Friends For Life Bike Rally - A Benefit for the Toronto People With AIDS Foundation

Crew opportunities

• Food Crew
• Road Safety
• Rubbermaid Rustlers
• Wellness

Committees

• Steering Committee
• Events/Social Committee
• Public Relations and Media Committee
• Sponsorship Committee
• Communications Committee
• Fundraising Committee
• Rider Development Committee
• Team Leaders Committee
• Rubbermaid Rustler Committee & Crew
• Road Safety Committee & Crew
• Wellness Committee & Crew
• Team Leaders – A brief overview of duties
• Other volunteer opportunities

Steering Committee

Members

The Steering Commitee is responsible for the overall organization of the Bike Rally, working closely with the Special Events Coordinator at the Toronto PWA Foundation. We meet once a month, starting in December, and in smaller groups throughout the month, either with each other to co-ordinate specific tasks or events, or with our hard-working committee members. The Bike Rally is driven by dozens of volunteers, both in the spotlight and behind the scenes.

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Events/Social Committee

• Organize Launch Party in February
• Schedule and organize socials
• Develop and publicize themes for the Rally
• Plan and facilitate evening activities during the Rally
• Assist with organizing Orientation Meeting in June
• Assist with organizing Montreal Reception
• Assist with organizing Reunion Party in August

Public Relations and Media Committee

Members

• Coordinate recruiting efforts with help of PWA volunteer coordinator
• Create schedule and content for press releases
• Collect media contacts and pursue media opportunities
• Develop template for participants to use when pitching personal stories
• Work closely with PWA staff to ensure correct messaging
• Provide media training as appropriate
• Update and maintain a manual including job description, policies & procedures etc

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Sponsorship Committee

• Develop sponsorship strategy and recognition standards
• Approach potential sponsors; includes sourcing bike stores, camping stores, training facilities and other potential supporters for discounts and donations
• Work closely with PWA staff to ensure consistent communication and follow up
• Good corporate contacts an asset, this committee starts immediately
• Update and maintain a manual including job description, policies & procedures etc

Communications Committee

• Work closely with other committees to collect and distribute latest news, events and relevant links to current participants and interested supporters
• Develop schedule and compile content for e-newsletters
• Manage email list for both current participants and general subscribers
• Update website with latest news, events and profiles (does NOT include management of back-end pledge site)
• Check general email on a regular basis
• Coordinate post-ride survey
• Collect and post online photos from event on website
• Update and maintain a manual including job description, policies & procedures etc

Fundraising Committee

• Schedule and organize seminars on Fundraising techniques and strategies
• Develop fundraising kits for participants who are coordinating personal fundraising events
• Coordinate with Media/PR Committee on organizing 3rd party fundraising events
• Develop D.I.Y. templates for fundraising events to be posted on Bike Rally website
• Coordinate fundraising incentive contests and giveaways
• Update and maintain a manual including job description, policies & procedures etc

Rider Development Committee

• Help prepare Riders for the event with training and technical knowledge
• Schedule and organize seminars on bike maintenance, cycling technique, camping, sports nutrition etc.
• Work closely with Team Leaders Committee to identify areas where Riders need guidance
• Organize orientation sessions
• Work with Communications to develop informative articles for e-news and website
• Update and maintain a manual including job description, policies & procedures etc

Team Leaders Committee

(*see below for more information on being a Team Leader)

• Recruit, manage and support Team Leaders to help prepare Riders for the event
• Assign Riders to Teams
• Update and maintain a manual including Team Leader job description, policies & procedures etc.
• Schedule training rides and assign Team Leaders to make announcements and sweep (or recruit sweeps) for each ride
• Supply waivers and track rider participation on training rides
• Work with Food Committee to schedule Team assistance at mealtimes

Food Committee & Crew

• Recruit, prepare and manage Crew to prepare and serve food during event (working with caterers)
• Assign crew to teams and designate leaders for each team
• Develop rally schedule for menu and set-up of meals
• Update and maintain a manual including job descriptions, policies & procedures, route maps, etc.
• Prepare a complete inventory of existing supplies and provide “wish list” of needed supplies
• Work with Team Leaders Committee to schedule rider assistance at meals
• Work with other Crew committees to coordinate Montreal arrival and return trip to Toronto
• Coordinate and execute pick up day with other crews

Rubbermaid Rustler Committee & Crew

Members

• Recruit, prepare and manage Crew to load, transport and unload gear and supplies during event
• Prepare a complete inventory of existing supplies and provide “wish list” of needed supplies
• Update and maintain a manual including job descriptions, policies & procedures, route maps, etc.
• Develop schedule for Packing Day and the event itself
• Organize training session for driving practice and tent set-up
• Work with other Crew committees to coordinate Montreal arrival and return trip to Toronto
• Coordinate and execute pick up day with other crews

Road Safety Committee & Crew

• Recruit, prepare and manage Crew to provide route support during event
• Update and maintain a manual including job descriptions, policies & procedures, route maps, etc.
• Prepare a complete inventory of existing supplies and provide “wish list” of needed supplies
• Assist with one (potentially two) long training rides
• Review route maps and develop schedule for event with route assignments
• Work with other Crew committees to coordinate Montreal arrival and return trip to Toronto
• Coordinate and execute pick up day with other crews

Wellness Committee & Crew

Members

• Recruit, prepare and manage Crew to provide wellness therapy during event
• May include massage therapists, nurses, yoga instructor, chiropractor, physiotherapist, athletic therapist and social therapist
• Develop 6-day ride schedule
• Update and maintain a manual including job descriptions, policies & procedures, route maps, etc.
• Prepare a complete inventory of existing supplies and provide “wish list” of needed supplies
• Recruit therapists in communities on the route to provide support to Crew during the event
• Assist with one (potentially two) long training rides
• Collect confidential medical information from Bike Rally participants
• Coordinate any crisis management efforts
• Work with other Crew committees to coordinate Montreal arrival and return trip to Toronto
• Coordinate and execute pick up day with other crews

Team Leaders – A brief overview of duties

• A time commitment of a couple hours a week to manage team communication and support.
• A commitment to attend many of the Bike Rally training rides. Training rides are an excellent way of getting to know your team members.
• To communicate well with team members and provide a supportive environment for all riders on your team, particularly new riders.
• To ride safely at all training rides to provide a positive example to other riders.
• To participate in and share the responsibility for managing weekend training rides.
• To foster a supportive team environment.
• To encourage, support, manage and motivate fund raising progress of team and report progress to the Bike Rally organizers.
• To ensure that any questions and concerns raised by your team are addressed or passed to the appropriate individual.

Other volunteer opportunities

• Graphic and web design assistance and production
• Distribution of outreach material (e.g. brochures)
• Assembly and mailing of registration kits
• Database entry of pledges (especially during months of May though July)
• Assistance with pick-up of supplies on Pick-Up Day
• Assistance with unloading on Return Day