big red kidney community walk guide - microsoft...small steps make a big difference see you there!...

Small stepsmake aBIG difference

See you there!#BigRedKidneyWalk

Big Red Kidney

How to host your own Walk

Community Walk Guide

Connect with us: Freecall 1800 454 363 www.kidney.org.au 2

About

Big Red Kidney Community Walks

The Big Red Kidney Community Walks unite local communities to raise awareness and vital funds to fight kidney disease. The Community Walks are organised by individuals or groups to support and further expand the reach of Kidney Health Australia’s Big Red Kidney Walk events.

Why hold a Community Walk?Where there isn’t a Big Red Kidney Walk being held

nearby, we call on individuals or community groups

to host their own Big Red Kidney Community Walk.

Kidney disease is a growing health crisis and

more than ever, we need to band together

to raise awareness and fight kidney disease.

For this reason we encourage you to also hold

your Walks on Sunday, 8 September 2019 but

if that day doesn’t suit then please organise your

Walk on another date that works for you and your

community. It’s as important to raise awareness

locally as it is nationally!

Organising your

Community Walk

Prevent, Detect, Support. 3

Big Red Kidney Community Walks

Hosting your own Walk is easy!

Here are the steps to get started:

• Choose a Walk route and venue

• Select a date and time for your Walk

• Speak with your local council – make sure

you are able to use the site and fill in all of the

appropriate forms to lock in your Walk

• Register your Walk on the

Big Red Kidney Walk website at

www.bigredkidneywalk.org.au/host-a-walk

• Name your Walk so people can find it

ie. Goulburn Big Red Kidney Walk

• Promote the Walk using the posters and

supplies Kidney Health Australia provides!

• Host your Walk and have fun!

We have a load of Hot Tips on the following pages.


Kidney Health Australia

Kidney Health Australia will support your Walk by:

• Promoting the details of your Walk on

the official Big Red Kidney Walk website

www.bigredkidneywalk.org.au

• Promoting your Walk via social media

• Providing you the contact details of the

teams and individuals registered for your

Walk prior to your event date

• Connect you with other Walk organisers

to exchange ideas

• Communicate Walk day logistics to all your

registered walkers through the website.

How do I get my event up on the Big Red Kidney Walk website?Register your Walk on the website at


What will Kidney Health Australia provide for my Walk?Kidney Health Australia will provide a free event

pack, which will contain the following:

• 3 x printed Big Red Kidney Community Walk

promotional posters with space to fill in

specific information

• Electronic copies of the promotional poster

and special Kidney Health Australia logo

• Social Media icons to share on your

social media icons

• 2 donation tins

• Bibs and pins for your participants.

How can I find out about other Walks?You can check out the other Community Walks

happening on the Big Red Kidney Walk website.

Support for your Walk

Make your

Community Walk a success!


Kidney Health Australia

Key tips to organising your Walk

• Organise your location early! The earlier you organise the Walk route and

Walk venue (park or picnic area) the more time

you have to promote it and get a good turnout

• Promote, promote, promote! Word of mouth and social media are powerful

tools to spread the word to your family and

friends, for them to share with their friends

and so on. Other ways include getting in touch

with your local newspaper, radio station,

schools, sporting groups and local businesses

• Make it fun! Organise entertainment and fun activities for

your walk like music, face painting or a BBQ

• Get local business support! To make the day fun, try and get businesses to

provide in-kind sponsorship or a donation. They

may also provide food, beverages or raffle prizes

• Encourage participants to fundraise: Make sure your participants are sharing their

fundraising pages with their friends and

family to raise funds to fight kidney disease.

Choosing a good Walk route and venueChoose a Walk route that is easy to follow and

has a clear walking path. Typically scenic areas

(near a lake, beach or park) are great choices so

participants can enjoy the surrounds as they walk

or run. Any opens spaces, like parks or ovals work

well so you can set up activities, marquees and

BBQs in the area. Try to avoid closing roads for

the Walk route as there are fees and processes

involved in doing this.

Getting people to come on your WalkWhile we will help promote your Walk on the

Big Red Kidney Walk website, we encourage you to

contact supporters within your area to tell them

about your Walk. Ways to do this include reaching

out to your family and friends, and asking them to

pass on to their friends, a flyer drop in letterboxes

near your event and promoting your event via your

social media channels.

Registering participants for your WalkPeople who would like to participate in your

Walk can register by visiting the Big Red

Kidney Walk website and selecting your Walk

www.bigredkidneywalk.org.au/events

Participants will then receive an automatic

registration page to kick start their fundraising!


Hot tips

What is an ideal Walk site?Think of an area in your community that is flat,

scenic and has a nice walking trail around an open

space. The route should be suitable for prams,

wheelchairs and walkers and runners of all ages

and abilities. An area located near public transport

with ample parking is also a big bonus!

Does the Walk have to start and finish in the same place?Not necessarily, but it does make the event more

appealing to have one meeting place where people

can gather at the start and end of the Walk.

What materials/equipment do I need for my Walk site?Depending on the activities you plan to include in

your Walk, a few items will make your participants

comfortable and add to their Walk experience on

the day. These items may include:

• Marquee for shading and gathering

• Tables and chairs, particularly if you plan

to hold a BBQ

• Microphone and stage, while not completely

necessary, if you have a large number of

participants, this will assist with any speeches

or entertainment you plan to have on the day.

Organising your Walk site

What is the responsibility of the council with regard to my Walk?The council approves your use of venue and will

require paperwork for your event. You should liaise

directly with your council to see what is required of

your event specifically. Most information for public

events can be found on the council’s website.

Should I be expected to pay the council for my site?In some situations there may be site fees; however,

in most instances, community groups are exempt

from paying these kinds of fees. If there is a cost

it can be taken out of the total you raise for your

event. Please discuss this with a member of

Kidney Health Australia’s Community Fundraising

and Events team.

What happens if weather conditions are bad?The safety of participants should always come

first. In the case of strong winds, contact your

suppliers (like marquee or tables) for them to

assess the situation. Make sure you’ve prepared a

contingency plan for cancelling your Walk.

Hot tips

Walk times and run sheets

Should I have a run sheet for my Walk?A schedule of the day’s events (run sheet) is

particularly helpful for event organisers. It is a

good way to keep track of the event schedule,

different vendors or volunteer contact information

and a handy document to distribute easily to

those assisting you on the day.

What does a run sheet include?A run sheet is a schedule of the day’s events,

including everything happening before, during

and after your Walk. It often includes supplier

deliveries, volunteer arrivals, participant arrivals,

speech times, Walk time, etc. It’s also a good

place to keep all contact information for your

suppliers, volunteers and any other parties

assisting on the day.

What does a typical schedule look like?This is an example of a run sheet, but you may

choose times to suit your specific event:

8:00am: Walk site opens,

suppliers begin to deliver goods

8:30am: Volunteers arrive,

volunteer briefing begins

9:30am: Walkers begin to arrive,

entertainment commences

10:15am: Warm up (ask the local gym for help!)

10:30am: Official start of the Community Walk

(ask a local celebrity to open your Walk!)

11:30am: Walkers start to return back

to the Walk site

12:00-2:00pm: Lunch and all entertainment

e.g. band, face painters, raffle, games, etc.

2:00pm: Walk day comes to a close

and walkers head home

2:30pm: All suppliers pick up goods if needed.



Hot tips

Entertainment and Catering

What sort of entertainment should there be on the day? Approach a local musician or band to play for

free, have face painting, arts and crafts or a free

Zumba® class. Just remember some councils have

noise or other restrictions!

Do I need someone to officially open the Walk?To boost awareness it’s great if you can contact

your local mayor, MP or local celebrity to see if they

can open the Walk for you. They may be happy to

make a donation and promote the Walk via their

social media channels or local press.

What should I do about catering on the day?If you would like to raise additional funds, ask your

local butcher to supply sausages, your local bakery

to supply bread and host a sausage sizzle for a gold

coin donation. You could also organise a coffee

cart or ice cream stand. Approach your local

supermarkets and ask if they will donate goods to

support your event.

Do I have to adhere to any food and hygiene policies?Your local council will supply you with this

information. You may require permits with licences

which are easy to obtain from your council.

Do I have to supply water?We recommend you have water available on the

day. You could get this from a sponsor or donation

from a local business or it can be as easy as

encouraging all participants to bring their own!

Hot tips

Emergencies and procedures

Do I need first aid?This will depend on the number of people coming

to your Walk and any council restrictions. It is a

good idea to have St John Ambulance come along

on the day but if that is not feasible, you should

have a first aid kit and someone with a Senior

First Aid certificate or a registered Nurse come

along on the day.

Is my event covered by Kidney Health Australia’s public liability insurance?Yes, providing the walk has been registered and

approved by Kidney Health Australia it will cover all

volunteers and participants on the day. Contact a

member of Kidney Health Australia’s Community

Fundraising and Events team to receive a copy of

the Public Liability Certificate of Currency.


Entertainment and Catering


Hot tips

Fundraising and financials

How can I raise more money for Kidney Health Australia on the day?Additional ways to raise money on the day include

holding a raffle, sausage sizzle or requesting a gold

coin donation for any of your event’s activities.

Volunteers could also collect donations along the

walk route and at the start / finish of your Walk.

Can I take the cost of my catering, activities, etc. out of the money that is raised? Yes. While we strongly encourage you to seek

in-kind support or donations for additional

catering or activities, any expenses incurred can

be deducted from the amount fundraised on the

day to cover your costs. The expenses deducted

cannot exceed 40% of total funds raised.

What do I do with additional money raised on the Walk day?If you raise additional funds on the day, you can

bank the funds at a bank most convenient for you.

Banking details are:

A/c NAME: Australian Kidney Foundation Trading as Kidney Health Australia BSB: 013-423ACCOUNT NO: 8377 43332REFERENCE: your mobile or landline

To ensure we can identify your deposit,

please email the details of your deposit to

[email protected]

Hot tips

After your Walk


Fundraising and financials

What do I do after the walk is over?

• Post photos of your Walk on your social media

channels and make sure to use the hashtag

#BigRedKidneyWalk so that it shows up on

our feed too

• Send us your photos from the day and let us

know how your Walk went! We will do a wrap up

in our newsletter

• Bank all money raised on the day!

• Send Thank You’s to all supporters

and volunteers!

• Send certificates to all of your Walk participants

• Congratulate yourself for a job well done and

for helping to fight kidney disease!

Prevent, Detect, Support.

Community Walk

Make the decision to make a BIG difference in the lives of those affected

by kidney disease by planning your Big Red Kidney Community Walk!

Choose your Walk venue, Walk route and Walk date (if different than 8 September).

Confirm the details of your Walk with your local council.

Register your Walk on the Big Red Kidney Walk website at


Set up a fundraising page on the Walk website and share with family and friends,

and start raising money!

Download posters from Kidney Health Australia’s website

and promote your Walk throughout town!

Book in your catering and other activities if you would like to have

additional features at your Walk.

Draft your Risk Assessment Plan and book First Aid (if needed).

Recruit volunteers to help you with your event.

Promote, promote, promote on your social media channels

and elsewhere to get recruits and fundraising support!

Visit www.bigredkidneywalk.org.au/fundraising-tools

for fundraising tools on our website that you can use.

Create a run sheet for your event day.

Enjoy the Community Walk you’ve planned!

Properly thank suppliers, volunteers and supporters.

Bank the money you have collected.

Event checklist

big red kidney community walk guide - microsoft...small steps make a big difference see you there!...

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