We need a lot of volunteers to make this event happen including crew members who travel with the riders during this six-day event and committee members who work for several months in advance to plan the Bike Rally.
Volunteer Application Form (82.14 kB) for Committee and Crew Leads and Members- Committee Roles and Responsibilities in Detail (392.31 kB)
Crew opportunities
Committees
Steering Committee
The Steering Commitee is responsible for the overall organization of the Bike Rally, working closely with the Special Events Coordinator at the Toronto People With AIDS Foundation (PWA). 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.
Events/Social Committee
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- 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
- Prepare and co-ordinate red ribbon for Day 6 of Rally
- Assist with organizing Montreal Reception
- Assist with organizing Reunion Party in August
Food Committee
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- 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
Read about Food crew responsibilities.
Media and Communications Committee
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- 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
- Maintain social media platforms
- Develop schedule and compile content for e-News
- Maintain and update Crisis Plan
- Maintain and update fact sheets, backgrounders and other print materials
- Maintain and update website (not including management of back-end pledge site)
- Manage e-mail list for both current participants and general subscribers
- Check general email on a regular basis
- Coordinate post-ride survey
- Update and maintain a manual including job description, policies and procedures, etc.
Fundraising Committee
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- Overall, provide strong support to all riders and crew in their fundraising efforts
- Support New Fundraisers by facilitating training, and developing support material and guidelines
- Empower Top Fundraisers by recognizing, rewarding, and supporting the work they do on behalf of the Bike Rally
- Ensure Fundraising Tools and Resources, such as Artez and fundraising-related content on the website, are well-managed and continually being improved
Rider and Crew Recruitment
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- Develop recruitment strategy
- Work closely with PWA staff to update and maintain postings on external websites
- Attend trade shows and other events to promote and recruit Riders and Crew
- Coordinate recruiting efforts with help of PWA Special Events Coordinator
Training and Support Committee
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- 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
Road Safety Committee
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- Recruit, train and manage crew to provide route support and safety 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
- Assist with the management RS participation in training rides, providing support to rides following May long weekend
- 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
- Manage Road Safety Crew during event
- Functionally manage Route Markers.
Read about Road Safety crew responsibilities.
Rubbermaid Rustler Committee
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- 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
- Manage Rustler Crew during event
Read about "Roadies" crew responsibilities.
Sponsorship Committee
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- 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
Team Leaders Committee
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- 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
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.
- With a co-leader, manage a team of Riders
- Assemble team during the event to help with assigned meals and to sweep
Wellness Committee
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- Recruit, prepare and manage Crew to provide wellness therapy during event
- 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
- Manage Wellness Crew during event
Read about "Wellness" crew responsibilities.
Other volunteer opportunities
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- Graphic and web design assistance and production
- Distribution of outreach material (e.g. brochures)
- Assembly and mailing of registration kits
- Assistance with pick-up of supplies on Pick-Up Day
- Assistance with unloading on Return Day
Last Updated on Friday, 12 October 2012 21:07
