develop the document to standard level

[jamie6195]

<style> </style>

BIDEV CHARITY RUN 2026 – DETAILED ACTIVITY PLAN Event Theme: Run for Hope: Empowering OVC Families in Manafwa Location: Bubulo Trading Centre → Manafwa Central Route & Return, Manafwa District Proposed Date: Saturday, 14 November 2026 Target Beneficiaries: Orphans & Vulnerable Children (OVC) Families in Manafwa District (Livelihood & Education Support) Prepared By: BIDEV Event Planning Committee Date Prepared: April 27, 2026 1. EVENT OVERVIEW Component Details Race Categories 10K Competitive Run, 5K Community Run, 1K Family/Fun Walk Expected Participants 500–700 (runners, walkers, volunteers, spectators) Primary Goal Raise funds and awareness to support OVC families with sustainable livelihood kits and education subsidies Key Stakeholders District Local Government, Sub-county LCs, Schools, Religious Institutions, Local Businesses, NGOs, Media, Youth & Women Groups 2. STAKEHOLDER TARGETING & ENGAGEMENT STRATEGY Stakeholder Group Engagement Approach Expected Role District & Sub-county Leaders Formal letters, LC5 briefing, route approval meeting Permit facilitation, public endorsement, security coordination Schools & Teachers Assemblies, sports teacher coordination, student participation drives Mobilize students/parents, host mini-fundraisers, identify OVC beneficiaries Religious & Cultural Leaders Pulpit/mosque announcements, community dialogues Grassroots mobilization, trust-building, volunteer recruitment Local Businesses & SACCOs Sponsorship packages, branding at checkpoints, B2B meetings Financial/in-kind support, merchandise discounts, post-run networking NGOs & Development Partners Alignment meetings, co-branding opportunities Technical support in OVC selection, monitoring, reporting Local Media & Influencers Radio talk shows (Manafwa FM, Radio Simba), social media campaigns Awareness, live coverage, participant registration drive 3. PHASED ACTIVITY TIMELINE 🟦 PHASE 1: Planning & Institutional Setup (May – June 2026) Activity Responsible Timeline Form core committee & assign roles Event Director Week 1 Secure route approval, police & health permits Logistics & Legal Lead Weeks 2–3 Draft & sign MOUs with district, NGOs, sponsors Stakeholder Liaison Weeks 3–4 Identify & verify initial OVC beneficiary list (with social workers & LCs) M&E Officer Week 4 Open corporate sponsorship packages Finance & Marketing Lead Ongoing 🟨 PHASE 2: Marketing, Registration & Logistics (July – September 2026) Activity Responsible Timeline Launch registration portal & physical sign-up points Comms Lead July School & church mobilization drives Volunteer Coordinator July–Aug Procure race kits, tents, PA system, signage, water points Logistics Lead Aug Recruit & train 40+ volunteers (marshals, registration, first aid) Volunteer Coordinator Sept Conduct route dry-run & safety assessment Logistics & Medical Lead Sept 30 🟧 PHASE 3: Event Week Execution (Nov 8–13, 2026) Activity Responsible Timeline Final vendor & sponsor confirmations Logistics Lead Nov 8 Press briefing & radio interview Comms Lead Nov 9 Race kit distribution & bib assignment Registration Team Nov 11–12 Volunteer orientation & emergency drill Safety & Medical Lead Nov 13 Route setup, barricades, signage, water stations Logistics Team Nov 13 (Evening) 🟥 PHASE 4: Event Day (Nov 14, 2026) Time Activity 06:00–07:30 Volunteer arrival, setup, final checks 07:30–08:30 Participant registration & warm-up 08:30–08:45 Opening remarks, sponsor acknowledgments, safety briefing 08:45 Gun off – 10K, 5K, 1K start (staggered) 10:30–11:30 Awards ceremony, live donations, OVC story sharing 11:30–12:30 Cleanup, volunteer debrief, fund reconciliation start 🟩 PHASE 5: Post-Event & Impact Reporting (Nov–Dec 2026) Activity Responsible Timeline Financial audit & reconciliation Finance Lead Nov 15–20 OVC fund disbursement planning & distribution M&E + Social Workers Nov 25–Dec 10 Thank-you letters, sponsor reports, media follow-up Comms Lead Dec 5–15 Public impact report & community feedback session Event Director Dec 20 Lessons learned & 2027 planning draft Committee Dec 28 4. ROLES & RESPONSIBILITIES Role Key Duties Event Director Overall coordination, stakeholder liaison, decision-making Finance Lead Budget tracking, dual-signatory accounts, audit, reporting Logistics Lead Route, permits, tents, water, signage, equipment, cleanup Marketing & Comms Registration drive, radio/social media, press, branding Volunteer Coordinator Recruitment, training, scheduling, welfare, debrief Medical & Safety Lead Ambulance, first aid, crowd control, emergency protocols M&E Officer Beneficiary verification, data tracking, impact reporting 5. RISK MANAGEMENT & CONTINGENCY Risk Mitigation Heavy rain Indoor backup venue (Bubulo Health Centre IV hall), waterproof tents, date shift window (Nov 21) Medical emergency 2 certified ambulances, trained first-aid volunteers, hydration stations every 2km Low registration Early-bird discounts, school/church incentives, radio prize draws Fund mismanagement Dual signatories, daily reconciliation, independent auditor review, public transparency dashboard Security/crowd issues Police coordination, trained marshals, clearly marked barriers, emergency communication tree (End of Activity Plan Document) 📄 DOCUMENT 2: BIDEV CHARITY RUN 2026 – DETAILED BUDGET Currency: Ugandan Shillings (UGX) Event Date: 14 November 2026 Prepared By: BIDEV Finance & Planning Committee Date Prepared: April 27, 2026 [INSERT BIDEV OFFICIAL LOGO HERE] 1. ASSUMPTIONS & BASELINE Expected participants: 550 Registration fee: UGX 30,000 (10K/5K/1K combined average) Sponsorship target: UGX 12,000,000 (corporate, local business, NGO) Merchandise & donations: UGX 3,000,000 All funds subject to transparent accounting & independent verification 10% contingency built into operational costs 2. REVENUE PROJECTIONS Revenue Stream Unit/Qty Rate (UGX) Total (UGX) Participant Registration 550 30,000 16,500,000 Corporate & Local Sponsorships 6 tiers Variable 12,000,000 Merchandise Sales (T-shirts, caps, wristbands) 200 15,000 3,000,000 On-site Donations & Mobile Money - - 2,500,000 TOTAL REVENUE 34,000,000 3. EXPENDITURE BREAKDOWN Category Item Description Qty/Unit Cost (UGX) Permits & Compliance District route permit, police clearance, public liability insurance 1 package 1,200,000 Route & Logistics Tents, PA system, stage, chairs, banners, signage, barricades, water stations, mobile toilets 1 setup 4,500,000 Race Kits & Apparel Bibs, timing chips, volunteer T-shirts, finisher medals 600 units 2,800,000 Medical & Safety 2 ambulances, first aid kits, paramedic allowances, security personnel 1 package 2,200,000 Marketing & Comms Radio ads, social media boosts, posters, press briefings, photography/videography 1 campaign 2,500,000 Volunteer Welfare

 

DOCUMENT 1: BIDEV CHARITY RUN 2026 – DETAILED ACTIVITY PLAN

[INSERT BIDEV OFFICIAL LOGO HERE]
Event Theme: Run for Hope: Empowering OVC Families in Manafwa
Location: Bubulo Trading Centre → Naboto Road → Return Route, Bubulo Sub-County, Manafwa District
Proposed Date: Saturday, 14 November 2026
Target Beneficiaries: Orphans & Vulnerable Children (OVC) Households in Manafwa District
Prepared By: BIDEV Event Planning Committee
Date Prepared: 27 April 2026

1. EVENT OVERVIEW

Component	Details
Race Categories	10K Competitive Run, 5K Community Run, 1K Family/Fun Walk & Wheelchair Category
Expected Participants	500–700 (runners, walkers, volunteers, spectators, local officials)
Primary Goal	Raise funds & awareness to provide sustainable livelihood kits and education support to OVC families
Key Stakeholders	District Local Government, Sub-county LCs, DCDO, Schools, Religious/Cultural Leaders, SACCOs & Local Businesses, NGOs/CSOs, Local Media, Youth & Women Groups
Funds Usage	100% of net proceeds directed to verified OVC households for livelihood & education interventions

5. FINANCIAL CONTROLS & TRANSPARENCY

• ✅ Dual Signatory Policy: All disbursements require Event Director + Finance Lead approval
• ✅ Dedicated Account: Separate BIDEV Charity Run account with MTN/Airtel MoMo & bank integration
• ✅ Daily Reconciliation: Registration & donation logs cross-checked on event day
• ✅ Independent Audit: Post-event review by licensed local auditor (within 30 days)
• ✅ Public Reporting: Financial & impact report published on BIDEV platforms & shared with Manafwa District stakeholders
• ✅ Beneficiary Verification: OVC selection follows District Social Development Office guidelines; disbursement documented with photos, receipts & LC1 sign-offs

6. BUDGET NOTES & ADJUSTMENT MECHANISM

• Figures are estimates based on 2025/2026 Ugandan market rates for community sports events
• Sponsorship shortfalls will be offset by scaling non-essential logistics (e.g., reduce stage size, use volunteer PA system, limit branded merch)
• Surplus funds roll over to Q1 2027 OVC program expansion & route safety upgrades
• All prices subject to 30-day validity from preparation date; inflation buffer included in contingency
• Disbursement to OVC families will use direct MoMo transfers + physical handover events at sub-county level for accountability

[INSERT BIDEV OFFICIAL LOGO HERE]
Prepared & Approved By:
Finance Lead: ___________________ | Date: _______________
Event Director: ___________________ | Date: _______________
Internal Auditor/Reviewer: _______________ | Date: _______________

---