09 Training Host Assistance.pdf - Alliance for Biking & Walking

Thunderhead Alliance for Biking and Walking’sTraining Host ResponsibilitiesHosting a training with the Thunderhead Alliance for Biking and Walking involves key on-thegroundservices that make the training a greater success for everyone. Thank you for consideringbeing a training host. Here is a list to help you better understand some of the responsibilitieswe would need your assistance with for a training.Room:Conference rooms, schools, vacant office, church, community center or other meeting rooms can work. Requirementsand key considerations include:ooooooooooAccommodate 30–40 attendeesCost effective (free/donated space is ideal)Location close to downtown so folks can easily get there by bike or transitCan be set up in a way that allows all to see the leaders’ table / podiumMovable chairs and tablesAt least six extra tablesAmple and secure bike parkingMust allow foodRefrigerator to keep food cold over nightNatural lighting preferredThe hours we’ll need the space:Friday: 12:00pm–10:00pmSaturday: 7:30am–6:30pmSunday: 7:30am–3:00pmContract for room must be signed by Thunderhead Alliance at least 3 months prior to the trainingfor security, insurance, and to allow full planning and promotion of the training.Audio / Visual:oooooooLCD projector with standScreenSpeaker’s table or podiumTwo flip chartsExtension cord (at least 25 ft.) and power stripTwo hand-held microphones if acoustics are bad (cordless preferred)White board and pens (useful but not necessary)Home Stays:We promote offering home stays both to encourage networking and friendship development, as well as to helpsave participants money. Please reach out to your members and volunteers to secure at least 12–15 beds for attendeeswithin walking, biking, and transit distance from the training site. Please secure these at least a monthbefore the training.

Transportation, Hotel, Bike Rental & Local Info:Please compile this info, along with directions to the training site and any other logistical info, so that we can post it onour trainings web page two months prior to the start of the training.Outreach to Potential Attendees:We hope you’ll broadcast this training to your members, volunteers, board, and partners. We also ask that you personallyinvite any and all organization and campaign leaders who you believe might be interested in attending. Theirorganization does not have to be a Thunderhead Alliance member organization. Also, think beyond bicycle and pedestrianorganizations to transit, social equity and community development organizations who need campaign trainingand support bicycle and pedestrian issues. Do avoid invitations to individual enthusiasts unless you gain a commitmentthat they will work with your organization. The intensity of the training requires attendees to be leaders of campaignsor aspiring leaders who show potential and are eager to delve into strategies, fundraising, resource management andcomprehensive planning.Registration Assistance:We will ask that all attendees register for the training on the Thunderhead Alliance website. We will manage the registrations,but may need your assistance to check in with folks a week or two before the training to confirm attendance,special dietary needs, travel plans, and general logistics. At the start of the training, we also ask that your organizationprovides a volunteer to help greet attendees and check them in.Local Fun:We traditionally join our hosts on Saturday evening for both a bike tour and a walk tour that both end up at a fun gatheringspot like a favorite restaurant or brew pub. Each tour should be about an hour and show attendees interestingbicycle and pedestrian provisions as well as challenges faced by your organization. Please make a reservation for theprojected number of attendees at the chosen restaurant, and confirm a few days before. We also encourage those withenergy remaining on Friday night to head to a favorite spot near the training venue. No need for reservations, but dopinpoint the best option before the training.Questions / Concerns:If you have any questions, need clarification, or are concerned about any aspect of hosting a training, don’t hesitate togive us a call. You can reach Thunderhead Alliance staff at 202-449-9692.We really appreciate your consideration and help – Thank You!Thunderhead Alliance for Biking and Walking | PO Box 65150, Washington, DC , 20035Washington, DC: 202-449-9692 | San Francisco: 415-513-5281 | Columbus: 614-626-4230www.ThunderheadAlliance.org