About Oxfam Trailwalker

Frequently asked questions

Oxfam TRAILWALKER Melbourne – 16-18 April, 2010

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.

REGISTRATION FOR 2010

MANAGE YOUR TEAM

SAFETY & TRAINING

BLISTER PACKS

FUNDRAISING

VOLUNTEERING

OTHER

REGISTRATION FOR 2010

When do registrations open and what are the categories for registering?

For the 2010 event, registrations will be staggered according to the pledge categories listed below.

Teams pledging to raise $5,000 or more can register anytime after October 1, 2009 (12.01am) until registrations close:

Diamond pledge category
$25,000+
Platinum pledge category
$10,000 – $24,999
Gold pledge category
$5,000 – $9,999

Teams pledging to raise $3,000 or more, can register anytime after October 15 (12.01am) until registrations close, in any of the categories listed above, or:

Silver pledge category
$3,000 – $4,999

Teams pledging to raise $1,000 or more, can register anytime after October 29, 2009 (12.01am) until registrations close, in any of the categories listed above, or:

Regular pledge category
$1,000 – $2,999

There will be over 25% of all team spaces locked in for those wishing to register for the $1,000 category. These spots will be available from October 29 until registrations close.

*Note teams must reach their minimum pledge level by the fundraising deadline to qualify for fundraising rewards and ensure they are eligible to pledge in this category for future events.

How do I register a team?

All registrations take place online. Look for the prompt on the website nearer to 1 October and follow the steps, ensuring you have each team member’s information in order to register them (see below). You can’t register a team before the stated category registration date.

What information do I need to register a team?

Comprehensive details of all four team members will be required to register your team online. If you don’t include all team members’ details in your registration, your application will be rejected. Walker information required includes: full name, date of birth, postal address, email address, emergency contact name and phone numbers for all four walkers.

Please enter the industry category that your team falls in – there are fundraising awards for each category so to be eligible you need to make sure you have filled this in!

How many walkers do I need to register a team?

You will need four walkers’ details to register your team.

What are the registration fees for 2010?

Registration fees are $600 per team; they’re non-refundable and non-tax deductible (as they directly cover event costs). You can either pay the registration by credit card or send us a cheque. It is important to note your team place is only secured once this has been received by us.

What is the minimum fundraising level?

All teams, no matter which pledge category they choose, must raise a minimum of $1,000, in addition to the non-tax deductible and non-refundable registration fee, to participate in the event. Teams must have fundraised at least the minimum $1,000 by the Friday of the week prior to the event to be eligible to participate. Teams that fail to do so will be unable to start the event without the prior approval of the event organisers in accordance with Event Rule 24.

When is the fundraising deadline?

The fundraising deadline is May 31, 2010. This is the final date at which we determine fundraising awards. All teams should have reached their minimum pledge amount by this date (eg $3,000, $5,000 etc) and returned all Donation Receipt Books.

What are some of the fundraising awards, rewards and benefits?

There are a number of awards, rewards and benefits available to teams based on their pledge categories and final fundraising amounts.

Fundraising Awards

As well as rewarding our high fundraising achievers with Paddy Pallin merchandise (see below), we also acknowledge the highest overall fundraisers, and the teams who’ve raised the most within their category at our annual Awards Night Ceremony.

Paddy Pallin Rewards

As part of the commitment to participating in Oxfam TRAILWALKER, all teams must raise the minimum amount of $1,000. Teams who raise $5,000 or more, will each receive four great rewards from our merchandise supporter Paddy Pallin.

Asia Miles prize

Teams that raise over $4,000 by the fundraising deadline (May 31, 2010) automatically go into the draw to win return airfares to Hong Kong for each team member as well as a team place in Oxfam TRAILWALKER Hong Kong – the toughest Trailwalker in the world! This prize is generously donated by Cathay Pacific's Asia Miles program.

Priority Start Times

Teams pledging $5,000 or more (Gold or above) are given a choice of start times for the event, to be determined in March or April.

Invitations to the VIP Breakfast

Teams pledging $5,000 or more (Gold or above) will receive invitations to the VIP Breakfast hosted on the morning of the event at Madeline’s @ Jells.

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 Donation Receipt 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 (PDF, 95KB) 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 Donation Receipt 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.

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?

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.

BLISTER PACKS

What's in the Blister Packs?

These handy and unique Blister Packs have everything you need to prevent or treat those nasty blisters. Each pack includes the most clinically effective dressings, hypoallergenic tape, antiseptic, gloves, saline, Healed Skin Protect & more. They also contain vital information on preventative taping & treating blisters; information that can save you time, money and frustration! The packs are put together by Podiatry Coordinator Anna Beetham. Anna has been involved with the event for many years and, being a professional Podiatrist, she has ensured that the Blister Pack contains pricisely what you will need.

Who supplies the Blister Packs?

The Blister Packs are put together by Podiatry Coordinator Anna Beetham. The Blister Packs include some items from Anna’s own Healed Product range. For more information about Healed Products, go to the website. The Blister Packs have proven to be very popular with our past participants.

How do I order a Blister Pack?

Simply go to the Healed website and select Blister Pack by adding the quantity required to the cart. Checkout when you’re ready and make a payment via the secure Paypal payment process.

How much do they cost?

$65.00 plus postage. Payment is via Paypal secure credit card payment.

When is the deadline for ordering Blister Packs if I want to receive the pack prior to the event?

All orders must be received by 5pm Thursday, 8 April 2010.

Where can I see Anna Beetham’s Foot Clinic?

For great blister tips and footcare advice, check out Anna Beetham’s foot clinic via our YouTube site.

FUNDRAISING

Where does the money go?

Oxfam Australia is working hard around the world, and at home with our Indigenous Australians, fighting against poverty and injustice. We have established programs around the world that are providing long-term solutions to communities in need.

Poor people can take control, solve their own problems, and rely on themselves – with the right support. We fund long-term projects around the world and work in a range of areas, from water and sanitation to education and health, to bring about positive change in people's lives. This work is done in partnership with local partner organisations so we can enact change at a grassroots level.

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 Donation Receipt 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 four Donation Receipt Books with 20 tax receipts. You can issue tax receipts to all donations over $2.  Those donations made online to teams or individuals are issued with an electronic receipt.

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 registration fee in 2010 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 $2,500 then your team's fundraising pledge category is the Regular category ($1,000 - $2,999). 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 2010 are:

  • Regular $1,000 - $2,999
  • Silver $3,000 - $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. More information about fundraising rewards.

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 Donation Receipt 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 Donation Receipt Book?

If your Donation Receipt Book is full or almost full, please send it to us immediately with a note to request a new 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?

VOLUNTEERING

How can I express my interest to volunteer for the 2010 event?

Those people wishing to be contacted regarding volunteer opportunities for the 2010 Melbourne event can register their interest using our contact form.  Our Trailwalker Team will be in contact with you in December when our preparations begin for volunteers. 

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.

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 2010. Every volunteer will be automatically subscribed to the volunteer e-newsletter.

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, and don’t forget to bring your volunteer T-shirt.  All Trail Marshals should bring a fold-out chair, snacks, torch, book etc for quieter periods.

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.  You will always be contacted with options for volunteering before a role is allocated to you.

When do volunteers receive their uniform?

All volunteers will be provided with a special Trailwalker Volunteer long-sleeve t-shirt to wear during their shift/s. Volunteer t-shirts will be handed out at the Volunteer Training sessions or by the Volunteer supervisors at the beginning of your shift.

OTHER

When will we be allocated a start time?

Start times will be allocated in April. 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 2009 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 April.

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.

What is the minimum age for participants?

The minimum age for participants is 18 years at the time of the event starting.