AIDS Walk Los Angeles Team Day-of-Event Instructions
Transportation & Parking
Schedule of Events
Sign-In & Award Pick-Up
Incentive Awards
Matching Gift Contributions
Team Meeting Stations
Venue Map
Route Map
Please review this important information regarding street closures.
Arrive before 8:30 a.m. – Parking is first-come, first-served.
AIDS Walk Los Angles will start and end in West Hollywood Park located at 647 North San Vicente Blvd. in West Hollywood (between Melrose Ave. and Santa Monica Blvd.).
Parking is available at the following locations. Please Note: All “No Parking” and “Tow Away Zone” signs will be enforced!
Free parking and shuttle service is available at the lots below (download the parking map for quick reference and to view the shuttle route):
Cedars-Sinai Parking Lot
8631/8635 W Third St., Los Angeles, CA, 90048
Cedars-Sinai Parking Lot
8899 Beverly Blvd., Los Angeles, CA 90048
Beverly Center
8500 Beverly Blvd, Los Angeles, CA 90048
Free parking when you show your AIDS Walk Los Angeles button or Certificate of Completion. To access parking, enter on either La Cienega or San Vicente Blvd.
Shuttle service is also available at the following lot (Please note: the first 300 cars park free at Beverly Connection! After this, discounted $6 parking is available when you show your AIDS Walk Los Angeles button or Certificate of Completion).
Beverly Connection
100 North La Cienega, Los Angeles, CA 90048
The closest option for parking is the Pacific Design Center at 8687 Melrose Ave. just east of San Vicente Blvd. Parking at the Pacific Design Center is $10. Please note that this parking structure is only accessible before 8 a.m. Cars parked at the Pacific Design Center will not be able to exit until after 12 p.m. Wheelchair accessible parking will be at the Pacific Design Center.
*Go green – Go Metro or carpool to the park!
- Leave the car and Go Metro to get to AIDS Walk Los Angeles! Check out MTA’s Metro Trip Planner.
- Interested in ride-sharing to AIDS Walk Los Angeles? Try PickupPal! It’s free and easy to use. Click here to create a free account and find or offer a ride to AIDS Walk Los Angeles.
- Carpool with your friends and coworkers! By sharing a ride, you can significantly cut your commuting costs and put fewer cars on the road, reducing the amount of greenhouse gases produced.
Bus Parking
If you have 50 or more people on your team, consider renting a bus. AIDS Walk Los Angeles does not rent out buses; however, we will provide you with a parking spot for your bus on the day of the event. You MUST contact Andrea McFarlane at the AIDS Walk Los Angeles office at andream@aidswalk.net or 213.201.WALK before Friday, October 7 at 5 p.m. to reserve a spot to park your team’s bus.
Schedule of Events
8:30 a.m. – Sign-In Opens
All Team Members who have funds to turn in and/or Fundraising Awards to pick up should go to Sign-In.
9:15 a.m. – Opening Ceremony Begins
For the most up-to-date information about celebrities at AIDS Walk Los Angeles, visit aidswalk.net, put your cursor over the heading “About,” and click “Entertainment.”
10 a.m. – AIDS Walk Los Angeles Begins
Enjoy entertainment, snacks, water, ice cream, and other refreshments along the route! Strollers, wheelchairs, and small pets are allowed at the Walk, but please note that it will be extremely crowded and noisy, so please consider the safety of your pet as well as that of other participants. Skateboards, bicycles, and roller blades are prohibited, and running the AIDS Walk Los Angeles route is discouraged due to high congestion.
10 a.m. – Late Sign-In Available
Late arriving walkers can still turn in donations and pick up Fundraising Awards.
1 p.m. to 3 p.m. – Cross the Finish Line
Pick up your Certificate of Completion and be greeted with excited cheers as you cross the AIDS Walk Los Angeles finish line!
Sign-In & Award Pick-Up
Early Sign-In: Thursday & Friday, October 13 & 14, from 8 a.m. to 8 p.m.
Skip the lines on the day of AIDS Walk Los Angeles, turn in cash, checks, and Matching Gift Forms, and pick up Fundraising Awards in advance! Early Sign-In will be available to all walkers on Thursday & Friday, October 13 & 14 from 8 a.m. to 8 p.m. Come to AIDS Project Los Angeles: 3550 Wilshire Blvd., 3rd Floor, Suite 300, Los Angeles, CA 90010.
Sign-In on the Day of the Event: 8:30 a.m.
General Team Sign-In
Location: Enter at Melrose and San Vicente and follow signs to Sign-In in the West Hollywood Library Parking Lot. (see Venue Map)
All Team Members should go to the Sign-In Area to individually turn in their collected funds. The Sign-In Area is set up alphabetically by last name. Fundraising Incentive Awards can be picked up from the Awards Area located in the Sign-In Area. The Awards Area will open at 8:30 a.m. and close at 2:30 p.m. on the day of the event. If you do not pick up your awards, you can stop by the AIDS Walk Los Angeles office in November to pick them up.
Gold Team Sign-In
Location: Gold Teams Area in the Pacific Design Center Plaza (see Venue Map)
All Gold Team Members (including those who are Star Walkers and Green Walkers) can turn in their collected funds, pick up their Fundraising Awards, and meet up with their teams at the Pacific Design Center Plaza. The entrance to the Gold Teams Area is off San Vicente Blvd. between Melrose Ave. and San Vicente. Gold Team Members sign in under their team name. There will also be Green Walker Sign-In in the Gold Teams Area for Gold Team Members who are Green Walkers (see more information on Green Walkers below).
Star Walker™ Sign-In
Location: The gorgeous rooftop of the NEW West Hollywood five-story parking garage at the corner of Melrose and San Vicente! (see Venue Map)
Star Walkers who have reached their Star Walker goal of $1,000 can turn in their collected funds, pick up their Fundraising Incentive Awards, and join the exclusive Star Walker Breakfast also on the rooftop of the NEW West Hollywood five-story parking garage. Contact Duyen Tran, Star Walker Coordinator, at duyen@aidswalk.net or 213.201.9255 (WALK) with any questions about the Star Walkers Club. Only those who have reached their $1,000 goal are permitted into the Star Walker Sign-In Area and Breakfast.
Green Walker Sign-In
Location: Enter at Melrose and San Vicente and follow signs to Green Walker Sign-In, next to General Sign-In, in the West Hollywood Library Parking Lot. (see Venue Map). Walkers who have raised all their money online can go to Green Walker Sign-In. Green Walker Sign-In will be express “one-stop shopping,” as Green Walkers will sign in and pick up Incentive Awards at the same time. There will also be Green Walker Sign-In for Star Walkers in the Star Walker Sign-In Area, and Green Walker Sign-In at the Gold Teams Area for Gold Team Members.
Incentive Awards
Incentive Awards will be available for pick up on the day of AIDS Walk Los Angeles for fundraisers who turn in the following amounts:
Please note: The deadline to turn in funds to qualify for Incentive Awards and have funds credited to your final team fundraising total is November 11, 2011.
Matching Gift Contributions
If your company has a corporate matching gift program or online matching (such as “Easy Match”), make sure each walker is instructed on the matching gift process. Encourage all Team Members to ask each of their donors if their employers have matching gift programs.
For paper Matching Gift Forms: To receive immediate credit for matching gifts, the walker must turn in the Matching Gift Forms along with the corresponding contributions.
For online matching: To receive credit for your matching gift donations as part of your AIDS Walk Los Angeles fundraising total, please ask each of your donors to forward you his/her matching gift receipt, then follow these instructions to receive credit for the match. You have two options:
- Forward the e-mail confirmation of the matching gift to matchinggiftLA@aidswalk.net.
Make sure the following information is included in the e-mail:- Dollar amount of the match
- Donor’s name
- Walker’s name
It is NOT necessary to print out additional paperwork or bring anything when you turn in your funds at AIDS Walk Los Angeles. The AIDS Walk Los Angeles participant will be credited with the match upon receipt of the e-mail confirmation sent to matchinggiftLA@aidswalk.net.
- 2. If you do not e-mail your confirmation:
- You may bring a printout of the confirmation and turn it in at Sign-In on the day of AIDS Walk Los Angeles to receive credit for the matching gift donation, or
- You may mail the Matching Gift Form to:
AIDS Walk Los Angeles
P.O. Box 933005
Los Angeles, CA 90093
Please contact Bert Champagne with any questions about matching gifts at bertc@aidswalk.net or 213.201.9255 (WALK).
Team Meeting Stations
Qualifying for a Team Meeting Station
Teams with 25 or more registered walkers before Wednesday, October 5 at noon will be provided with a Team Meeting Station in the Team Meeting Area in West Hollywood Park. Team Meeting Stations are arranged alphabetically by team name.
If your team has less than 25 walkers and does not qualify for a Team Meeting Station, please designate a location for your Team Members to meet before the Walk begins, and communicate this to your team.
Suggestion: If you do not qualify for a Team Meeting Station, you can meet along San Vicente Blvd. between Melrose and Santa Monica Blvd or on Santa Monica Blvd. near the intersection with Robertson. Please call me if you need help choosing a meeting spot. (See Venue Map .)
Locating your Team Meeting Station
Gold Teams will meet in the exclusive Gold Teams Area in the Pacific Design Center Plaza (same location as in 2010).
General Team Meeting Stations will be arranged alphabetically by team name in the Team Meeting Area in the West Hollywood Park and Playground. Signs will clearly identify each Team Meeting Station and volunteers will help direct you and your Team Members to your Team Meeting Station. You or a volunteer from your team should be at your Team Meeting Station as early as possible the morning of AIDS Walk Los Angeles to set up and prepare for the arrival of Team Members. Please notify your walkers if your team name differs in any way from your official company or organization name.
Your Team Roster
A folder containing a roster of registered Team Members as of October 5 will be at your Team Meeting Station. You, or a volunteer from your team, should review the roster to make sure that all Team Members are listed and that their contact information is correct. Transfer Forms will be provided in the folder for transferring or registering additional people to your team. You will leave this folder at your Team Meeting Station to be collected by AIDS Walk Los Angeles staff who will update your Team Roster with the new information.
Cleaning up your Team Meeting Station
Your Team Meeting Station will be broken down once the Walk begins at 10 a.m., so please do not leave anything behind. Any supplies left on the table will be recycled or thrown away. If you plan to bring any non-disposable items to your Meeting Station, make arrangements for someone to take them to their car, or carry them with you along the route of AIDS Walk Los Angeles.
Venue Map and Route Map
Route Map Venue Map
