Your role as Team Leader

Communicator

We ask that you become the principal point of contact between the Trailwalker office and your team. This will help ensure that your team receives consistent information and help reduce correspondence.

Delegator

There’s a lot to do, so share the tasks among your team – and wider if possible. One team delegated the whole project to a PA, even though she was not taking part. She organised training events, monitored fundraising progress, and ensured that everyone knew what was required of them.

Co-ordinator

You may find one of the most complex but satisfying roles is managing the different personalities on your team. One of the first tasks is to agree what your team’s physical objective is. Is your team aiming to break a course record, give the Gurkhas a run for their money, or to complete the course within 24 hours?

What is your fundraising objective? How much will your team raise? You may find it useful to establish some monthly intermediate objectives, and it’s also important to ensure your Support Crew commit to your team’s objectives too.

It will be your job to manage the different expectations within your team and lead them to reach a consensus. And remember, another equally valid objective is to enjoy the whole experience.

Coach

Some of your team members may be very committed to the physical aspects of the Trailwalker challenge, others less, and you may need to motivate them. Set aside some time, maybe one weekend a month, to train together. This is absolutely crucial to success, as it will help the team gel and keep the training in your teammates minds.

Fundraising entrepreneur

Fundraising is what makes Trailwalker worthwhile. Some team members will need more support and encouragement than others to ask their friends and colleagues for sponsorship. You may find it helpful for team dynamics to work together on this. For example, a lunch-time presentation at work, a pre-event pasta party, or your own Trailwalker Celebration Evening after the event for your top supporters

Team size

Trailwalker is a challenge for teams of four people aged 18 years or more on the day of the event. The event involves sustained physical exercise in remote and rugged terrain and teams must take responsibility for their own fitness.

In the event of an injury, your team may continue with just three people. If your number decreases to two you can only continue by finding another team willing to take responsibility for you for the remainder of the trail.

If your team reduces to two people you cannot start unless combined with another team of two. It is your responsibility to field a full team. We will try to help but you will need to be flexible with start times and speeds.

Substitutions

It is important that your team is completely fit for the event. If, at the last minute, a team member is unable to take part, you are able to replace them free of charge. If possible, notify us before the 30th June deadline.

You may substitute up to three team members right up to the moment you register at the start, but we strongly discourage you from doing this. No team members can be replaced afterwards. Both the in-coming and out-going participants share collective responsibility for achieving the team’s fundraising target.

Substitutes will not be sent an Event Pack as the outgoing team member passes on the pack to the substitute.

Friends and pacemakers

You can have one supporter accompanying the team for one stage of the trail as encouragement. Please note that your supporter should not add to the logistical burden of the event (especially first aid resources - it is important that supporters are fit).

Your Support Crew

You need a Support Crew. Having a team of volunteers is an essential safety requirement and most teams tell us they simply could not have finished without one. You should start recruiting as soon as possible.

Support Crews need a reasonable amount of stamina. Their duties involve a good deal of driving and possibly being up through the night. They need to be able to provide moral support and encouragement - a kind word and a friendly face help to provide essential inspiration and motivation when things get tough.

We recommend having a couple of pairs of volunteers. One pair for support through the day, the other for the night shift. Think carefully about whom to ask. Approaching close friends or reliable work colleagues is a good place to start. Ensure they understand what they are taking on and involve them in some training walks. The fundraising will help gel the team and ensure everyone is working to the same goal.

You know best what will motivate people to support your team. In the past some volunteers have mentioned that being in a Support Crew is a great way to be involved in the event, even though they could not walk 100kms themselves. Some appreciate the chance to enjoy the beautiful scenery from the comfort of their vehicle. Most recognise that it is an effective contribution to helping overcome poverty and suffering.

Fundraising deadline: 30 September 2009

Fundraising is an integral part of Trailwalker and makes a significant contribution to overcoming poverty and suffering. It gives the physical effort a meaningful purpose. Team Leaders are expected to ensure that team members understand their fundraising responsibility. Each team member will receive a Fundraising Guide which will provide lots of fundraising ideas and tips. 

All funds and sponsor forms need to be sent in by the deadline. We will send you written updates after the event with your fundraising total as it stands. Alternatively, you can contact the Trailwalker Support Team for your latest fundraising update. Please note that if you have sent money within the last week it may not be included in your total.

Your fundraising total

This includes any sponsorship you raise. Your fundraising total will not include:

• Entry fee
• Pre-existing forms of support such as regular gifts
• Gift Aid - which can only be reclaimed after the event

Gift Aid

Please note that the Gift Aid part of your sponsors' contributions will not be included in your fundraising total. This is because tax is not actually claimed back until some time after your event.

Match giving

Many companies offer 'matched giving schemes' to encourage their staff to support charities. This could double the amount you raise in one go, so it's worth checking out right away. Your employer may be able to support you in other ways too, such as the use of meeting rooms, photocopiers, telephones etc.