About Oxfam Trailwalker

Frequently Asked Questions

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.

MANAGE YOUR TEAM

SAFETY & TRAINING

FUNDRAISING

OTHER

VOLUNTEERING

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. On the 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 should 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 event

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 check there isn’t another team with that name by entering it on the team finder on the website, 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 25 August to ensure they 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 Wednesday 19 August at The Wesley Theatre, Pitt St, Sydney. 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 and views! The course travels along narrow walking tracks and fire trails, following and crossing creeks through national and regional parks, some existing public walkways, and roads. Take a look at the trail map and description.

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. Always best to have spare shoes so you 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 trail updates information on the TRAILWALKER website for the latest updates and advice on the trail sections you’re choosing for your training. The National Parks website is worth a quick look, especially if you’re training on trails other that the event trail.

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 as well as a DVD available on request from us. 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 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 our Team page?

Each team is given their very own web page with a generic message and image. This 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 your page go to the Team login area and request a password. Make sure you enter the same email address that you provided us upon registration 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 your Team page please 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 (cash, credit card or cheque) 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 $600 team registration fee which is used to support the running costs of the event.

Do we have to meet the minimum fundraising commitment?

Yes and this must be raised prior to the event by Friday 21 August to allow your team to take part on event weekend. See Rule 24.

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 Team 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. Please DO NOT 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 Teams page to thank them separately.

How can I see a list of all online donors to my team?

Click on the “Thank You” above the short list of donors on the right hand side of your page and the complete list of donors will come up.

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 and letters confirming that you are fundraising for Oxfam Australia. We can offer you lots of advice on how to make the most of your fundraising event. Just call us on 02 8204 3911 or send us an email trailwalkersydney [a] oxfam.org.au .

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 Team page they’ll be more inspired to donate to your team, knowing that you still have a 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 Thursday 22 October. 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.

OTHER

When will we be allocated a start time?

Start times will be allocated at the end of July. All teams will be required to check their Team web page to view their start times. In 2009 the start times will be 7am, 8.30am and 9.30 am. 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 July.

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.

VOLUNTEERING

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 Office, Level 3, 25 Cooper Street, Surry Hills, Sydney 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 and 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.

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, Barbara Cahill by email.

What is the volunteer newsletter and how do I subscribe?

The volunteer newsletter will be sent in the lead up to the event to keep all volunteers up to date with the latest news and volunteering information. Every volunteer will be automatically subscribed to the volunteer e-newsletter.

How can I contact the Trailwalker Team (re volunteering)?

You can contact us on 02 8204 3924

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 memento 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.