Day-of-Event Instructions for Team Leaders

• Venue Map
• Route Map
• Public Transportation Information
• Parking Information
• Sign-In & Award Pickup
• Incentive Awards
• After Sign-In, Proceed to Your Team Meeting Station
• A Note About Matching Gift Contributions
• Schedule of Events
• Fundraising Deadline

 Venue Map

Click the map to download the AIDS Walk San Francisco Venue Map PDF 

Route Map

Click the map to download the AIDS Walk San Francisco Route Map PDF

Public Transportation Information

To Sharon Meadow:

The following MUNI bus lines stop near the entrance to the park: #5 Fulton, #7 Haight, #21 Hayes, #33 Stanyan, #71 Noriega, #37 Corbett, #43 Masonic, and the N-Judah (you can catch the N-Judah above ground at Duboce Ave. and Church before 8 a.m., and underground between Van Ness and Embarcadero & EML after 8 a.m.). For more information on MUNI lines, please call 415.673.MUNI or go to www.sfmuni.com.         

From Marin or Sonoma:

Take any Golden Gate Transit Bus to the Civic Center area of San Francisco. To get to the park, take the #5 Fulton, #71 Noriega, or N-Judah (above ground before 8 a.m., underground after 8 a.m.).  For more information on Golden Gate Transit, please call 415.923.2000 or go to www.goldengatetransit.org.

BART from the East Bay or Millbrae:

Take BART to the Civic Center station. To get to the park, take the #5 Fulton, #71 Noriega, or N-Judah (above ground before 8 a.m., underground after 8 a.m.).  On Sundays, the first BART trains begin running around 8 a.m. For more information on BART lines, please call 510.465.BART or go to www.bart.gov.

From the South Bay:

Take Caltrain to the San Francisco terminal at King Street. Take the N-Judah to the intersection of Carl and Stanyan Streets. For information on SamTrans or Caltrain, visit www.samtrans.com or www.caltrain.com. 

Parking Information

Bus Parking:  If you have 50 or more people on your team, consider renting a bus.  You MUST contact Rebecca at the AIDS Walk office at rebeccas@aidswalk.net or 415.615.9255 (WALK) before Friday, July 6 by 5:00 p.m. to reserve a spot to park your team bus.

Car Parking: We recommend you take public transportation to the AIDS Walk, as parking is limited in and around Golden Gate Park.  Some street parking is available to those that come early, and parking is also available at UCSF Parnassus. 

Sign-In & Award Pickup

9 a.m. – Sign-In to submit donations (checks, cash, and any matching gift forms) and pick up awards.

General Team Sign-In
All Team Members (pre-registered and not pre-registered) should go to the General Sign-In Area to individually turn in Sponsor Forms and the funds they have collected, unless they went to Early Sign-In.

The General Sign-In Area is located in Mothers Meadow and is set up alphabetically by last name.  Fundraising Awards can be picked up from the Awards Tent located in Sharon Meadow after signing in.  The Awards Tent is open in the morning before the AIDS Walk, as well as after.

Green Walker Sign-In
“Green Walkers” have raised all funds on-line and have no paper (cash, checks, or Matching Gift Forms) to turn in. Green Walkers can sign-in and pick-up fundraising awards all at once at express “Green Sign-In” located in Mothers Meadow.  If you have cash, checks, or Matching Gift Forms to turn in on the day of the AIDS Walk, please go to General Sign-In.

Gold Team Sign-In
If you are a Gold Team (top fundraising Team from AIDS Walk 2011) then you will have your own Sign-In Area on the tennis courts to the right of the stage in Sharon Meadow.  Gold Team Members will sign in individually by team name, and be able to pick up awards at Gold Team Sign-In.

Star Walker Sign-In
If you are a Star Walker, an elite fundraiser who sets the goal to raise $1,000 dollars or more, and have hit your goal by the day of the event, you may sign in and pick up fundraising awards at Star Walker Sign-In at the Star Walker Tent located on Hippy Hill.  There will also be Green Walker Sign-In at the Star Walker Sign-In area.  Then enjoy the exclusive Star Walker/VIP breakfast! 

Incentive Awards  

Incentive Awards will be available for pick-up on the day of the AIDS Walk for fundraisers who turn in the following amounts*:

* The deadline to turn in funds to qualify for Incentive Awards and to count toward final team totals is August 10, 2012.

After Sign-In, Proceed to Your Team Meeting Station

Teams with 25 or more registered walkers before Friday, July 6 will be provided with a Team Meeting Station in the Team Meeting Area in Golden Gate Park.  If your team does not qualify for a Team Meeting Station, please designate your own location for your Team Members to meet before the AIDS Walk begins.

Suggestion:  If you do not qualify for a Team Meeting Station, you can meet in the Team Meeting Area where your team name would fall alphabetically.  You can get answers to team questions and create your own team sign at the Team Information table.

Finding Your Team Meeting Station
All Gold Teams will be located in exclusive Gold Team “boxes” in the middle of Sharon Meadow, near the stage.  General Team Meeting Stations will be arranged alphabetically by team name around the perimeter of Sharon Meadow.  Signs will clearly indentify each Team Meeting Station.  You, or a volunteer from your team, can arrive at your Team Meeting Station anytime after 6:30 a.m. on the morning of the AIDS Walk to set up and prepare for your Team Members.

Please notify your walkers if your team name differs in any way from your official company or organization name. If your team name begins with “Team,” you will be located in the “T” section of the alphabet.

Your Team Roster
A folder containing a roster of registered Team Members as of July 6 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.  Please leave this folder at your Team Meeting Station to be collected by AIDS Walk staff who will update your Team Roster with the new information. Do not take this folder with you!

Keeping Golden Gate Park Clean – Cleaning up your Team Meeting Station
Team Meeting Stations will be taken down in the afternoon after the Closing Ceremony and AIDS Walk Total Announcement, 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 Team Meeting Station, make arrangements for someone to take them to their car.

A Note About 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 a matching gift, the walker must turn in the Matching Gift Forms along with the corresponding contributions.

For online matching: Walkers are encouraged to ask each of their donors to forward them their matching gift email receipt, then follow these instructions to receive credit for the match.  Walkers have two options to make sure the matching gift is processed:

1. Forward the email confirmation of the matching gift to matchinggiftsf@aidswalk.net. Make sure the following information is included in the email:

     a. Dollar amount of the match
     b. Donor’s name
     c. Walker’s name

It is NOT necessary to print out additional paperwork or bring anything when you turn in your funds at the AIDS Walk. The AIDS Walk participant will be credited with the match upon receipt of the email confirmation sent to matchinggiftsf@aidswalk.net.

2. If you cannot email your confirmation, you may bring a printout of the confirmation and turn that paper in on the day of the AIDS Walk at Sign-In to receive credit for the matching gift donation.

 Please Note: The AIDS Walk office will immediately add the matching donation amount to the participant’s fundraising total upon receipt of the paperwork.  We do this immediately and do not wait for the actual check from the company making the match.

Please contact Jef Friedel with any questions at jeff@aidswalk.net or 415.615.9255 (WALK). 

Schedule of Events

9 a.m. – Sign-In Opens 

9:30 a.m. – Aerobic Warm-Up

9:45 a.m. – Opening Ceremony 

10:30 a.m. – AIDS Walk San Francisco Starts
Enjoy entertainment, snacks, water, ice cream, and other refreshments along the AIDS Walk route!  If you get tired, we will be providing a shuttle service from each of the checkpoints to the finish line.  Strollers, wheelchairs, and small pets are allowed at the AIDS Walk, but please note that it will be extremely crowded and noisy so consider the safety of your pet as well as the other AIDS Walk participants.  Skateboards, bicycles, and rollerblades are prohibited, and running the AIDS walk route is discouraged due to high congestion.

12:30 – 2:30 p.m. – Crossing the Finish Line & Post-Walk Concert
Pick up your Certificate of Completion and be greeted with cheers of excitement as you cross the AIDS Walk finish line!  Relax and enjoy the day as you picnic in the park with the rest of your team.  There will be music on our stage for everyone to enjoy.  There is also family fun at Kid Zone with face painting and a bounce castle.  Kid Zone is located by the carousel behind the Sharon Arts Building. 

2:30 p.m. – AIDS Walk Closing Ceremony and Total Announcement

Fundraising Deadline

Friday, August 10 – Fundraising Deadline
We encourage every walker to turn in all pledges and collect individual Fundraising Awards on the day of the AIDS Walk; however, the deadline to collect all outstanding donations to qualify for Incentive Awards and to be applied to your team total is Friday, August 10.  Any awards that are earned after the event can be picked up or mailed after August 31.  We will calculate the total amount raised by your team and provide that information to you in the weeks after the AIDS Walk.  This figure will be calculated based on the total dollars turned in on, or before, the actual day-of-event, plus any additional contributions received in the AIDS Walk office by Friday, August 10 at 5 p.m.  Pledges will still gladly be accepted after that date, but cannot be credited to a specific walker or team.