Event Organizer's Handbook - Terry Fox Foundation

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SECTION 1: Chairing a TCC EventThe Chair is primarily responsible for setting up the initial event and thenoverseeing its development from start to finish. The Chair monitors the progressof each committee member leading up to and after the event and ensures thatall components of the TCC event are taken care of.Choosing the Event site:When choosing a site, try to think about how many people you expect to haveat your event (participants and volunteers) and take into consideration:Length (if your event is a walk/run):It is a good idea to have a couple of differentlengths for your run so that people can walk,run or wheel any distance they like. Usekilometer markers along the route so peopleknow how far they have gone and wherethey can opt to stop.Try to have your route in a loop with thestart and finish very close to one another,this helps to maintain the safety of theparticipants at your event and helps you tokeep track of everyone on event day.Safety:Make sure that the route is a safe distancefrom traffic, that the terrain is navigable for allparticipants, and that your route is easilyaccessible for emergency crews in the event thatsomeone gets injured.Talking to the Right PeopleKnow your campus communityCampus bookings: most campuseshave a booking system for theirvenues. Check with your bookingdepartment to make sure the spacesyou want are available.Department of Athletics: thisdepartment runs large-scale athleticevents all the time. They’ll be a greatresource.Campus security: experts in crowdmanagement, student safety and firstaid.Accessibility/Terrain:Your event should be all-inclusive so make sure that your route is friendly andaccessible to participants of all abilities.Layout:The space around your route is just as important as the route itself.Think about your registration area, space for a warm up activity, the location ofyour MC/ entertainment and where participants will stand before and after theevent. Make sure you have a safe place to keep the funds you collect.Draft: Updated May 14th, 2013
Creating a committee:Organizing a TCC event is a big commitment but it doesn’t have to be alonely undertaking.Creating a committee to help divide the workload will lead to increasedevent potential and higher fundraising totals. Choosing the rightvolunteers can be challenging; here are a few tips that might help.Base your selections on:Variety: some students, some faculty, some student services staff is alwaysa good mix. It makes for all the right perspectives in planning an event withso many stakeholders.Individual strengths: Make sure your members are suited for the role they’llfulfill. Seek out the best people to work with and fit them into the best rolesfor them.Continuity: Committee newbies are a good thing. When you move on,they’ll already know the ropes.You may choose to grow or shrink the committee depending on the size ofyour campus, but the responsibilities are universal across events.Best Practices in PlayEvent Philosophy: Take into consideration all of the participants youmight have at your event, ensure the event is enjoyable for everyone regardlessof pace or level of ability.Expenses: On occasion, there might be a charge to use event venueson campus. You’ll need to get your institution to donate the use of thefacility or have a third party pay for it.Draft: Updated May 14th, 2013
Page 4 and 5: TCC: BEST PRACTICESDespite Terry’
Page 8 and 9: SECTION 2: Site LogisticsThe Site L
Page 10 and 11: SECTION 3: FundraisingThe Fundraisi
Page 12 and 13: SECTION 4: Team CoordinatorThe Team
Page 14 and 15: SECTION 5: Promotions/Media Relatio
Page 16 and 17: SECTION 6: Event Day Registration C
Page 18 and 19: Registration ProcedureTCC Entry For
Page 20 and 21: Registration ProceduresTCC Entry Fo
Page 22: The Terry Fox Foundation OfficesBC/

Event Organizer's Handbook - Terry Fox Foundation

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