Page 2 of 48
,SECTION A – EVENTS MANAGEMENT COMMITTEE ORGANOGRAM
1. Director/Head of Events (CEO of Sunrise FM)
The Director (CEO) will lead the event strategy, works with Sunrise FM team to set the vision,
build the team, allocates budget (R45,000), and manages external or internal partnerships (with
other companies as well as sponsors like Discovery Healthcare, Sportsman Warehouse,
Impala Fruit and Veg). The Director will allocate the various divisions and their roles, as will be
discussed below.
2. Event / Marketing Coordinator
The event coordinator will oversee the entire Walk-A-Thon process, evaluating the rest of the
team to make sure everything is covered. The Marketing Coordinator communicates regularly
with the Director to make sure the day-to-day work is building up to the overall vision for the fun
walk is met.
3. Marketing Lead
They will be in charge of the strategy and execution of the event’s communications online and
offline, before, during, and after the event: save the dates and invitations, social media posts,
website placements, paid ads, content of banners and website, follow-up emails, etc.
4. Designer / Experiential Designer
Our designer is in charge of all of the event’s visual components: landing page, emails, and
decor. They will work closely with the Marketing Lead on the creative development during the
event’s promotion phases. We will start planning the event at least 6 months before the set
date. It is very important to create a theme for the Walk-A-Thon to familiarise people with it.
5. On-Site Lead
The on-site Lead will help run the door, check people in, and be on hand for any extra help.
Our on-site Lead is our go-to point person for anything related to what happens on the day of
the event at the venue (any health related incidents, risks etc.)
6. Marketing / Event Operations or Technologist
This person is in charge of the entire marketing technology, and should ensure that all our
event data is synced, regularly.
7. Venue co-ordinator
Page 3 of 48
,The venue co-Ordinator will be in charge of venue bookings, setup teams, risk management
and environmental control. He/she works hand in hand with the on-site lead, but is in a more
senior position.
8. Equipment Co-ordinator
This person will be in charge of hiring/moving sound equipment, maintenance of equipment (all
equipment needed on the day, from caterers, stalls etc.), moving tables, chairs and delivery
acceptance.
9. Officials co-ordinator
This person will employ a Master of ceremonies and be appointed to hire a security team on
the day for risk management and assign security duties.
10. Hospitality Co-ordinator
This individual will be in charge of sponsor liaison, catering of fruit and water, and reception of
dignitaries (Sponsors and partners).
11. Merchandising/volunteer Co-ordinator
Prize-giving, sales team (selling food and drinks), outfitting of volunteers
**The roles of the aforementioned participants will be discussed further in the sections
to come.**
Page 4 of 48
, SECTION B – OUTLINE OF EVENT DETAILS & PRE-EVENT PLANNER
A. Creative slogan:
“Walk for a cause.”
B. Defining goals:
1. Fundraising: raise money for the Sunrise FM organization through registration fees, and
sponsorships.
2. Awareness: create awareness in the community about wellbeing in the workplace, at home and
in the environment. We also have a goal to reach a larger audience in future initiatives and
fundraising campaigns.
3. Education: the day is meant to be about fitness and nutrition, consciousness about fitness in the
workplace and in all endeavours. We can reach all ages (old and young). This event is to
empower people to take action and to become conscientious about wellness.
Target market: Sunrise FM wishes to appeal to their employees, first and foremost, but also the
general public. Kids and teenagers are welcome, as well as older people.
C. Possible sponsorships:
• Discovery healthcare is a proud sponsor of a healthier South Africa.
• Sportsman’s warehouse
• Impala fruit and Veg
• 24hrprinting
1. I intend on requesting at least R10,000 of sponsorship money from Discovery Healthcare.
• R1,000 cash vouchers by Discovery Healthcare (only 1)
• Discovery Healthcare vouchers (only 2 – R500 vouchers)
2. The local fruit and veg shop (Impala) can be asked to supply fruit and energy bars and
water, as well as energy drinks, at the end of the race. Their logo will also be added to the
back of t-shirts.
3. Sportsman’s Warehouse will be supplying the water bottles, goody-bags, wrist bands.
• Sportsman Warehouse vouchers (only 2 – R500 vouchers)
4. 24hrprinting will be asked to sponsor print-on-demand t-shirts
In turn, I will communicate with Sunrise FM’s marketing team to plan that in the weeks prior to the
main event, the sponsor company receives constant and relevant marketing/media exposure. The
chairperson and team players involved in the sponsorship company will be given free admission to
the event. In all pamphlets and advertisements, the sponsorship company will be labelled and
acknowledged. Sponsors will also add their logos to the back of the t-shirts that we will be handing
out to each participant.
Page 5 of 48
,SECTION A – EVENTS MANAGEMENT COMMITTEE ORGANOGRAM
1. Director/Head of Events (CEO of Sunrise FM)
The Director (CEO) will lead the event strategy, works with Sunrise FM team to set the vision,
build the team, allocates budget (R45,000), and manages external or internal partnerships (with
other companies as well as sponsors like Discovery Healthcare, Sportsman Warehouse,
Impala Fruit and Veg). The Director will allocate the various divisions and their roles, as will be
discussed below.
2. Event / Marketing Coordinator
The event coordinator will oversee the entire Walk-A-Thon process, evaluating the rest of the
team to make sure everything is covered. The Marketing Coordinator communicates regularly
with the Director to make sure the day-to-day work is building up to the overall vision for the fun
walk is met.
3. Marketing Lead
They will be in charge of the strategy and execution of the event’s communications online and
offline, before, during, and after the event: save the dates and invitations, social media posts,
website placements, paid ads, content of banners and website, follow-up emails, etc.
4. Designer / Experiential Designer
Our designer is in charge of all of the event’s visual components: landing page, emails, and
decor. They will work closely with the Marketing Lead on the creative development during the
event’s promotion phases. We will start planning the event at least 6 months before the set
date. It is very important to create a theme for the Walk-A-Thon to familiarise people with it.
5. On-Site Lead
The on-site Lead will help run the door, check people in, and be on hand for any extra help.
Our on-site Lead is our go-to point person for anything related to what happens on the day of
the event at the venue (any health related incidents, risks etc.)
6. Marketing / Event Operations or Technologist
This person is in charge of the entire marketing technology, and should ensure that all our
event data is synced, regularly.
7. Venue co-ordinator
Page 3 of 48
,The venue co-Ordinator will be in charge of venue bookings, setup teams, risk management
and environmental control. He/she works hand in hand with the on-site lead, but is in a more
senior position.
8. Equipment Co-ordinator
This person will be in charge of hiring/moving sound equipment, maintenance of equipment (all
equipment needed on the day, from caterers, stalls etc.), moving tables, chairs and delivery
acceptance.
9. Officials co-ordinator
This person will employ a Master of ceremonies and be appointed to hire a security team on
the day for risk management and assign security duties.
10. Hospitality Co-ordinator
This individual will be in charge of sponsor liaison, catering of fruit and water, and reception of
dignitaries (Sponsors and partners).
11. Merchandising/volunteer Co-ordinator
Prize-giving, sales team (selling food and drinks), outfitting of volunteers
**The roles of the aforementioned participants will be discussed further in the sections
to come.**
Page 4 of 48
, SECTION B – OUTLINE OF EVENT DETAILS & PRE-EVENT PLANNER
A. Creative slogan:
“Walk for a cause.”
B. Defining goals:
1. Fundraising: raise money for the Sunrise FM organization through registration fees, and
sponsorships.
2. Awareness: create awareness in the community about wellbeing in the workplace, at home and
in the environment. We also have a goal to reach a larger audience in future initiatives and
fundraising campaigns.
3. Education: the day is meant to be about fitness and nutrition, consciousness about fitness in the
workplace and in all endeavours. We can reach all ages (old and young). This event is to
empower people to take action and to become conscientious about wellness.
Target market: Sunrise FM wishes to appeal to their employees, first and foremost, but also the
general public. Kids and teenagers are welcome, as well as older people.
C. Possible sponsorships:
• Discovery healthcare is a proud sponsor of a healthier South Africa.
• Sportsman’s warehouse
• Impala fruit and Veg
• 24hrprinting
1. I intend on requesting at least R10,000 of sponsorship money from Discovery Healthcare.
• R1,000 cash vouchers by Discovery Healthcare (only 1)
• Discovery Healthcare vouchers (only 2 – R500 vouchers)
2. The local fruit and veg shop (Impala) can be asked to supply fruit and energy bars and
water, as well as energy drinks, at the end of the race. Their logo will also be added to the
back of t-shirts.
3. Sportsman’s Warehouse will be supplying the water bottles, goody-bags, wrist bands.
• Sportsman Warehouse vouchers (only 2 – R500 vouchers)
4. 24hrprinting will be asked to sponsor print-on-demand t-shirts
In turn, I will communicate with Sunrise FM’s marketing team to plan that in the weeks prior to the
main event, the sponsor company receives constant and relevant marketing/media exposure. The
chairperson and team players involved in the sponsorship company will be given free admission to
the event. In all pamphlets and advertisements, the sponsorship company will be labelled and
acknowledged. Sponsors will also add their logos to the back of the t-shirts that we will be handing
out to each participant.
Page 5 of 48
