community walkguide...idf walk for primary immunodeficiency is one of the ways the immune deficiency...

Immune Deficiency Foundation | [email protected] | 800-296-4433

WALKGUIDE COMMUNITY

Welcome! I would like to personally thank you in advance for your interest in IDF Walk for Primary Immunodeficiency.

As someone interested in leading a walk, you have taken on the meaningful job of managing your community’s walk efforts. To assist you in this endeavor, we have prepared this Community Walk Guide, which contains an overview of our suggested approach and some useful tips to help make your event the best it can be.

IDF Walk for Primary Immunodeficiency is one of the ways the Immune Deficiency Foundation (IDF) supports the thousands of individuals and families who live with primary immunodeficiency (PI) across the U.S. Community walks allow us to reach out to communities that do not currently have an IDF-organized walk. We can only do these walks with the help of people like you!

We walk to show the nation how teams of inspired individuals can make a difference and support our mission of improving the diagnosis, treatment and quality of life of people affected by PI through fostering a community empowered by advocacy, education, and research.

Please remember that we are here for you every step of the way, so don’t hesitate to contact me. My e-mail address and phone number are listed below. Here’s to a great walk! Sincerely, Mary Ann Nation-GreenwallDevelopment [email protected] 443-564-4906

WELCOME!

TABLE OF CONTENTSOverview ...................................................................................................................................................4

Build your walk committe........................................................................................................................4

Tools for success ......................................................................................................................................5

Confirming a location & date .................................................................................................................6

Team recruitment & management .........................................................................................................7

Local sponsor recruitment ......................................................................................................................8

Creating awareness ................................................................................................................................9

Logistics .................................................................................................................................................10

Post-walk ..............................................................................................................................................12

Appendix ..............................................................................................................................................13

Appendix A: Walk Plan .............................................................................................................14

Appendix B: Volunteer Positions .............................................................................................27

Appendix C: Sponsorship Forms ............................................................................................35

Appendix D: Day of Walk Materials .......................................................................................38

Community Walk Guide 4

OVERVIEWWhat is IDF Walk for PI?

IDF Walk for PI is IDF’s fundraising campaign designed to raise awareness and funds to support the thousands of individuals and families who are affected by PI. IDF Walk for PI is a great event because everyone can get involved in some way. Organizations, families, and individuals can become sponsors, form teams, and/or walk.

How long does it take to plan a walk?

It is important to give yourself enough time to plan for all of the different parts of the walk, we recommend at least four to six months. This will allow you to gather support and volunteers, find a site, secure local sponsors, and get the word out to your community.

BUILD YOUR WALK COMMITTEIf this is your first time hosting an IDF Walk for PI event in your community, we suggest securing three to five volunteers to help you plan. Volunteers should be able to assist with logistics, securing sponsorships, and spreading the word about your walk.

Volunteers can come from a variety of places. You can contact your family and friends, church, community and service organizations, other groups that you are a member of, and anywhere else you can think of!

HELPFUL TIPS TO SECURE VOLUNTEERS:

Ask: Always remember that “the number one reason people volunteer is because they were asked,” so don’t hesitate to ask for help. The worst they can say is no.

Recruit based on the task: Recruit individuals who match the walk committee’s needs (Job descriptions are located in the appendix).

Network: Develop a list of people you know (e.g., friends, family, community organizations, co-workers). Ask this group for referrals and recommendations.

Don’t get discouraged: You will get multiple NOs for every YES. If you do not have enough people in your committee to fill all the positions ask IDF Walk Staff for assistance in searching for help.

If the walk becomes larger in your community, it is likely that you may decide on a variety of subcommittees. Here are some suggestions that IDF uses for walk committee structure.


• Team recruitment: Helping people in your community to form teams and promote online fundraising pages.

• Logistics: Creating great day-of experiences, including: food, entertainment, route signage, decorations, and assigning day-of volunteers to tasks.

• PR and media: Spreading the word via social media, the local media, and community promotions.

• Local sponsorships: Securing donations from local businesses and organizations.

MEETINGS AND COMMUNICATIONS: Once you have recruited your walk committee, figure out with your group how often you need to meet and how those meetings need to happen. If you are a part of a group that meets regularly (i.e. the PTA for a school), you might attach your meetings to the regular meetings where everyone is already available. During each meeting, updates should be provided on each area with action steps. Minutes should be sent out after each meeting.

TOOLS FOR SUCCESSBehind each great walk, are the tools and resources that help you create an efficient and effective event.

TRAINING AND COMMUNICATIONS: After you develop a committee for your Community Walk, we can help support you with:

• Training: Your committee will be provided with one group conference call training and a one-on-one follow up (as required).

• Ongoing monthly conference calls with IDF staff: Regular conference calls and a concise checklist of items with chair/co-chairs.

TURN-KEY MATERIALS: One of the ways in which we will support your efforts is by providing you with as many turn-key style components as possible including:

Every walk should have at least one leader that can ensure that all pieces of the walk are progressing. To be the most efficient and effective, the other volunteers should be assigned to focus on the following areas:


• Website with fundraising capabilities: Used to both promote the walk and allow participants to fundraise.

• Proposal templates: Templates for potential sponsors and in-kind donors (for food, supplies, etc).

• PR and media partners

• IDF business cards

• Walk stationery: Electronic version that can be personalized as needed.

• Walker welcome guide: An electronic guide to educate and motivate walkers to fundraise.

• T-shirts: Both for participants and official volunteers staffing the walks.

• Incentive fulfillment: National incentives program to help motivate walkers.

• Tool kit: Please review extensive list in the appendix.

• Promotional materials: Includes social media templates, banners, promotional materials, printable flyers and fill-in-the-blank releases.

• Walk site plan: Designed to help you focus on your teams, sponsors, promotions, and logistics. See appendix for details.

CONFIRMING A LOCATION & DATECREATE A BUDGET: Before researching locations, create a simple budget for your event. The IDF office can offer you tips about developing your budget.

SELECTING A LOCATION: Picking an area to hold your walk is your first major decision. Ask yourself the following questions about your potential site. If you can answer them positively, then you have found a good site!

• Is the site free to use or does it have a very low fee?

• Is the location no more than 25 miles (40 minutes) from your targeted market population?

• Is it easily accessible? Does it have good parking and/or access to public transportation?

• Are there any local businesses or organizations that can donate in-kind resources (food,

printing, etc)?

• Do you have a community group/school/organization that can bring people to the event?

• Is their access to appropriate lighting, comfort facilities, restrooms, sound system, and

electrical outlets?

• Can the site accommodate the number of projected walkers, and is it fun and safe?

• Is their the ability to have at least a one-mile long route that is accessible to all populations?


CHOOSING A DATE: Once you have narrowed down your location, select a date and book your spot. Keep in mind when selecting a date, what the weather is like in your area and if your desired site is available.

GOAL SETTING: After confirming the walk date and location, it is time to set a site fundraising goal with your IDF Walk Staff. In order for an event page to be created, please also supply the following information:

• Location

• Date

• Time of event/agenda

• Directions

• Parking information

• If dogs are welcomed

TEAM RECRUITMENT & MANAGEMENTNow that you have confirmed your walk date and location, it is time to recruit individuals to create teams to help raise money to further IDF’s mission through IDF Walk for PI . Teams are the most effective way of recruiting walkers to fundraise.

Each team is led by a team captain who works to set goals, recruit members, and fundraise. Team captains should recruit walkers by asking everyone they know to join them and register online at www.walkforpi.org.

Members of each team can fundraise both individually and collectively by asking for donations through social media, text message, and in-person. Members can even get creative by hosting fundraisers such as bake sales. The average team raises over $1,250 by recruiting 10 walkers who raise $100 each!

Some places to look for teams are through families, friends, neighbors, medical centers/doctors’ offices, companies, schools, places of worship, and community groups. Also, you can work with the IDF office on promoting your walk to our patient database and, if possible, try to get your local doctor involved in promoting your event to recruit their patient base as well.

TEAM MANAGEMENT: Once a team registers, it is time to manage them to success! Team management is about helping our teams reach their goals. Our goal is to have every community walk team do at least the following:

Create a team page at www.walkforpi.org.

Set a goal to recruit at least three people & have each

member raise $100.

Ask every team member to beat the average - $100 per

member.


Part of IDF’s national program is to help team captains educate their walkers about fundraising and motivate them to do it by by providing educational materials, tools, and incentives to all registered walkers including:

• Welcome e-mail: Shortly after a walker registers, they will receive a special welcome e-mail designed to educate them about how to fundraise effectively. This e-mail will contain a guide created to assist walkers with fundraising tips.

• Online fundraising page: Once a walker registers, they will receive an e-mail invitation providing them with information to set up their personal fundraising page which they can use to ask their friends to donate. During set up, they will also be asked to set their fundraising goal. We recommend all walkers to set their goal at $125.

• Ongoing communications: Throughout the campaign, registered walkers will receive follow-up e-mails from IDF providing them with some special tips and tricks to raise awareness and funds.

• Individual fundraising incentives: Use both the national incentives and any local incentives that are developed to put some fun into fundraising. Rewards are not the main reason walkers fundraise, but we love them just the same.

LOCAL SPONSOR RECRUITMENTSponsorships are a great way to get the businesses in your area involved in IDF’s mission by offering them a number of different options.

*Please note: Community walks are only permitted to solicit companies and organizations locally on IDF’s behalf for local sponsorships (those that are exclusive to your community walk). To honor its existing agreements with its national partners, IDF must coordinate all national sponsorships, and with IDF guidance you may coordinate any local sponsorship outreach to medical and non-national pharmaceutical companies. If you or your volunteers have ideas or connections to potential local sponsors, or wish to contact a local representative of a medical or pharmaceutical company, they must work with IDF to determine feasibility and approach.

COMMON QUESTIONS ABOUT LOCAL SPONSORSHIPSWhy would a company become a sponsor?

Companies will get involved with a walk for a number of reasons, including increasing visibility, building employee teamwork, or just wanting to give back to their community. Of course, the number one reason why companies support charities is because they were asked to help! So don’t be afraid to ask. And while cold calling is certainly a viable way to approach a potential sponsor, using your personal connections and relationships is the very best way to secure sponsors.


What types of sponsorship are there?

• Monetary sponsors: A cash/check donation is made in return for sponsorship benefits.• In-kind: A donation of goods or services which directly reduces budgeted costs, or enhances the

walk.

How much money should you ask for?

Our walk has a number of local sponsorship opportunities available. Please see the list of sponsorship levels on the sponsorship level form.

Who secures these sponsors?

Local sponsors are secured by you and your volunteers! As a reminder IDF must coordinate all national sponsorships, and with IDF guidance you may coordinate any local sponsorship outreach to medical and healthcare companies.

Are there certain steps that I should follow when confirming a local sponsor?

• Create a prospect list broken down into potential sponsors.

• Determine who the best person to contact each prospect is (coordinate with IDF as necessary).

• Ask the potential local sponsor to get involved and then confirm their participation in writing (see most recent community walk sponsor sheet available at www.walkforpi.org).

• Deliver all benefits that were promised.

• Thank the locoal sponsor in writing after the walk, and coordinate with the IDF office to make sure this process is completed.

Are there templates that I can use to solicit my site’s monetary sponsorship proposal and in-kind donations?

Yes. Please see the appendix for our in-kind donation template and the website for the most up to date community walk sponsor sheet (sample in appendix).

CREATING AWARENESS Locally, you should consider implementing one or more of the following ways to raise awareness and attraction towards your IDF Walk for PI event:

Promotion: Get the word out by sending press releases to local media (templates found on www.walkforpi.org) . Or you can get a proclamation from the local mayor, set up a table outside of Walmart, make presentations to local group, etc. Anything you can do to promote the event is a great thing!


Social networking: Help support national efforts by sharing posts from the IDF Walk Facebook page, or posting about the walk on your favorite blogs.

Local media partners: Engage and secure the assistance of local TV & radio stations, cable, and print media by asking them to become an official sponsor.

Community outreach: Attend a local event or meeting to promote the walk. Talk to your doctors, medical centers, local pharmacies, etc.

Viral marketing: Ask committee members to forward announcements to their personal e-mail lists.

Finally, you and your volunteers know your community better than anyone so please be creative. Try something different to promote your walk. Only your imagination sets the limits!

LOGISTICS Well planned logistics will insure a lasting impression is made on our participants and increase their chances for returning next year.

There are six essential logistical elements for your walk. These elements will be managed by lead volunteers with IDF staff assistance as needed.

SITE• Your walk may need to include the rental of tables, chairs, and tents. Some walk venues may

already have the necessary equipment, although with some venues you may need to rent/acquire required items. Work with a local vendor to get the best pricing. Make sure a volunteer is available to oversee the delivery and set-up of tables, etc. to ensure it matches the layout.

• Map out the registration area to anticipate certain wants and needs.

• Think through the flow of the event and things like parking, food area, tents, and any type of celebration.

ROUTE SAFETY

Accessbility: With some careful thought

and consideration, your route should be accessible to all

that want to participate.

Safety and Security: It is our goal to have the

safest walk possible. Assign specific people to volunteer

as security for areas that involve cash and need

supervision.

Communication: Have a communications plan in place. Bring all important phone numbers to your site

(i.e.: Vendors). Have cell phones and a support vehicle

if necessary.


FOOD & BEVERAGEYou should have water and some form of a snack available. You may be able to get a sponsor to underwrite food items or get gift cards donated and purchase food. We strongly discourage the selling of food at the walks, as they should be celebrations.

ENTERTAINMENTWalkers work hard to raise money to support our mission, and the walk is the opportunity to create a celebration and a memorable good time. Consider including these elements to make you walk the best it can be!

Music: Secure a DJ, a local radio

station, or bring a sound system!

Local celebrities!

Cheerleaders: Cheer on the walkers at the

finish line!

Marching bands!

Dance teams!

DAY-OF VOLUNTEERSNote: Number of volunteers depend on the size of your walk. Approximate numbers below are for a 150 person walk.

• Registration desk (4-6 volunteers): Registration is one of the first impressions our teams/walkers will experience so let’s make sure it’s a good one. These volunteers are responsible for meeting and greeting all the participants as they arrive and checking those off the master list of participants to make sure their information is complete. They also collect any funds related to registration or funds turned in on walk day. (FYI: Registration and money collection procedures will be discussed closer to the event).

• Rest stops (2-4 volunteers per stop): If you decide on a longer walk, you may want to have more than one refreshment station set up. The volunteers are responsible for handing out water and snacks as the walkers go by.

• Refreshment table(s) (2 volunteers per table): Responsible for ensuring that all snacks and beverages are available to all participants.

• Photographer (1 volunteer): It’s a great idea to get some pictures of the event, so put the amateur photographer on your team to work. You need to make sure that you get the names of the people in the pictures as they are taken.

• Master of ceremonies (1 volunteer): The ideal role for your most outgoing volunteer or a professional willing to lend his/her services. He or she will welcome and thank everyone for participating in the walk.


DAY-OF PROGRAMThe walk start time is the only time that everyone is together, so we must use this time wisely to engage them in our mission. This is your opportunity to share some important information with them in a brief and powerful way. Be sure to thank everyone for their support and include the following information:

• Have an emcee who can command the crowd’s attention.

• Provide recognition of sponsors and VIPs.

• Include inspiring speakers with true stories (families, researchers, etc.). (Please see sample speech in appendix).

• Educate the crowd on research strides, medical progress, service provided, and volunteer opportunities.

• Send them off with inspiring music.

Note: The start/finish area is your walk’s focal point and main staging area. It should be recognizable to everyone as to where the walk will begin by Mylar balloon arches and/or signs, aerobics instructors, cheerleaders, etc. The emcee should make an announcement to head to this area as it gets close to the start.

A full sample itinerary can be found in the appendix!

POST-WALK After you have successfully completed your walk, you are ready to close-out the walk season by doing the following:

• Turn in any post-walk funds you receive immediately to IDF staff. Please refer to accounting procedures.

• Send thank you letters, e-mails, and/or cards from the walk committee to any sponsors, special teams, walkers and/or volunteers.

• Provide lists to IDF staff of all in-kind and monetary sponsors so we may officially thank them.

• Hold a wrap-up meeting with IDF Staff and a separate one with your committee volunteers.

• Please submit all reimbursement forms to IDF Staff within 10 days of your walk.

• After the wrap-up meeting with IDF Staff, set a date for next year’s walk with your venue (if possible or desired).


APPENDIX Appendix A: Walk Plan

Community Walk Overview .......................................................................................................14

Community Walk FAQ ...............................................................................................................15

Community Walk Checklist .......................................................................................................19

Authorized Agent Letter Template ..........................................................................................25

IDF Walk for PI - Community Walk Organizer .........................................................................26

Appendix B: Volunteer PositionsIDF Walk for PI - Volunteer Walk Planning Team .....................................................................27

Day-of Walk Volunteer Assignments ........................................................................................28

IDF Walk for PI - Face Painter .................................................................................... 32IDF Photographer Shot List ......................................................................................................33

Volunteer Waiver ........................................................................................................................34

Appendix C: Sponsorship Forms General Gift In-kind Solicitation Template .............................................................................35

Local Businesses and Medical Center Partners, and Plasma Center Talking Points ............36

Appendix D: Day of Walk Materials IDF Walk for PI Exhibit Map ......................................................................................................38

IDF Walk for PI - Registration Form ..........................................................................................40

IDF Walk for PI T-shirt Request Form .......................................................................................42

IDF Exhibit Table .......................................................................................................................43

IDF Exhibit Booth Talking Points ..............................................................................................44

Sample Program ........................................................................................................................46

IDF Walk for PI Arrow Signs ......................................................................................................47

Community Walk Table Signs ...................................................................................................49

IDF Logo Stencil .......................................................................................................................51

Top Team Village Sign ...............................................................................................................52

Top Team Certificate .................................................................................................................53

IDF Order of the Zebra Certificate ...........................................................................................54

Volunteer Certificate ..................................................................................................................55

IDF Walk for PI Volunteer Expense Reimbursement Form .....................................................56

Community Walk Guide 14 Appendix

Drive research and raise awareness of primary immunodeficiency by joining us for IDF Walk for PI. Don’t have a walk in your city? Consider hosting a Community Walk, which allows IDF to reach out to communities that do not currently have an IDF-organized walk.

Here are the steps to get you started!

Community Walk Overview

1. Research possible locations in your preferred area to hold the walk. Recruit additional volunteers to help you plan and coordinate your event. Don’t take this on by yourself! E-mail [email protected] to discuss your walk.

2. Complete the volunteer application, and receive tentative approval from the IDF Walk for PI Manager to host your walk! (Approval can be based on a variety of factors including proximity to other walk sites, medical center relationships, etc.) You will be connected to an IDF staff partner.

3. Book your venue! IDF will approve and sign the venue’s contract, and create an event page for you at www.walkforPI.org.

4. Spread the word about your walk to all that you know. Recruit medical centers to support your work. IDF will promote your community walk in all of our standard walk promotion (e-newsletter, Walk for PI Facebook posts, website, etc) and also send e-mails targeting your local community.

5. Direct everyone to register online for your event. Support your teams to achieve success. Your IDF staff partner is available to help you with best practices.

6. Coordinate logistics necessary for your site, including any event rentals, set-up plan, etc. We suggest each site have water and at least one pre-packaged snack item available for participants. Please review the detailed logistical steps contained within your guide.

7. Host a fantastic and enjoyable day and know that you are making an impact in the lives of those affected by a primary immunodeficiency.

8. Make any recommendations to your IDF staff partner on your event.

*IDF will assist with a small number of predefined, pre-approved site fee expenses. **To ensure the most amount of funds goes towards the mission of IDF, we are unable to send a staff

member to a community walk.

A: Walk Plan

Appendix A: Walk Plan


Community Walk FAQ

1. What are the most important things when booking a site?When looking for a site, the following items are important for consideration:

• Location

• Price

• Safety

2. What are the important park logistics to find out about the site?It is important to know the following logistical aspects of the site:

• Is there a route within the site for the walk to utilize?

• Is there a bathroom on site? Do you have access to it? Will you need porta-potties?

• Is there electricity on site? Do you need to rent a generator? What kinds of generators are allowed?

• Do you need permits? Permits may include food, sound, electrical, etc. Check with your park contact for guidance on which permits you need.

• Is parking available? Is there a fee to park?

• Do you need EMS at your site? If someone needs medical assistance, do you have a plan of action?

• Do you need police/a ranger/security?

• Does the site have picnic tables and benches/chairs you can use?

• Are dogs allowed?

• What time can you set up at the site? What time to you have to take down everything by?

3. What is the Certificate of Insurance, and why do I need it?A certificate of insurance (COI) is a document that insures IDF in case someone is injured during the walk. It protects not only IDF but you, as a representative of IDF.

4. How do I contact sponsors?Sponsorships are a great way to get the businesses in your area involved by offering them a number of different options.

Please note: Community walks are only permitted to solicit companies and organizations locally on IDF’s behalf for local sponsorships (those that are exclusive to your community walk). To honor its existing agreements with its national partners, IDF must coordinate all national sponsorships, and with IDF guidance you may coordinate any local sponsorship outreach to medical and non-national pharmaceutical companies. If you or your volunteers have ideas or connections to potential local sponsors, or wish to contact a local representative of a medical or pharmaceutical company, they must work with IDF to determine feasibility and approach.

A: Walk Plan


4.1. Why would a company become a sponsor?Companies will get involved with a walk for a number of reasons, including increasing visibility, building employee teamwork, or just wanting to give something back to their community. Of course, the number one reason why companies support charities is because they were asked to help! So don’t be afraid to ask. And while “cold calling” is certainly a viable way of approach a potential sponsors, using your personal connections and relationships is the very best way to secure sponsors.

4.2. What types of sponsorship are there?

• Monetary Sponsors: A cash/check donation is made in return for sponsorship benefits.

• In-Kind: A donation of goods or services which directly reduces budgeted costs, or enhances the walk.

4.3 How much should you ask for?Our walk has a number of local sponsorship opportunities available. Please see the list of sponsorship levels on the Sponsorship Level Form.

5. Does sponsorship money count towards the total my walk raises?No, sponsorship money does not count towards your fundraised total.

6. How can I maximize my budget?Many companies are willing to donate their services. You can get items such as tables, food, gift cards etc. The company/individual can get a tax receipt for their donation. All you have to do it let IDF staff know of their donation.

6.1. How do I get tables and chairs for my event? Many companies may be able to donate rentals. For tables and tents you can also ask friends and family to allow you to borrow tables and tents.

6.2. How do I get food for my event? Many places may donate donuts, bagels, and/or coffee and whatever food you would like to get for the walk. Sometimes places will also donate their day old donuts and bagels because otherwise they just have to throw them away.

6.3. Do I need to have a DJ at the walk? It is always great to have music. See if you have friends who would volunteer their services for the day to play music. You can also try and get an actual DJ to donate their time. A radio to play music can also work.

Don’t forget to make sure you do not need a sound permit for the park.

6.4. Do we need EMS at the walk? Not every walk needs an EMS, unless the park specifies one is required. Many times, as long as someone is first aid and CPR certified, that is all you need. Make sure you get the contact information to contact them the day of, if needed.

6.5. Do we need security at the walk? Security is not always needed. Please check with the park on their rules and regulations regarding this. If needed, off-duty security personnel may be willing to donate their time.

A: Walk Plan


7. What support does the IDF staff provide me? While the IDF staff does not come out to the walk, we do send you our “Walk-in-a-box.” We are also here to answer all of your questions and help guide you. You can reach out via email or phone at any time.

8. What items will we receive from IDF to help us hold the walk?

• Registration forms/Waivers

• Registration Instructions

• Registration Wristbands

• Volunteer Assignments/

Instructions

• Volunteer Shirts

• Participant Shirts

• Promotional Giveaway

• Donation Envelopes

• Receipt Book

• UPS/FED EX Prepaid

shipping label

• UPS/FED EX Shipping

Envelope

• Zip ties

• Pens

• Table Clothes

• Walk Banner

• Zebra Buttons/Pins

• Coloring Zebra Sheets

• Crayons

• Pom-Poms

• Participant List(To be emailed out Thursday/Friday before the walk)

• Thank you cards

• Post Cards

• Medical Centers List

• Order of the Zebra Medals

• Is it an Infection

• Impact Flyer

• Order of Zebra Shoe Laces

• Prize Vouchers

• Top Team Certificates

• Order of the Zebra

Certificates

• Email Day of Program

• Missing Shirt Size Form

• Volunteer Waiver

• Speaking Points(electronic)

• Volunteer Reimbursement Form

• Business Cards

• Accounting procedures

9. Will IDF promote my walk?We will advertise your walk via social media, the website, and e-mails, the same way as National and Regional walks.

We also encourage you to do your own advertising by visiting with medical centers, doctors, plasma centers, etc.

You can also contact the media yourself. Check out the awareness toolkit at www.walkforpi.org/Static/awareness-toolkit. This toolkit gives you all the resources you need for advertise your walk effectively.

10. Does IDF secure volunteers for the walk?We advertise your walk and ask for volunteers via social media and e-mails.

However, it is very important for you to get your own volunteers. Friends and family are a great place to start when looking for volunteers. Try and get a group of volunteers and form a committee to help you with the different areas of planning the walk.

A: Walk Plan


11. What does the set up for the event look like? Please check page 38 the appendix in the Community Walk Guidebook. There is a sample set-up for your reference.

12. What happens after the walk?

• Turn in any post-walk funds you receive immediately to IDF staff. Please refer to accounting procedures.

• Send thank you letters/e-mails and or cards from the Committee to any sponsors, special teams, walkers and/or volunteers.

• Provide lists to IDF staff of all in-kind and monetary sponsors so we may officially thank them.

• Hold a wrap-up meeting with IDF Staff and a separate one with your committee volunteers.

• Please submit all reimbursement forms to IDF Staff with 10 days.

• After the wrap-up meeting with IDF Staff, set a date for next year’s walk with your venue (if possible or desired).

A: Walk Plan


Community Walk Checklist

A: Walk Plan

Walk City Site: Date:

In conjunction with the IDF Office, set your goal

☐ Site $ goal:

☐ Walker goal:

Location

☐ Contact name:

☐ Name of site:

☐ Address:

☐ Phone:

☐ Application submission date:

☐ Fee: $ ☐ Deposit payment date:

☐ Final payment date:

☐ Certificate of insurance (IDF will handle):

☐ Bathroom on-site: Y/N ☐ Electricity on-site: Y/N

☐ Parking on-site: Y/N ☐ Is there a fee? Y/N (If applicable) Cost = $ for parking spot(s).

☐ Does park request security/police/ranger? Y/N

☐ EMS assigned by site: Y/N ☐ Pavilion on-site: Y/N & location:

☐ Picnic tables and benches on-site: Y/N (if so, how many):

☐ Is sound permit required? Y/N If so, application date of submission:

☐ Are dogs allowed? Y/N


Rentals - use only if applicable

☐ Contact name:

☐ Company name:

☐ Company address:

☐ Phone:

☐ Delivery date & time: ☐ Pickup time:

☐ Cost per chair: $ ☐ # of chairs:

☐ Cost per table: $ ☐ # of tables:

☐ Cost per tent: $ ☐ # of tents:

☐ Cost of generator: $

☐ Signed agreement/contract: Y/N ☐ Date:

☐ Fee: $ ☐ Deposit payment date:

☐ Final payment date:

Food vendor

☐ Contact name:

☐ Company name:


☐ Phone:

☐ Arrival time: ☐ End time:

☐ Cost per item: $ ☐ # of items ordered:


☐ In-kind donation: Y/N or ☐ Fee: $

☐ Deposit date: ☐ Final payment date:

A: Walk Plan


DJ

☐ Contact name:

☐ Company name:


☐ Phone:


☐ Tent needed? Y/N ☐ Table needed: Y/N ☐ Generator needed: Y/N




EMS

☐ Contact name:

☐ Company name:


☐ Phone:





Supplies from IDF office checklist☐ Registration forms ☐ Participant list ☐ Coloring zebra sheets ☐ Volunteer t-shirts ☐ Participant t-shirts ☐ Promotional give away

☐ Zebra buttons ☐ IDF Impact flyer ☐ Registration information

☐ Walk banner ☐ Missing donation follow-up sheet

A: Walk Plan


The Walk volunteers

☐ List all secured volunteers and any potential members (use back if you need more room):

Secured

Potential:

Volunteers

☐ How many are needed for registration, prize table, food area, course/route, IDF table?

☐ Common identification, t-shirts – How many volunteer shirts and sizes are needed? (Inform IDF Staff)

Promotions

☐ Social media plans: (Work with IDF to schedule these. Does your community have social media as well (School, Fraternity, etc?)

☐ Contact local medical centers:

☐ Places to list the walk online (i.e.: chat groups, community calendar):

☐ Local media outlets:

☐ Local distribution (putting brochures in stores, coffee shops, etc.):

On-site walk through meeting with park/site official checklist

☐ Contact the park office to schedule a walk through 90 days prior to the event.

Topics to be covered at the meeting: - Welcome and introductions. - Event proposal review. - Make sure park official has your information and you have their contact information throughout process and day of event. - Verify you have procured all permits, done all requirements and have copies for the day of event.

☐ Event set up process: - Entry procedures (Set up time and who to meet the morning of the walk). - Parking (Where are participants allowed to park? Add if there is a fee). - Exhibit layout. (Where will registration and prize tables be placed? Where scan ponsors set-up for the event? And other vendors (i.e. food and games).

☐ Walk course/route - Pre-determine your course/route (1 to 2 miles). - Where will course markings be placed?

A: Walk Plan


☐ Clean up process - You are responsible for all event clean up. - Park staff and you must conduct a walk-through of the event to determine sufficient clean up. - No debris or course markings should remain after an event. - Use of park trash receptacles are available upon approval.

Post event (Communicate with IDF Walk Staff)

☐ After the event, schedule a debrief meeting and e-mail us a summary of the event (i.e. event atten-dance, park impact, areas of success, and areas in need of improvement).

Sponsorship/Contributors

☐ Our cash sponsorship goal is:

☐ Who do we know? List below:

In-kind Local Sponsor

☐ Company name:



☐ Donated item(s):


☐ Company name:





☐ Company name:




A: Walk Plan



☐ Company name:





☐ Company name:





☐ Company name:





☐ Company name:




A: Walk Plan


110 West Road, Suite 300, Towson, MD 21204www.primaryimmune.org | [email protected] | 800.296.4433 | 410.321.6647 | Fax: 410.321.9165

A Community Empowered by Advocacy, Education, and Research

Date:

Parks Permit Office:

This letter authorizes to be the “Authorized Agent” of record for the Immune Deficiency Foundation.

I understand that will be the only individual communicating with and receiving communications from the Parks Permit Office and until a letter from the Immune Deficiency Foundation requesting a change.

I am an employee, board member, or am otherwise authorized to request this from Parks and Recreation on behalf of the Immune Deficiency Foundation.

Signature:

Title:

Immune Deficiency Foundation

110 West Road, Suite 300 Towson, MD 21204 USAMain: 410.321.6647 Toll Free: 800.296.4433

A: Walk Plan

Authorized Agent Letter Template

Community Walk Guide 26 Appendix B: Volunteer Positions

IDF Walk for PI - Community Walk Organizer

Objective: The IDF Walk for PI Volunteer Lead Coordinator works in close conjunction with IDF staff/ Regional or National Walk Advisor to assure the logistics of the Walk are properly executed the day of the event. While the needed tasks may vary with each Walk, the volunteer must have expert knowledge of the logistical needs for the Walk, such as, the route layout, supplies needed for each station, etc.

Key Responsibilities:

• Oversee volunteer check-in the day of the event and serve as the primary contact for volunteers who have questions or need instruction.

• Provide leadership and instruction to all volunteers at various stations including: registration, food, DJ, walk route support, t-shirt pick-up, IDF table, clean-up, etc.

• Monitor waste removal during and after the walk.

• Ensure route is properly marked and clear from obstruction.

• Assist with event and route set-up and clean-up.

Qualifications:The ideal volunteer for this position:

• Friendly, welcoming, and is comfortable leading a group of volunteers.

• Punctual, reliable, and has a professional demeanor.

• Able to delegate tasks and troubleshoot setbacks quickly.

• Must be on-site for the entire event from set-up to clean-up and will be unable to participate in the Walk.

• Must be able to do at least one site visit prior to the Walk.

• Must be able to lift heavy boxes and stand/walk for a long period of time (5-6 hours).

• Must be able to help in all weather conditions.

• Must live in or around the Walk city that you select.

Eligibility Requirements:To get started, you must: discuss the role with the Regional or National Walk Advisor/IDF Volunteer Development Manager, consent to a background check, and complete the necessary trainings.

Position Description

Appendix B: Volunteer Positions


IDF Walk for PI - Volunteer Walk Planning Team

Key Responsibilities:

• Serve as member of the walk committee, a group of passionate individuals who work together to implement the walk in their local community.

• Help to achieve the fiscal and campaign objectives of the walk through team recruitment, fundraising, promotions, logistics, and mission integration.

• Participate in monthly conference calls and/or in person meetings as set by the chair.

• Identify and assist in the recruitment of teams, walkers, and sponsors from your local community.

• Identify a focus area (teams, sponsorship, promotions, or logistics) for yourself, then assist your sub-committee in meeting its objectives.

• Assist in securing key in-kind sponsorships and donations.

• Organize a team and/or assist in goal setting for your team. • Attend and assist with the success of the walk.

Time Commitment:• Attend 6-9 one-hour meetings between February–December.• Assist 3-6 hours of pre-events and day-of activities.• Serve a minimum of a one-year term.

For more information, please e-mail [email protected]


B: Volunteer Positions


Day-of Walk Volunteer Assignments


Day-Of Volunteer

There will be three different shifts to choose from on the day of the walk. We are always looking for event day volunteers (15 years or older) to assist in a variety of different areas, such as registration, route support, set-up, clean-up, and much more.

Set Up General• Carry boxes to designated areas before removing contents.

• Assemble signs, banners, etc. Place assembled items near the registration tent for later distribution to the designated areas.

• Place tables/chairs in designated areas. (diagram)

Vendor Tents (diagram)• Wipe down (if necessary) the tables and chairs in each vendor booth with towels which can be found

at the Volunteer Table.

• Place booth number and vendor name on the designated table. (diagram will be available)

Registration (diagram)• Each station should have t-shirt vouchers and wrist bands, etc. There is a set-up diagram that shows

how each station at the registration should be set up.

• The tables located next to check-in/pre-registration booth.

• Hang applicable banners.

Check-in/Pre-Registration (diagram)• Each station should have t-shirt vouchers and wrist bands, etc. There is a set-up diagram that shows

how each station at the registration should be set up.

• The tables located behind or next to registration booth.


*Order of the Zebra & Top Team Area (diagram) • Wipe off table and chairs before putting tablecloth on (you can get tablecloths from the Info Booth).

• Set up VIP table according to the diagram. Check in with IDF lead for additional instructions.

IDF Exhibit Tent (diagram)• Remove IDF materials and information from boxes and place on tables according to the diagram.

Volunteer Check-in Table• Tape information to the table so that volunteers can review (Assignment sheet, maps, event

schedule, diagram, etc.).


T-shirt/Prize Table• Organize t-shirts neatly on the table by size.

• Organize t-shirts according to size on the tables located near to check-in/pre-registration.


Vendor Check-In & Assistance • Check in vendors as they arrive – provide vendors with an event program, tablecloths (if needed).

• Direct vendors to their assigned booth.

• Give vendors regular updates on the time so they are set-up by designated time.

Volunteer Table• SEE VOLUNTEER CHECK-IN INSTRUCTIONS.

• Give volunteers a t-shirt (one per volunteer, must be present to get their shirt).

• Give directions as needed.

• Help coordinate volunteer needs (i.e. pass out snacks, bathroom breaks, etc.).

• Encourage them to get breakfast at the food station.

IDF Exhibit Tent • Greet visitors and share valuable information & resources with people who visit the IDF tent.

• Answer questions as needed.

• Collect the Mingle Bingo cards; if asked explain how it works:

Mingle Bingo – Meet members of the PI community by finding people who fit the descriptions in the bingo boxes below. Get one signature in five squares in a row (diagonal counts), & turn in your completed card to an IDF volunteer for a chance to win an American Express gift card. You must be present to win and only one winner will be announced.

NOTES: Participants should bring their completed cards back to the IDF Exhibit Tent; if a vendor on the card is not present, the participants can leave it blank.

T-shirt Table • Get vouchers from the participants, then ask for size to distribute t-shirts to participants.

• Arrange shirts back in container by size during clean-up.

*Food Station • Food should only be given to people with wristbands.

• We need volunteers to hand out drinks and other snacks to families.

• The area needs to be clean and presentable at all time. (who wants to eat from a dirty table)

• Set up coffee, donuts, etc. in an organized fashion.



• There may be a limited amount of food, so make sure everyone is allowed their serving.

• Please make sure you are wearing gloves if handling food.

*Floaters • Floaters will help with other assignments as needed (i.e., relieve other volunteers and staff for

breaks) *Not applicable to every walk city

Cheerleaders

Route Support• Take a bottle of water & a snack for yourself before you leave for the route.

• Enthusiastically, thank the walkers and cheer them on with signs.

• Direct participants at the 1/3 mile and ½ mile split. Familiarize yourself with the route by studying the route map ahead of time.

• Before returning to event area, grab any IDF signs that have been placed on the route.

Start/Finish• Enthusiastically, thank the walkers and cheer them on with signs.

• 10-15 minutes before the walk start time, begin lining up near the start point and cheer on the Walkers as they head out on the walk route and as they return.

• Place water in a bucket filled with ice (after the last participant has left the start).

• Water is free and should be handed to walkers as they return from the walk route.

Event Tear Down• Remove signs and banners on tents and return them to Volunteer Booth.

• Pick up any trash.

• Pack up left over t-shirts and supplies and return to the pallet near the Volunteer Booth.

• Other miscellaneous tasks as needed.

• Please check in and out at the Volunteer Booth so that we can be sure everything is completed before you leave for the day.

Check-in/Pre-registration Tent Check-in/ Pre-registration Table(s) are for participants who have pre-registered for the walk online.

Things to know• Registration will be shut down online the Thursday before the walk.

• Place a check mark by the walker’s name/contact information. • All pre-register participants ages 5 years < will receive an IDF t-shirt.

• Participants who raise $1,000 or more will receive a t-shirt, a gift voucher and an Order of the Zebra medal (at the ceremony).



Registration TentRegistration Table(s) are for participants who need to register onsite and/or would like to turn in donations that they have collected.

Things to know• Registration will be shut down online the Thursday before the walk.

• Collect walker’s fill-out registration form including contact information and check that it is complete and legible (very important).

• Process their registration (details on process will be given separately).

• All pre-register participants ages 5 years < will receive an IDF t-shirt.

• Participants who raise $1,000 or more will receive a t-shirt, a gift voucher and an Order of the Zebra medal (at the ceremony).

Registration Greeter • Welcome each Walker with a smile!

• Ask if the attendee has already registered; participants who have not pre-registered should be directed to the registration table.

• Direct people bringing collected donations to the registration table.

• Be prepared to explain when and where the Walk begins and what activities/events will be going on that day.

• Keep pathway between registration table and check-in clear at all times.



IDF Walk for PI - Face Painter

Objective: IDF staff is asking you to donate your time by providing free face painting at our local IDF Walk for PI event.

Position Guidelines:

• Use safe products - Nothing is more important than the safety of the kids in your chairs. Only uses FDA-approved makeups that are safe for all skin types. Volunteers using acrylics or dollar-store face paint can lead to serious allergic reactions, rashes, and even scaring in some instances. Acrylics paints often have cancer-causing ingredients on them since they’re not meant to be on skin. Always make sure you use FDA-approved makeups! If the package doesn’t say anything, assume it is not FDA approved.

• Be clean - Germs, viruses, and worse can be transferred by using dirty equipment. Always use one-time use tips for lips, a fresh sponge for every kid, fills our cups with organic makeup disinfectant, and comes with a gallon of hand sanitizer for anything else we could need. This is really another safety issue, but it’s so important we wanted a second bullet point for it.

• Figure out how many you can do in an hour - Most first-time volunteers assume this is easy, so to prepare yourself set an hour and grab some kids and see how many designs you can do per hour. Likely it will be closer to 5-10 faces in the hour. Now think about how many kids will be there–and that’s how you determine the number of volunteers you will need. Your booth will be open for 2 to 3 hours.

• Know your limitations - If you can’t draw or have never done this before, get a sign with a few simple words with what you will do: heart, stars, letter, or balloons. Often kids have seen full-face tigers, glittering butterflies, and swirly fairies that professionals have done at other events. Adding your limitations to the sign will help keep them from getting disappointed and keep your line moving faster.

• Have a good work set up - IDF will provide you with tent, table and two chairs. Please consider everything you may need so you are prepare as best as you can!

Time Commitment:

• Volunteer approximately 2-3 hours at the IDF Walk for PI event. • Be on-site and ready to go by registration.




IDF Photographer Shot List

IDF Walk for PI provides a unique opportunity to bring together a community of people living with rare, chronic disorders. For some, this event will be the first time that they have ever met another person facing the same deficiency. For others, it will be a pleasant reminder that they are not alone. The Photographer’s main priority should be to capture the emotional, fun, sentimental, and inspiring moments that tell the story of IDF Walk for PI and the PI community. The Photographer should also document the day’s events, including signage, sponsors, exhibits, speakers, etc.

The Photographer is not responsible for team photos (although can take a few throughout the day) and should direct teams to the staging area for all formal “smiling” group photos. If the Photographer is asked to take a team photo away from the set area, he/she should encourage funny/exciting/hands up/thumbs up poses.

• Participants interacting

• Smiling faces, fun outfits

• Volunteers with sponsors & meeting walkers

• People at registration having a good time

• People picking up their t-shirts (smiles!)

• Happy walkers along the walk route: fun poses, smiling faces, thumbs up (Avoid distracting backgrounds such as trash cans or porta-potties)

• Sponsor exhibits

• Sponsor signage

• Speakers picture before opening remarks (A few shots of each speaker is plenty)

• Shots of crowd during opening remarks

• Crowd facing the start line, waiting to go

• If we can get a big group shot of everyone together, that would be great

• Shots of walkers crossing the finish line

• Shots of people cheering, etc.

• General crowd shots

• Persons with PI group photo (use DJ to facilitate)

• Volunteers having fun/working hard: group shot and close-ups

SponsorsMust get a variety of photos with walkers at tables & a posed photo with all sponsor reps, including:

• National Presenting Sponsor: Takeda

• National Sponsors: CSL Behring, Grifols, Horizon Therapeutics, Pfizer - Note: These could update before the date of the walk. Please refer to the program at the walk for most up-to-date list.

• Local Sponsors: - Please see the program and community banner at the walk for the local sponsors.

*Please contact Makenna Kressley at [email protected] if interested in volunteering.

Variety of up-close and wide-angle shots



VOLUNTEER WAIVER

Thank you for your interest in Volunteer Services at the Immune Deficiency Foundation (IDF). Joining our dedicated team of volunteers can be a rewarding experience. Through volunteering, you will find challenging, enjoyable activities that will be satisfying to you while making a significant difference in the lives of those served by the Immune Deficiency Foundation.

Waiver

In consideration of volunteering for IDF, I hereby release and waive any claim against the Immune Deficiency Foundation, its officers, servants, and employees from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be sustained by the undersigned. I attest that I am physically fit and prepared to perform volunteer services for IDF. I grant full permission for IDF to use photographs of me and quotations from me in legitimate accounts and promotions of the Foundation.

Name:

Group (if applicable):

Address:

City: State: Zip:

Phone: E-mail:

Signature:

Today’s Date: Project:

Parent or Guardian must also sign if Volunteer is less than 18 years of age.

Parent/Guardian Signature:

May we add you to our volunteer mailing list? Yes No I am already on the list


Volunteer Waiver

Community Walk Guide 35 Appendix C: Sponsorship Forms

110 West Road, Suite 300, Towson, MD 21204www.primaryimmune.org | [email protected] | 800.296.4433 | 410.321.6647 | Fax: 410.321.9165

A Community Empowered by Advocacy, Education, and Research

Month Day, Year

Dear ,

My name is and I am a volunteer for the Immune Deficiency Foundation (IDF). IDF improves the diagnosis, treatment, and quality of life of people affected by primary immunodeficiency through fostering a community empowered by advocacy, education, and research.

That being said, your local community is hosting a walk-a-thon on at to help raise funds so IDF can carry out their mission. I am hoping you are able to help me make the walk a success by donating . In return, we will highlight your organization’s contribution in our opening ceremony and include your organization’s name on signage at the event.

Thank you so much for your consideration. Please do not hesitate to contact me at or with any questions. I look forward to working with you.

Sincerely,

Community Walk LeadImmune Deficiency Foundation

Appendix C: Sponsorship Forms

General Gift In-kind Solicitation Template


Local Businesses and Medical Center Partners, and Plasma Center Talking Points

About IDF Walk for PI:

• Builds a strong community through fundraising, awareness, and comradery.

• Began in 2013 with 3 cities.

• Has grown to ______ cities.

• Raised over $5 million to date.

• Has allowed the opportunity to create a research fund that funds research to improve the diagnosis, treatment and quality of life of people affected by.

What’s the difference between the National, Regional, Community, and Virtual Walks? All four are equally important to the overall success of IDF Walk for PI. They are, however, planned and led by different members of the IDF community, and they vary in size.

• National: Organized by IDF staff with some help from IDF volunteers. Because they are in larger cities, we expect more walkers to come out.

• Regional: Organized by both IDF staff and IDF volunteers. There are still plenty of walkers attending these events, but they may be held in smaller venues.

• Community: Organized solely by IDF volunteers. Typically, there are smaller groups at Community Walks, but we love when volunteers surprise us and get a huge group to turn out.

• Virtual Walk: Allows you to participate from anywhere!

General:

• We ask every registered walker to ask 10 friends for $10 each — easy way to raise $100!

• We walk rain or shine. There are no rain dates.

• We will accept on-site registration.

• We encourage everyone to register ahead of time.

• The typical walk route length is 1 to 2 miles long. There is no requirement to walk any portion.

• Well-trained leashed dogs are welcome at some of our walks, check site for details.

C: Sponsorship Forms

Fundraising goals:

• Raising awareness.

• Creating meaningful opportunities for volunteer engagement.

• Providing an opportunity for people affected by PI to connect with others – many for the first time in their life.


Why a medical center should want to partner with the walk:

• Raise their institution’s visibility within the PI community.

• Improve the lives of people affected by PI.

• Powerful opportunity to show their patients that they are not alone.

What we are looking for a medical center to do:

• Create a team.

• Promote the walk in a variety of methods (at clinic, in person to patients, portal or web).

• Encourage families with PI and staff to join their team or create their own.

• (Optional) Become a sponsor. In turn, IDF will: - Provide institution with an exhibit at the walk. - Recognize institution as a Medical Center Partner on the walk website and on the day of the walk.

How Plasma & Medical Centers can help:

• Open the door to the medical community for the walk team to follow up and secure partners.

• Please note: we aren’t looking for them to become a sponsor, but if the medical provider wishes to become a sponsor, this would require up-front cash commitment of dollar amount associated with appropriate sponsor level. - If there is an interest, please send any pertinent information to Mary Ann Nation-Greenwall, and she will submit a proposal on IDF’s behalf.

Steps after initial meeting:

• Please update walk staff regarding any important walk discussion (no more than a week post-meeting) and on any needed follow up.

• Once a center commits to the partnership, walk staff will communicate with them regarding walk needs. If they reach out to you with questions, please pass on to the walk staff for them to follow up.

Plasma Centers:

• If you visit with a plasma center, please direct them to support IDF via the Plasma Partners Program.

• However, if they are interested in the walk, please encourage them to create a team online. They are welcome to participate in the event in that manner.

Materials available:

• Flyer – preferred for e-mail communication.

C: Sponsorship Forms


Exhibit Map: Example 1

Place Arrow Sign(s) along the route or at entrance to the site (if needed)

Key Tent

Table Chair

* Requires Tent Banner

Registration*Prize Pick

Up*Check-

In*

National Sponsors*

Local Sponsors

DJ/Entertainment

IDF Exhibit Area* Food

Event Volunteer Station

Guideline for how to properly organize your tables and tents:

• Organize your tables based off the participants’ ideal experience. For example, your registration and check-in tables should be the first table your participants see.

• If it is going to rain, try to plan to have the tents and tables to be on pavement or a sidewalk to avoid participants having to walk in mud.

• If possible, have tents available for National Sponsors.

• Place your Event Volunteer Station tent behind another tent or have it more out of the way from the other tables. We sugget you do this so participants don’t think it’s a station that they can do things at.

• If you are having a DJ make sure their station is accessible to electricity.

IDF Walk for PI Exhibit Map

Appendix D: Day of Walk Materials

D: Day of Walk Materials


Exhibit Map: Example 2

Event Volunteer Station*

Natio

nal S

pons

ors

Food

Registration*

Prize Pick Up*

Lounge Area

Restrooms

DJ

IDF Exhibit Area*

Local Sponsors

Check-In*

Place Arrow Sign(s) along the route or at entrance to the site (if needed)

Key Tent

Table Chair

* Requires Tent Banner



IDF Walk for PI - Registration Form


Please complete the following form only if you haven’t registered online!

First Name: Last Name:

Team Name (if applicable): IDF Walk for PI: (City)

Address:

City: State: Zip:

E-mail: Phone:

I AM A (CHECK ALL THAT APPLY)

__ Person with PI __ Spouse/partner of a person with PI__ Other relative of a person with PI __ Medical professional__ Undiagnosed: Seeking diagnosis

__ Parent/caregiver of a person with PI__ Sibling of a person with PI__ Friend of a person with PI __ lndustry Partner__ Other:

Please select your t-shirt size(s): Youth: ____ Small _____ Medium ____ Large

Adult: ____ Small _____ Medium ____ Large _____ xl _____ 2xl _____ 3xl

RegistrationCheck box(es) that applies:

__ Person with PI $0 X _____ = ____________

__ Children < 5 $0 X _____ = ____________

__ Walkers 5-17 $15 X _____ = ___________

__ Adults $25 X _____ = ___________

REGISTRATION TOTAL $_________________________

DonationWould you like to make a donation?

Cash $ ____________

Checks $ ______________

Credit $ _______________

DONATION TOTAL $_______________________

GRAND TOTAL: $_________________ + ____________________ = $__________________

Payment method: __ Cash (accpted only day of event on-site) __*Check# _______

Credit Card (Enter information below) Transaction #_______________________ (IDF Staff Use Only)

Name on Card:

Card # __ __ __ __ - __ __ __ __ __ __ -__ __ __ __ __ Card Type: ___________ Exp. Date ___/___CVV __ __ __ Zip Code: ___________________


WAIVER AND RELEASEIn consideration for being permitted to participate (or for my child being permitted to participate) in the IDF Walk for Primary Immunodeficiency (“Event”), the undersigned (“I” or “me”) on behalf of myself (and my minor child, if applicable), agree to the following:

LIABILITY WAIVERI understand and agree that my execution of this Waiver and Release is a prerequisite for my participation (and/or my child’s participation) in the Event and that there are risks inherent in participating in the Event, including strenuous physical activity associated with walking long distances. I assume all risks associated with my (and/or my child’s) participation in the Event including, without limitation, all risks from falling, contact with others, negligent or wanton acts of other participants, volunteers, or non-participants, public safety threats, road surface conditions, failure of vehicle drivers to observe traffic laws, weather conditions, and any other injury or accident that may occur during my participation (and/or my child’s participation) in the Event.

I hereby release and hold harmless the Immune Deficiency Foundation (“IDF”) and its officers, directors, agents, employees, contractors, vendors (and their agents), sponsors, officials and volunteers, including walk leaders, participating committees and clubs, and all governmental and public entities where the Event takes place (collectively, “Released Parties”), from any loss, liability or claims arising out of my participation (and/or my child’s participation) in the Event, including claims for damages for death, personal injury or property damage suffered by me or others, liability arising from negligence on the part of one or more Released Parties, and from dangerous or defective property or equipment owned, maintained or controlled by any of them. I agree that this Waiver and Release is binding on my heirs, assigns and legal representatives.

I affirm that I (or my child, if a participant) am/is medically and physically able to participate in the Event. I consent to emergency medical care and transportation in the event of illness or injury to me (or my child) while participating in the Event. This waiver extends to liability in any way connected with such emergency medical treatment and transportation.

PHOTO RELEASEI understand and agree that IDF and its designees may take photographs, make video and/or audio recordings (collectively, the “Recordings”), of the participants in the Event including me (and/or my child) for possible inclusion in publications or productions publicizing the Event, IDF, and all other uses by IDF including, without limitation, the rights to reproduce, print, broadcast, distribute and transmit the Recordings in whole or in part, in any media now known or hereafter developed, including but not limited to Internet (including IDF’s website, and YouTube). I authorize IDF, and its designees to use Recordings of me (and/or my minor child), with or without my name or the name of the minor for whom I am the parent/guardian, in its sole discretion free and clear of any claim whatsoever on my part, and without compensation.

WARRANTY OF AUTHORITY If I am signing this Warranty and Release on behalf of any other person (including any minor child), I warrant that I have the right, power, legal capacity, and authority to do so, and to perform each of the obligations in this Warranty and Release. I agree that any adult I am registering for the Event must personally execute an identical Waiver and Release at the Event as a condition of his or her participation in the Event.

IDF PERSONAL FUNDRAISING PAGES MODERATING POLICYI understand personal pages and team pages on this event site are monitored for inappropriate content and IDF reserves full right to determine if any content is inappropriate and does not reflect the mission and values of IDF, I understand I am encouraged to post a picture/video and written text that relates to this event.

I HAVE READ AND AGREE TO THE ABOVE WAIVER AND RELEASE.

NAMES IN PARTY (child & spouse)

Signature:

Printed Name: Date:



IDF Walk for PI T-shirt Request Form

Please complete this form if you were not able to receive a walk t-shirt the day of your walk.

Please Note: Only those who have registered and met the fee requirement are eligible for a t-shirt. Team totals do not count towards t-shirt eligibility.

Name:

Phone number:

Walk site:

E-mail:

T-shirt size: Youth: S M L Adult: S M L XL 2X 3X 4X

Mailing address:

OFFICE USE ONLY

Form received by:

Shirt shipped date:

IDF Walk for PI T-shirt Request Form

Please complete this form if you were not able to receive a walk t-shirt the day of your walk.

Please Note: Only those who have registered and met the fee requirement are eligible for a t-shirt. Team totals do not count towards t-shirt eligibility.

Name:

Phone number:

Walk site:

E-mail:

T-shirt size: Youth: S M L Adult: S M L XL 2X 3X 4X

Mailing address:

OFFICE USE ONLY

Form received by:

Shirt shipped date:



IDF Exhibit Table - Set Up

The Immune Deficiency Foundation improves the diagnosis, treatment, and quality of life of people affected by primary immunodeficiency through fostering a community empowered

by advocacy, education, and research.

Education

298,337IDF educational materials were distributed to members of the PI community.

We provide educational resources & programs at no cost to individuals and families.

AdvocacyIDF is proud to be the voice of the PI community—serving as the leader in tackling public policy issues as well as helping people day-in and day-out through individualized assistance. IDF helps navigate the complex challenges people with PI face.

ResearchWe power critical patient-focused research that will ultimately lead to cures of all types of PI.

the IDF Research Grant Program has awarded

Sinc

e 201

7

The IDF Research Grant Program began because of funds raised from IDF Walk for PI.

14 grants totalling $500,000

We bring together the entire PI community to show that together we are #zebrastrong!

#Zebrastrong

Walk to Impact a Life

were offered encouragement from Peer Support Coaches, members of the volunteer network.

148 individualscreated awareness campaigns in their area to recruit and raise awareness about plasma donations.

186 plasmaCOORDINATORS

IDF Exhibit Banner

Step and Repeat Banner*

I am a zebra buttons I love a zebra buttonsImpact flyer

*Step and Repeat Banner is only available for National/Regional walks.


IDF Exhibit Table


IDF Exhibit Booth Talking Points

Donate

• Visit our website at www.primaryimmune.org and click “Donate.” - On desktop, the “Donate” button is at the top right. - On mobile, the donate link is in the hamburger menu.

• Make checks payable to “Immune Deficiency Foundation” and on the memo line write what/who you want to donate towards.

• To donate to the walk, visit www.walkforpi.org and click “Donate.” - Choose your participant or team. - Complete the form.

Education Meetings and Get Connected Groups near you

• Depends on location.

• For an updated listing, go to www.primaryimmune.org/events.

IDF My Account

• Create and update your own account with IDF on www.primaryimmune.org/my-account.

• Register for meetings and events, order publications, submit questions through Ask IDF, update your mailing preferences, and more.

• Log in and add your diagnosis and birthday to receive customized content.

Participate in IDF surveys

• Complete IDF surveys you receive in the mail.

• We use the findings from our surveys to advocate on your behalf.

• The results of these surveys are critical to research and understanding the patient experience.

• Log into your My Account and update your mailing address.

Order publications

• Visit www.primaryimmune.org/idf-publications.

• Download or order our IDF publications at no cost to you.

• IDF has a wealth of educational publications for patients and families.

• New this year, we have the sixth edition of the IDF Patient and Family Handbook.



Sign up for IDF Action Alerts

• Visit www.primaryimmune.org/action-alerts.

• Sign up to receive notification of action alerts regarding public policy issues.

• We will e-mail you with the information you need to make a difference and how to make your voice heard with legislators.

Join the IDF Volunteer Network

• Visit www.primaryimmune.org/volunteer.

• There are a variety of ways to get involved.

• Any training that is needed is provided.

• Current opportunities: Health Access Advocate, IDF Liaisons, Plasma Awareness Coordinators, IDF Get Connected Leaders, Walk for PI Chairs and Ambassadors, and Peer Support Coaches.

Help us reach more people

• Visit www.primaryimmune.org/idf-publications.

• Help us reach the next person facing a diagnosis of PI.

• Download the “Learn More” poster online and make sure it’s displayed in your immunologist’s office.

Websites

• www.primaryimmune.org

• www.walkforpi.org

• www.scidcompass.org

Phone number

• 800-296-4433

Address

• 110 West Road, Suite 300 Towson, MD 21204

Questions you can’t answer?

• Take their first and last name, phone number, e-mail address, and tell them the appropriate IDF staff person will contact them.



Sample Program

8:30 AM Registration OpensFood, music and dancing, and activities begin

9:45 AM Ceremony 10:00 AM WALK BEGINS!1:00 PM Silent Auction Ends3:00 PM Event Ends

IDF Walk for PI - New Orleans

Thank you!National Walk Presenting Supporter

Takeda

National Walk Supporters

CSL Behring Grifols

Horizon Therapeutics Octapharma

National Food & Beverage Partner

PepsiCo North America Nutrition

Local Sponsors

Silver Sponsors

Schedule of Events Fun & Activities

Awards:

WWW.WALKFORPI.ORGImmune Deficiency Foundation | [email protected] | 800-296-4433

LaSalle Park - February 1, 2020

• Visit, Learn & Win - Stop by and learn from our supporters & exhibitors!• Walk for PI• Selfie Photo Table & Free Face Painting • Entertainment• Craft, Art, Jewelry, & Food Vendors • Silent Auction• Awards

National Walk Presenting SupporterTakeda

Local Walk Supporters

National Walk Supporters

CSL Behring | Grifols Horizon Therapeutics | Octapharma

Gold Supporters Allstate

Top Teams Order of the ZebraIndividuals who raise $1,000+

*Programs are printed in advance. Results may change based on donations received the day before or the day of the walk. We

appreciate your understanding!

Breakfast is graciously provided by Perks Coffee & Cafe. Also, make sure you stick around to check

out our amazing lunch vendors as well!

Silver SupportersAllied Trust

Louisiana Society of Allergy, Asthma & Immunology

Bronze Supporters Athena Real Estate

Couples & Wellness Lifecoach TWFG InsuranceMetairie Bank

Magnolia Physical Therapy


Community Walk Guide 47 Appendix D: Day of Walk Materials

IDF Walk for PI Arrow Signs


Registration

Please check in here.Registration

Please check in here.Prize TablePick up your prizes here.

Prize TablePick up your prizes here.

Pick up your prizes here.Volunteer

Station

Volunteer Station

with IDF Photo Station and TZ Activity Area

IDF Exhibit Booth

with IDF Photo Station and TZ Activity Area

IDF Exhibit Booth

Community Walk Table Signs



Face Painter

IDF Exhibit Booth

IDF Exhibit Booth Face

Painter

Food

Food



IDF Logo Stencil


Our way of saying

“Thanks!”

Our way of saying

“Thanks!”

Welcome to the

TOP TEAM VILLAGEWelcome to the

TOP TEAM VILLAGE

Top Team Village Sign


Top Team Certificate

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Immune Deficiency FoundationAttn: IDF Walk for PI Staff 110 West Road, Suite 300

Towson, MD 21204410-321-6647 or 800-296-4433

www.primaryimmune.org

All requests for reimbursement must be received within 15 days from the date that the activity/event is held and must be accompanied with ORIGINAL, SCANNED OR PHOTOCOPIED ITEMIZED RECEIPTS. Failure to follow this procedure may result in disallowance of the request. Send this form to your IDF staff supervisor. A check will be issued within 14 days of approval. Please allow reasonable time for mail delivery.

IDF Walk for PI Volunteer Expense Reimbursement Form

Volunteer Name:

Address: Street City State Zip Code

Day Phone: Evening Phone:

Activity/Event Name: Date:

NOTE: In order to be reimbursed, you must receive prior authorization from your IDF staff supervisor for all expenses. Receipts for all items must accompany this form.

Date Item Purchased Description/Purpose Amount GL # Leave Blank

Total to be reimbursed $

I hereby certify that the above is a true and correct statement of expenses incurred by me in the service of IDF.

Volunteer Signature: Date:

FOR IDF USE ONLY Department Project Code

Approved By:

Signature Date

community walkguide...idf walk for primary immunodeficiency is one of the ways the immune deficiency...

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