Trek Administration

Project Team

Project Milestones & Schedule

Communications - News Releases

Communications - promotions

This is the activities associated with planning and implementing the advertising and promotion campaign such as radio, TV, newspapers.

Shed your light on Promotions

April Promotional activities for Trek

April 11^th- Leeds/Grenville Genealogical Society meeting at Brockville Museum: intro by Clark and Larry followed by Kathy de Souza on John Kilborn and Ron Shaw on Soldier Settlers to Perth Military Settlement
14^th – Athens Historical Society: Ken Watson on Settlers Route with our Trek plans explained by Clark and Liz
16^th/17^th- *Delta Maple Festival: display manned by members of Trek committee; Clark and Liz there all weekend (except for 17^th in morning for AGM)
17^th- Rideau Trail Association Central meeting at McMartin House, Perth, 11am: brief presentation from Liz and Clark on seeking volunteers and participants
18^th- Mapleview Lodge presentation: to be determined
21^st- Perth Historical Society: RMC presentation on Military Settlers lives; brief presentation from Clark/Mary on Trek plans for military involvement
30^th- *Perth Maplefest: shared booth with Perth Chamber of Commerce

*For Delta and Perth Maple Festivals, these long time commitments are quite exhausting for just Liz and I; even an hour’s assistance to relieve us would be appreciated.(especially on Sunday at Delta from morning until 1pm when we return from Perth)

Please attend and invite others to support us at the other Open-to-the-Public events.

Radio Interviews: three possibilities this month- Lake 88, Smiths Falls and Brockville. Details to follow.

Several press releases (articles to newspapers and websites) are being sent out this week:

1) new partnerships with Perth Chamber and Athens Lions Club;

2) VIP list for ceremonies in Brockville, Rideau Ferry and Perth

Mary Stewart, our Registration co-ordinator, encourages everyone to use Facebook to “like and share” our plans with all your connections.

Action: Larry Design 8.5X11 Placement will need quote for 500 ea.

Placemat Rev J 5 May 2016

500 Copies delivered 5 May, $231 from Review Mirror Westport.

From 19 Feb Minutes: Settlers Trek 2016 Poster, 8x11

Action: Larry Completed poster Rev E, updated to Reflect Athens Lions Club sponsorship, Update the Rack Card, too.

Trek poster 8x11 Rev E

Rack Card Lions Portrait 11 Apr 2016

Suggestion: contact

Anne Weir – Rid. Her, Econ. Dev. Leeds Co. and
Marie White – Vice Chair, Econ.Dev Lanark Co.

Idea: other websites have offered to provide info and/or a link eg. Leeds County,

From Jan 5 Minutes:

EMC Perth + Smiths Falls – monthly 200^th events

Action: Clark will ask EMC if we can be included before April since we need to highlight preregistration.

Private Eye column - new Trekkers from this article:

Doug Miller, Perth;
Carol Ritchie, Perth;
Eric Boyson, Maberly – connected to first settlers

2. Letter to Editor re Forces of Lord Selkirk in recent Perth EMC

3. Photo of Omya contribution to Heritage Fair/Trek in Perth EMC

3. Library Jan.23^rd – display, brochures, signup? Clark and Liz will staff it 10a.m. to 3p.m. All invited to drop by.

4. Historical Mapping Project Launch– Jan.8, 1-4p.m. Civitan Club, Perth

-map of land grants to settlers for all of PMS

–Barrie Crampton will come to us if we wish.

5. Jan 21, 7p.m. –Perth Historical Society, “Settlers Trail” at Perth Legion

6. Facebook page set up by Tim Ross

https://www.facebook.com/events/755971761197305/

Action: Clark will invite/remind the politicans for Brockville and Perth.

6. Review Mirror –Brian’s historical article

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Communications - Passport

The activities associated with design and printing of the Passport booklets. At present there are four pages designed for the passport in its draft state:

Wanna talk about the Passport?

The front cover page

2. Inside cover, page 2, the route:

3. Page 3, the Ports of call:

4. Pages for sponsors:

The size of the finished passport document will be 4.25 inches by 5.5 inches with a total of 8 pages. There is plenty of room for additional information and opportunity to "dress it up" a bit.

Communications - Website

The activities associated with the development and application of the website in the planning, promotion, and conduct of the Pert Trek 2016 Event.

The new website is shaping up quickly and is available now while I add I fill in the gaps and add some splash over the next few days and catch up with all the posting to be done.

new portland website.

You will notice that the Perth Trek 2016/administration section is password restricted to members of the organization team to enable us to have collaborative, but private workspace. To submit comments you will have to login. So password to get onto the admin and login if you want to make a comment. You can see all the posted comments for each of the sections in the administration pages. Give it a go and let me know ([email protected] or (613) 272-6747 if you have any difficulties.

Comments of the website?

Route Plan for Day 1, Sunday, 15 May Brockville to Lyn

The planned route and schedule for the first day of the Trek Leaving from Brockville and going to the village of Lyn. Go to the Good Run Route Guide and view the map and the elevation profile for the route.

Good Run Route Guide Manager

Got a Question or a suggestion?

Brockville to Lyn	Horses from Museum to Courthouse Day 1, Brockville to Lyn
Staging Location	Brockville Courthouse Green
Distance (KM)	9.3
Departure Time	12.30
Travel Time (hrs)	2.0
break hrs	0.5
Total time hrs	2.5
Arrival time	1700 hrs
Gathering place	outskirts of Lyn

Route Plan, Day2, Mon, May 16, Lyn to Athens

The planned route and schedule for the second day of the Trek Leaving from Lyn and going to Athens. Access the Good Run Guide applications to view details and the elevation profile.

GoodRunGuide - Day2

Note: This is the longest route: 27.7km
total elevation is 183 m with a fairly steep approach on CR5 into Athens.
Is there an alternate route to consider?

Got a Question or a suggestion?

Lyn to Athens
Staging Location	Outskirts of Lyn
Distance (KM)	25.60
Departure Time	9.00
Travel Time (hrs)	5.17
Lunch + break hrs	3.00
Total time hrs	8.17
Arrival time	17.17
Gathering Place	outskirts of Athens

Route Plan, Day 3, Tues, May 17, Athens to Delta

The planned route and schedule for Day 3 of the trek from Athens to Delta. Check the Good Run site for details and to view the elevation profile:

GoodRun Day 3 Athens to Delta

Got a question or a suggestion?

Athens to Delta
Staging Location	TBD
Distance (KM)	17.50
Departure Time	9.50
Travel Time (hrs)	3.54
Lunch + break hrs	2.00
Total time hrs	5.54
Arrival time	1502
Gathering Place	TBD

Route Plan, Day 4, Thu, May 18, Delta to Portand

The planned routed and schedule for day 4 of the trek from Delta to Portland. Check the Good Run site for details and the vertical profile.

GoodRun Day 4 Delta to Portland

Got a question or a suggestion?

Delta to Portland
Staging Location	TBD
Distance (KM)	13.30
Departure Time	9.50
Travel Time (hrs)	2.69
Lunch + break hrs	2.00
Total time hrs	4.69
Arrival time	1411
Gathering Place	Portland, Harlem Road approach

Route Plan, Day 5, May 19, Portland to Rideau Ferry

The planned route and schedule for the 5th day of the trek from Portland to Rideau Ferry. Two options are available:

The land route, Day 5 by Land Portland to Rideau Ferry
A water route, Day 5 by canoe Portland to Rideau Ferry

Got a question or a suggestion?

Portland to Rideau Ferry	Land Route Canoe route
Staging Location
Distance (KM)	19.00
Departure Time	9.50
Travel Time (hrs)	3.84
Lunch + break hrs	2.00
Total time hrs	5.84
Arrival time	1520
Gathering Place	TBD

Route Plan, Day 6, May 20, Rideau Ferry to Perth

Community Activities - Brockville

Community Activities - Lyn

Community Activities - Athens

Community Activities - Delta

The planning of activities for the end of the day when the Trek Group arrives in Delta through the evening and in the following morning of Day 4 Wednesday, 18 May 2016, when the trek departs Delta for Portland.

13 Jan 2016: Anna: Since we now will have no activities offered on Tuesday afternoon, we will be available for education programming,

i)having the mill grinding wheat to flour for the visitors on Wednesday morning.

Anna Greenhorn is awaiting word from the organizers as to the age level and numbers of students to expect. As it is too early for us to have summer staff trained by May 18, we will have to develop programs we can do ourselves., therefore numbers and time frames are important.
As I mentioned, Anna will develop the school programming, and Dann is the contact for the Delta Mill Society, if further questions arise.

You'll notice Brian and Doug, that nothing was said about feeding lunch to the school children.

I'll leave you to contact Anna and Dann.

19 Jan: From D. Good, B. Preston, L. Cochran

Supper will be provided at the Legion (open to public as well) and will include entertainment of the period);
We can arrange for volunteers to provide a hot breakfast on Thursday morning in the Portland Community Hall.
We are also identifying possible entertaining and/or educational activities that can be provided for the afternoon and evening venu.

Join the discussion:

Community Activities - Portland

The planning of activities for the end of the day when the Trek Group arrives in Portland through the evening and in the following morning of Day 5 Thursday, 18May 2016, when the trek departs Portland for Rideau Ferry.

The contacts for a military Encampment at Portland are:

Philip Bury for the Grenville Militia- [email protected]

Frederick Carsted for the Forces of Lord Selkirk- [email protected]

Brad Mills for the Canadian Fencibles- [email protected]

Join the discussion:

Community Activities - Rideau Ferry

Community Activities - Perth

Horses and wagons

Reception Friday Night 20 May

The Perth Chamber of Commerce is hosting a Reception for VIPs, special guests and Trek Organizing Team and members of the PRHF.

Date/Time: May 20th

Place: Maximilians, Perth

Address: 99 Gore St E, Perth, ON K7H 1H9

Phone:(613) 267-2536

The cutoff date is Wednesday, 11 May

Forces of Lord Selkirk 8

100^th Foot 3

Royal Engineers 14

Canadian Army 6

Brad Mills (+1)

Ian Pearson (+1)

Ron Shaw (+1)

Terry O’Hearn

Mary Stewart (+1)

Liz, Clark Theobald (+1)

Dan Woods (+1)

Mary Stewart (+1)

Larry Cochran (+1)

Henry Smid (+1)

Kathy de Souza (+1)

Kathryn, Burt Hudson

Suppliers

Risk Management Plan

The Risk Management Plan includes threat risk assessment and risk mitigation. It is the basis for securing liability insurance for the event. Insurance certificates of coverage are required 30 days before the event - 15 April.

The work references the Trek Risk Management Considerations to ensure we address the issues that an insurance provider requires.

The Trek Threat Risk Assessment and Management Plan provides the findings and recommendations resulting from the analysis. Vol 2 contains the details of the analysis and will be available shortly.

The Assessment dashboard describes the overall readiness level as "Ready with Minor Limitations", a term which means the identified risk mitigation options and recommendations are such that they could be implemented within 30 days. There is an organizational deficiency identified: The person who will be the Trek Marshal has not been identified and that person should be directly involved in developing the "Order of the Day" procedure and document for each day of the trek which identifies the schedule of activities, the route, weather forecast and safety briefings for each day.

During the meeting a consensus was reached on the Water Route from Portland to Rideau Ferry and from Rideau Ferry to Perth:

The canoe activity is not part of the sponsored Trek and is undertaken as a personal activity as individuals who choose to do that portion of the trek on the water. They will do so at their own risk.
The ground route for the registered trekkers will continue with the horses and wagons to join up with the canoe cadre in Perth to participate in the combined grand finale entry into the Tay Basin/Crystal palace area.

It is not known if the procurement of liability insurance coverage will hinge on the Risk Management and Insurance Plan, but we can at least demonstrate due diligence in having done the work to ensure that the risks have been identified, assessed and reasonable mitigation measures are in place.

Please review the document and if you have any suggestions or comments, please

Join the discussion:

Safety & Security

Trek Marshall

A trek Coordinator, or Marshal, is required who will supervise all enroute activities through the trek. Requirements need to be defined, procedures and checklists developed and a person assigned and prepared for the task. The daily duties should include:

roll call at each stop, from morning to end of each day;
read out safety instructions each morning;
maintain pace of walkers;
coordinate with Wagon master and vans;
respond to any medical/safety issues
may be required to suspend walkers who may not be capable of continuing on the trek.

Procedures:

have a checklist of participants;
have a list of safety items to share;
have a cell phone/walkie talkie to communicate effectively with the wagon master and vans;
be clearly identifiable through dress -vest or other suitable attire.

Trek Marshal Daily Checklist 25 Apr 2016

[supsystic-tables id='1']

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Finances

The first of August numbers for the Settlers Trek 2016 are:

Income:	total	$15,214.91
Expenses:
	Promo	$2323.55
	Fees	$270.00
	Meals	$6,521.88
	Safety	$2,036.72
	Logistics	$323.52
	Rentals	$1,231.50
	Total expenses	$12,707.17
	Bank Account Balance	$2,507.74

The detailed report can be found here:

Trek 2106 Income Expense Report 25 Aug 2016

Note that the balance in the account is $2, 507.74 as of the 2oth of August! A great footnote to an amazing and worthwhile event! Thanks to all of our sponsors and volunteers!

The next step in wrapping up the financials is to work with the Athens Lions Club to identify charity recipients for the dispensation of the surplus funds. Hopefully, the task can be completed in September and the account closed.

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Trek Registration

Plans and provisions for registration of trekkers and volunteers.

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Ref: Summary Trek Cmt, Jan.5, 2016

Raceroster: Liz and Mary Stewart have begun filling in the Raceroster site info.

Yet to be completed once more complete info is available. There will be links to the portlandontario.com site and vice versa

Registration:

raceroster and paypal fees included, could include insurance costs or part of,each trekker orders by day,

each meal required (they pay), or to be included in upfront registration
intention to camp with the trek,
health issues,
‘sign’ the waiver,
pay right then through paypal and deposited directly into our bank account.
Schedules and trekking info given.

Link to our other site for historical articles and more detailed activity information.

Question: should we have a Family Rate for registration? Would $50 per person or, $40 per person if family entered, be acceptable?

Volunteers

Requirements, Plans and provisions for recruiting and employment of volunteers in support of Trek activities.

Volunteer Positions – large and small

TREK MARSHALL (Taken)

Responsible for safety of all and coordination of the Trek. He is the authority on the Trek in conjunction with the other coordinators.

Gives Safety Lecture every morning.

(See separate sheet)

ASSISTANT TREK MARSHALL/ Communication Coordinate volunteers for the route.

Coordinate with community leads.

Marshalls –at key corners on Trek route

Signage – putting up/taking down – 2 / day

ADMINISTRATOR

At check-in table a.m. and p.m.

Holds all registration info.

With Medical Coordinator, keeps tabs on the health of all.

heck-in tables – secretaries 1-2/day

MEDICAL COORDINATOR

At Check-in table a.m. and p.m. to answer any health concerns and to keep an eye on the health of all, in conjunction with the Administrator.

Accessible during Trek for health concerns and/or emergencies, in conjunction with Trek Marshall.

Could ride in lead or rear van

WAGON MASTER (Kathi Antoine, LCDHC)

This group operates independently of but in coordination with the Trek Marshall and Assistant Trek Marshall.

MEAL COORDINATOR

Food Distribution –( lunches are on route)

Breakfast food donations pickup and deliver

Persons to Monitor numbers of prepaid persons.

TRANSPORTATION COORDINATOR

Coordinate van drivers and their responsibilities

Coordinates maintenance of vans.

Drivers of vans leading/following Trekkers

– 2-4/day -pack vans, refill water jugs

MEDIA COORDINATOR (Clark Theobald)

Coordinate Lake 88 interviews

Aid media in communities

Direct embedded photographers/reporters to wifi areas at end of day.

COMMUNITY LEADS (Taken)

Coordinate all community activities.

Liason with Asst. Trek Marshall.

Marshalls – in communities

– at barriers, crowd control

(Perth will need many for Fri.)

Before the Trek

Rideau Ferry lead on the Fri.May 20

Ceremony Coordinator for Rid.Ferry (taken)

Gather sound system for Rid. Fer. & Perth on Thurs/Fri. May 19/20 – set up, return

Information night organizers

– for Volunteer -For trekkers

Sash sewers

Join the discussion:

Sponsorship

Plans for recruiting sponsors and providing recognition for sponsors in return for donations or in-kind contributions.

Levels of Sponsorship & Support

Quarter Master General

Level of contribution: $1000+

You will receive:

Your logo and name prominently displayed on our website,
posters, promotional signs, and in print media;
Your name on the passport given to all trekkers;
Recognition at the daily ceremonies along the route;
an invitation to our Farewell Ceremony in Brockville on May 15 and the Arrival of the Settlers Ceremony in Perth on May 20

Commissariat

Level of contribution: $500 - $999

You will receive:

Your logo and name on our website;
promotional signs and in print media;
Your name on the passport given to all trekkers;
Recognition within your community at the Welcoming Ceremony.

Surveyor

Level of contribution: $200 - $499

You will receive:

Your name on our website;
promotional signs and in print media;
Your name on the Passport given all Trekkers

Teamster

Level of contribution: Up to $199

You will receive:

Your name on our website and on local promotional signs

Thank you in advance for all forms of support and sponsorship.

Supporting Documents:

Join the discussion:

Township Permits and Licenses

Camping Sites

Camping Sites for Trekkers

As of 9 Feb 2016:

Lyn (Liz & Clark)– Memorial Park approved (not on ball diamond, just areas around)

have washrooms
water in washrooms suitable for washing, but not drinking
has a picnic shelter

Lyn Valley Conservation Area – ¾ km. south of Main St.W. –Cat Region Consv property.* Jenn Wood asking (Council off.Indoor: Oddfellow? Pauline &/or Pat to have asked.

Athens (Henry & Kathryn)

Centre 76, awaiting approval on proof of insurance

spot for horses to pasture with wagons nearby.
lots of green area for campers
drinkable water, washrooms

Henry to check if firepit ok (assuming no ban)

Indoor: Centre 76 arena?

Delta (Liz)

Lower Beverley Lake Park –see William Morris –if people arrange themselves (Dann asking)

Fairgrounds offered, Washrooms and drinkable water available in Craft Building.

Indoor: Craft Building?

Horses: horse barn at fairgrounds- stable is open, not secure

Wagons staying near – potable water, electricity

Permission granted. (Art Cowan-Pres.Delta Agricultural Society Nov.20/15)

Portland (Brian P.)

Kin Park, Hanna Park for encampment people (awaiting approval)

-washrooms

-drinkable water

Indoor: Legion (approved by Brian Preston, President of Legion, Jan.19, 2016)

Horses: Happy Horse Stables by Kin Park (awaiting approval)

Rideau Ferry (Arie)

Conservation Area - Approved by Rideau Valley Conservation Authority, Feb. 5, 2016

Washrooms and Drinkable water available

Indoor:

Horses: Millers Bay Farm a few km. south of Rid.Ferry.