Please note that the checklist below is a sample
| Task | Notes/Description | Time Frame |
|---|---|---|
| Confirm participation as a SuperWalk Organizer with PSBC | January - March | |
| Determine the date and location for the SuperWalk | January - March | |
| Book the venue/park location and apply for necessary permits | January - March | |
| Confirm the walk route(s) (ensure accessibility for mobility aids) | January - March | |
| Begin recruiting committee members if needed | January - March | |
| Start compiling a sponsorship prospect list | January - March | |
| Distribute posters and pledge forms around the community | April - June | |
| Submit a rental request for tables, chairs, tents, etc. | April - June | |
| Request insurance requirements from your venue and submit them to PSBC | Some venues/municipalities require liability minimums or additional names insured. If you are unsure of who should be included on the insurance, you may contact the venue and/or consult with PSBC for historical information. | April - June |
| Secure sponsorships and in-kind donations (food, prizes, etc.) | Some walk locations may elect to have door prizes on-site. Please do not approach companies outside of your city for these draw prizes as the asks may overlap with others completing similar tasks. Letter templates for requesting donations are available through PSBC. |
All walk locations should aim to have water and light snacks on site for attendees. Light snacks may include: fruit, healthy granola bars, etc. | April - June | | Recruit a first aid-certified volunteer and request a first aid kit from PSBC, if needed | | April - June | | Recruit a Master of Ceremonies (MC) | | April - June | | Recruit a volunteer photographer | | | | Receive and distribute promotional materials from PSBC | | July - August | | Finalize permits and send a copy to PSBC | | July - August | | Confirm and assign volunteer positions | | July - August | | Train volunteers, especially those handling registration and reconciliation | PSBC will provide a virtual training session. Registration volunteers are encouraged to attend to ask questions to staff. A recording will be circulated for review. | July - August | | Contact local media for event promotion | | July - August | | Print all necessary event materials (site maps, route maps, volunteer contact lists, etc.) | | July - August | | Purchase stationary and supplies for Walk Day | | July - August | | Organize & confirm food and beverage donations | | July - August | | Set up registration and check-in areas | | Walk Day | | Ensure signage is properly placed (route, registration, sponsors, etc.) | | Walk Day | | Assign volunteers to their designated roles | | Walk Day | | Provide brief training and instructions to volunteers before the event starts | | Walk Day | | Distribute SuperWalk merchandise (bandanas, flags, I’m Walking for Labels, etc.) | | Walk Day | | Ensure first aid kit is accessible and medical personnel (if applicable) are ready | | Walk Day | | Monitor registration and reconciliation processes to track funds collected | | Walk Day | | Conduct opening ceremony and speeches | A template for speeches on walk day will be sent to organizers by PSBC. This will be inclusive of mentioning sponsors. | Walk Day | | Oversee the walk, ensuring participants are safe and hydrated | | Walk Day | | Coordinate any entertainment or activities | | Walk Day | | Announce prize winners and thank participants and sponsors | | Walk Day | | Collect and securely package all registration materials and funds | | Post-Walk | | Complete the Post-Walk Report and send it to PSBC | | Post-Walk | | Ship documents and money to PSBC via FedEx (NO Canada Post) | | Post-Walk | | Ship documents and money to PSBC via FedEx (NO Canada Post) | | Post-Walk | | Submit reimbursement requests with receipts if applicable | | Post-Walk | | Store reusable event items for next year | | Post-Walk | | Dispose of unused pledge forms and outdated materials | | Post-Walk | | Send thank-you emails or cards to volunteers and sponsors | | Post-Walk |