About Oxfam Trailwalker

Frequently asked questions

Oxfam TRAILWALKER Melbourne - 27-29 March, 2009

We have put together a list of answers to Frequently Asked Questions in this section. If you have a question that is not listed below, please contact us.

ON-THE-DAY REGISTRATION

MANAGE YOUR TEAM

SAFETY & TRAINING

FUNDRAISING

VOLUNTEERING

BLISTER PACKS

OTHER

ON-THE-DAY REGISTRATION

What time do we register?

  • For the 7am start you can register between 5:00 – 6:30 am 
  • For the 8:30am start you can register between 7:05 – 8:15 am 
  • For the 10am start you can register between 8.35 – 9:45 am

Please register early to avoid delays in the Registration Area and ensure your team and others get away on time. All four of your team members must be present before your team can register. Only registered participants are allowed in the Registration Area.

Where do we register?
The Registration Area will be clearly signposted.  Please follow the directions of our volunteer marshals who will direct you to the correct queues.

What do we need to bring?
You must bring with you the following forms which will be included in the Briefing Pack and distributed at the Briefing Night:

  • Your team’s completed Yellow Medical Questionnaire (all four team members must complete)
  • Your team’s completed Green Team Contacts Form with mobile telephone details for all team members and your support crew

Please Note: These forms are to be presented only when registering on the morning of the event – do not return them to Oxfam TRAILWALKER Team prior to the event.

How do we register?
As you enter the Registration Area you will be given a Registration Pack which will contain:

  • 4 bibs (red, blue, green, yellow)
  • A Team Registration Form showing each team member’s name, assigned bib colour and brief personal details. If we are missing important information about you, this will be highlighted for you on this form and you will need to provide this prior to starting.

Then you will proceed to a Registration Desk where our volunteers will collect your forms and issue you with wrist bands so we can identify you throughout the event.

Your team number and bib colour is the only way of identifying you on the trail. Each team member must wear the bib allocated to them throughout the event. Please do not swap bibs before or during the event.

What if we need to change team members on the day of the event?
After collecting your Registration Pack, notify one of our marshals who will direct you to our Team Change Desk for assistance. It’s better to complete the Change Of Team Member Form and return it to us prior to the team changes deadline of 5pm, Tuesday 24 March so that you are not held up at the start.

MANAGE YOUR TEAM

Help! How can we find walkers for our team?
If you need to find walkers for your team go to the singlesboard on our website. There are lots of willing people who missed out on registration waiting to join a team. From Singlesboard your team can post an ad or respond to a walker looking to join a team. Make sure you choose someone whose goals are similar to yours to ensure the team dynamics remain strong.

Is it possible to have more or less than four people per team?
No. You must have four people to register and your team must present as a team of four people at the start. If you know more than four people wanting to enter, try to recruit another team. We also have a singlesboard on our website which helps people to find teams and vice versa.

 
What does the Team Leader do?
Whether you call yourself Team Captain, Team Hero, Team Mascot, Team Motivator or Team Organiser, every person who commits to being a Team Leader is most importantly the Team Administrator. The key to being a good Team Leader for Oxfam TRAILWALKER is being a good communicator and administrator - making sure your team members receive information that we send and vice versa. 
While every walker will receive the Trailwalker eNews and have access to the website from time to time, the Team Leader will be responsible for:

  • Distributing the registration pack items
  • Accurately registering walkers details
  • Tracking sponsorship books
  • Ensuring waiver and release forms and emergency contact details are provided prior to the even

How can I change a team member?
To change a team member you need to download the Change Of Team Member Form which can be found in the Team Admin section of the website. Once you have returned the form to us we will get the new team member added to the team. Please ensure you give the replaced walker’s sponsorship book to the new walker or return it to us immediately.

How can we change our team name?
Changing your team name is easy. Just send us an email with your new team name and we can change it for you. No need to ask first, just tell us what you now want to be called and we will do the rest. You may also decide to add a sponsors name as the ‘team representing’ field. This will appear on the website. Some teams have been known to auction off their team name as a fundraiser.

How can I change my email address?
If the email address we have on the system for you is incorrect or out of date, simply send us an email clearly stating your new email address and we will update it for you.

How can I change my personal details?
The Trailwalker Team can update all personal details on our database. Just let us know what needs fixing by email or fax and we can make the required changes.

When is the deadline for team changes?
Team changes must be received by the Trailwalker Team prior to 5pm, Tuesday,24 March to ensure the changes are processed in time for the start. All faxes, phone calls, emails and mail that is received after this time will not be processed in time for the start of the event. If you miss the deadline for changes, we strongly advise completing the forms and bringing them with you to the Registration Area at the start. The forms can be found in the Team Admin area of this website.

When do we receive our Briefing Packs?
The Briefing Packs will be distributed at the Briefing Night on Tuesday, 10 March at Federation Square. The packs will include team confirmation reports, medical questionnaires, team mobile contact forms, support crew map and info book and more. For teams who cannot attend the Briefing Night, these packs will be sent to Team Leaders in the post soon after.

SAFETY & TRAINING

What is the terrain like?
There are hills! The course travels along bike paths, bush tracks through forest and native bush, some existing public walkways, Parks Victoria forest roadways and fire tracks. Take a look at the trail map and profile.

Am I fit enough to do Oxfam TRAILWALKER?
We firmly believe anyone with the right training and attitude can complete the Oxfam TRAILWALKER challenge. We do offer some basic training advice with safety and training manuals and other advice along the way. Of course, you should consult your doctor or specialist for the right advice relative to your personal fitness level and health.

What should we wear?
Wear light and comfortable clothes. Be prepared for the cold, particularly at night. Check out the training and preparation tips for more information.

Are trainers or hiking boots better for this event?
It is up to you. Experienced Trailwalkers are divided on this point so the best thing to do is get training on the trail and find out what is best for you. Some also prefer to have spare shoes so they can switch back and forth during the event. Check out the training and preparation tips for more information.

Where can we get the latest safety information about the trail and check where and when it is safe to train?

Always check the CFA, DSE and Parks Victoria information for the latest updates and advice on whatever location you choose for your training, whether that involves the Trailwalker trail or not. We will be sending the latest updates and advice to our participants via the Latest News section of our website and in the regular Trailwalker eNews.

FUNDRAISING

How can Oxfam help us with our fundraising?
We send every team a registration pack via the Team Leader within two weeks of registration (that is teams who have registered and paid). Inside the packs will be Sponsorship books (which allow you to issue tax receipts to your sponsors) and other information and material which will help you with your fundraising.  There is a fundraising toolkit CD which contains lost of tips, ideas, information and support for your fundraising. You can also get this information through the fundraising section of this website.

What’s the best method for receiving donations?
The most simple and effective way for you to start receiving donations is online via credit card. Every team receives their very own web page (called Teamspace ) where you can upload stories, images and anecdotes about your team and inspire your supporters to donate money to your team.

How do we use Teamspace?
Each team is given their very own webpage (Teamspace) with a generic message and image. Teamspace will allow you to inspire your supporters as they will be able to see all the details of your team and your challenge, including your team member’s names, fundraising target and progress, estimated finishing time and all other information and images that you will have added over time. To login to Teamspace go to the Team Login area on the homepage and enter the same email address that you provided us upon registration. Then click Get a Password and a password will be sent to your email account. Go back to the Team Login area and log in with this password. To find out more about how to use Teamspace click here.

How do we issue tax receipts to our donors and sponsors?
Every Team Leader is sent a registration pack which contains 4 sponsorship books with 20 tax receipts. You can issue tax receipts to all donations over $2

Can we fundraise for the entry fee?
Teams are not authorised to fundraise on behalf of Oxfam until they have fully completed the entry process, thus accepting the terms and conditions of the event and fundraising, therefore teams cannot engage in fundraising to cover their entry fee.

How much money do we have to raise?
The minimum fundraising commitment is $1,000. This is on top of the $520 team registration fee which is used to support the running costs of the event.

Do we have to meet the minimum fundraising commitment?
Yes. Failure to do so will restrict entry into this and future events.

Each team will receive a Fundraising Toolkit CD and there are also some great fundraising tips and ideas on our website.

Your fundraising target will determine which pledge category your team fits into.  For example if your team sets a target of $3000 then your team's fundraising pledge category is the Regular category ($1,000 - $4,999). If your fundraising target is $7,000 then your team will be in the Gold category ($5,000 - $9,999).

The fundraising pledge categories for 2009 are: 

  • Regular  $1,000 - $4,999
  • Gold  $5,000 - $9,999
  • Platinum  $10,000 - $24,999
  • Diamond  $25,000 +

What do teams who set a target of $5,000 or more receive from Oxfam?
For all teams who pledge to raise over $5000, you will receive the following:

  • priority start times
  • up to 4 tickets to the VIP Breakfast at the Start (for your supporters)
  • personal contact throughout the event for fundraising and training advice

For your fundraising efforts, you and your team can win rewards such as Paddy Pallin gear or a trip to the Oxfam TRAILWALKER in Hong Kong courtesy of Asia Miles.  For more information about fundraising rewards click here.

How can I accept cash donations from my sponsors and still list them on the website?
Many participants are finding that their sponsors want to make cash donations but would like these donations to also appear on their Teamspace page. The easiest way for you to do this is to take the cash donation and use your credit or debit card to enter the donation in the sponsor’s name on the website. They will then be issued with a tax deductible receipt via their email address or residential address. Taking donations in this way will ensure that the donation appears in your team’s name sooner. Remember not to issue these sponsors with a receipt from the sponsorship book when they give you the cash, since they will already be issued with a receipt from the online donation.  Supporters who donate by cheque do not appear on the website, however it’s a good idea to post an article on your Teamspace page to thank them separately.   

What can Oxfam do to support our fundraising event?
If you are hosting a fundraising event, whether it’s a BBQ, Trivia Night, Shopping Tour, Concert, House Party, Ten Pin Bowling or anything else, we are here to support you where wherever we can. We can supply you with banners, posters, brochures, collection tins (check availability) and in some cases, public liability cover. We can offer you lots of advice on how to make the most of your fundraising event. Just call us on 03 9289 9300 or send us an email.

How do I order another Sponsorship Book?
If your sponsorship book is full or almost full, please send it to us immediately with a note to request a new sponsorship book be sent out. Or, if you would like to order additional books and you still haven’t finished with your existing book, please send us an email with the quantity of books and name of walker who will be responsible for the books and we’ll post them out accordingly.

Our team has reached our fundraising target, what should we do?
Wow!  Go Team!  We recommend to those teams who meet or exceed their fundraising target to send us an email with an ask to increase the target. This way, when your supporters visit your Teamspace page they’ll be more inspired to donate to your team, knowing that you still have a long way to go to reach your target. Remember, by this stage you have met your obligatory minimum fundraising amount so why not set yourself an ambitious target?

When is the fundraising deadline?
The fundraising deadline is Friday 29 May. Over the years, teams have told us that the most successful time to fundraise is in the lead up to the event. However, we know that many teams also like to fundraise after the event to ensure they reach their fundraising target.

VOLUNTEERING

Can I do more than one shift over weekend?
You certainly can! We can find you two shorter shifts to fill back to back, or two shifts with a long break in between so that you can rest/sleep at our accommodation centre (details listed below).  Please be mindful of the impact of fatigue on your ability to concentrate and drive after your shift.

Is there accommodation available for volunteers?
There will be dorm-style accommodation (near Wesburn Park) available at the Warburton Trail end of the trail.  Reservations for spaces will take place in the month leading up to the event through the Volunteer Coordinator.  You will need to supply your own pillow, sleeping bag and towel.

What meals are allocated to volunteers?
Meals will be provided to all volunteers working through standard meal times: breakfast (8am to 10am), lunch (12pm to 2pm) and dinner (6pm to 8pm).  Lunch and dinner meals will be delivered to all checkpoints and trail marshal locations.  Basic food (such as bread, spreads, fruit, tea and coffee etc) will be available at each checkpoint, however it is suggested that volunteers bring any additional food they may wish to eat with them for their shift/s.

Will I have training for my role?
Training sessions will be held in the month leading up to the event, and will include an overview of the event, and then detailed training for specific roles.  It will give volunteers an essential understanding of their responsibilities for their shift/s and ensure they feel confident with the information they’ve been given.

Where does training take place?
Training will take place in the Oxfam Australia Head Office at 132 Leicester St, Carlton, in the month leading up to the event.

Can I bring a friend to work with me?  Can we volunteer as a group?
Yes, the more the merrier! We often have volunteers working in pairs/groups and we always try to accommodate people working together on shifts over the event weekend.  Please notify us of this when registering as a volunteer and we will endeavour to accommodate your needs.

If you have a larger group of people wishing to volunteer together, please contact us earlier in the registration process to ensure we can assign you all with roles that are located in a similar area.

How do I get to the event?
There are limited public transport options for most of the locations where you will be required to volunteer.  We highly encourage people to try and organise their own transport by car or arrange a lift to and from their volunteer locations. In an effort to reduce our carbon footprint, Oxfam TRAILWALKER encourages all volunteers to car pool where possible.

What do I need to bring from home?
Please make sure you bring a mobile phone so we can contact you in the event of an emergency. Be aware of the weather; bring a raincoat, umbrella, sunhat, sunscreen, beanie just in case. Some of the checkpoints are in gullies or on the water: please rug up and bring layers of clothing Bring your volunteer T-shirt (if you did not receive one of these prior to the event you will get one from the checkpoints/start/finish and control centre at the start of your shift.

All trail marshals should bring a fold-out chair, snacks, torch, book etc for quieter periods. Also remember to bring your Volunteer Information Pack with your Trail Marshalling position map.

When will I receive information about my shifts?
Once we have confirmed your place in our database, you will be contacted by a representative from the Trailwalker team to confirm your shift and then sent/emailed a Volunteer Information Pack.

What happens if I cannot attend my shift?
If you cannot attend your allocated shift for any reason, you must immediately notify the Volunteer Coordinator. It’s much better for us to know if you cannot make it to your shift so we can make alternative plans.

What are some of the roles that volunteers will be required to fill?
Please refer to the Volunteer Opportunities page of the website for more specific information about volunteer roles.

I’ve volunteered before – will I need to attend training sessions?
We ask that even if you have had experience volunteering with this event in the past that you attend the training sessions.  There is always some new information presented to volunteers and by sharing your experience you can be of assistance to any first-time volunteers.

Will I be allocated any shift/s I apply for?
We do require certain skills and experience for higher-level roles, and will seek to fill these roles with suitable people, however if your skills match these roles, you will be considered. There are no guarantees that the role you apply for is the one you will receive, however your chances of securing those roles are good.

How can I express my interest to volunteer for the 2009 event?
Please complete the Volunteer Registration form and return it to our Volunteer Coordinator, Kaya Babic, at trailwalkermelbourne [at] oxfam [dot] org [dot] au or via fax on
03 9347 1973.

What is the volunteer newsletter and how do I subscribe?
The volunteer newsletter will be sent throughout January, February and March to keep all volunteers up to date with the latest news and volunteering information for Oxfam TRAILWALKER Melbourne 2009. Every volunteer will be automatically subscribed to the volunteer e-newsletter.

How can I contact the Trailwalker Team? Where can I find out more about volunteering in 2009?
To find out more about volunteering check out the volunteer pages of this website.
If you have any other questions please call the Oxfam Trailwalker Team on 03 9289 3233 or send us an email.

When do volunteers receive their uniform?
Free T-shirt! All volunteers will be provided with a special Trailwalker Volunteer long-sleeved T-shirt to wear during their shift/s. Keep your T-shirt as a momento of your hard work in support of Oxfam Australia. Volunteer T-shirts will be handed out at the Volunteer Training sessions or by the Volunteer supervisors at the beginning of your shift.

BLISTER PACKS

How much do the Blister Packs cost?
Single pack is $50 (RRP $65). Team pack is $100 (RRP $120)

What’s included in a Blister Pack?
Each pack is designed as a complete prevention and treatment kit. There are specialised dressings that help with healing once you get a blister and simple non-stick dressing for small blisters. Fixomull tape to use as preventative and to adhere dressings and saline, betadine, antiseptic wipes and gloves to ensure you keep the affected area clean/sterile. Please note if you use any of the dressings to treat you will need to replace these as you use them.

There are also added extras not available at chemists and an information sheet which explains how to treat the different types of blisters, what dressings to use and how to prevent friction with specific taping techniques.

How do I order a Blister Pack?
To order your blister pack, send an email to Anna Beetham (Podiatry Coordinator) on info@healedonline.com. Please advise which pack (single/team) you require, quantity and your collection method (see below).

Delivery or Pickup?
Delivery: For an additional charge, the packs can be posted out (the exact charge will be confirmed before payment is required).

Pickup: You can collect your blister packs from either:
The Melbourne Sports Medicine Centre: Level 4, 250 Collins St, Melbourne
Physiosports Brighton: 186 Bay Street, Brighton

How do I pay?
Pay is either cash (pick up only) or Direct Debit.
Once an order is placed you will be emailed an invoice with bank details, money must be deposited and a copy of the receipt emailed back before you receive the pack(s).

What is the deadline for ordering Blister Packs?
All Blister Packs orders must be received by 5pm, Wednesday 4 March. No orders will be filled after this time. The last opportunity to collect Blister Packs will be at the Briefing Night at Federation Square on Tuesday 10 March

How do I order a Blister Pack?
To order your blister pack, send an email to Anna Beetham (Podiatry Coordinator) on info [at] healedonline [dot] com. Please advise which pack (single/team) you require, quantity and your collection method (see below). PLEASE NOTE: The deadline for ordering Blister Packs is 5pm, Wednesday 4 March and no orders will be filled if received after this time.

OTHER

When will we be allocated a start time?
Start times will be allocated in March. All teams will be required to check their Teamspace to view their start times. The start times have not been determined at this stage. To give you an indication, in 2008 the start times were 7am, 8.30am and 10am. The fastest teams will be allocated the earliest start time, so there is less congestion on the trail. Please do not contact us with regards to start times as they will not be allocated until March.

Can you recommend places to stay?
For the best advice on where to stay in the Dandenong & Yarra Ranges area, please contact any of the following information services:

Do we sleep during the event?
Some teams do and some teams don’t. It depends on what your team decides. We would recommend you don’t sleep for more than 3 or 4 hours at a time as many participants have found after longer sleeps, it is very difficult to get moving again.

Will my mobile phone work?
There are some areas of the trail where mobile phones will not work. We advise that your team carry phones connected to at least 2 different network providers.

Why do we need a support crew?
During the event you want to travel as lightly as possible and it’s very important to have people looking out for your well-being along the trail, especially towards the end. Your support crew play a very important role in ensuring you pass safely through the checkpoints. They make the event that little bit more comfortable and easier than it would be without them. Support crews can provide a team with necessary materials and emotional support. It’s also nice to see a familiar face and get that motivational support you need to get you further along the trail. Read more about support crews.

What food will be available during the event?
Each checkpoint will be stocked with basic provisions for all participants, including: bread, spreads, soup, tea, coffee, GU energy drinks and GU Energy Gels, water. Some checkpoints will have La Manna bananas, Carman’s muesli bars and other snacks all free of charge to help ensure participants have something basic to help them along the way. On top of this, many of the local community organisations, schools, cricket clubs etc will be hosting their own sausage sizzle, BBQ or canteen to raise money to support their activities so make sure you bring some change, get a feed and support these groups where you can. There will be lots of great food and Fair Trade coffee available at the finish.