Walk Coordinator Agreement

Walk Coordinator Agreement

Thank you for agreeing to volunteer for the Apraxia Kids signature fundraising event, Walk for Apraxia. We are excited to welcome you to the team and aim to make this an enjoyable and rewarding experience. Please fill out the information below and indicate your acceptance of the agreement by returning a signed copy to us. Once we receive your agreement, your Walk Manager will be in touch to discuss next steps. Your 2024 Walk details DO NOT need to be confirmed to move forward.

Contact Information

T-Shirt Size: *
Shipping Address *
Shipping Address
City
State/Province
Zip/Postal
Country
What method of communication do you prefer for one-on-one meetings?
Are you on Facebook? *
Do you have a co-coordinator for the Walk?
Do you already have a planning team?
It’s OK if you don’t at this time. We’ll help you identify others to come alongside you.

We greatly value the efforts and role of the volunteer Walk Coordinator. In an effort to assure that our work together goes smoothly and produces a high quality event, we have outlined our partnership agreement below.

Apraxia Kids Will:

(a) Support volunteers through training, tools, event materials and relevant event history.
(b) Be available to answer questions and provide encouragement.
(c) Respect volunteers and their limitations.
(d) Request and cover the cost of background clearances for the Walk Coordinator.
(e) Provide materials to help volunteers professionally represent the organization and the Walk for Apraxia.
(f) Provide officially branded materials for each Walk including t-shirts, medals, pins, stickers, event signage, and an official Walk banner. Quantities will vary based on Walk size.
(g) Support outreach efforts.
(h) Provide insurance if required for your event
(i) Apraxia Kids will provide a budget for each Walk as outlined in the Walk Coordinator Handbook to offset costs such as venue rental, sound system, and food.
(j) Provide additional planning guidelines for Walk day.

As a volunteer, I agree to:

Please read each statement below and signify your understanding and agreement by clicking "I agree" and signing your full signature at the end of the form.:
(a) Confirm a Walk date and venue no later than May 1, 2024. I will share any contracts signed for a venue with Apraxia Kids for review.
(b) Complete background clearance requirements within 2 weeks of submission of this agreement. Directions to assist with completion will be emailed to the address identified on this form. *
(c) When representing Apraxia Kids, do so in a professional manner that aligns with organizational values and demonstrates a commitment to the mission of the organization. This includes any representation of myself in person or online. *
(d) Work towards meeting and exceeding fundraising goals agreed upon by the Walk Coordinator and Apraxia Kids. *
(e) Commit to attending an initial meeting after the Walk Coordinator agreement is signed. I will also commit to attending check-in meetings throughout the planning process (either through email or a scheduled meeting) with the Walk Manager. I will be available for a post-Walk meeting either by phone or video conferencing. I understand that I can reach out at anytime to request a meeting with Apraxia Kids staff. *
(f) Provide information to Apraxia Kids about expenses I may incur. I will not make any purchases in which I seek to be reimbursed, outside of the approved budget, before gaining written approval. *
(g) Comply with all applicable laws during the planning, promotion and conduct of the Walk. This includes, but is not limited to the following: no alcohol sales, no firearms, no inflatables (bounce houses, mechanical rides, trampolines, or hot air balloons), no gambling, and no fireworks. *
(h) When seeking to book a venue, obtain all necessary permits and permissions as well as a copy of the venue agreement and/or contract, providing them to Apraxia Kids as soon as they are made available for prompt review and approval. *
(i) I will read the 2024 Walk for Apraxia Walk Coordinator Handbook and supplemental materials and documents provided by Apraxia Kids. If I have questions regarding the content, I will reach out to my Walk Manager to discuss. *
(j) Permit my contact information to be listed on the Walk website and work with Apraxia Kids to communicate with past and potential Walk attendees throughout Walk season. *
(k) Continue to work toward building a planning team and share relevant documents and training materials with them. *
(l) Refrain from externally sharing Walk participant contact information or any other proprietary organizational information for any purpose outside of my role as Walk Coordinator. *
(j) Follow guidelines in the Walk Coordinator Handbook regarding reimbursable expenses. *

Walk Day Requirements

(a) My Walk event will take place in the timeframe put forward by Apraxia Kids, the Saturday after Labor Day (9/7/24) - the weekend before Thanksgiving (11/24/24). *
(b) Ensure that all insurance requirements are met with assistance from Apraxia Kids. For all vendors (ie DJ, etc), a certificate of insurance listing Apraxia Kids as “additional insured” is required. *
(c) Comply with the regulation that Apraxia Kids does not permit sales of products or services at the Walk for Apraxia. This includes items such as apparel, water bottles, etc *
(d) Return all U.S. funds collected on Walk Day in the priority envelope provided by Apraxia Kids within two weeks of the Walk event. Either a cashier’s check or money order for cash received should be sent along with any checks. Canadian Walks will not receive a priority envelope but instead will receive a Paypal invoice in which they can send the funds. *
(e) Every Walk will adhere to local, state, and federal safety guidelines to the best of their ability. *
As Walk Coordinator, I agree to adhere to the following Walk for Apraxia Event Standards and procedures. Please review the entire document and initial to signify.

Branding and Social Media Guidelines

(a) Walk Coordinators are prohibited from using Social Media in violation of state, federal or local law, and will be held legally responsible for their postings. *
(b) Walk Coordinators should not misrepresent their identity when accessing and posting information and content on the Internet. Walk Coordinators must disclose themselves as “Volunteer Walk Coordinator” if they choose to identify themself as a Walk Coordinator in any social media bio or email signature. Apraxia Kids should not be listed as your employer on Facebook, LinkedIn, or any other platform. *
(c) Walk Coordinators cannot create a Facebook Event or Facebook Group for their Walk. Apraxia Kids will create the official Facebook Event for each Walk for Apraxia. *
(d) Walk Coordinators must use discretion when posting about any volatile topics on their personal social media accounts that may cause conflict amongst Walk attendees or not be in alignment with the mission and organizational values of Apraxia Kids. *
(e) Walk Coordinators will review the Branding Tip Sheet and follow all branding guidelines outlined in the document with regards to the Walk for Apraxia. *

brand

Conflict of Interest

I understand that Apraxia Kids refrains to the extent possible, from entering into transactions that are or could be perceived to be a conflict of interest. As a Walk Coordinator, I will inform Apraxia Kids of any conflicts of interest I may have that could interfere with my role including:

  • Business or professional affiliations
  • Affiliations with other non-profits and boards on which I serve

I further understand that I have a duty to safeguard the confidentiality and privacy of sensitive information I may have access to during my service. This may include but is not limited to participant contact information, strategic and business plans, contracts, financial and compensation information.

As a Walk Coordinator, do you have any conflicts of interest to disclose that would potentially interfere with performing this role?