WMHResources

Reports Reports are an important tool to measure progress on the event and ensure its success. The NFPA will use the reports to ensure all required tasks are completed on time and to help improve the event in the future.

To ensure consistency in reporting and data collection, the NFPA has created several report templates. These templates can be completed on a computer and emailed, or faxed, to the NFPA. They are designed to be easy to complete.

It is critical that the NFPA templates are used – while State Walk Coordinators are more than welcome to send additional information in another format, they still must submit the approved report template.

State Walk Coordinator Reports Each State Walk Coordinator is required to submit a monthly operations report to the NFPA. Reports are due on the tenth of the month for the previous month beginning 5 months prior to event. The monthly report includes a section for each Walk being organized in the state. It will focus on key milestones that must be completed, and ask for feedback on problems and what is being done to fix the problem.

After the event, each State Walk Coordinator must submit a final report focusing on the lessons learned from the event and what can be done to make it better. Final reports are due at the end of the event and a cumulative report at the end of Walk season.

Event Chair Reports To assist the State Walk Coordinator prepare her/his monthly operations report, each Event Chair will also complete a similar monthly report for her/his Walk. These reports should be submitted to the State Walk Coordinator no later than the fifth day of the month to allow time for the State Walk Coordinator to prepare the monthly report to the NFPA. In addition, each Event Chair will prepare a final report of her/his event no later than 1 month following the event.

Financial Reports In addition to operations reports, State Walk Coordinators and Event Chairs must submit monthly financial reports beginning with the budget 3 months before the event.

Beginning three months before the event, every State Walk Coordinator must submit a monthly financial report using the NFPA template.

Financial reports and their supporting documentation are critical to monitor the progress of the event. Good record‐ keeping will increase the likelihood of the event’s success. The NFPA has created a budget template that should be used by every Event Committee to ensure consistent reporting and that all financial data can be easily uploaded into the Walk Me Home financial system. It is the responsibility of the Registration and Finance Manager to prepare all financial reports and maintain financial records. Details instructions are found in the Registration and Finance section.

Event Committees may use their own financial software to manage the event, but financial reports must be submitted to the NFPA using the template.

State financial reports are due to the NFPA by the 10th of each month.

For questions about completing the budget template, please contact the Walk liaison at [email protected].

How to Submit Reports The NFPA templates are Adobe forms that can be submitted via email or faxed. If you email them a generic email message will appear when you click on the “email” button at the top of the form.

Be sure and save your report with a different name on your computer before submitting.

Sample reports can be found at www.NFPAOnline.org/WMHResources

Reports Summary Who What When To Whom Event Chair Monthly Progress Report 5th of Month State Walk Coordinator Event Chair Final Report (Includes Press) One Month After Event State Walk Coordinator State Walk Coordinator Monthly Progress Report 10th of the Month The NFPA Office State Walk Coordinator Monthly Financial Report 10th of the Month The NFPA Office State Walk Coordinator Final Event Report 45 Days After Event The NFPA Office State Walk Coordinator Final Financial Report 45 Days After Event The NFPA Office NFPA Monthly Financial Report 20th Day of the Month State Walk Coordinator NFPA Final Financial Report 60 Days After Event State Walk Coordinator

Sample reports can be found at www.NFPAOnline.org/WMHResources

The NFPA Liaison The NFPA has appointed Marion Rhines to serve as liaison for the State Walk Coordinators. She is responsible for ensuring each state completes the tasks required, and will provide advice and assistance as needed.

The NFPA liaison is available for consultation and problem‐solving.

Each State Walk Coordinator will submit a monthly progress report and a final report to her/his NFPA liaison.

The NFPA liaison will be in constant contact with each State Walk Coordinator to evaluate progress on the event. A rollup financial report will be submitted to each state monthly.

Please feel free to email questions anytime to [email protected].

State Walk Coordinator Position Summary, appointed six (6) months before event

The State Walk Coordinator is responsible for ensuring individual event committees are created for each Walk and that each committee completes the tasks required for hosting the event.

Responsibilities o Receive initial training from Liaison and other trainings as needed. o Finalize number of Walks hosted by the state o Recruit and train Event Chair for each Walk location o Assist Event Chair with route selection o Assist Event Chair in obtaining local approval authority o Assist Event Chair in training Event Committee

o Review all sections of the training handbook and become familiar with each role o Review plans for each Event Committee (special attention to emergency planning) o Monitor progress of each Event Committee o Assist each Event Committee in developing a budget o Approve each Event Committee budget o Approve all Event Committee budgets and expenditure requests o Work with Event Chair to solicit state and local sponsors o Provide guidance and assistance to Event Chairs o Submit monthly progress reports to NFPA o Submit regular financial reports to NFPA o Act as state event spokesperson o Submit final report to NFPA

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Detail‐oriented

State Walk Coordinator Timeline

EVENT COMMITTEE PLANNING 180 days State Coordinator 180 days Identify Event Chair for each location 180 days Ensure all committees are in place 150 days Ensure routes for each location are selected 120 days Ensure all routes are approved by local authorities 120 days Notify NFPA of all approvals 120 days Approve event committee budget 120 days Monthly progress report due 180 days Monthly progress report due 150 days Monthly progress report due 120 days Monthly progress report due 90 days Monthly progress report due 60 days Monthly progress report due 30 days Monthly progress report due ‐‐‐30 days Final report and budget due ‐‐‐30 days

Financial Management One of the most important roles for State Walk Coordinators is financial management. While each State Walk Coordinator is not directly responsible for creating and managing the event budgets, they are responsible for reviewing and analyzing the data from each Event Committee. In addition, they are responsible for working with each Event Committee to ensure that proper financial controls are in place.

State Walk Coordinators should be familiar with each budget and work with the Event Committees to reduce expenses and increase income.

Contract with NFPA and with Event Committees NFPA and every sponsoring affiliate participating in Walk Me Home will sign a contract that outlines responsibilities for the event and a revenue‐sharing arrangement between the two entities.

NFPA recommends each sponsoring affiliate should craft a contract with any local association it works with on developing Walk Me Home events within their communities. As the State Walk Coordinator, your responsibility is to work with your sponsoring affiliate board of directors to develop these contracts.

The Walk Me Home name and brand has been copyrighted and shall not be modified. It shall be agreed and placed in any contract that the sponsoring affiliate develops with any local group that the organizing entity will not modify, in any way, the logo or other identifying information for the Walk Me Home event, either separately or collectively, in color scheme or in arrangement.

Event sponsoring affiliate and local organizing entity hosting a Walk Me Home event will acknowledge in their contract that either 10 or 15 percent of the revenue from each event will be transmitted to NFPA, depending on the need for insurance. The remainder of the income from any Walk Me Home event held within the sponsoring affiliate area will be the property of the sponsoring affiliate and its local organizing entity, as they designate and agree to.

NFPA will not intrude upon the contractual relationship between any sponsoring affiliate and local organizing entity unless those contracts, in any way, counter the contract entered into between NFPA and the sponsoring affiliate, or unless both parties to the contract request the assistance of NFPA. Event Chair The Event Chair is responsible for ensuring all operational tasks are completed for their event, including logistics, registration, and publicity and manage the Event Committee.

Responsibilities o Recruit and train Event Committee o Host Event Committee meetings o Monitor progress of Event Committee o Work with State Walk Coordinator to solicit local sponsors o Work with Registration and Finance Manager to develop event budget o Submit event budget to State Walk Coordinator for approval o Act as event spokesperson o Select Walk location and route o Obtain all permits and approvals to use the site and host event o Review event emergency plan o Assist with volunteer recruitment and training o Assist with participant and team recruitment o Prepare monthly progress reports for State Walk Coordinator o Complete final report for State Walk Coordinator

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Detail‐oriented © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 14

Event Chair Timeline

Event Chair 180 days Create event committee 150 days Select route 120 days Route approved by local authorities 120 days Develop event budget 120 days Solicit local sponsors Ongoing Monthly progress report due 180 days Monthly progress report due 150 days Monthly progress report due 120 days Monthly progress report due 90 days Monthly progress report due 60 days Monthly progress report due 30 days Final report due ‐‐‐30 days

Site Selection Choosing the site for your Walk is one of the most important tasks and should be tackled immediately. Start by researching your community and make a list of potential sites. Think about other groups who have hosted fun runs or Walkathons in your area and find out where they were.

Some items to keep in mind when selecting your site: o Level area (few significant changes in grade such as steep hills or stairs) o Self‐contained area (a park with a Walking track would be ideal) o Avoid busy streets o Avoid having Walkers cross busy intersections o Adequate space for operations area (registration, stage, hospitality) o Power source nearby o Parking nearby

Arrange to meet with the owner of the site as soon as possible to get permission to use it. Ensure you receive this permission in writing. Notify your State Walk Coordinator as soon as the site is secured and provide a copy of the approval letter.

The May Walk It is the intent of the NFPA to have every sponsoring affiliate host one Walk on the first Saturday of May, at the state Capitol grounds or, at least, in the capital city. Our goal is to have every participating state host a Walk on the same day across the country to increase media exposure for and about foster care. Having a Walk across America in each capital will greatly enhance this possibility.

At this event, we would like to coordinate with National Foster Care Month partners and have the Governor or other highly placed state figure attend and read the gubernatorial proclamation before the Walk starts. Depending on your capital city, co‐locating the Walk and the Capitol building may be impractical. If this is the case try and find a convenient alternative site and invite the Governor to attend.

For details about your state’s plans for National Foster Care Month, visit www.fostercaremonth.org.

Soliciting Sponsors Relationships with businesses and organizations are an essential component for a successful event. Walk Me Home provides the kind of opportunity for community involvement and recognition that many businesses want. Companies demonstrate their good citizenship to the community at large and to their employees by sponsoring local events.

Sponsorship is not only defined as a donation from a company. Rather, it is a relationship between the company, Walk Me Home and the sponsoring affiliate. In return for the recognition a company will receive, the company pays an amount of money or provides value‐in‐kind based on the perceived value of being publicly associated with the event and having their name in front of your audience.

Sponsorship money typically comes from a company’s advertising, marketing or public relations department.

While the Sponsorship Manager takes the lead in soliciting sponsors, the Event Chair aids and guidance in this important task. In some cases, it may be more appropriate for the Event Chair to approach a potential sponsor.

Managing a Team As the Event Chair, you are responsible for ensuring your Event Committee delivers this event. For many of you, this will be the first time you have managed a group.

One of your first tasks is to recruit your team. Think about the roles that must be filled and try to find volunteers who fit the profile. Try and refrain from randomly appointing people to fill the positions, but try and find the best match for each role. For example, someone who doesn’t mind doing some heavy work behind the scenes would be a good fit for the Logistics Manager while someone who doesn’t like money or numbers would not be a good fit for the Registration and Finance Manager.

Once the team is recruited, it’s time for you to train them and get started. Review the materials in the training handbook and set aside some time with each manager to discuss their role. Make sure they understand the key requirements and deadlines of their job. Emphasize how their role affects the other members of the team, and ultimately, the event itself.

An effective tool in managing your team will be regularly scheduled meetings. Meetings should be bi‐weekly at first, then weekly as you get closer to the event. Provide every manager with a schedule of meetings so there are no surprises.

Your first few meetings may be brain‐storming sessions to discuss how you want your event to be. For example, do you want entertainment, a food court, a BBQ, or other activities to make the Walk bigger? Try and stay focused when you brain‐storm – it is easy to wander off the subject on to other items. As the team leader, it is your job to keep the group focused – having an agenda and sticking to that agenda during the meeting will help.

Once the scope of your event has been decided, your meetings should be more report‐oriented than general discussion. For example, what is the status of renting furniture or a booking a band? Focus on the tasks listed in the project plan, with special attention on the tasks that are falling behind schedule. Never leave a meeting without an action plan of who does what and when. Be clear when assigning tasks and deadlines. If a topic requires more in‐depth discussion, consider a separate meeting with only the affected parties invited. Don’t waste everyone’s time having an in‐depth discussion about one issue that doesn’t affect the group.

Generally, effective meetings do not need to last longer than one hour. Have an agenda and takes notes – notes do not have to be a transcript of the meeting but should focus on action items. Distribute the minutes before the next meeting so everyone is reminded of what needs to be done.

Being an effective manager requires strong leadership skills to coordinate and manage the team’s abilities. The key is understanding the skills and temperament of each member, so you can delegate effectively, motivate, and create loyalty.

Tips for Managing a Team Clear Objectives Make sure you understand the goals and expectations of your State Walk Coordinator and NFPA. Educate your team about these objectives by clearly communicating to them about their roles, responsibilities, and deadlines.

Strengths/Weaknesses Assess the strength and weakness of each team member, and evaluate their performance and ability to meet their deadlines.

Clear Instructions Give clear instructions about what is expected of each person. Follow‐through by don’t micromanage. A clear understanding of what needs to be done encourages each person to live up to your expectation, feel accountable in completing the tasks, and solve problems proactively.

Responsibility Assume responsibility for the team and acknowledge their efforts. A team leader that sticks up for his team creates loyalty and motivates the team to go the extra mile.

Feedback Handle problems fairly and quickly. Request feedback from the team and incorporate their input into your decisions.

Respect Treat everyone with respect and remain courteous when correcting mistakes. Be friendly and approachable. Understand and be accommodating of their family commitments.

Sample meeting minutes can be found at www.NFPAOnline.org/WMHResources Event Vice Chair Position Summary, appointed five (5) months before the event

The Event Vice Chair is responsible for safety, security, medical, and volunteer recruitment. The Event Vice Chair assumes the duties of the Event Chair if that person is unable to complete his assignment.

Responsibilities o Attend Event Committee meetings o Manage volunteer recruitment o Organize Volunteer Training o Assist with solicitation of local sponsors o Prepare event emergency plan o Work with local police and fire departments for onsite support o Coordinate for onsite medical support o Assist with participant and team recruitment o Prepare progress reports as required by Event Chair

o Complete final report as required by Event Chair

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Detail‐oriented o Experience with volunteering

Event Vice Chair Timeline

Event Vice Chair 150 days Develop event emergency plan 120 days Coordinate with fire and police Ongoing Coordinate for onsite medical 60 days Recruit volunteers Ongoing Prepare volunteer training 90 days Prepare volunteer recognition event 60 days

Safety and Security While it is everyone’s job to ensure a safe event, the Event Vice Chair is responsible for coordinating safety and security requirements. Information in the Risk Management section should be reviewed.

The Event Vice Chair should meet with the local police and fire departments to discuss plans for the event – many local agencies will provide onsite support and helpful information. Make sure both agencies understand the date, time, and scope of the event and provide them with a copy of the Event Site Plan that is prepared by the Logistics Manager.

Also, make sure the police understand that cash will be located at the Registration Table and vendor areas. They can provide increased monitoring of these areas to prevent thievery.

The Event Vice Chair should also meet with the Logistics Manager to review logistics plans for safety concerns. For example, all volunteers should wear protective equipment, such as sunscreen, safety glasses, or safety vests, when required. As managers, it is your responsible to ensure your volunteers are working safely.

Since large numbers of people will be Walking during the event, onsite medical support is encouraged. Contact the local emergency services to see if they will provide onsite support. If not, try local hospitals and clinics, they might volunteer their services. Ideally, a tent should be erected as the First Aid station. First aid supplies should be available – whoever provides your medical support should also provide these supplies. Make sure the tent is in a discreet area, preferably near shade, but accessible to the finish line.

TIP: Get a background check of anyone you do not know who will be working at the event around children. For example, clowns, storytellers or volunteers. This is extremely important to ensure a safe event for all attendees.

The Event Emergency Plan is a guideline to manage any public safety issues that may occur during the event. Its goal is to clearly outline who is responsible for doing what during an emergency.

The Event Emergency Plan does not have to be a long and scary document. The shorter and more specific it is, the better. It is designed to prevent confusion and chaos should an emergency occur at your event.

Your emergency plan should keep in mind the following principles of emergency management: o Preservation of Life and Limb o Preservation of Property and Assets o Preservation of Image and Reputation of the Event

There are three levels of emergencies that you want to address:

Incident An incident is an occurrence or an event that disrupts your operation for a brief period, for example, a stalled car at the entrance to the parking area. Emergency An emergency is a serious situation or occurrence that affects a major portion of the event, for example, no volunteers show up to work at the Registration Table. Crisis A crisis is an occurrence that results in the cancellation or suspension of the event and poses an immediate risk to life or property, and is often unexpected. For example, a car crashes into the Start/Finish area when Walkers are beginning the event.

Step 1: Identify all Potential Emergencies The first part of your plan should be to identify as many potential emergencies as possible. Focus on what is the most realistic or reasonably foreseeable and ignore the outrageous or impossible. For example, while it is possible that a meteorite could fall on your operations area, it is not reasonable to assume it will happen.

Some potential emergencies to consider are: o Fire o Explosion o Suspicious item o Mass food poisoning o Structural failure or collapse o Severe weather or flooding o Severe public disorder

Step 2: Describe Initial Reaction This section describes who does what initially when the emergency occurs. In many cases, the initial response will be to contact the appropriate emergency responder such as the fire department.

Step 3: Response and Resolution This step outlines what the response to the emergency should be. It needs to detail who specifically is responsible for doing what. It should also detail what happens once the emergency has been resolved, for example, is the event canceled. An important part of this step is notifying the State Walk Coordinator of the incident and its resolution.

Event Emergency Plan Example

Situation A volunteer finds an unattended backpack is found shoved under some cloth near the Entertainment Stage. There are wires coming out of it and are connected to what looks like a clock Initial Reaction Notify Entertainment Manager or nearest manager in the area. Politely ask people in the area to move to another location. Do not panic and do not start screaming for people to evacuate. Say that the area needs to be clear because you are setting up some equipment. Ask people not to use their mobile phones in the area because you are experiencing some signal problems. Try and find if anyone owns the backpack. Manager will notify Event Vice Chair. Event Vice Chair will consult with Event Chair, notify police and describe the situation. Response and Resolution Police will determine the response – more than likely they will check it out and determine the next steps. Assuming it is not a bomb, the item is removed and the event continues as is. Event Chair includes incident in final report.

Keeping Others Safe Keeping others safe can be easy by following the 3‐S Rule: Spot It, Secure It, Speak Up

Spot It Be on the lookout for the following potential hazards: Tripping hazards such as loose cables, uneven ground, or debris in Walkways Slipping hazards spilled drinks and food, excess water, and garbage Dark or poorly lit areas Electrical hazards such as frayed cords or damaged outlets Unbalanced or overloaded stacks of supplies or boxes Vehicles driven unsafely near pedestrians Secure It If you spot a potential hazard, the next step is to isolate the hazard or separate people from the hazard. This can be as simple as directing people around a spill or disposing of waste immediately. Never leave a hazard unattended. Speak Up All hazards or potential risks should be reported to a manager or the Event Vice Chair.

Volunteer Recruitment One of the most difficult aspects of organizing an event is recruiting volunteers. Having a plan will help make this task much easier.

Step 1: Identify Jobs and Numbers Each manager should develop their own volunteer staffing plan for their area. Points that should be included are: o Volunteer Job Descriptions o Numbers of Volunteers Required o When Volunteers Are Required (date and time) o Special Skills Required for Job

From the volunteer staffing plans, the Event Vice Chair can develop an overall strategy and approach for recruiting the volunteers.

Step 2: The Message Before recruiting anyone, make sure you know what you are “selling”. Your message should be compelling and explain why Walk Me Home is worthy of someone’s volunteer time. Make it short, simple, and direct. Don’t forget to point out

© 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 20 the benefits the volunteer will receive – participation in the event, volunteer t‐shirt, helping the community, and a valuable experience.

Step 3: Targeted Recruitment If you need volunteers with special skills, for example, a stage manager volunteer is needed to manage the entertainment area, then you will want to target a special group for assistance. In this example, you might contact local community theater groups or school drama clubs for volunteers. If a volunteer is able to use a special skill they have they are more likely to be willing to volunteer than someone who is asked to do something for which they have no aptitude.

Step 4: Word of Mouth Recruitment Sometimes the best way of soliciting volunteers is to use your own network of friends, family, and associates. However, expand this network to include everyone on the Event Committee. You will be surprised how many people can be approached.

Logistics Manager Position Summary, appointed five (5) months before event

The Logistics Manager is responsible for overseeing all logistical and site needs for the Walk Me Home event.

Responsibilities o Attend Event Committee meetings as needed o Liaise with the site location owner to understand the rules and regulations about using the site; communicate those to the Event Committee o Coordinate for the delivery and removal of all equipment (tents, chairs, tables, stage, etc.) o Arrange for porta‐potties o Coordinate the set‐up and tear‐down of all equipment o Create Event Site Plan o Work with Event Vice Chair on safety and emergency plan o Ensure site is clean during the event o Assist Entertainment Manager with the installation and removal of the Look o Train and supervisor Logistics volunteers o Prepare progress reports as required by Event Chair o Complete final report as required by Event Chair

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Detail‐oriented o Willingness to do heavy or dirty work

Logistics Manager Timeline

Logistics Manager 150 days Complete event site plan 120 days Develop detailed equipment list 120 days Order equipment 90 days Finalize requirements with venue 90 days © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 21

Coordinate porta‐‐‐potties (as needed) 60 days Coordinate garbage removal 30 days Identify parking areas 30 days

Logistics is the brawn of the event. The Logistics crew is responsible for setting up and removing all the equipment that will be used, as well as making sure the site remains clean during the event. Logistics is also the crew that will make repairs during the event or deliver additional items, if necessary.

While Logistics is not as glamorous as other areas, it is a critical component of the event. Nothing happens without Logistics.

Event Site Plan Having an Event Site Plan will help you, your staff, and the other volunteers know what is located where. It will help finalize the layout of the area and ensure everything has been captured.

A copy of the Event Site Plan should be provided to every manager, every table area (registration, media, etc.), outside vendors, and every member of the Logistics crew. If the police or other emergency services attend the event make sure they have a copy as well.

The following items should be included on your site plan:

Event Site Plan Components Registration Area (at least three tables for check‐in and two for gifts) – must be near Start/Finish line Start/Finish Line Entertainment Area/Stage Children’s Area Porta‐Potties Water Stations (two along route) Medical Area Media Table (if applicable) Sponsor Hospitality Area (if applicable) Information Table Food and Beverage Vendors Eating Area (including shaded space) Other Vendors (if applicable) Parking Area

Logistics Tool Kit Having a logistics tool kit available for your event prevents everyone searching their car for a screwdriver. A plastic storage bin with a lid is the best container for the kit; you can easily find these at any discount department store. The following are some of the items you will need but brainstorm with your volunteers to ensure you have everything covered.

Logistics Tool Kit Bungee cords String Cable ties Scissors Hammer Duct Tape Nails Velcro

Pencil/pen String Pliers Scotch Tape Rope Heavy Duty Stapler Safety Vest (bright orange) Extension Cord Screwdriver, regular and Philips Masking Tape Workers gloves Band‐Aids

Logistics Supply List Every Logistics Manager needs to create a detailed equipment list based on requirements from the other managers, sponsors, and vendors. The following list includes many of the items that need to be procured and set up.

Once this list is complete, work with the Sponsorship Manager to identify potential sponsors for the items.

Equipment Folding Tables (Registration, Medical, Media, Hospitality, Information, Food and Beverage, Water Stations) Folding Chairs Tents or marquees Stage PA System Extension cords Ladder Porta‐potties and supplies Bungee cords Safety Vests Tape, Cones for Route Barrier Helium Tank (for Entertainment Manager) Cleaning and Waste Garbage Bags Trash Cans Recycle Bins (paper, cans, glass) Paper Towels Broom Look (in conjunction with Entertainment Manager) Signs Start/Finish Banner Sponsor Banners Communications Mobile phone or radio for each member of Logistics crew Event Site Plan (copy for each manager and area) Emergency Fire Extinguisher

Logistics Day‐of‐Event Operations *Note some set‐up and delivery items may occur a day or two before the event.

✓ Action Equipment Delivered Porta‐potties Delivered Run Electrical (if required) Set‐up Route Barriers (tape, cones, etc.) Set‐up Water Stations Set‐up Start/Finish Area Set‐up Registration Area Set‐up Media Table (if used) Set‐up Information Table Set‐up First Aid Area Set‐up Sponsor Hospitality Area (if used) Set‐up Food and Beverage Area Set‐up Children’s Activity Area Set‐up Entertainment Stage Set‐up PA system Install Look and Signage Elements Place Garbage Cans/Recycle Bins

Tear‐down Route Barriers Tear‐down Water Stations Tear‐down Start/Finish Area Tear‐down Registration Area Tear‐down Media Table Tear‐down Information Table Tear‐down First Aid Area Tear‐down Sponsor Hospitality Area Tear‐down Food and Beverage Area Tear‐down Children’s Activity Area Tear‐down Stage Remove PA System Remove Look and Signage Elements Remove Garbage Cans/Recycle Bins Consolidate Garbage for Removal Ensure Porta‐potties are Removed Ensure All Equipment is Removed Ensure Site is Clean

Logistics Good Ideas o Make sure your tear‐down and cleanup crew is not exhausted. Having volunteers available to do this who have not worked earlier in the day might make it easier to get it done. o If using a PA system, make sure it is a quality one. Try to get one donated and make sure you have someone who knows how to use it. Good sound is a plus, bad sound is a disaster. o Try and be as green as possible. Set up recycle bins and encourage their use. Work with the venue owner to have the recycling picked up after the event. © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 24

o May can be a hot month in most of the country. Tents, marquees, canopies or other shade structures are important. If your area has exceptionally hot weather in May, make sure you have a cooling tent available for participants. o Put extra garbage bags at the bottom of each can so you will always have a bag available when you empty the can. o Clean, clean, clean – make sure your volunteers roam the event and keep it clean. Nothing spoils an event like piles of garbage or untidy areas. Pay special attention to the porta‐potty area, water stations, and food areas.

Logistics Manager Checklist

Item Work with venue owner to understand how the area is managed Check with venue owner to ensure sprinkler systems are turned off during the event Arrange for garbage cans and bags along route and at registration area. Work with venue owner for pickup after the event Coordinate with venue owner for electricity – identify nearest power source and develop a plan for getting power to areas that need it (e.g., stage) Arrange for the rental of porta‐potties and supplies (including handicapped potty). Choose a discreet location near the Registration Table for the porta‐potties. Work with other managers to determine the number of tents, tables, chairs, stages, PA system and other items that will be needed. Develop a detailed equipment list Work with Sponsorship Manager to identify sponsors to provide the items, coordinate for delivery and removal Coordinate with venue owner for when set‐up can begin (day before is desirable) Prepare layout of the site showing all the items that need to be set‐up (Event Site Plan) Organize for volunteers to set‐up and tear‐down items Coordinate with the Entertainment Manager for the installation and removal of all Look items (signs, banners, posters, balloons, etc). Prepare Logistics Tool Kit Coordinate with Event Vice Chair on safety and emergency plan

Registration/Finance Position Summary, appointed five (5) months before event

The Registration and Finance Manager is responsible for registering all participants in the event as well as managing all financial records. He/she is also responsible for team participation.

Responsibilities o Attend Event Committee meetings as needed o Develop budget for Event Committee o Orders materials for Event Committee from NFPA o Become familiar with NFPA accounting procedures o Manage participant registration process o Recruit team participation o Send event reminders to Walkers before the event o Manage incentive program o Manage Registration Table o Care for lost children during event © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 25

o Prepare all financial reports o Organize for bank account o Pay bills o Train and supervisor Registration volunteers o Prepare progress reports as required by Event Chair o Prepare financial reports as required by State Walk Coordinator and NFPA o Complete final report as required by Event Chair

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Detail‐oriented o Basic financial understanding and skills (spreadsheets, math, etc.)

Registration/Finance Timeline

Registration Manager 150 days Develop budget 120 days Order items from NFPA 90 days Solicit team participation Ongoing 1st financial report due 90 days 2nd financial report due 45 days 3rd financial report due 2 days Final financial report due ‐‐‐30 days Send reminders to registered walkers Ongoing

The Registration and Finance Manager role can be divided into three main sections: Registration, Team Recruitment and Finance.

Section 1: Registration Registration Area The Registration Area is usually the first area participants will encounter during the event. No matter how organized you make registration, it will be hectic. Be friendly and patient – a smile can go a long way to easing tension.

The Registration Area should be near the Start/Finish Line but allow plenty of circulation space for queuing. Depending on the number of pre‐registered Walkers, you may want to divide the area in sections such as A‐G, H‐M, and N‐Z, as well as an Unregistered Walker Queue. Work with your Logistics Manager to develop the best layout. Make sure your signs are hung ABOVE the tables and not placed on the tables, so people can see them when there is a queue. Using tablecloths on the tables in a nice touch because it presents a clean, uncluttered picture to the participants – extra forms and papers can be stored under the tables without anyone seeing them.

The Registration Area needs plenty of registration forms, pens, maps, and paper. Keep extra supplies located under the table in case you run out.

Behind the registration table you will want another row of tables to place the incentive prizes and sponsor thank you gifts.

Having the Registration Area in a tent is a good idea because it provides shade for people waiting in line and provides added security for the incentive gifts and money. Put a few extra chairs in the corner for lost children waiting to be reunited with their parents.

Remember that the Registration Area serves as a de facto help desk for the event. Registration volunteers will be asked any number of questions, so they should be very familiar with the layout of the event and what to do in an emergency.

Registration Area Supplies ➢ Registration Forms ➢ Printouts of registered Walkers from database, divided alphabetically A‐G, H‐M, N‐Z. ➢ Pens ➢ Copies of Event Site Map (put in plastic document protector and tape to the table – you can then use them to direct people around the area) ➢ Paper pads ➢ Post‐its ➢ Empty box for lost and found items ➢ Incentive gifts ➢ Cash box ➢ Calculators ➢ Manila folders for filing Registration Forms ➢ Paper clips ➢ Rubber bands ➢ Red pens ➢ Highlighters ➢ Staplers with staples

Registration Process

Walkers can either register online or via mail.

Online Registration The preferred method for registration is online. Walkers should be encouraged to use the website for registration as much as possible.

Once registered, Walkers will be able to create their own web donation page, send an email to raise funds from potential donors, and print any materials necessary. Donations for Walk Me Home can be made online using a credit card. The online donation function will continue to accept donations for two weeks following the event.

Check‐in The day before the event, the Registration and Finance Manager should print all the registered Walkers and their total donations from the online database. Divide the printouts into sections based on the last name of the Walker (A‐G, H‐M, N‐Z) for each queue. Upon arrival, each Walker’s name will be checked against the database to see if they are registered.

If they are registered, the staff will verify the amount of donations (use a calculator) and collect any outstanding amounts. The printout is initialed to confirm that the correct amount was collected. Only cash and checks will be accepted.

The Walker completes the registration form with the release. If the Walker is younger than 18, a parent or guardian must also sign the form. Any additional monies are collected and verified on the bottom of the registration form.

If the Walker’s name is not on the database printout, they should be directed to the Unregistered Walkers queue, which will also provide troubleshooting. There they must complete a registration form and sign the release. The staff will verify the amount of donations and initial the donation form to indicate that all funds were collected. The staff will indicate on the bottom of the form in the “official use only” box that the person is not in the database.

After the event, the Registration and Finance Manager must enter all non‐registered participants into the database.

Only cash and checks will be accepted at the event. All cash and checks should be stored in a cash box for security. Make sure you a get a float from the bank for petty cash before the event to ensure you have cash on hand to make change.

Note: All checks should be made payable to “Walk Me Home.” Each Event Committee must open a Walk Me Home checking account for these deposits and other expenses.

Completed registration forms should be passed to one of the volunteers who will organize them in alphabetical order so the forms can be easily located in case of an emergency (emergency contact details are on the form). Manila folders can be used for filing.

Once paid, the Walker will receive a t‐shirt and blue ribbon and will be directed to the Start/Finish Line.

All Walkers must raise at least $20 to participate in the Walk. Everyone who participates will receive a Walk Me Home t‐ shirt. For Walkers who raise more than $50, a variety of thank you gifts are available (below is an example of what you could use):

Incentive Prizes $50 Walk Me Home baseball cap $100 Walk Me Home sports drink bottle $200 Walk Me Home sweatshirt $500 Walk Me Home fleece vest $1000 $75 gift card $2000 $150 gift card

Please note that thank you gifts are not cumulative – each Walker will only receive one gift at the level of money he has raised.

Registration Process Step‐by‐Step At least four queues are needed for registration. Each queue (except Unregistered Check‐In) should have a printout from the database of all registered Walkers within their letter group. Team members should check‐in as individuals. o A‐G Check‐In o H‐M Check In o N‐Z Check‐In o Unregistered Check‐In

Scenario 1: Walker Is Listed on The Printout o Volunteer checks name on printout o Walker completes Registration Form o Volunteer confirms amount of donation o Donations (cash and checks) not listed on the printout are verified on the Registration Form and the form is initialed at the bottom by the volunteer. o Volunteer also indicates on the Registration Form that the Walker is in the database o Cash and checks are placed in the cash security box o Walker receives t‐shirt and starts the Walk

Scenario 2: Walker Is NOT Listed on The Printout o Walker is referred to the Unregistered Check‐In queue o Walker completes Registration Form (may already have a completed form) o Volunteer verifies the amount of donation, initials the bottom of the Registration Form, and indicates that the person is not in the database o Cash and checks are placed in the cash security box o Walker receives t‐shirt and starts the Walk

Completed Registration Forms should be filed alphabetically by a volunteer. After the event, the Registration and Finance Manager will review the forms and enter any unregistered Walkers into the database.

Registration Checklist

Check In Check names against database printout Every Walker must sign Registration Form Registration Forms filed alphabetically in manila folders Cash and checks stored in cash box Gifts organized on tables After the Event Cash and checks deposited into bank account All unregistered Walkers entered into database Final financial report completed

Tax Receipts Donations to Walk Me Home are tax‐deductible. A “thank you for your donation” card may be given to all donors who contribute less than $250. NFPA has created a template for each Event Committee to use and customize with their local organization name and Federal Tax ID Number.

For donations of more than $250, an official tax deduction letter must be used. Samples of both the thank you card and tax letter are included in this handbook.

IMPORTANT NOTE: It is critical that Event Committees organizing a Walk Me Home event have official nonprofit status, called 501(c)(3), otherwise the donations are not tax‐deductible. If your organization does not have 501(c)(3) status, work with your State Walk Coordinator to ensure the state organization is the organization officially collecting the donations.

Section 2: Team Recruitment Teams are a great way to increase participation in Walk Me Home and generate funds. A team is a group of people representing their place of employment, neighborhood, school, place of worship, family or community organization.

If done correctly, team recruitment can have a lot of benefits. It may be useful to recruit one or two volunteers to help with the recruitment process.

Locating Teams Potential teams are all around the community. The first step is to identify potential organizations that might field a team by developing a list of all local businesses that have at least 25 employees. This information can usually be found at the Chamber of Commerce or Better Business Bureau. Work with the Sponsorship Manager to include all potential and confirmed sponsors.

Where to Find Teams National Corporate Teams NFPA and Affiliates Boards and Committees Organizations and Businesses That Have a Current Local Businesses Relationship with Foster Care Real Estate Offices Foster Families Health and Fitness Centers Religious Organizations/Youth Groups Corporations/Large Businesses High School Clubs College and University Groups Police Departments Fire Departments Immigration and Customs Enforcement Armed Forces (Active Duty/Reserve/National Hospitals/Doctors’ Offices Guard) Athletic Teams Barbers/Beauty Shops/Spas State and City Employees Social and Cultural Organizations Radio and TV Stations Students and Teachers

Once the list is developed, you will want to start targeting the groups to solicit their participation. There are two techniques you can use:

Personal Visit A personal visit is appropriate if someone provides you the name of a potential contact because you already know a little about them. Set up a time to meet and discuss the advantages of having a team participate in Walk Me Home.

Phone Call The best way to recruit teams is face‐to‐face but to do that you must get your foot in the door. That’s where the phone call comes in.

While on the phone don’t overwhelm them with too much information. Make your call short, simple and ask if you can visit with them in person. Some suggestions: o Ask if you can speak to their employees for 10‐15 minutes at the next employee meeting. o Ask if you can stop by his office to talk about Walk Me Home in more depth o Ask if you can make a brief presentation at an organization’s next meeting

Making the Presentation If you are invited to make a presentation to a group, there are five steps you will want to follow:

Step 1 Introduce Yourself and Explain Why You Are There – Provide Motivation and Information “Hi! My name is (name) and I am a volunteer for the first‐ever National Foster Parent Association Walk Me Home event in (location) to benefit foster care. Thank you for inviting me here today. Foster care is the temporary placement of children with families outside of their home because of abuse or neglect. The goal of foster care is to provide a safe, stable and nurturing environment for these children. Currently, there are more than 500,000 children are in foster care in America. I am proud to be a foster parent (if applicable). For (number) years I have cared for children in my home and helped them live as normal a life as possible. I would like to give you an opportunity to join our event and ask that you make a commitment today to form a team and participate in Walk Me Home.” Step 2 Provide Background Information About Walk Me Home “Walk Me Home is the only nationwide awareness and fundraising event organized to support foster care. It is sponsored by the National Foster Parent Association and (your organization). More than 100 communities across America will participate in Walk Me Home and raise funds for foster care. The Walks coincide with National Foster Care Month, which is May, to help raise awareness about these often‐neglected children and the families who take care of them 24 hours a day, seven days a week without pay.” Step 3 Explain How the Event Works “People can participate in Walk Me Home as individuals or as teams. Each person must raise at least $20 in donations to participate in the Walk and then complete the walk route. The majority of the funds raised will remain in (your state) to benefit foster care.” Step 4 Explain How to Create a Team “What I am offering is the opportunity to create a team to represent (name of company, organization, neighborhood, etc.) and join the rest of (your town) in supporting foster care. All you need to do is register online at www.Walkmehome.org or complete the registration form in this brochure. We will send you a packet so you can begin soliciting donations for Walk Me Home.” Step 5 Answer Questions Answer any questions the group may have and encourage them to contact you with additional questions.

Don’t forget to send a personalized thank you note to the group after you make your presentation. Thank the person for their time and giving you the opportunity to talk about Walk Me Home. If someone suggested the potential team to you, send them a thank you as well.

Creating a Team Creating a team is easy. The online registration form will have a section to register a team. Each member of the team will be listed and can create their own webpage to email and solicit donations. There is also a section for the team to choose its name and create a team web page.

Team Captains Every team will need to designate a team captain. In most cases, this will be the first person who registered the team online. It is the team captain’s responsibility to invite other people to join the team and encourage the team members to raise as much money as possible. Team captains can also help organize team building activities such as all team members Walking together with special hats or dressing alike.

Team Monitoring Once teams are identified, you may want to periodically contact them to check on their progress. Again, this is a great job for a volunteer. Monitoring activities include phone calls, meetings, emails and handwritten notes. By monitoring the teams, you reach out to them and support them as they raise Walk Me Home funds.

Section 3: Finance

Event Budget A budget is a summary of intended expenditures and income allocated for a specific purpose. Each Event Committee will need to create a budget to identify expenses and sources of income.

NFPA has created a budget template in Microsoft Excel that should be used by every Event Committee to ensure consistent reporting and that all financial data can be easily uploaded into the Walk Me Home financial system. Event Committees may use their own financial software to manage the event, but financial reports must be submitted to NFPA using the template.

Every budget will have three main components – Income, Expenses and Profit and Loss Summary. The NFPA template has three different worksheets to track these components ‐‐ they are listed as separate tabs at the bottom of the Excel spreadsheet.

Each of these components is tracked in two ways – estimated versus actual. Your preliminary budget amounts will be entered in the “estimated” column and your actual expense or income will be entered in the “actual” column so you can measure your budget’s accuracy.

Supporting Documents Every transaction you make for your event will generate a supporting document such as sales slips, paid bills, invoices, receipts, deposit slips and canceled checks. You need to keep these documents to record them in your budget as well as to provide proof of a transaction for your tax return. Keep them organized – for example, by month, type of income and type of expense ‐‐ and in a safe place.

Developing the Event Budget

Step 1: Income The income report details all the income you will receive from your event. Some of the sources of income are donations, sponsorship and vendor fees.

You should estimate how much income you expect to raise from different sources and enter that number in the “estimated” column. The computer will automatically calculate the total for each section and transfer the amount to the Profit and Loss Summary Income Total.

The income report already includes the most common types of income but you can add or delete items as necessary.

Some of the supporting documents for income are: o Walk Me Home website report o Bank deposit slips o Receipt books o Invoices o Credit card charge slips

Step 2: Expenses Expenses are the costs you incur to host your event. It is very important that the Event Committee work together to identify every possible expense – each manager should be responsible for defining the expenses in their areas. Be as specific as possible and allow some money for miscellaneous, unbudgeted expenses that may arise.

Call around to local vendors to get estimates if needed. Be conservative and overestimate how much something will cost, within reason.

Example Logistics • Rent 25 folding tables $150.00 • Rent 50 folding chairs $100.00 Registration • Print 1,000 copies of Walk Me Home brochure $50.00 • Make 500 copies of Donation Form $5.00 • Order 50 volunteer t‐shirts $150.00 Entertainment • Book band for four hours $600.00 • 750 bottles of water $750.00 Miscellaneous • Unbudgeted expenses $100.00

Your expenses should be entered on the NFPA template in the “estimated” column and the computer will automatically calculate the total for each section and transfer the amount to the Profit and Loss Summary Expense Total. Expense items can be added or deleted as necessary.

If your expenses exceed your funding, you must prioritize by dividing them into two categories: o Must have o Nice to have

Items on the “must have” list will be your priority. If additional funds are found, then you can include items on the “nice to have” list. Ideally, expenses should not exceed more than 25 percent of your expected income –

350 people x $20 per person = $7,000 x 25% = $1,750 for expenses

Some of the supporting documents for expenses are: o Canceled checks o Account statements o Credit card sales slips o Receipts o Petty cash slips for small cash payments

Step 3: Profit and Loss Summary The third section of the report is the Profit and Loss Summary. This section is automatically computed by the computer so you will not need to enter any data here. The Profit and Loss Summary gives you a quick look at how well your Event Committee is doing to cover its expenses and make a profit.

Using Your Event Budget Once you have developed your budget and submitted it to the State Walk Coordinator for approval, it becomes a working document for your group. As income and expenses are confirmed, you will enter the amounts in the “Actual” column.

By comparing estimates to actual spending, you will be able to track the progress of your group and make any necessary financial adjustments.

For questions about completing the budget template, please contact us at [email protected].

Bank Account NFPA recommends each Event Committee open a separate checking account for Walk Me Home. This will help streamline the budget process and allow for checks to be deposited for the event.

To ensure all donations to Walk Me Home are tax‐deductible, it is critical that only official nonprofit organizations, called 501(c)(3), open bank accounts. If your organization is not a 501(c)(3), work with your State Walk Coordinator to have the state association open the bank account.

Note: All checks should be made payable to “Walk Me Home.” Each Event Committee must open a Walk Me Home checking account for these deposits and other expenses.

Sample event registration form and tax donation letters can be found at www.NFPAOnline.org/WMHResources

Sponsorship Manager Position Summary, appointed five (5) months before event

The Sponsorship Manager is responsible for securing dollars, products and services from local businesses to help offset the cost of the event and to provide name recognition to those sponsors before, during and after the event.

Responsibilities o Report to Event Chair o Work with Event Chair and Event Committee to identify and recruit local sponsors (either cash or value‐ in‐kind) o Work with Logistics Manager to identify local sponsors to provide VALUE‐IN‐KIND equipment (tables, chairs, tents, AV) o Work with local sponsors to obtain approval for using their logos (for t‐shirts, signage, etc.). o Work with Media and Publicity Manager to identify local media sponsor o Work with Media and Publicity Manager to identify local printing sponsor o Work with Entertainment Manager to identify donated entertainment, food and beverage and other opportunities o Provide background information to Media and Publicity Manager about local sponsors for press releases o Meet and greet local sponsors at event, escort as needed o Work with local sponsors to solicit teams to participate o Manage Sponsor Hospitality Area (if warranted) o Prepare thank you notes for sponsors after event o Trains and supervise volunteers as needed o Prepare progress reports as required by Event Chair o Prepare final report as required by Event Chair

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Member of the business community helpful o Sales experience desirable

Sponsorship Timeline

Sponsorship Manager 150 days Identify potential local sponsors 120 days Finalize sponsors 60 days Develop sponsor recognition program 120 days Approve local sponsor logos 60 days Order sponsor recognition items 30 days

Sponsorship Relationships with businesses and organizations are an essential component for a successful. Walk Me Home provides the kind of opportunity for community involvement and recognition that many businesses want. Companies demonstrate their good citizenship to the community at large and to their employees by sponsoring local events.

Sponsorship is not only defined as a donation from a company. Rather, it is a relationship between the company and Walk Me Home. In return for the recognition a company will receive, the company pays an amount of money or provides value‐in‐kind based on the perceived value of being publicly associated with the event and having their name in front of your audience.

Sponsorship money typically comes from a company’s marketing or public relations department. Important Note About Sponsorship versus Advertising

The IRS has very specific rules about the difference between a sponsorship and advertising. To avoid certain tax complications for the National Foster Parent Association, no advertising can be placed in Walk Me Home materials.

An ad contains contact information or a call to action. For example, if the item says, “Call ABC Company for a quote” that is an ad, not a sponsorship benefit.

It is best to avoid text but if it is necessary, then it should say nothing more than, “ABC Company is a proud supporter of Walk Me Home.” No phone number, no web address, no call to action.

Sponsorship Goal Since this is the first Walk Me Home event, it may be hard to set a sponsorship goal. For some groups, 100 percent of expenses may need to be raised through sponsorships. Carefully review your event budget to see what money might already be available (many state and local organizations will provide some funds) and then set your target for sponsorship.

Types of sponsorship opportunities: o Team recruitment o Event sponsorship o Event underwriting o Value‐in‐Kind

Team Recruitment Never underestimate the value of teams from businesses and organizations. The more participants your event has, the more perceived value to potential sponsors. Companies like to support their teams with sponsorship. Employees like knowing that their employer’s values are similar to their own.

Company‐supported teams tend to raise more money than those who participate without the support of their employer.

Be sure and coordinate any company team recruitment with the Registration and Finance Manager.

Event Sponsorship Event sponsorship is relatively straight‐forward – consider it unrestricted funds to your event. Event sponsors will provide a cash donation that the Event Committee can then spend as it needs.

Event Underwriting A company will underwrite an expense in your budget when it pays an exact amount to cover an existing expense. For example, if XYZ Company pays the exact amount to cover the cost of your printing needs, they may write a check to your organization and receive full sponsorship benefit.

The difference between sponsorship and underwriting is largely the way the proposal is presented. Sponsorship is more general in nature and underwriting is a specific ask for a specific amount to cover a specific budgeted expense.

Value‐in‐Kind Value‐in‐kind is when a company donates a product or service that is part of your original event budget. However, a company that donates key chains with their logo is not a sponsor unless key chains were part of your original budget. Be careful not to recognize companies as sponsors without truly reducing the expenses of your event.

Sponsor Recognition In addition to the publicity local sponsors will receive, the Sponsorship Manager should create a Sponsor Recognition Program to thank each of the sponsors. The program can be as simple as a thank you certificate sent to each sponsor or it can be more involved such as a ceremony at the Entertainment Stage with each sponsor being publicly thanked and presented with a plaque. Be creative and try to incorporate foster children into any recognition event to help underscore the value of the sponsorship.

Another recognition idea is an advertisement in the newspaper after the event thanking the sponsors – a sample advertisement is available in the Media and Publicity section.

Sponsor Hospitality If several of your sponsors plan on attending the event, it is a good idea to have a small tent for a Sponsor Hospitality Area. Here you can have free coffee and snacks for the sponsors, keep a list of who has attended, and provide them name tags. One or two volunteers can staff this area to make sure volunteers are greeted and treated courteously.

Tips for Making Sponsorship Requests o Start with personal contacts. Do you or anyone on the Event Committee know someone who can get you in the door? o Know your potential sponsor. Tailor your presentation to their interests – why is this the “right” event for them to sponsor? o Dress for success. Wear clothing appropriate for the environment in which you’re presenting. How you present yourself is very important. o Know your product. Make sure you are comfortable talking about Walk Me Home and foster care issues, and why the event is important to you. o Do your homework on the business you are approaching. Businesses will appreciate you taking an interest in what they sell or what service they provide. © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 37

o Use your charm; if you are pleasant, you will succeed. o Ask for a specific amount but leave the door open for other options. o Strongly encourage all your sponsors and prospects to form teams.

Sample Introduction: o Good morning/afternoon. My name is John Doe, sponsorship manager for the Walk Me Home, the only nationwide fundraiser for foster care. I appreciate you taking time to meet with me today – I know how busy you are. The ABC Company has been a well‐respected member of the (community name) community since (year) and I have heard a lot of great things about how you support (community name). o Walk Me Home is coming in a few months and I wanted to tell you about it and give you an opportunity to be part of this wonderful community event. o Walk Me Home is the only nationwide foster care awareness and fundraising event that will be held in more than 100 communities in 25 states. This is the first national fundraiser ever organized for foster care. Our goal is to aid some of the most neglected children in our society…children in foster care. o My organization (your organization name) and the National Foster Parent Association are sponsoring the (community name) event on (date) at (location). We hope to raise more than $(amount). o Currently, there are more than 420,000 children in foster care across the country – (number) of which are in foster care here in (state). o The facts of foster care in America are sobering. The number of children in the system is nearly double what it was 25 years ago. Experts estimate that more than 80 percent of placements are the result of substance abuse in the home. On average, children stay in the system almost three years and stay with three different families. Many are not only separated from their parents, but from their brothers and sisters as well. o Your company’s association with Walk Me Home will enhance your image as a caring member of our community to your employees and clients. Walk Me Home sponsorship provides opportunities for you to reach out to local foster families. o May I share with you the sponsorship opportunities and Walk Me Home information? Again, thank you for your time today and I will follow up with you later in the week.

Sponsorship Checklist

Item Review event budget with Event Chair and Registration and Finance Manager to identify sponsorship opportunities

Develop a list of local business contact list

Create sponsorship request letters Follow up with contact list

Work with sponsors to get approved logos for inclusion on t‐shirts and signs

Notify Media and Publicity Manager of new sponsors so a press release can be sent Set up Sponsor Hospitality Area

Have name tags available for sponsors who attend

Meet and greet sponsors as they arrive Work with Entertainment Manager to recognize sponsors (particularly those who attend)

Send thank you letter to sponsors after event with details of how much money was raised

Sample sponsorship request and invitation can be found at www.NFPAOnline.org/WMHResources

Media/Public Relations Position Summary, appointed five (5) months before event

The Media and Publicity Manager is responsible for working with the local media to promote the event, and for publicizing the event in the local community.

Responsibilities o Attend Event Committee meetings as needed o Maintain distribution list of local media o Distribute generic press releases, advisories, etc., as requested by NFPA o Act as pre‐event spokesperson o Serve as media point of contact for information o Work with Entertainment Manager to promote FCM activities o Compile press kits for media o Solicit live remote coverage of event from local station o Assist Sponsorship Manager to solicit local printer sponsor and media sponsors (for free advertising) o Distribute generic release to local sponsor corporate communications’ departments o Proactively seek interesting stories about the Walk and its participants o Place follow‐up calls to media to encourage coverage o Provide outreach and educational materials about foster care o Organize for a volunteer photographer to document the event o Manage Information Area (outreach program) o Manage Media Table (if needed) o Train and supervise Media volunteers o Distribute posters and flyers in local community o Maintain a clip file o Prepare progress as required by Event Chair o Complete final report as required by Event Chair o Submit copy of clips file with final report

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Confident speaker and communicator o Communications or media experience desirable

Media/Publications Timeline

Media Manager 150 days Update media distribution list 120 days Work with sponsorship manager for media/printer sponsor 120 days Distribute Walk announcement press release 30 days Distribute posters in local community 90 days Distribute registration brochures 90 days Distribute Community Calendar Announcement 90 days

Distribute Newspaper Advertisement 60 days Distribute local sponsor press release 90 days Distribute PSA 30 days Work with editor on feature stories 60 days Distribute letter to the editor 14 days Order press kits 90 days Prepare material for information table 30 days Distribute media advisory 30 days Distribute wrap‐‐‐up press release 14 days Distribute sponsor thank‐‐‐you advertisement 14 days Contact media for day‐‐‐of‐‐‐event coverage/live remote 14 days

The Media and Publicity Manager is responsible for two areas that are interlinked and dependent: publicity and media relations.

Basically, publicity is media coverage such as news stories, features stories, talk show interviews and editorials. It is different from advertising in that it is free. Because it is free, it is more credible and more likely to have an impact on the reader, listener or viewer. However, organizations have little control over the message because reporters and editors determine what will be said. For Walk Me Home, publicity also includes advertising the event in the community with posters and brochures.

Media relations is working directly with the media. It includes a variety of methods to contact and provide information such as press releases, media advisories, letters and phone calls to editors and reporters. Since media and publicity is a huge job you may want to find some volunteers who are willing to serve as a media committee to help with the work. Seek out people who have similar jobs such as in marketing, public relations, journalism or advertising. Consider students from a local university or community college who may be interested in getting some practical experience for their resume.

Media Distribution Lists NFPA will provide each state with a distribution list of media outlets. Use this list as your starting point and research all the small local publications in your area. You will be surprised how many there are. Separate your list into sections such as print media (newspapers), broadcast (radio and television), company employee newsletters, church bulletins, and other (homeowners’ associations, Parent Teacher Associations, Real Estate Agents, Recreation Centers, Chambers of Commerce and other small groups that must publish newsletters).

Don’t forget to check out small newsletters for seniors, local free magazines or anything else that is printed regularly in your community. For everything besides the traditional media (print and broadcast) you will want to contact the editor and get permission to submit a small piece – don’t indiscriminately distribute your information to these smaller publications without permission because you don’t want to alienate them.

It’s important your distribution list indicates publication frequency and deadlines to maximize your success.

o The official name of the event is “Walk Me Home.” This is the only approved reference for the event and has been trademarked. Every Walk must use the same name and logo. o No alterations to the name or logo will be permitted. o Ideally, the Walk Me Home logo should always be placed in a corner with sufficient white space around it (no less than one inch). o Color printing is best but only print in color when using white paper. For one color printing, only use black. o Sponsorship Name: “Walk Me Home presented by the National Foster Parent Association and your organization name”. Your organization name should never appear before the name of the event, e.g., don’t refer to it as the “Anytown USA Walk Me Home.”

Section 1: Publicity

One of the keys to effective publicity is creativity. NFPA will provide some basic tools and ideas, but the Media and Publicity Manager should brainstorm for other publicity ideas. Include your good ideas on the Event Chair’s monthly report so we can share them with the other Event Committees around the country.

Publicity Tools: o Posters o Registration Brochures o Community Calendar Announcement o Website o Newspaper Advertisement o PSA o Feature Story

Posters/Flyers Two of the most visible publicity tools are the Walk Me Home poster and flyer. Both are generic signs that the NFPA can help you customize for your event – a blank space will be on the poster and flyer for you to include the date, time, location and name of your local organization. This information can either be printed (our recommendation for the most professional look) or hand‐written. Work with the Sponsorship Manager to find a local printer who may be willing to donate free printing for the event (printer becomes a local sponsor and gets free publicity as well).

You will want to start distributing the posters and flyers around your community about six weeks before your event. The best way is to solicit a group of volunteers to go out at the same time and completely cover your targeted area in a few hours with Walk Me Home posters. Focus on the high‐impact areas of your community – supermarkets, gas stations, coffee shops, malls, restaurants, etc. Ask business owners to display your posters in their windows. Don’t forget to remove all posters after your event. Registration Brochures

Registration brochures can also be used for publicity. These three‐fold brochures can be distributed at local businesses and organizations and come with a stand so they can sit on a counter near a cash register. Brochures should be distributed about a month before your event, but not before 1 March when online registration begins. The brochures provide information about the event and include a postcard that can be mailed to the Registration and Finance Manager for more information or to register.

Community Calendar Announcements Once you have your list media distribution list compiled, send a Community Calendar Announcement to the editors. Most traditional media won’t use this information until a few weeks before the event, but monthly publications will use it a month or two out. NFPA will provide a generic community calendar announcement that can be customized for each Walk. © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 41

Online Publicity Every Walk Me Home event will be listed on the Walk Me Home website (www.WalkMeHome.org). Participants will be able to search the website for the Walk nearest them and register online to participate.

Many sponsoring affiliates and local organizing entities also have websites so don’t overlook these areas for publicity. Also, get your corporate sponsors to link to your Walk page and vice versa. Include an announcement about your event and direct people to the Walk Me Home website to register.

And don’t forget community websites – many communities have websites that publicize local events and activities.

Important Note: Regardless of the website, it is important that people are directed to the official Walk Me Home website for further information. Event Committees should not create their own websites or attempt to replicate information available on the Walk Me Home website. Having one website allows us to provide consistent information around the country and emphasize the national scope of the event.

Newspaper Advertisement Once you secure a media sponsor that is willing to run advertisements (or a corporate sponsor willing to underwrite the costs), work with the advertising department to develop a schedule of when the ads will run. A generic Walk Me Home advertisement is provided and can be customized for your event. Pay careful attention to advertising department deadlines so you don’t miss any opportunities.

Public Service Announcement (PSA) PSAs are provided to broadcast media. A generic script is included that can be customized for your event. Make sure you check with broadcasters in your area to understand their deadlines for submissions – many have long lead times for PSAs.

Feature Stories Feature stories are another way to get the media involved. There are many inspirational stories of foster children and foster families in your community. Identify a few people who are willing to share their personal experiences in foster care. Build a relationship with local reporters and then provide them with these feature stories ideas, particularly in the final weeks before the event. Be sure and provide complete information to the reporter (who, what, why, where and when) to increase the odds that they will follow up.

Other Publicity Ideas Another easy way to get publicity is asking local businesses to promote the event on their outdoor marquees. Ideally, Walk Me Home promotions on outdoor marquees should be limited to one or two weeks before the event.

If you have a dynamic volunteer who is a good speaker, see if you can book time with local groups such as the Rotary Club, Elks Club, Garden Club, Seniors Club, etc., to make a brief presentation. Have copies of the Registration Brochure available to people can register immediately.

Information Table One of the goals of Walk Me Home is to promote fostering and a positive image of foster care. One suggestion is to set up an Information Table in your operations area.

Staff your Information Table with current and former foster children (teens) and foster parents. Have a variety of materials available about your organization, NFPA, and how to be a foster parent. Make sure your volunteers are friendly and approachable, and are willing to share their stories with the public.

The idea is to make the Information Table informative and inviting. Have local foster children decorate it with a theme. Maybe invite someone from child welfare services to be available to answer questions.

Media and Publicity Manager Checklist – Publicity

Item

Work with the Sponsorship Manager to get a local printer sponsor for printing needs

Work with Sponsorship Manager to pursue a media or corporate sponsor willing to underwrite

advertising

Work with the Registration and Finance Manager to order publicity and media items (posters, press kits, etc.) Create a Publicity Committee to assist with the work

Develop your media distribution list to include all local outlets; begin contacting local organizations

to see if they are willing to run Walk Me Home announcements

Make sure your event is listed on the Walk Me Home website Identify a few good human‐interest stories in the local foster care community

Contact local reporters to provide them ideas for feature stories Distribute posters in local community Approach business to advertise on marquees Distribute Community Calendar announcements Distribute Registration Brochures Work with Sponsorship Manager to advertise “thank you” letter for local sponsors to run in newspapers week before the Walk Distribute newspaper ads and PSAs to local media Prepare information for Information Table Solicit foster children/foster parents to staff Information Table Set Up Information Table Distribute sponsor thank‐you advertisement to local media Section 2: Media Relations

Media Relations specifically deals with the traditional media outlets. Media (always plural, the singular is medium) are divided into two types: print (newspapers, photojournalists, and now Internet media) and broadcast (radio and television).

When dealing with the media it is important to be professional and media savvy. Journalists prefer information that is short and to the point – space and time is always limited. Unless used in a feature story, opinion and emotional language should be avoided.

Most print media also use the Associated Press Stylebook and Briefing on Media Law for writing and editing (there are other style guides but this is one used by most newspapers and news magazines). This publication provides clear and simple rules to ensure uniformity for reading ease. It addresses grammar, punctuation, capitalization, and common usage. While there is always a lively debate in journalism about style and language, we have tried to ensure all Walk Me

Home media materials (press releases, media advisories, etc.) are in accordance with AP style. Please follow our format and refrain from capitalizing words or changing the structure.

Media Sponsorship It is important to work with the Sponsorship Manager to secure a media sponsor for the event. This could be a local newspaper, radio or television station that agrees to provide free advertising in return for sponsorship recognition (including logo on the Walk Me Home t‐shirt). In some cases, this may include exclusive coverage of the event; be sure to weigh the pros and cons of having exclusive coverage before agreeing. If you cannot secure a media sponsor, work with the Sponsorship Manager to get a corporate sponsor to underwrite the costs.

Press Releases Generic Walk Me Home press releases are available to distribute to the local media. While these can be customized for your local event, they should not be significantly altered in any other way. It is very important to send a consistent message to the media across the country about the Walk Me Home event and foster care issues.

Be sure to follow up your press release with a personal phone call to the editor to speak with them in person or leave a message to see if they need any more information from you.

The easiest way to distribute press releases is via email. The NFPA media distribution list is an email list. When emailing your release do not send it as an attachment, but copy it into the body of the email – media outlets usually do not accept messages with attachments. In the subject line of your email type “Walk Me Home Press Release” or something similar.

Please note that press releases should be printed double‐spaced (the samples are single‐spaced in this handbook) and the number “30” or “XXX” should be centered at the end to indicate that there is no more copy.

A sample media advisory reminding the local media about the Walk should be sent about two or three weeks in advance to give the editor time to schedule a reporter and photographer to cover the event. Media advisories should also be printed double‐spaced and use a “30” at the end.

Sample Press Releases: o Announcement of the Event o Announcement of Local Sponsor o Media Advisory for Event o Wrap‐Up of Event

Press Kit About a month before your event you should have some press kits available for those media who want more information. There is a standard press kit that can be ordered from NFPA for Walk Me Home; coordinate with your Registration and Finance Manager to order well in advance.

The Walk Me Home press kit contains information about the event, national news releases, NFPA information and information about foster care. Each Event Committee can add items to the kit such as a media advisory about the event and local organization or state affiliate promotional materials, if available.

Extra press kits should be available at the Walk for any media that attend.

Live Remote Many radio stations will provide a live remote for some community events. Contact your local radio station to see if they would be interested in broadcasting live from your Walk. This is a great way to get publicity for the event and also provides the station an opportunity to promote itself in the community.

Media Table If you expect several media to attend your event, a Media Table is a good idea. At the Media Table you will need one or two volunteers to greet media, provide them a press kit, answer any basic questions and coordinate for interviews. The key is having knowledgeable volunteers who know where to get answers and can think quickly on their feet.

While media don’t have to check‐in to cover the event, it is a good idea to keep track of who is there (name and organization) so you can send thank you notes after the event and can include the number in the final report. Also, it will help you focus on which publications or broadcasts to look at to see how much coverage you got.\

Official Spokesperson The Media and Publicity Manager is the official spokesperson for the event. The State Walk Coordinator (if present) and the Event Chair may also serve as official spokespersons as necessary.

The spokesperson is the representative of the event who speaks on behalf of the event. To ensure accurate and consistent information is presented to the media it is important to have an official spokesperson. This is called “Speaking with One Voice” meaning that the same details and message is presented to all.

Volunteers and other staff are certainly welcome to speak to the media but are asked to only answer questions of a personal matter, for example, do you enjoy being a volunteer, why did you become a foster parent. Other questions should be referred to the Media Table for comment.

Clips File A good way to calculate the effectiveness of your media and publicity program is to keep a clips file. A clips file is a copy of all the printed materials (stories, advertisements, editorials, photos, etc.) that appear about your event. While it will be difficult to include every article, try and include as much as you can. Ask for copies from publications that you don’t normally read to make your file even more complete.

You should submit a copy of your clips file with your final report after the event.

Media and Publicity Manager Checklist – Media Relations

Item Develop your media distribution list using the NFPA list and adding additional local outlets; contact each to verify submission deadlines and formats Prepare timeline for distributing the different press releases to the media Contact local radio stations about doing a live remote during the event; coordinate with Logistics Manager if necessary Order press kits through Registration and Finance Manager Send letter to the editor to local newspapers Distribute Media Advisory requesting coverage about three weeks before the event Begin a “Clips File” and start collecting all Walk Me Home newspaper and newsletter ads and stories that appear in your community. Copies of all clips should be included with your final report. Prepare press kits Distribute press releases Call local media one week before the event to encourage coverage © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 45

Set up Media Table Look for and greet any media that attend your event. Make sure to answer all their questions. Direct them to the Media Table to get a press kit. Keep track of all media who attend (name and organization) for final report and thank you notes. Coordinate for interviews during the event. Official spokespersons are State Walk Coordinator, Event Chair, and Media and Publicity Manager. Have other types of interviewees (foster parent, foster child, sponsor, volunteer) identified in case the media want something specific. Send thank you letters to all media who attend

Tips for a Successful Media Interview o Know a reporter’s angle or agenda before agreeing to the interview o Know the format and ground rules o Prepare by anticipating questions. Rehearse. o List key messages you want to convey o Be responsive and concise. A 10‐minute interview may only result in 20 seconds on air or three lines in the newspaper. Crystallize your thoughts with a few focused sentences. State important facts first. o Be believable. Use the reporter’s name. Make eye contact. Be relaxed o Bridge from a negative topic to a positive one o Don’t use jargon. Remember the expression “KISS – Keep it simple, stupid.” o Don’t speculate or talk off the record o Smile and thank the reporter

Sample press releases, letter to the editor, newspaper advertisements, PSA for radio, community calendar listing, and thank you advertisement for sponsors can be found at www.NFPAOnline.org/WMHResources

Entertainment Manager Position Summary, appointed five (5) months before event

The Entertainment Manager is responsible for three main areas: Entertainment, Food and Beverage, and the Look of the event.

Responsibilities o Report to the Event Chair o Attend Event Committee meetings o Secure music and entertainment for event o Manage Entertainment Area/Stage o Work with Logistics Manager to setup PA system o Solicit local celebrity to emcee event o Develop event program (running order, speakers, etc.) o Arrange for games and activities for children o Organize for food and beverage (in conjunction with Sponsorship Manager) o Organize for water stations along the route (in conjunction with Logistics Manager) o Responsible for the overall look and feel of the event o Determine position of all signs, banners, etc. in coordination with Event Committee o Prepare all signage as required o Install all signs, banners, posters, balloons, and other elements of the Look (in conjunction with Logistics Manager) o Train and supervise volunteers o Prepare progress reports as required by Event Chair o Prepare final report as required by Event Chair © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 46

Qualifications and Skills o Knowledge of and commitment to NFPA mission o Knowledge of community o Interest in leadership o Creative, artistic personality

Entertainment Manager Timeline

Entertainment Manager 150 days Recruit local celebrity participation (as emcee) 120 days

Develop Event Program 90 days Confirm event talent 60 days Finalize children's activities 30 days Solicit food and beverage vendors 120 days Solicit water vendor 120 days Determine position of all look and signage elements 30 days

Order look and signage elements 60 days

Section 1: Entertainment

While entertainment doesn’t directly affect the success of the event, it is an add‐on that can turn a good event into a great event. Entertainment and activities encourages participation and creates a fun atmosphere and a more enjoyable event.

Ideally, all entertainment and activities should be donated to the event. Value‐in‐kind or underwriting are great ways to provide entertainment for little or no cost. Many people will be willing to donate their time and services to Walk Me Home – find them and solicit their help. Work with the Sponsorship Manager to identify opportunities for donated entertainment.

A great idea is to search within the local foster care community for talent – having entertainment that features outstanding foster children is a great way to promote foster care.

Once you have secured your entertainment, finalize their equipment needs to ensure there are no surprises on the day of the Walk.

Entertainment Stage Having an entertainment stage helps focus activities for the event. From here, you can have live music performances, play music, present awards, and recognize sponsors and local celebrities.

A proper outdoor stage at least 12’ x 12’ would work for most entertainment. You will need a sound system and some sort of backdrop; work with the Logistics Manager on the details.

The stage should be set up too close to the Start/Finish Line and Registration Area to prevent congestion.

Entertainment Ideas o Local bands o Disc jockey (work with the Media and Publicity Manager – this could be a live remote from a local radio station) © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 47

o Irish dancers o Dance Team o Karaoke o Singing groups o Impersonators

Emcee A great idea is to recruit a local celebrity to emcee the event. The emcee officially starts the Walk, introduces entertainment acts, provides foster care information, and keeps the program moving along. If you can’t find a local celebrity, find an outgoing volunteer who is not shy of speaking in public.

Event Program Identify all of the components to develop your event program. Schedule times for each act as well as time for sponsor recognition (local sponsors should be invited on stage to receive a thank you gift organized by the Sponsorship Manager). The idea is to have something scheduled on the stage the entire time of the Walk to create a festive atmosphere.

Make sure to work your program around those entertainment acts that want to participate in the Walk – and hopefully they all will.

Example

Entertainment Contact Special Needs Start Finish Confirmed Emcee John 123‐4567 Cordless mike 9:00 12:00 Dixie Band 123‐4567 Bales of hay 9:15 9:45 Yes

Foster Singers 123‐4567 9:45 10:15 Yes

Children’s Activities Another great way to create a fun atmosphere is to have an area near the Entertainment Stage for children’s activities. Activities should be age‐appropriate so you will need to think about what age groups you expect to have. Hopefully, all of the foster children in your community will be at the Walk.

Depending on the number of activities, assign one or two volunteers to manage the space and keep the games going. Make sure they are good with children and are energetic. Try to find a local sponsor willing to donate some child‐ appropriate prizes such as candy, stickers or toys.

Children’s Activities Ideas o Story Teller o Scavenger Hunt (20 items visible along route) o Coloring/Chalk Area o Clowns o Face and Nail Painting o Magician o Pictionary o Three‐legged Race

Section 2: Food and Beverage

No event would be fun without food. Having a small food and beverage area is a great way to attract people to the event and a revenue opportunity for local vendors. It can also help create a great community activity if you organize a BBQ after most of the Walkers have finished.

You should solicit sponsors from local restaurants to provide free or discounted food or drink. If the price is discounted, ask that the sponsor donate all or some of the proceeds to Walk Me Home. Work with the Sponsorship Manager to identify opportunities in the community; the three key food contributors to target are restaurants, grocery stores, and restaurant supply companies.

When your vendors are identified, work with them to understand their requirements – electricity, space, etc. Make sure they have food handlers permits or whatever is required by your city to serve food to the public. Don’t overlook the permits – you don’t want to run into trouble with the health department; request a copy for your records.

Depending on the type of food you serve, you may need to add an eating area with folding tables and chairs. Make sure some tables and chairs are in a shady area such as a tent so people can get out of the sun. Don’t forget plates, napkins, cups, etc., if they are not provided by your food vendor. Your Logistics Manager should provide garbage cans in the food area – try to recycle as much as possible.

Food and Beverage Ideas o Hot dogs o Hamburgers o Pizza o Coffee cart o Sodas, juice, water o Muffins, bagels, cookies o Foster Child Bake Sale (have foster children sell baked goods to raise funds) Water Stations Whatever length your route may be, it is still a Walk and people will be thirsty. We recommend having at least one water stations along the route (at the halfway mark) to provide free water to the participants.

This is a great sponsorship opportunity. Water can be provided in either bottles or paper cups. Don’t forget ice and place garbage cans at the stations and along the route so people don’t throw away the bottles or cups.

The water stations should be a folding table with bottles/cups available. Extra water should be stored below the table in a cooler. If you find a company to donate the water they may also be interested in having a staff member or two distribute it (extra publicity for them). If not, assign a volunteer to each table to hand out the water and make sure nothing is stolen.

Section 3: The Look

The Entertainment Manager is also responsible for the Look of the event, or in other words the decorations. The Look also includes all the signs required for the event. It is important to have a consistent, professional look that is also welcoming and friendly.

Look Elements o Posters o Balloons (need helium) o Signage Package o Start/Finish Banner o Sponsor Recognition Banner © 2008 - 2018 | All Rights Reserved Walk Me Home The National Foster Parent Association Handbook & Event Guidance Page | 49

The first step in organizing the Look is to determine where all of the elements will be placed. Using the Event Site Plan developed by the Logistics Manager, the Entertainment Manager decides where to put everything for the maximum impact and usefulness. The Registration and Finance Manager can then order the Look items from NFPA.

The Logistics Manager and his crew will be responsible for installing and removing all of the Look items, but the Entertainment Manager is responsible for ensuring they are in the correct place.

Another consideration of the Look are things like tablecloths (will help make messy areas such as the Registration Area look better), bunting, streamers, flowers, etc. Whatever elements you use, make sure the colors are from the Walk Me Home pallet – dark blue, white, and maroon.

Signage NFPA has developed a standard signage package for Walk Me Home. Every Event Committee will need to order one package, which should provide enough signs for all situations. All signs will have the Walk Me Home logo. Hand‐made signs are to be discouraged unless absolutely necessary.

Standard Signs Are: o Registration Area o A‐G Check‐In o H‐M Check‐In o N‐Z Check‐In o Unregistered Walker Check‐In o Parking o Toilets o Media Table o Information Table o Sponsor Hospitality o First Aid o Food Area o Water Station x 2 o Children’s Area

Entertainment Manager Checklist

Item Recruit entertainment acts as donations to the event Secure stage and sound system in conjunction with Logistics Manager Maintain master contacts list of all acts Schedule performance times and develop event program Assign a volunteer to serve as stage manager to ensure the program runs smoothly Determine equipment needs of all performers so there are no surprises Call all groups two days before to remind them of the event Send thank you notes to all entertainers Identify a local celebrity to serve as emcee Work with Sponsorship Manager to develop the sponsor recognition program Identify area for children’s activities and which activities you will have Get small prizes for the children’s activities Assign one or two volunteers to manage the children’s activity area Identify food and beverage providers and work with Sponsorship Manager

Work with Logistics Manager to layout food and beverage area, and determine electrical requirements if any Check with city to determine what permits are needed to serve food; request copies of permits from all food vendors Work with Sponsorship Manager to identify a water supplier Work with Logistics Manager for the set‐up of water stations Make sure Sponsorship Manager includes all food and beverage supplies in the sponsor recognition program and thank you notes Order Look and signage from Registration and Finance Manager Determine where Look and signage elements will be placed and work with Logistics Manager for installation

About the National Foster Parent Association The National Foster Parent Association is a non‐profit, volunteer organization established in 1972 to address the concerns of several independent groups of foster parents and child welfare professionals to provide foster families with opportunities for advocacy, networking and education. Organized by Helen D. Stone, MSW, Foster Care Program Director at the Child Welfare League of America (CWLA), and Bernice L. Garrett, MSW, Specialist on Foster Family Services at the U.S. Children’s Bureau, the NFPA was created as a non‐profit association with a volunteer Board of Directors and paid staff.

Today, NFPA has grown from an original group of 926 foster parents, 210 social workers, and 59 other professionals to an organization that represents thousands of foster families nationwide through foster parent affiliate associations organized by a Council of State Affiliates.

NFPA Priorities o Promote the delivery of services and support to foster families o Support quality foster care by promoting excellence and best practice o Provide services and support to state and local foster parent associations o Promote positive image of family foster care o Develop and provide education and training, and dissemination of information to members and the public o Advocate at the local, state, and national level; promote networking and collaboration

Please consider supporting foster care on the national level and join the NFPA. Please visit www.NFPAOnline.org