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Welcome Volunteers for the 2017 Courageous Challenge


Event Guide for
​AFM Volunteers
Immediately following the 2016 event AFM conducted an After Action Report for the purpose of creating an even better event in 2017. 
Through critical self-analysis and random surveys from volunteers and participants we have created the 2017 Courageous Challenge Event Guide. The information herein should be read by all volunteers prior to the event day and utilized by Team Leaders throughout the planning process.  

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AFM Videos
2 minute Promotion 2016

Proper Pushup Form

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The success of AFM’s inaugural Courageous Challenge Labor Day Weekend 2016 was made possible because more than fifty passionate volunteers rallied to the cause of building a culture of mental health within our community. To all who were present for the 2016 Challenge we extend our heartfelt gratitude. In the days that followed many expressed an eagerness to be included in the 2017 Challenge. To those joining us for the first time we also extend tremendous thanks. The Courageous Challenge is an event that takes the effort of many working together and we are forever indebted to you for your support.

The end-state goal of the Courageous Challenge is that our Contenders and their many fans and supporters who attend will participate with much enthusiasm in a well planned and fun event that is transforming our community into a beacon of hope for veterans, law enforcement and all individuals in our community at risk of self-harm and suicide.

This Event Guide has been created for the purpose of making your volunteer experience with AFM pleasantly memorable and a whole lot of fun. The guidance provided herein should also result in greater productivity of the volunteer team through proper utilization of individual efforts. Several of the volunteers present on event day will have invested time and effort months in advance as Team Leaders in planning meetings, community groundwork, partner development, marketing and other vital components in order that all volunteers can better accomplish their assigned task on the event day.

The 2016 inaugural event set a worthy benchmark for future endeavors that far exceeded our original expectations. 26 Contenders pumped out 7610 pushups raising more than $10,320 in the process. With the help of our Courageous Volunteers and this Event Guide we will once again exceed our expectations and sustain an ever increasing awareness of the cause for which the Courageous Challenge was established to address.

On behalf of the AFM Board of Directors I say once again THANK YOU!

For stronger community,   

Chaplain Kenneth Koon
Executive Director
Armed Forces Mission      

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Event MC- Chaplain Kenneth Koon AFM Executive Director

​Event Manager is Dennis Loewer AFM Community Relations Director

​Team Leaders (TL) will serve in four distinct components. TL positions should be filled NLT November 30, 2016. 

Overview of responsibilities of Team Leaders
Operations
Team Leader will:
  1. Recruit and Lead the Advance team for Set-up and take-down on event day
  2. Operations members will also include AV and Photography and asistance for them. (Minimum 2 video cameras and 3 photographers who will have access to event floor
  3. Recruit greeters to welcome everyone and direct foot traffic.
Registration
Team Leader will:
  1. Recruit volunteers for Registation table and Contender T-Shirt Table
  2. Asist with handling of funds generated day of event. AFM Treasurer will be part of this team. 
  3. Recruit Counters. In 2016 we had 26 Contenders. Prepare for more in 2017.
  4. Ensure all push-ups tallied are properly recorded
Marketing & Promotions
Team Leader will:
  1. Recruit volunteers to prepare SWAG Bags for Contenders and others
  2. Asist Exec Director with B2B promotions, sponsorships and gathering of corporate sponsors. 
  3. Social media promotion
  4. Manage AFM Awareness table to distribute information about our mission. 
  5. Manage Sales Table for AFM promotional T-Shirts and other items​
Logistics
Team Leader will:
  1. Serve as Human Resources leader to distribute volunteer staffing to meet various needs during event. 
  2. Recruit Hydration Team to provide snacks/liquids and ensure distribution to all Contenders
  3. Recruit Security Team to keep event area clear and assure safety of participants and all present.
  4. Recruit Sweat Towel distribution Team
The following provides further details for the various Team Leaders based on the Lessons Learned from After Action Report

Operations

Minimum # volunteers needed 15
6 Set Up and Take Down
3 Greeters
2 Video
3 Camera (35 mil type)
1 Audio/Visual

Take into consideration the no show factor and recruit more than minimum needed. 
  • Begin recruting NLT than January 30 - Team in place by March 30
  • Day of event all team members on grounds NLT 0700
  • Photograpers taking pictures of set up. Pre and Post Contender group picture
  • Set up Contender Floor (each Contender station will have 2 chairs)
  • 8 6' Tables needed (hydration table, registration table, Contender T-shirt table, AV Table, trophy Table, AFM Workhop promo Table, AFM promo T-shirt Table, Treasurer's Table) 
  • Registration Table will be set up near front door. All other tables will be easily accessable to attendees.
  • Asist with set up of corporate partner banners 

Registration

Minimum # volunteers needed 29*
2 Contender Registration Table
1 to asist Treasurer with sales
*The variable is number of counters that will be needed. Based on 2016 Contender participation we will need minimum of 26. 

Take into consideration the no show factor and recruit more than minimum needed. ​Potentially members of Set up Team in Operations component and SWAG Bag Team in Marketing could serve as counters for a total of 11.
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  • Contenders are encouraged to recruit Counters for the Challenge. (note the counter recruited will not count for the contender that recruited them) 
  • The registration process will be streamlined for rapid processing. Walkins that have not registered are to be expected. After checking in Contenders will be directed to the Contender T-Shirt table and instructed to change into their Ts prior to event start. 
  • Counters will be provided with clickers to keep proper track of push ups completed
  • All Counters much watch the YouTube instructional video on completing score card as well as the video on proper push-up technique. 
  • Upon completion of event. Counters and Contenders will remain in place until Registration team has collected all score cards and clickers. Ater score card turned in they will move to stadium seating designated for them for the purposes of post-event group pictures.
  • MC will have a few minutes to speak with audience while registration team tallies results. This will be a much streamlined process for 2017. 

Marketing and Promotions

Minimum # volunteers needed 11
5 for SWAG Bag Team
2 for AFM Awareness Table
2 for AFM Sales Table
2 B2B Marketing experts

Take into consideration the no show factor and recruit more than minimum needed. ​​
  • SWAG Bag Team responsible for collecting SWAG for bags from various community partners.
  • AFM Awareness Team should be someone who has taken AFM workshops and has a strong knowledge of what we do.  Awareness Team Should promote the Fayette Strong Initiative and encourage attendees to like us on Facebook. Promo material will be available that directs individuals to our giving portal. 
  • Special promotional T-shirts will be available for sale at a cost of $12 for small and $15 for all others.  Contender shirts CAN NOT be purchased. They can only be earned through participation in the Challenge. 
  • B2B team members should have strong sales skills and knowledge of AFM mission.

Logistics

Minimum # volunteers needed 10
4 alternates to serve where needed
3 Hydration Team
3 Security Team
The above will also serve as Sweat Towel distribtion team.

Take into consideration the no show factor and recruit more than minimum needed. ​​​
  • Logistics Team Leader provides coordination of volunteers to cover shortfalls in other areas.
  • Security Team will assure the Contender floor is clear until event start. Police tape or rope will be used to accomplish this task. 
  • As Contenders take positions hydration team will distribute water/power drinks as needed and assure that supply is maintained throughout event by visiting each Contender position. 
  • Contenders will pick up Sweat Towels prior to taking floor position. 

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Hopefully the above sample ScoreCard helps all our Counters better understand the proper way to complete the form.

​You will also want to make sure pushups are being done in proper form during the event.  
COUNTING INSTRUCTIONS
To streamline the instruction process for 2017 please review the proper completion of ScoreCard.

At left is an example of completed ScoreCard for John Doe.
After 2 minutes John had completed  50 pushups. At the 2 minute mark record the # of pushups completed in Running Total column. For John it was 50. 
 
The total number completed will be recorded every 2 minutes.
The MC will announce upcoming 2 minute intervals 5 seconds in advance and sound off loudly with "NOW". At that time record TOTAL for those minutes completed. 

Do not use hash marks. Use the clicker provided and record what is on the clicker at each 2 minute interval. Do not start the clicker over -  It is a running total. In the Final 2 Minute PUSH record the TOTAL # of pushups completed in 22 minutes and the same # in the TOTAL box. This is the recorded score. For John Doe it was 310.  Setting a goal is not required, but it is encouraged.  
 
Tie Breaker:
# of pushups completed first 2 min 50
# of pushups completed last 2 min  20
               TOTAL these two numbers   70
In the event of a tie in a division or for overall Champion the
​Tie Breaker tally will be used to determine placement.

Conclusion

Based on the above we need a minimum of 55 to 65 volunteers. 55 will work with certain team members doing double coverage as needed. The above is also based on a Contender Count of 26. More Contenders means more volunteers needed. But of course we also encourage Contenders to recruit a counter. Counters that are recruited must understand that they will not be counting for the person who recruited them and therefore will not be available to watch them and cheer them on.  For this reason we should do our best to recruit all the counters we will need. Each Component Team Leader can help with recruiting volunteers for other components as we want volunteers to serve in the area that they feel most gifted. As an example my bankers have already confirmed that they want to participate. They would obviously be great at counting, but may prefer to work in another area. As we are able let's give volunteers the opportunity to choose. in the 2016 we had over 50 volunteers. So while 65 may seem like a high number it is not and with Team Leaders actively engaged in recruiting and managing their teams Dennis and Ken can focus on other management details which will require their attention.

The Courageous Challenge presents an incredible opportunity to engage volunteers in the organization and acclimate them to who we are and what we do. This is a huge step toward building capacity and sustainability going forward.  

Thank you for your willingness to be part of the Courageous Challenge. The 2017 event is already being anticipated by many of those who participated and attended. Let's give them a great show and bring it home for our community in a BIG way!
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  • Home
  • ABOUT
  • Workshops
    • Dates and Locations
    • Communities We Serve
    • Host a Workshop
  • AFM 911
    • 300 Strong
  • Articles and Press
  • Caring for Caregivers
  • Growing Volunteers
  • Partners
  • Donate
  • Contact Us