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Logistics 101 & �Best Practices for Event Day

February 17, 2026

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NAMIWalks �Team Introductions

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What are NAMIWalks 10 Minute Trainings?

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Agenda

  • Thought Provoking Question
  • Event Best Practices
  • Recommended Resources
  • Q&A

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Thought Provoking Question

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Thought Provoking Question

Think about the best event you’ve ever attended.

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What made it the best?

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Event Best Practices

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Event Best Practices

Parking:

  • Before Event Day -
    • Confirm parking plan with your venue
    • Segment parking for Participants, Volunteers, Accessible Parking, Vendor/Sponsor Parking and/or Unloading
    • Share parking map (website, email, social, Fundraise4NAMI push notification, etc.)
  • Event Day -
    • Have parking volunteers (with walkie talkies, if able)
    • Provide clear signage
    • Arrows

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Event Best Practices

Signage:

  • Make sure you have signage for -
    • Registration/Check-In
    • T-shirts
    • Sponsor Area
    • Stage/Opening Ceremony
    • Route Start
    • Route Arrows
    • Restrooms
    • First Aid
    • Sensory/Quiet Area (if applicable)
    • Water/Refreshments

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Event Best Practices

Registration & Check-In Flow:

  • Clearly marked check-in lanes:
    • Pre-Registered Online
    • Needs to Register
  • Alphabetized check-in lists:
    • Participant Name
    • Team Name
  • Separate T-shirt distribution area, if space allows
  • Problem-solving lead volunteer at the Registration/Check-in and T-shirt area(s)

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Event Best Practices

Registration & Check-In Flow:

  • Have roaming volunteers for participants that need to�register with:
    • QR codes
    • Clipboards with Paper Registration Forms and Ink Pens
    • Tablets (will need WiFi)
  • Have high-top tables set up with paper registration forms and ink pens for participants to complete before getting in line
  • Participants can check-in on the Fundraise4NAMI app and show the check-in confirmation on event day

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Event Best Practices

Opening Ceremony:

  • Keep it short - 10 to 20 minutes
  • Utilize the sample script
  • Have announcements leading up to the opening ceremony
  • Start on time
  • Keep speakers to 2-3 minutes
  • Confirm sound check before participants arrive
  • Have a printed run-of-show for the stage manager volunteer and/or emcee
  • Assign a point of contact for all speakers and performers

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Event Best Practices

Route:

  • Directional arrows and signs
  • Have volunteers stationed throughout the route
    • Crosswalks
    • Turns
    • Water Stations
  • Confirm:
    • Police Presence (if required)
    • Permits
    • Emergency Contact Plan
  • Communicate:
    • Route Length
    • Accessibility Details (wheelchair, stroller, and wagon)

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Event Best Practices

Closing Ceremony/Return from Route:

  • Welcome back with cheers and excitement!

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Event Best Practices

Closing Ceremony/Return from Route:

  • Keep your closing brief
  • Share fundraising total
  • Thank top sponsors and participants
  • Invite attendees to the 2027 event
  • Ask attendees to share photos on social media using local and national hashtags

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Event Best Practices

Volunteers and Incident Planning:

  • Have written assignments for lead volunteers
  • Provide pre-event training to lead volunteers
  • Create plans for items such as:
    • Weather
    • Sound System Failure
    • No-Show Speakers
    • Medical Issues
    • Delayed or No-Show Sponsors
    • Vendor Miscommunications

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Recommended Resources

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Recommended Resources

Customizable for your local event needs!

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Located in the “Event Day”

section on the WMRC!

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Recommended Resources

Located in the “Fundraising”

section on the WMRC!

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Recommended Resources

Available in English and Spanish.

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Located in the “Fundraising”

section on the WMRC!

Use this for a fun,

easy challenge!

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