VOLUNTEER COORDINATOR S GUIDEBOOK planning a successful School Walk for Diabetes event. diabetes.org/schoolwalk

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1 VOLUNTEER COORDINATOR S GUIDEBOOK planning a successful School Walk for Diabetes event diabetes.org/schoolwalk

2 school walk for diabetes make a 2

3 School Walk for Diabetes gives schools, students, and coordinators a chance to make a difference WHAT IS DIABETES? After you have eaten your food, your small intestine takes out the sugar, or glucose, and puts it in your blood. The glucose is what gives your cells energy to do their jobs. To get into the cells, the glucose needs insulin. Insulin is a hormone made by the pancreas. It works like a key to open the cells and let the glucose in. Without insulin, the cells would not get fed. Diabetes is a disease where the body either does not produce enough insulin or the insulin it produces is not used properly. In type 1 diabetes, the body destroys its own insulin-producing cells in the pancreas. People with type 1 diabetes must inject insulin several times per day to stay healthy. People with type 2 diabetes may be able to manage their diabetes with diet and exercise alone, or with diet and exercise combined with oral medications and/or insulin. Dear School Walk for Diabetes Volunteer Coordinator: Thank you for registering for School Walk for Diabetes! This guide will help you with step-by-step planning for a successful fund-raising event at your school. School Walk for Diabetes helps to fund essential programs aimed at curing diabetes, preventing its onset, and improving the lives of all those affected by diabetes. As a volunteer coordinating this event at your school, you are helping the American Diabetes A MESSAGE FROM OUR HONORARY CHAIR Coach Tony Dungy, Indianapolis Colts As a coach, it s natural for me to develop a game plan when tackling a problem. This time, my opponent is diabetes and my strategy is School Walk for Diabetes. Thanks to you and your students for joining my team! Association make a difference in the everyday lives of all those affected with diabetes! We couldn t do it without you! Thanks again! difference 3

4 Giving Back to Students and Your School FOR THE VOLUNTEER SCHOOL COORDINATOR Amount Raised Thank You Gift $2,000 Walking Your Way to Better Health (Pedometer and Guide) $3,000 Koozie Kombo Kooler $5,000 Executive Roller Bag $7,000 Vivitar 35mm Camera $10,000 Personal CD Player/Digital Radio FOR THE STUDENTS Every participant gets a certificate signed by Coach Tony Dungy! Amount Raised Thank You Gift $10 Pencil $25 Water Bottle $40 T-shirt If you raise $40 or more, you receive the gift from your level plus a certificate, pencil, water bottle and T-shirt! $75 Flying Disc $150 Kickball $300 Digital Pedometer $500 Bocce Set $750 Croquet Set $1000 CD Player FOR THE SCHOOL Schools Raising $1,000 - $7,499 Schools Raising Over $7,499 GET BACK 10% GET BACK 15% Each participating school that raises $1,000 or more receives a gift certificate for physical education and/or school medical supplies from U.S. Games, a division of Sport Supply Group. The gift certificate is based on gross income turned in. For example, if you raise $2,500 you earn $250 for needed equipment. If you raise $10,000 you earn a $1,500 certificate for your school. Students can choose thank you gifts at their fund-raising level and lower. For example: A student who raises $150 could choose a flying disc instead of a kickball. everyone finishes giving first 4

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7 eight to six weeks prior to the event Call your local American Diabetes Association at DIABETES ( ). Let us know your plans! We want to help you any way we can! Recruit an assistant or volunteer committee. This can make an incredible difference in making the event easier to implement. Your team can help with setting a fund-raising goal, pre-event planning and promotion, event day logistics and post-event paperwork. The committee can consist of other faculty members, parents or student leaders. Set a fund-raising goal. Explore the U.S. Games Web site at to make a wish list of physical education equipment and/or school medical supplies that your school could benefit from. Add up the total cost and use this wish list as the basis for your fund-raising goal. Remember, your school can earn up to 15 percent back for your wish list. Determine event format. The event format is your decision. Some schools break down the event throughout the day into class activities held in the gym or on a school track. This allows for a more efficient walk and for more educational moments along the way. If your event is scheduled near the end of the school year, host your fund-raising campaign at least six weeks earlier so students can get their gifts on event day. To determine an event format that is best for your school, consider: The number of students or grades participating The layout for the event, such as school assembly, class activity or community-wide event The best event location, such as gym, track or school neighborhood The length of the walking route and the time needed to complete it Schedule the event date. Set a date at least six weeks prior to the end of the school year. Once you have a date, get approval from your principal! Then call your local ADA representative! Develop a promotion plan. Get creative when promoting your event! Here are some ideas for you to use: Visit to download tools to help you. You'll find a template school newsletter article, an invitation to local celebrities and customizable media materials. Send letters to local companies asking for donations to provide incentives for top fund-raising students, such as free movie tickets, gift certificates and limo rides. Encourage teachers to use the lessons in the classroom activities section of the Welcome Kit. Host a school assembly promoting the event or visit each classroom to talk about the program. started 7

8 four weeks prior to the event three weeks prior to the event Wear your School Walk for Diabetes T-shirt to build enthusiasm. Hang School Walk for Diabetes posters in a visible location. Submit an article to the school newsletter or newspaper. Develop messages for student leaders to read during morning announcements. Discuss the event in various classrooms, emphasizing the seriousness of diabetes and making healthy eating choices throughout life. Send letters to local companies for donations and invitations to local celebrities. Distribute sponsor envelopes to participating students. Make sure the students know the event date and how long he or she has to collect donations. Reinforce that all checks must be payable to the American Diabetes Association. Allow two to three weeks for collecting donations. Send letter home to parents explaining the program. Be sure a parent or guardian signs each participant s release form on collection envelopes. Encourage students to set their own fund-raising goals by making a list of at least 25 family members or friends to target. If each of these people makes a $5 donation, students could raise $125 or more. Practice with students how to make an ask to potential donors. Encourage teachers to use the lessons in the classroom activities section of the Welcome Kit. Ask your local ADA office if you can borrow the School Walk for Diabetes video to show during physical education or health classes. promote! 8

9 two weeks prior to the event Promote! Promote! Promote! Send media materials to local television/radio stations and newspapers. Collect envelopes each day and count money. Recruit additional help for the event from faculty, parents or students. Develop a checklist that includes: Timeline for walkers and helpers Route preparation (cones, chalk, etc.) Water and refreshments Bullhorn or PA system (if needed) First Aid supplies Music Cameras Guest speaker accommodations Media accommodations DAY OF EVENT CHECKLIST : Set up check-in and check-out tables. :: Confirm that each student has submitted a signed Release and Indemnification form. : Collect all collection envelopes and count money. : Lead warm-up activity to gain student attention and stretch muscles. : Announce total dollars raised to date. promote! 9

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11 following the event more great ideas Within Five Days After Event Collect final event donations and determine total dollars raised. Complete Master Record Form and Thank You Gift Order Form. These forms are in your Welcome Kit and can be downloaded at diabetes.org/schoolwalk. Send donations in check/money order form (no cash) to your local American Diabetes Association in the envelope provided. Include the completed Thank You Gift Order Form and a copy of the Master Thank You Gift Record Form. Wrapping Up Your Campaign Expect thank you gifts to arrive approximately six weeks after money and thank you gift order forms are received at the American Diabetes Association. Host a special awards assembly to present thank you gifts and certificates of appreciation to students and volunteers. For entertainment, show photos or slides from the event with fun music. Work with school principal to sign certificates for all participating students. Consider asking a local radio station or DJ to provide music. Ask a student with diabetes to help! The student can help promote the event, describe why it s so important and how diabetes affects his or her life. Create a wall of honor where each student can name someone with diabetes for whom they are walking. Take it a step further and sell these pin-ups for $1. Host a gray ribbon campaign. Students wear gray ribbon pins to represent people they love with diabetes. Reward for distance walked. For example, if students are walking on a track, give them a colored star for each lap they ve completed! Ask your local Lion s Club or PTA to sponsor a rest stop with bottled water or other refreshments. Show kids that adults are committed to this program too! Some school principals or teachers have shaved their heads, kissed a pig (first source of insulin), or done some other silly activity to promote School Walk for Diabetes. This helps motivate children to work toward their fund-raising goals! walk 11

12 helpful information about diabetes Diabetes: A Silent Killer Nearly 18.2 million Americans have diabetes (about one of every 20 people). According to a recent report by the U.S. Center for Disease Control and Prevention, one in three Americans born in 2000 will develop type 2 diabetes unless those at risk change their lifestyles (eating less and exercising more). The odds are even worse for African Americans and Hispanics/Latinos nearly half of them are likely to develop the disease. It is projected that more than 210,000 people will die this year because of diabetes more than from AIDS, breast cancer, or many other chronic diseases. The fifth leading cause of death, diabetes, at this time, has no known cure. Diabetes is serious and can lead to heart disease, stroke, blindness, kidney failure and amputations. Common signs of diabetes are extreme thirst, frequent urination, blurry vision and fatigue. Tips for Families and Children: Living a Healthier Life There are things you can do to help prevent type 2 diabetes. Encourage exercise, active play, and healthy meals. For kids who are overweight, here are some strategies to try: :A Limit time for television and video games (less than 4 hours per day) :A Drink less sugared-soda, sports drink and juice and drink more water instead :A Avoid fast foods :A Eat small portion sizes Studies have identified certain ethnic groups to be at greater risk: :A American Indians/Alaskan Natives 2.6 times more likely to have diabetes as the general population :A Hispanics/Latinos 2 times more likely than the general population :A African Americans 2 times more likely than the general population Who is at risk? :A People over the age of 45 :A Someone in a high risk ethnic group :A Someone who is underactive :A Someone who is overweight or obese :A Someone with a family history of diabetes :A A woman who has had a baby weighing more than nine pounds at birth DIABETES ( ) American Diabetes Association 1701 North Beauregard Street Alexandria VA diabetes.org/schoolwalk