October Jet Trek Newsletter

Transcription

1 October Jet Trek Newsletter Hi Trekkers, Welcome to the October Newsletter for the 2018 Yamaha Variety Jet Trek! Included in this newsletter you ll find all the latest information on our event plans & developments (including the much discussed start line!), provisions levy details and inclusions, EPIRB Hire information, details on some planned lay day fun and much, much more. As always, if you have any queries at all, please don t hesitate to contact the Variety Queensland office on Happy Fundraising!! ~ The Variety Queensland Team

2 Meet Scarlett Scarlett is 10 years old, and she has autism spectrum disorder and generalised anxiety disorder. Autism is a lifelong developmental condition that affects, among other things, the way an individual relates to his or her environment and their interaction with other people. The main areas of difficulty for Scarlett can be in social communication and social interaction which means when she is finding a situation or day difficult she can become non-verbal. Thanks to you and our many wonderful supporters like you, Variety was able to present Scarlett with a new laptop which will enable her to access apps to connect with peers who have similar challenges and also to communicate with her parents or teachers when she does become non-verbal. Scarlett is one of four children, three of whom have autism along with their father who was recently diagnosed with autism as an adult. Mum, Jessica wanted to pass on a very emotional THANK YOU for all you do, not just impacting her family but many others who are forever grateful for your support. For regular updates on how your fundraising dollars are helping children who are sick disadvantaged or who have special needs, be sure to Like Variety the Children s Charity of Queensland on Facebook

3 The Start Line We ve heard many different rumours regarding the official start ramp for next year so we re pleased to now be able to put those rumours to bed and confirm: The 2018 Yamaha Variety Jet Trek will start out of Sydney s Hawkesbury River However, as a result of Roads & Maritime Services generous support of our event, 15 lucky Jet Trekkers will have the opportunity to start the 2018 Yamaha Variety Jet Trek out of Sydney Harbour* *Exact ramp location pending final Sydney Harbour operational schedules and approvals. In fairness to all entrants we won t be choosing or allocating these places, it will be a random lucky draw and it s up to you to ensure you have the best chance to be one of the lucky riders! To enter the draw all you need to do is continue fundraising and raising as much as possible for the kids! For every $100 raised above your minimum $2,500 fundraising you will receive one (1) entry into the draw. There is no limit on the number of entries each participant can receive and entries will be calculated based on funds deposited/received up to and including Friday 9 th March 2018.

4 Pre-event Formalities 2018 Pre-event Briefings and Activities The 2018 Yamaha Variety Jet Trek will kick off in Sydney with Registration & Scrutineering on Sunday 18 th March Below is a list of exact times and locations to ensure you know where you need to be and that you re all ready to go! Virgin s Briefing Event Registration Scrutineering New to the Jet Trek? This one s for you! The Virgin s briefing is the perfect opportunity for you to meet the Variety Team and our fantastic Volunteer Officials, hear all the must know information and ask any questions you may have prior to hitting the water on Monday. Sunday 18 th March 9:00am sharp The Heritage Room Novotel Norwest All riders AND road crew must attend Event Registration. All Jet Trek participants and officials will need to attend preevent Registration to sign in, have a Variety team member sight your ID documents, finalise any outstanding accounts and collect your Yamaha Variety Jet Trek Merchandise Pack. Sunday 18 th March 10:00am 2:00pm The Heritage Room Novotel Norwest All PWC must be scrutineered to be able to take part in the Yamaha Variety Jet Trek Participants will need to attend registration before coming to scrutineering to ensure all decal kits have been collected and applied to their vessel and vehicles prior to meeting with our event scrutineers. Sunday 18 th March 10:00am 2:00pm Novotel Norwest Car Park *Look for the Variety marquee* 2018 Pre-event Welcome Function With everyone registered and all PWC scrutineered we ll pack up at Novotel and board Murray s Coaches with Darling Harbour in our sights. Once we arrive, we ll set off on our private charter vessel for the pre-event welcome dinner as we cruise Sydney Harbour at sunset. Important note: final numbers will be given to caterers two weeks prior to the event. If we do not have a Crew Form for you or any member of your team and we are not aware you re attending we will be unable to guarantee you a place on the vessel. Unfortunately, last minute additional guests arriving at Rego & Scrutineering will not be able to attend the pre-event function. To complete your Crew Form go to:

5 Provisions Levy The provisions levy for the 2018 Yamaha Variety Jet Trek has now been set and is due and payable prior to Friday 23 rd February ADULT - $795pp CHILD (3-12yrs) - $525pp If paid after Friday 12 th January 2018 The provisions levy covers the following inclusions: Pre-event welcome dinner & Sydney Harbour Cruise (Sunday 18 th March) Lunch & dinner daily (with exception of the lay day on Thursday 22 nd March) Entertainment throughout the event Security monitored trailer parking in Newcastle, Tuncurry, Port Macquarie & Coffs Harbour Coach transfers from Novotel Norwest to Darling Harbour and return Coach transfers from accommodation to evening function in Coffs Harbour Celebratory finish line drinks by the pool in Yamba Ticket to the final night gala dinner in Yamba consisting of a 3-course meal and 5 hour beverage package including beer, wine, soft drink and basic spirits. Official Jet Trek merchandise pack EARLY BIRD PRICE OPTION Adult $755pp ~ Child $500pp if paid before 12 th January 2018 Further details & payment options Children strictly 3-12years. Participants 13 years and over fall under the adult levy. Children 2 and under are free of charge. Parents will be asked to pre-select children s meals prior to the start of the event. These menu selections will be unable to be changed on the day of the function. All provisions levy payments must be finalised before Friday 23 rd February 2018 Payment can be made in full in one transaction or via weekly, fortnightly or monthly payment options (contact the finance team in the Variety office on to set up a regular provisions levy payment) To pay your provisions levy simply fill in the form at the end of this newsletter and forward it to the finance team at the Variety office by finance@varietyqld.org.au or phone the office on to pay via credit card over the phone.

6 Important Reminders Fundraising Deadlines When you completed your Jet Trek Entry Form & Registration, you will have noticed some key fundraising dates. Due to the high demand for places on the 2018 Yamaha Variety Jet Trek, a cap on numbers and our current waiting list, these fundraising deadlines are extremely important. In fairness to all Variety Jet Trek entrants and supporters, if you haven t met your fundraising targets by the due dates we will be in contact with you to discuss allocating your place to another participant who is patiently waiting on our waiting list. Unfortunately, we will be unable to hold places for those who have not met the fundraising deadlines as set out in the Entry Form. As a reminder, the fundraising instalment dates are as follows: $750 donation/fundraising on or before 29 th September 2017 An additional $750 donation/fundraising on or before 17 th Nov 2017 An additional $1,000 donation/fundraising on or before 2 nd Feb 2018 If you need assistance with your fundraising or have any queries please don t hesitate to contact the Variety office on Yamaha Variety Jet Trek Itinerary **REGO & SCRUTINEERING Sunday 18 th March 2018 Sydney** DAY 1 Monday 19 th March Newcastle DAY 2 Tuesday 20 th March Tuncurry DAY 3 Wednesday 21 st March Port Macquarie DAY 4 Thursday 22 nd March Port Macquarie (Lay Day) DAY 5 Friday 23 rd March Coffs Harbour DAY 6 Saturday 24 th March Yamba

7 Lay Day Activities & EPIRB Hire EPIRB HIRE You will have noticed in the scrutineering information; all riders are required to have both a PLB and an EPIRB device to pass scrutineering and take part in the Yamaha Variety Jet Trek. For those who don t own these units, they are available for hire from our friends at EPIRBHire.com.au as per the details below: EPIRB units - $78 (includes pre-paid return postage satchel) PLB units - $59 (includes pre-paid return postage satchel) All hire units will be delivered to Variety Queensland for distribution at Registration & Scrutineering on Sunday 18 th March. The return of all hire units is the responsibility of the individual hirer and Variety recommends EPIRBHire.com.au s return postage satchel option. To book your hire unit contact EPIRBHire.com.au directly on or info@epirbhire.com.au Port Macquarie Lay Day The Lay Day is designed for participants to have an opportunity to do as much, or as little, as they like. Perhaps the idea of a sleep in, a late breakfast and a day by the pool takes your fancy? Maybe you ve got three loads of washing that you d like to get sorted? Or you could be looking for some fun and a bit of an adventure? The lay day is your opportunity to do whatever you please, there s no official event plans, no scheduled lunch stops or dinner functions you re free to do as you please. In saying all that it wouldn t be a Variety event, in particular a Yamaha Variety Jet Trek, without some crazy fun and antics and a good laugh with great mates if this sounds like you, read on! Long term Variety supporter and Jet Trek participant Matt Brown (more affectionately known as Browny) will be organising some unofficial lay day activities. We could call it Olympics, but there s no specific fitness level required. We could call it a pub crawl but there s not necessarily pubs involved. What we can tell you is if wrestling in sumo suits, taping your team mates to a wall, or competing with fellow Trekkers in a trailer reversing competition sounds like your cup of tea then keep an eye out for further information and the online registration link. Note: cups of tea purely optional.

8 Welcome Dinner Sunday 18 th March Sydney Our first official Jet Trek function will be our pre-event Welcome Dinner on Sunday 18 th March. We won t be kicking off our theme nights tonight though. Dress code is smart casual but we will be heading off-site on a bus or two and out in the elements so be sure to pack a jacket! Theme Nights Night One Monday 19 th March Newcastle Is it your first Jet Trek, your 20 th Jet Trek or somewhere in between? Night One is our chance to sort out the oldies from the newies with everyone in their Oldest Jet Trek Shirt. It s also a great opportunity for Virgin Trekkers to see who s been around for a while and ask any questions! Night Two Tuesday 20 th March Tuncurry Night Two and time to show off your true Variety colours it s Black, Red & White night! Night Three Wednesday 21 st March Port Macquarie The night before the lay day a time to chill out and relax after a big few days on the water. There ll be no theme night tonight but don t forget your dancing shoes as we ll have a great local band for you to dance the night away. Night Five Friday 23 rd March Coffs Harbour Tonight s function will be at the Coffs Harbour Racing Club so it s only fitting we have our very own Fashions On The Field! Perhaps it s your best Jockey outfit, or your very own handmade fascinator whatever takes your fancy! There ll be Prizes for best dressed and most creative! Night Six Saturday 24 th March Yamba It s the night of nights, our last hurrah after a fabulous week on the water. Night six we ll party the night away at our final night Gala Celebrations. Dress: Formal

9 Meet the Team Following on from the last few newsletters, we d like to introduce you to some other friendly faces you ll see on the 2018 Yamaha Variety Jet Trek some more of the Variety Team and some of our dedicated Volunteers. Although our team allocations are not finalised until much closer to the event, we ve included some of our On-Water Officials. We hope, for those new to the Jet Trek, this will make it easy to find some familiar faces when you get to Rego & Scrutineering in Sydney. Steve Wakerley Chief Executive Officer Rebecca Meredith Marketing & Communications Steve, or Wakkers as he s more affectionately known, has been around Variety as a fundraiser and even Board Member for many, many years and officially joined the team as Chief Executive Officer in Steve is an absolute wealth of knowledge when it comes to fundraising and Variety Queensland so be sure to introduce yourself and don t hesitate to ask any questions you may have! Sam Modra Operations Coordinator Meet Bec! You might see Bec s name pop up in your inbox as the 2018 Jet Trek gets a little closer. Bec is the central point of contact for all things Media & Public Relations and will be your best chance at any sort of stardom during the event. Bec joined the Variety team as Marketing & Communications Officer in 2016 and is looking forward to her first Yamaha Variety Jet Trek! Paul & Peter Locock Team Red Meet Sam, AKA Sergei. With many years events experience, Sam joined the Variety team as Operations Coordinator in 2016 and many of you will have met him on the 2017 Jet Trek. You won t see a great deal of Sam throughout the day as he often travels ahead to ensure everything is set and ready to go for our evening functions. Of a night you ll find him overseeing all things audio & visual, make sure you say g day! Want to find someone who knows almost all there is to know about the Jet Trek? Find these two! Paul (PoGo) and Peter (Turtle) have been supporting Variety through their involvement in the Yamaha Variety Jet Trek since its inception that s right, they ve done every Variety Jet Trek ever held. During the event you ll find them on the water as On-water Officials for Team Red.

10 Scrutineering Requirements All Personal Watercraft will be Scrutineered prior to the start of the 2018 Yamaha Variety Jet Trek to ensure compliance with the minimum Scrutineering Requirements. Below is the full list of safety equipment you ll need to ensure you re ready to go! PWC REQUIREMENTS PWC is a 2010 model or newer and of the sit down style PWC is in a seaworthy condition Participants hold a current and valid PWC licence PWC is covered by Third Party Public Liability & Property Damage as a minimum level of insurance All appropriate event decals (supplied by Variety) applied as per the scrutineering instructions MINIMUM SAFETY GEAR V Sheet EPIRB (these are available for hire through EPIRBHire.com.au if you d prefer not to purchase one) PLB (these are available for hire through EPIRBHire.com.au if you d prefer not to purchase one) Flares (2 red and 2 orange, hand held, smoke flares) CHECK EXPIRY DATES! Signalling device (mirror or similar) Personal Floatation Device (PFD) Type 2 Sufficient anchor with at least 27 metres of rope (this rope can double as your tow rope) Tow rope at least 17 metres long One fixed or portable compass Minimum 2 x 600ml bottles of drinking water Cyalume Snaplight Stick (these will be provided by Variety at Scrutineering) FURTHER RECOMMENDED GEAR Helmet Wetsuit Floating sunglasses and sunscreen Waterproof tool kit with spare parts (including spare plugs) Waterproof first aid kit GPS device Mobile telephone in waterproof case VHF Marine Radio ROAD CREW VEHICLE REQUIREMENTS UHF Radio Enough jerry cans to refuel your PWC and on-board jerry cans back to capacity All appropriate events decals (supplied by Variety) applied as per the scrutineering instructions Please note: Personal Watercraft with modified exhaust systems are not permitted on the Variety Jet Trek event.

11 Fundraising Tools & Guidelines Sponsorship Template & Fundraising Tools Just in case you weren t aware, we have a range of tools at the Variety office to help you with obtaining sponsors and donors for your fundraising. While the companies and businesses you re speaking with may already know you or your team and be prepared to support you, it doesn t hurt to have some information about the Variety Jet Trek as well as Variety the Children s Charity and how we support the kids. This is vital to ensuring your supporters know the difference their donation is making to the lives of kids in need. If you would like a copy of our Sponsorship Letter Template or Sponsorship Presentation Template, please contact Angela in our office on angela.haines@varietyqld.org.au or As well as our Sponsorship Templates, we have a range of fundraising ideas, tips and tricks as well as a full fundraising guide, all available on our website. This information covers off on loads of Frequently Asked Questions as well as info on Coin Collections, Trivia Nights, Morning Tea s, Golf Days, Wine Tastings and much, much more. To check out our online Fundraising Resources head to: Website, Social Media & Use of the Variety Logo Website & Social Media Support Where suitable, Variety will supply limited social media and website support for your event or fundraising activity. Some generic guidelines around this support are: The activity is not an ongoing one such as a BBQ or market stall. The activity is a ticketed style event such as a lunch/dinner or golf day. The activity aims to engage with the Variety community and the general public. The activity is appropriate to be associated with a Children s Charity. For all social media & website support requests please supply Variety with the event details including date, location, costs etc + 2 event images + a blurb about the event and inviting people to take part. Use of the Variety Logo The Fundraiser must label their event as an event supporting Variety the Children s Charity The proudly supporting logo should be used in all fundraising promotions and on all printing and advertising material. To obtain a copy contact Variety on The charity s title Variety the Children s Charity must be used in its whole phrase for headings. The charity may be referred to as Variety in basic content. Variety the Children s Charity is not to be referred to as the Variety Club or any other name in any marketing material. Any marketing materials or advertisements must be submitted to Variety for approval. Approval can be given within a day in most cases. Please this to info@varietyqld.org.au

12 Be an Everyday Hero STEP ONE: Go to the Variety Jet Trek page on the Everyday Hero website by clicking on the following link: STEP TWO: Click on the Start Fundraising button Online fundraising facts & figures Since 2014, online fundraising for Variety the Children s Charity of Queensland has grown by more than $150,000 from $178k to $332k. This is an 86% growth in two years and a good indication of how successful the online fundraising process can be. STEP THREE: Register and create a fundraising account by filling in the electronic form on this page. STEP FOUR: Decide whether you want to set up an individual or a team fundraising page. Ask yourself: Am I the only member of my Jet Trek team that will be utilising Everyday Hero? Answers: YES Set up an individual page NO Set up a team page and get your team members to join your team. STEP FIVE: Set up your fundraising page. This includes choosing a colour, adding photos or videos, deciding on the Title for your page and what your fundraising target is and including personal thank you messages. Once all of this is completed, you will be given a unique website address that you will be able to forward to all your contacts to start getting the money rolling in!! In 2017, for the Jet Trek alone, over $82,200 was raised through online fundraising. This figure represents more than 30% of the total net profit of $270,000. The number of Variety Jet Trek Hero pages actively raising these funds this year was 47. On average, that s an income of just over $1,740 per page with only 51% of the Jet Trek teams represented. Imagine if we doubled the number of active fundraising pages in 2018? Or even more! Imagine what that would mean for the special kids Variety assists! We have a range of tools and ideas around the best ways to get your fundraising page and message out to your contacts and can help you through this process. If you re interested in this help or better utilising your online fundraising page, please contact Angela or Erin in the Variety office on

13 2018 YAMAHA VARIETY JET TREK PROVISIONS LEVY PAYMENT FORM PAYEE DETAILS First Name: Surname: Jet Trek Entry #: Postal Address: Suburb/Town: State: Postcode: Contact Number: YAMAHA VARIETY JET TREK PROVISIONS LEVY INCLUSIONS - Pre-event welcome dinner & Sydney Harbour Cruise (Sunday 18 th March) - Lunch & dinner daily (with exception of the lay day on Thursday 22 nd March) - Entertainment throughout the event - Security monitored trailer parking in Newcastle, Tuncurry, Port Macquarie & Coffs Harbour - Coach transfers from Novotel Norwest to Darling Harbour - Coach transfers from accommodation venue to evening function in Coffs Harbour - Celebratory finish line drinks by the pool in Yamba - Ticket to the final night gala dinner in Yamba consisting of a 3 course meal and 5 hour beverage package including beer, wine, soft drink & basic spirits - Jet Trek official merchandise pack 2018 YAMAHA VARIETY JET TREK PROVISIONS LEVY PAYMENT OPTIONS By completing this form, I acknowledge I have read and understand the list of provisions levy inclusions for the 2018 Variety Jet Trek and wish to make payment for the below listed participant(s) Provisions Levy(s): Name: Name: Name: Name: Early Bird Levy (if paid in full by January 12 th, 2018): Adults $755, Kids $500 x Adult EB Levy $755 = $ x Child EB Levy $500 = $ Provisions levy (if paid after January 12 th, 2018): Adults $795, Kids $525 x Adult Levy $795 = $ x Child Levy $525 = $ NOTE: Provisions levy payment plan options are available. Please contact Variety Queensland to discuss weekly/fortnightly/monthly payment plan options. CREDIT CARD DETAILS Credit Card Type: Expiry Date: Credit Card Number: Card Holder Name: Signature: Date: Please forward your completed form to: Variety Queensland Inc. Unit 1, 5 Ashtan Place, BANYO QLD info@varietyqld.org.au or Fax: