We need lots of volunteers to make this event happen: crew members who travel with the riders during this 6 day event, and committee members who work for several months in advance to plan all of the details.
Crew opportunities
Committees
- Steering Committee
- Events / Social
- Public Relations and Media
- Rider Recruitment
- Sponsorship
- Communications
- Fundraising
- Rider Development
- Team Leaders
- Food
- Rubbermaid Rustlers
- Road Safety
- Wellness
- Team Leaders – A brief overview of duties
- Other volunteer opportunities
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.
Meet our committee members.
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
- Prepare and co-ordinate red ribbon for Day 6 of Rally
- Assist with organizing Montreal Reception
- Assist with organizing Reunion Party in August
Public Relations and Media Committee
- 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
- Maintain and update Crisis Plan
- Maintain and update fact sheets, backgrounders, etc.
Meet our committee members.
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
Rider Recruitment Committee
- 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
- Coordinate recruiting efforts with help of PWA Special Events Coordinator
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
Meet our team leaders.
Food Committee (lead: Todd Davies)
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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.
Rubbermaid Rustler Committee (lead: Bob Beerman)
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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.
Road Safety Committee (lead: Faye Jose)
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- 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
- Manage Road Safety Crew during event
- Functionally manage Route Markers
Read about Road Safety crew responsibilities.
Wellness Committee (lead: Bill Smith)
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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.
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
Other volunteer opportunities
- 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 Tue Feb 02, 2010
