Pre-Planning for Your Team for the Day of AIDS Walk Los Angeles
Thank you for the hard work you put into organizing your team. The upcoming day of the event is a time to relax and enjoy the fruits of your labor, so please read over this guide carefully to ensure that your day is everything you hoped for! If you have any questions about the information below, please contact us at 213.201.9255. We are always happy to help!
We can’t wait to see you on Sunday, October 16!
Click here to download the Pre-Planning Guide as a pdf.
Time to Prepare
Day-of-Event Workshop
Team T-shirts
Early Sign-In
Team Pre-Registration Deadline
Qualify for a Team Meeting Station
Caterer Information
Reserve a Drive-On Pass
Bus Parking Reservations
Accommodations
Fundraising Deadline
Tuesday, October 4 – 6:30 p.m. to 8 p.m.
This workshop is a one-stop shop for all your questions about the day of AIDS Walk Los Angeles. We will fully prepare you to gather your team on Sunday, October 16, and ensure a great time for all your Team Members! The workshop will take place at the AIDS Project Los Angeles office at 3550 Wilshire Blvd., 3rd Floor, Suite 300, Los Angeles, CA 90010, between Ardmore and Kingsley. You can find parking in the Visitor’s Parking Garage located on Ardmore St. between W 7th and Wilshire (parking will be validated). Click here to view workshop dates and to RSVP.
Team T-shirts
Order Team T-shirts through Coastline Teez or CaféPress
Many teams wear matching team T-shirts on the day of AIDS Walk Los Angeles. You may order team T-shirts from any T-shirt vendor you choose, however we recommend using Coastline Teez or CaféPress, both generous supporters of AIDS Walk Los Angeles. The deadline for placing orders with Coastline Teez is Friday, September 16 at 5 p.m. To place an order, contact Anita Garcia at 714.593.9242 or visit www.coastlineteez.com. The deadline to place an order with CafePress is October 13, however shipping fees are significantly lower the earlier T-shirts are purchased (the fee will increase incrementally after September 29). To place an order with CaféPress, please visit: http://www.cafepress.com/aidswalkla.
Early Sign-In
Thursday & Friday, October 13 & 14 – Early Sign-In
Skip the lines on the day of AIDS Walk Los Angeles and turn in cash, checks, and Matching Gift Forms, and pick up Fundraising Awards in advance! Early Sign-In will be available to all walkers on Thursday & Friday, October 13 & 14 from 8 a.m. to 8 p.m. Come to AIDS Project Los Angeles: 3550 Wilshire Blvd., 3rd Floor, Suite 300, Los Angeles, CA 90010. You can find parking in the Visitor’s Parking Garage located on Ardmore St. between W 7th and Wilshire (parking will be validated).
If you, as the Team Leader, would like to turn in all of your team’s contributions at Early Sign-In, you must schedule an appointment.* Please gather each walker’s Sponsor Form and contributions and place them in separate envelopes. Each envelope should have the walker’s name, Team Number, and amount collected written clearly on the outside of the envelope.
*Team Members who come individually to Early Sign-In are not required to make an appointment.
Team Pre-Registration Deadline
Wednesday, October 5 at noon – Team Member Pre-Registration Deadline
Please be sure to register all Team Members by Wednesday, October 5 at noon. This registration deadline pertains to everyone walking with your team on October 16, as well as virtual walkers (walkers who raise money for your team, but cannot attend the event).
Walkers registered after the deadline are still registered Team Members but will not appear on your Team Roster found at your Team Meeting Station on the morning of AIDS Walk Los Angeles (if you qualify for a Team Meeting Station – see details below). Use the Transfer Sheets provided at your Team Meeting Station or at the Team Information tables on the day of the event to add new walkers to your team. You will receive a Team Roster after the event to confirm that all your Team Members have been accurately registered on to your team.
Qualify for a Team Meeting Station
Wednesday, October 5 at noon – Deadline to Recruit 25 Members and Qualify for a Team Meeting Station
A Team Meeting Station is a designated area for Team Members to gather together on the day of AIDS Walk Los Angeles. To qualify for a Team Meeting Station, a team must have 25 registered walkers by Wednesday, October 5 at noon. Team Signs, provided by AIDS Walk Los Angeles, will clearly identify each Team Meeting Station. Many Team Leaders decorate their stations with balloons and banners, in addition to providing team T-shirts and breakfast items.
Teams that have less than 25 registered Team Members by Wednesday, October 5 will not have an assigned Team Meeting Station and are welcome to refer to the Venue Map to select a meeting area of their choice.
Catering Information
If you have qualified for a Team Meeting Station and would like breakfast delivered on the day of AIDS Walk Los Angeles, we recommend catering by Corner Bakery Cafe, one of our generous supporters. See the Catering Menu Here.
Order by Phone: Call 310.358.9146 and ask for a Catering Supervisor or Manager. When placing your order, you must indicate that it is for AIDS Walk Los Angeles and give your Team Name – Team Number.
Place your order online. Be sure to fill out the form with the following information: Company: “AIDS Walk/Your Team Name – Team Number”, Street: the word “Teams,” City: West Hollywood, State: CA, and the Zip: “90069.”
Pick-up: If you would like to pick up your order instead of having it delivered, you may go to 100 N La Cienega Blvd, Los Angeles, 90048.
Reserve a Drive-On Pass
Friday, October 7 at 5 p.m. – Deadline to Reserve a Drive-On Pass for Team Supplies Drop-off
Drive-On Passes will only be available to those teams who qualify for Team Meeting Stations and have large amounts of items to transport from their car to their station. This is not a parking pass. Every driver must bring along a passenger to escort the materials to their Team Meeting Station, allowing the driver to immediately exit the venue once materials have been unloaded from their vehicle. Team Leaders must request a Drive-On Pass by Friday, October 7 at 5 p.m. Any vehicle that needs to enter the venue (including caterers and other vendors delivering items to your team) must be pre-approved, appear on the official vehicle access list, and have an official Drive-On Pass (which will be issued to you before the event). To reserve a pass and get Drive-On directions, please request the form from Emily Parson at emilyp@aidswalk.net.
Bus Parking Reservations
Friday, September 30 at 5 p.m. – Deadline to Reserve a Parking Space for Your Team’s Bus
If you have 50 or more people on your team, consider renting a bus. To reserve a parking space for your bus, you MUST contact Andrea Macfarlane at the AIDS Walk Los Angeles office at andream@aidswalk.net or 213. 201.9255 before Friday, September 30 at 5 p.m.
Accommodations
Traveling from outside the Los Angeles area? We recommend staying with one of these AIDS Walk Los Angeles supporters:
Joie de Vivre Hotels: www.jdvhotels.com
Ramada Inn, West Hollywood: http://www.ramadaweho.com
Fundraising Deadline
Friday, November 11 – Fundraising Deadline
We encourage every walker to turn in all pledges and collect individual Fundraising Awards before or on the day of AIDS Walk Los Angeles; however, the deadline to collect all outstanding donations to qualify for Incentive Awards and to have your donations applied to your team total is Friday, November 11. We will calculate the total amount raised by your team and provide that information to you in the weeks after the event. This figure will be calculated based on total dollars submitted on or before the day of the event, as well as any additional contributions received in the AIDS Walk Los Angeles office by Friday, November 11 at 5 p.m. Pledges will still be gladly accepted after that date, however they cannot be credited to a specific walker or team. Any awards that are earned after the event can be picked up after November 28.
For any questions not answered here, please contact the
AIDS Walk Los Angeles Teams Department at 213.201.9255!
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