Team Captain Guide AIDS Run & Walk Chicago Saturday, October 2, 2010 AIDS Run & Walk Chicago 2010 Saturday, October 2, 2010 Grant Park Team Captain Guide Table of Contents What is AIDS Run & Walk Chicago……………………………………. 3 Event Details ..………………………………………………………………….. 4 Preparing for Event Day …………………………………………………… 5 Team Building Tips …………………………………………………………… 6 Fundraising Tools ….…………………………………………………………. 7 Team Information Form …..………………………………………………. 8 Team Supplies Form ………………………………………………………… 9 Fundraising Form ……………………….……………………………………. 10 Online Fundraising Road Map ….……………………….…………….. 11 Participant Registration Form ………………………………………….. 12 Volunteer Information……………………………………………………… 13 Matching Gift Companies ………………………………………………… 14 2 About AIDS Run & Walk Chicago What is AIDS Run & Walk Chicago? AIDS Run & Walk Chicago is the largest AIDS-based outdoor fundraising event in the Midwest. Since its inception in 2001, AIDS Run & Walk Chicago has raised more than $3 million net to fight HIV/AIDS throughout the Chicagoland area. In 2009, more than 200 Teams joined forces to walk, run, and raise money in the fight against AIDS. With your help, we can surpass our goal of registering more than 300 Teams and raising $500,000 net! The AIDS Run & Walk Chicago Course takes place along the city’s lakefront, featuring Chicago’s famous skyline. Whether your teammates decide to run or walk along this spectacular course, all participants will be provided with the official AIDS Run & Walk Chicago T-Shirt, Race Bib, entertainment along the course, pre and post event activities, as well as lunch and treats! What Organizations Benefit from AIDS Run & Walk Chicago? AIDS Run & Walk Chicago benefits the AIDS Foundation of Chicago (AFC). AFC is the Midwest’s largest private source of philanthropic support for HIV/AIDS, a model of service coordination and Illinois’ principle advocate for people affected by HIV/AIDS. All event proceeds will be directed to the AFC’s grantmaking program, which has provided community-based agencies nearly $14 million in support since 1988. Members of the AIDS Foundation of Chicago’s (AFC) Service Provider’s Council also have the opportunity to benefit from AIDS Run & Walk Chicago through the CommunityDirect Program. CommunityDirect is an AFC program in which 100% of all money raised by an HIV/AIDS service organization team is returned directly to the participating agency. Since 2007, the AIDS Foundation of Chicago has returned more than $800,000 in fundraising to participating HIV/AIDS service providers throughout Chicagoland. The average amount returned to a CommunityDirect Team is $4,305. 3 AIDS Run & Walk Chicago 2010 Official Team Captain Guide Event Details… When: Saturday, October 2, 2010 Start Time: 9:55 a.m. (Runs) / 10:00 a.m. (Walk) Location: Grant Park (Columbus & Balbo) Chip Timing: All participants that register as runners will receive a Disposable Chip Timer on Distances: 5K Walk, 5K Run, and 10K Run event day to record their time. Individual Registration Fee: $25 in advance Registration Includes: AIDS Run & Walk Chicago $30 on event day T-Shirt, Bib, Goody Bag, and Hot Dog Lunch! Teams: The Driving Force for AIDS Run & Walk Chicago Teams are a key component of AIDS Run & Walk Chicago! In 2009, team fundraising accounted for more than 70% of total event revenue. By forming a team, you help to ensure the success of AIDS Run & Walk Chicago 2010 and allow the AIDS Foundation of Chicago to remain a local and national leader in the fight against AIDS through your group’s fundraising. How Do I Form a Team? How Do I Join a Team? Step 1: Go to www.aidsrunwalk.org Step 1: Go to www.aidsrunwalk.org Step 2: Click on Register Step 2: Click on Register Step 3: Complete the Participant Information Step 3: Complete the Participant Information Web Form. By doing this, you become the Team Web Form. Captain and will create your team in Step 4. Step 4: Select Join an Existing Team Step 4: Select Create a New Team Step 5: Search for your Team Step 5: Select your Team Category Step 6: Click on the Join Button when your team Step 6: Name your Team and complete your name appears and complete your registration! individual participant registration. Captains: AIDS Run & Walk Chicago Success Starts with You AIDS Run & Walk Chicago is here to help you make your team’s participation a wonderful experience! Please call or email us with any questions or ideas you may have as they relate to your team fundraising, participant recruitment, or online pages. We are available to make presentations or provide tutorials to your team, company, or organization. 4 Preparing for AIDS Run & Walk Chicago Team Captain Dates & Deadlines AIDS Run & Walk Chicago Kick-Off Party: Saturday, April 17, 2010 Learn effective fundraising and team building tips, while enjoying a delicious brunch alongside AIDS Run & Walk Chicago Participants at Rockit Bar & Grill – Wrigleyville (3700 N. Clark Street, in Chicago). Register your team onsite! Pick up official AIDS Run & Walk Chicago promotional materials! Create and Build Your Team Online: April 2010 – September 2010 Go to aidsrunwalk.org to create your team, register to participate, and fundraise! Recruit participants to join your team at aidsrunwalk.org using our online tools! Submit All Offline Registration Forms: Wednesday, September 15, 2010 If some of your teams would like to register offline, be sure to submit their Participant Registration Form by Wednesday, September 15, 2010. If your team member registers offline following Wednesday, September 22, 2010 their team t-shirt, bib, chip, and goody bag cannot be picked up in advance of AIDS Run & Walk Chicago. Submit Team Supplies Form: Friday, September 17, 2010 If you would like to have a team tent in Grant Park at AIDS Run & Walk Chicago, submit the Team Supplies Form on page 9 by Friday, September 17, 2010. Pick Up Team T-Shirt, Bibs, & Chips: Various Dates in September 2010 Saturday, September 11, 2010 from 10:00 a.m. to 6:00 p.m. – Walgreens (11 E 75th Street, Chicago) Saturday, September 18, 2010 from 10:00 a.m. to 6:00 p.m. – Walgreens (3401 W. Roosevelt, Chicago) Wednesday, September 22, 2010 from 10:00 a.m. to 6:00 p.m. – AIDS Foundation of Chicago (200 W. Jackson, 22nd Floor, Chicago) Saturday, September 25, 2010 from 10:00 a.m. to 6:00 p.m. – Walgreens (6125 N. Broadway, Chicago) Submit Team T-Shirt Contest Designs: Wednesday, September 29, 2010 Design a team t-shirt that represents why you move in the fight against HIV/AIDS. For ideas and inspiring stories visit aidsrunwalk.org Designs should be sent to Katie O’Malley, Development Coordinator, at [email protected] Join us for AIDS Run & Walk Chicago 2010: Saturday, October 2, 2010 Grant Park will open at 8:00 a.m. on event day for you and your teammates to mix and mingle, enjoy the acitivities, and prepare to move at AIDS Run & Walk Chicago 2010! 5 Tips for Building a Fun & Successful Team Begin Recruiting Participants! Get moving early! Contact everyone you know through each facet of your life – family, friends, co-workers, church members, social organizations, athletic teams, etc – and send them to aidsrunwalk.org to join your team! If a team member does not want to register online, have them complete the offline participant registration form instead, indicating the Team Name exactly as it appear online. Stay Connected! The best way to stay connected is to manage your team online at aidsrunwalk.org. Some suggestions include weekly e-mails, Facebook messages, postcards or letters, weekly communication by phone or–if schedules permit–a team meeting every week or two. Communication will help you tell your team about all the exciting efforts everyone is making for AIDS Run & Walk Chicago. Set a Team Fundraising Goal! Most people work harder when they have a specific goal to meet. Pledges are a major source of funding for AIDS Run & Walk Chicago. See the Fundraising Tips & Tools in this package for more suggestions. Develop a Team T-Shirt and Enter the Official AIDS Run & Walk Chicago T-Shirt Contest! Put on your creative hats and go crazy with creating a t-shirt design for you team. Think about why you are moving in the fight against HIV/AIDS and what images, colors, styles best represent your team’s mission. Be sure to contact AIDS Run & Walk Chicago at [email protected] before Wednesday, September 29, to indicate your intention to participate. Then, just bring your design to the stage on race day, prepare to strut your stuff, and win over the crowd with your design. Create Team Swag! Make banners, posters, flyers to carry with you and differentiate your team from all the others in Grant Park on event day. Run or Walk in honor of someone! Run or walk in honor of someone who has lost their battle with HIV/AIDS, or in celebration of someone whose life is affected by the epidemic. Tell us how you’re doing! Beginning in June, we will publish an online “Team Newsletter to highlight the progress of teams. Your team may be featured for outstanding efforts! So tell us good news about your participants, fundraising goals met and exceeded…and more! Send information about your fundraising and recruitment successes to [email protected]. Team Awards Awards and recognition will be given to Official Teams in the following categories: 1) Most Spirited Team, 2) Largest Team, and 3) Fastest Team. Strategize with your teammates and create a plan to edge out some tough competition on event day to win these awards! 6 Team Fundraising Tips & Tools Talk the Walk (or Run!) Chat about AIDS Run & Walk Chicago with everyone you meet! People cannot donate to you and your team if they are unaware that you are participating in the event.